Technical English 2 Investigative Report Writing PDF

TECHNICAL ENGLISH 2 INVESTIGATIVE REPORT WRITING LYEN CAREL T. GARCIA TOP 1 CLE JUNE 2022  REPORT A REPORT is detailed account of an event, situation, etc., usually based on observation or inquiry (PNP, 2014) It is a specific form...

TECHNICAL ENGLISH 2 INVESTIGATIVE REPORT WRITING LYEN CAREL T. GARCIA TOP 1 CLE JUNE 2022  REPORT A REPORT is detailed account of an event, situation, etc., usually based on observation or inquiry (PNP, 2014) It is a specific form of writing that is organized around concisely identifying and examining issues, events or findings that have happened in physical sense.  REPORT WRITING Is a communication that lends itself to a useful tool for people in a free society to express their thoughts and ideas and to obtain what they need or want (PNP 2014). It is a natural and necessary part of the very job description of an investigator.  COMMON TYPES OF REPORT FORMAL Are carefully structured. They stress objectivity and organization. Contain much detail and are written in a style that tends to eliminate. Such element as personal pronouns. INFORMAL REPORTS Are usually short messages with natural casual use of language. The internal memorandum can generally be described as an informal report. SHORT OR LONG REPORTS The two page report, or sometimes referred to us a memorandum, is short. And a 30 page report is absolutely long. The implications of a long report are wide-ranging for a business or industry. The long report examines a problem in detail, while the short report covers just one part of the problem. A short report can be defined as an organized presentation of relevant data on any topic, money, travel, time, Personnel, equipment, management that a company or agency tracks in its day-to-day operation. INFORMATIONAL OR ANALYTICAL REPORTS Informational reports such as annual reports, monthly financial reports, and reports on personal absenteeism. Carry objective information from one area of an organization to another. Informational reports provide facts, data, feedback, and other types of information to assist management to make decisions. Analytical reports such as scientific research, feasibility reports, and real estate appraisals present attempts to solve problems. Analytical reports provide facts, data, feedback, and other types of information, but they also provide analysis, interpretation, and recommendations. PROPOSAL REPORT The proposal is a variation of problem solving reports. a proposal is a document prepared to describe how many organization can meet the needs of another. Most governmental agencies advertise their needs by issuing requests for proposal. VERTICAL OR LATERAL REPORTS Reports that are more upward or downward hierarchy are referred to as vertical reports. Lateral Reports, on the other hand, assist in the coordination in the organization. A report traveling between units of the same organization level as lateral. INTERNAL OR EXTERNAL REPORTS Internal reports travel within the organization. External reports, such as annual reports of companies, are prepared for distribution outside organization. PERIODIC REPORTS They are issued on regularly scheduled dates. They are generally upward-directed and serve management control. Periodic or project reports, also known as status reports are similar to progress reports. Both serve to provide audience members with the detail of an ongoing project. However, a progress report is usually sent at a certain milestone of a project. While periodic reports are sent at regular intervals: daily, weekly, monthly, etc. FUNCTIONAL REPORTS This classification includes accounting reports, marketing reports, financial reports, and a variety of other reports that take their designation from the ultimate use of the report. WHAT IS INVESTIGATIVE REPORTING Investigative reporting is an objective statement of the investigators findings. It is an official record of information relevant to the investigation which the investigator submits to his or her superior. It is a document that details the findings or evidence related to the formal complaint or allegation.  INVESTIGATIVE REPORTING INVESTIGATION Investigation is the collection of facts to accomplish a threefold aim. To identify the suspect To locate the suspect To provide evidence of his guilt CRIMINAL INVESTIGATION Is an art which deals with the identity and location of the offender and provides evidence of guilt through criminal proceedings.  APPROPRIATE INVESTIGATIVE REPORT WRITING Regardless of whether the investigation will proceed into a court of law, all investigative reports should be structured to communicate relevant and factual information. At a minimum, author/s should ensure that the following goals are consistently applied to every type of report that is being presented. Report contains an accurate description of all event and incident details. Content is clear, concise and understandable to relevant decision makers. Content is deemed admissible and credible in a court of law. Content not portray opinions or information that is open to misinterpretation. Report contains sufficient information to establish factual relevance of conclusions. Report is completed and presented in a timely manner.  IMPORTANCE OF INVESTIGATIVE WRITING The importance of investigative writings are as follows: They serve as records for police administrators and planning, directing and organizing the units duties. Reports can be used as legal documents in the prosecution of criminals. Reports can be used by other agencies. Reports can be useful to local media that needs access to public documents The author of the report should also consider that the written work is reflective of the writer's personality. Reports can be a basis for research.  REQUISITES OF A GOOD INVESTIGATION REPORT A good investigation report contains the following requisites: 1. ACCURACY – the report should be a true representation of the facts to the best of the investigators ability 2. COMPLETENES – The question of “when, who, what, where, why and how?” should be answered. 3. BREVITY – Irrelevant or unnecessary materials should be omitted. 4. FAIRNESS – the investigator should take the facts as he finds them 5. FORM AND STYLE - The arrangement of materials presented should be in a manner which will make the report easy to read. 6. CLARITY – the language and format of a report are simple and to the point 7. SPECIFIC – Use of specific words that bring the reader close to the firsthand experience 8. Timeliness – Completion of a report promptly FIVE BASIC STEPS IN INVESTIGATIVE REPORT WRITING In the PNP, they have 5 basic steps in investigative report writing to be followed under the acronym: G – gather the facts R – record the facts O – organize the facts W – write the report E – evaluate the report by editing and proofreading  GRAMMAR Is the study of the classes of words, Their inflections and their functions and relations in the in the sentence. It is the structure of our writing. Without correct grammar usage, our ideas and thoughts cannot be communicated effectively or efficiently. It is the structural foundation of our ability to express ourselves.  COMPOSITION In writing, a composition is the way a writer assembles words and sentences to create a coherent and meaningful work. An essay, report, presentation, or a term paper.  TYPES OF COMPOSITION WRITING The four classical types of composition are: DESCRIPTION A description or descriptive writing is a statement or account that describes something or someone listing characteristic features and significant details to provide a reader with a portrayal in words. NARRATION In narration or narrative, writing is a personal account, a story that writer tells his or her reader. It can be an account of a series of facts or events given in order and establishing connections between the steps. The chronology could be in strict order, or you could include flashbacks. EXPOSITION Exposition or expository writing is the act of expounding or explaining a person, place, thing, or event. The purpose of the author is not to just describe something, but to give it a reality, an interpretation and ideas on what that thing means. ARGUMENTATION Argumentative writing or an argumentation is basically an exercise in comparing and contrasting. It eased the methodological representation of both sides of an argument using logical or formal reasoning. The end result is formulated to persuade why thing A is better than thing B. What makes it better makes up the content of your arguments.  PARTS OF SPEECH Is a term used in traditional grammar for one of the 8 categories into which words are classified according to their functions in sentences. It is also known as word classes, these are the building blocks of grammar SUBJECT–VERB AGREEMENT RULES SVA refers to the grammatical concept that the subject of a sentence must align with the main verb of that same sentence. 1. If the subject is singular, the verb must be singular too. Example: She writes every day. Exception: When using the singular "they," use plural verb forms. Example: The participant expressed satisfaction with their job. They are currently in a managerial role at the organization. If the subject is plural, the verb must also be plural. Example: They write every day. 2. When the subject of the sentence is composed of two or more nouns or pronouns connected by and, use a plural verb. Example: The doctoral student and the committee members write every day. Example: The percentage of employees who called in sick and the number of employees who left their jobs within 2 years are reflective of the level of job satisfaction. 3. When there is one subject and more than one verb, the verbs throughout the sentence must agree with the subject. Example: Interviews are one way to collect data and allow researchers to gain an in-depth understanding of participants. Example: An assumption is something that is generally accepted as true and is an important consideration when conducting a doctoral study. 4. When a phrase comes between the subject and the verb, remember that the verb still agrees with the subject, not the noun or pronoun in the phrase following the subject of the sentence. Example: The student, as well as the committee members, is excited. Example: The student with all the master’s degrees is very motivated. Example: Strategies that the teacher uses to encourage classroom participation include using small groups and clarifying expectations. 5. When two or more singular nouns or pronouns are connected by "or" or "nor," use a singular verb. Example: The chairperson or the CEO approves the proposal before proceeding. 6. When a compound subject contains both a singular and a plural noun or pronoun joined by "or" or "nor," the verb should agree with the part of the subject that is closest to the verb. This is also called the rule of proximity. Example: The student or the committee members write every day. Example: The committee members or the student writes every day. 7. The words and phrases "each," "each one," "either," "neither," "everyone," "everybody," "anyone," "anybody," "nobody," "somebody," "someone," and "no one" are singular and require a singular verb. Example: Each of the participants was willing to be recorded. Example: Neither alternative hypothesis was accepted. Example: I will offer a $5 gift card to everybody who participates in the study. Example: No one was available to meet with me at the preferred times. 8. Noncount nouns take a singular verb. Example: Education is the key to success. Example: Diabetes affects many people around the world. Example: The information obtained from the business owners was relevant to include in the study. Example: The research I found on the topic was limited. 9. Some countable nouns in English such as earnings, goods, odds, surroundings, proceeds, contents, and valuables only have a plural form and take a plural verb. Example: The earnings for this quarter exceed expectations. Example: The proceeds from the sale go to support the homeless population in the city. Example: Locally produced goods have the advantage of shorter supply chains. 10. In sentences beginning with "there is" or "there are," the subject follows the verb. Since "there" is not the subject, the verb agrees with what follows the verb. Example: There is little administrative support. Example: There are many factors affecting teacher retention. 11. Collective nouns are words that imply more than one person but are considered singular and take a singular verb. Some examples are "group," "team," "committee," "family," and "class.“ Example: The group meets every week. Example: The committee agrees on the quality of the writing.  CAPITALIZATION Capitalization or capitalisation is writing a word with its first letter as a capital letter and the remaining letters in lower case, in writing systems with a case distinction  English Capitalization Rules: Capitalize the First Word of a Sentence This one’s easy. Always capitalize the first word of a sentence. The cat is sleeping. Where did I put that book? Hey! It’s great to see you! How have you been? Capitalize Names and Other Proper Nouns You should always capitalize people’s names. My favorite author is Jane Austen. Tom and Diane met at Judy’s house. Have you met my dog, Boomer? Names are proper nouns. The names of cities, countries, companies, religions, and political parties are also proper nouns, so you should capitalize them, too. We experienced some beautiful Southern California weather last fall when we attended a Catholic wedding in San Diego. Don’t Capitalize After a Colon (Usually) In most cases, you don’t need to capitalize after a colon. I have one true passion: wombat racing. There are a couple of common exceptions. One is when the word following the colon is a proper noun. There is only one place I want to visit: New York City. The other exception is when the words following the colon form one or more complete sentences. Maggie wears a brimmed cap at all times for these two reasons: Strong light often gives her a headache. She also likes the way it looks. Capitalize the First Word of a Quote (Sometimes) Capitalize the first word of a quote when the quote is a complete sentence. Mario asked, “What is everyone doing this weekend?” Stacy answered, “My sister and I are going to the water park.” Don’t capitalize the first word of partial quotes. Gretchen said she was “way too busy” to join the gym. Mr. Thompson described the rules as “extremely difficult to understand if you don’t have a law degree.”  Capitalize Days, Months, and Holidays, But Not Seasons The names of days, months, and holidays are proper nouns, so you should capitalize them. I hate Mondays! Tom’s birthday is in June. Oh no! I forgot about Valentine’s Day! The names of seasons, however, are not proper nouns, so there’s no need to capitalize them. I hate winter! Having a summer birthday is the best. Capitalize Cities, Countries, Nationalities, and Languages The names of cities, countries, nationalities, and languages are proper nouns, so you should capitalize them. English is made up of many languages, including Latin, German, and French. My mother is British, and my father is Dutch. The capital of Botswana is Gaborone. Capitalize Time Periods and Events (Sometimes) Specific periods, eras, and historical events that have proper names should be capitalized. Most of the World War I veterans are now deceased. In the Middle Ages, poor hygiene was partly responsible for the spreading of bubonic plague. Middle school students often enjoy studying the social changes that took place during the Roaring Twenties. However, centuries—and the numbers before them—are not capitalized. In the sixteenth and seventeenth centuries, England blossomed into an empire.  SENTENCES A sentence is a word, clause, or phrase or a group of clauses or phrases forming a syntactic unit which expresses an assertion, a question, a command, a wish, an exclamation, or the performance of an action, that in writing usually begins with a capital letter and concludes with appropriate end punctuations, and that in speaking is distinguished by characteristic patterns of stress, pitch, and pauses.  4 TYPES OF A SENTENCE There are four types of English sentence, classified by their purpose: declarative sentence (statement) interrogative sentence (question) imperative sentence (command) exclamative sentence (exclamation)  DECLARATIVE SENTENCE (STATEMENT) Declarative Sentence (statement) Declarative Sentences make a statement. They tell us something. They give us information, and they normally end with a full-stop/period. Declarative sentences can be positive or negative. Look at these examples: POSITIVE I like coffee. NEGATIVE I do not like coffee. Declarative sentences are the most common type of sentence. INTERROGATIVE SENTENCE (QUESTION) Interrogative sentence ask a question. They ask us something. They want information, and they always end with a question mark. Interrogative sentences can be positive or negative. Look at these examples: POSITIVE Do you like coffee? NEGATIVE Don’t you like coffee? IMPERATIVE SENTENCE (COMMAND) Imperative Sentence give a command. They tell us to do something, and they end with a full-stop/period (.) or exclamation mark/point (!) Note that there is usually no subject—because the subject is understood, it is YOU. Imperative sentences can be positive or negative. Look at these examples: POSITIVE Stop! Give her coffee. NEGATIVE Do not stop! Don’t give her coffee.  EXCLAMATIVE SENTENCE (EXCLAMATION) Exclamative Sentence express strong emotion/surprise— an exclamation—and they always end with an exclamation mark/point (!). Look at these examples: What a liar he is! What an exciting movie it was! How he lied! How exciting the movie was!  TYPES OF SENTENCE STRUCTURE The four types of sentence structures are simple, compound, complex, and compound-complex. The quantity and arrangement of clauses determines the makeup of each type of sentence structure. A clause is a grouping of words with both a subject and a verb that can (but doesn’t always) form a sentence. If the clause can form a complete thought on its own, it’s considered an independent clause. If the clause depends on another part of the sentence to complete the thought it expresses, it’s called a dependent clause (aka subordinate clause). Example of independent clause: Jim reads. (Jim is the subject, reads is the verb) Sarah teaches. (Sarah is the subject, teaches is the verb) Mark plays. (Mark is the subject, plays is the verb) Example of dependent clause: who gave me a present because he loves her that used to be a video store However, when you add them to independent clauses, their meaning is clear: I’d like to know who gave me a present. (who gave me a present is a noun clause that acts as a direct object) He asked her to marry him because he loves her. (because he loves her is an adverbial clause that modifies the verb asked) Let’s meet at the restaurant that used to be a video store. (that used to be a video store is a relative clause that modifies the noun restaurant) Simple Sentence In a simple sentence, there’s only one independent clause. “I like coffee” and “Dave works at the library” are both examples of simple sentences. They each contain one subject (I and Dave) and one verb (like and works). Compound Sentence A compound sentence contains two independent clauses linked by a conjunction. “The dog ran around in the backyard, and now he’s taking a nap” is a compound sentence. Both of the clauses are complete thoughts, and could stand alone if the conjunction (and) was removed. Complex Sentence A complex sentence links one independent clause with at least one dependent clause. A common example of this type of structure is the if/then sentence. For example, “If I won the lottery, then I would buy a new car” is a complex sentence. If I won the lottery is a dependent clause that can’t stand alone because it’s not a complete thought. When you add a comma and the independent clause then I would buy a new car, it becomes complex. Compound-Complex Sentence In a compound-complex sentence, there’s more than one independent clause and at least one dependent clause. For example, “Randy is in a band, but he’s the singer because he can’t play an instrument.” This is a compound-complex sentence. It contains two independent clauses (Randy is in a band and he’s the singer) and one dependent clause (because he can’t play an instrument).  ACTIVE AND PASSIVE VOICE Voice describes the relationship between a verb and the subject and object associated with it. Certain kinds of writing are best suited for the active voice, while the passive voice is the most appropriate for other kinds of writing.  ACTIVE VOICE The subject of a sentence is followed by the verb and then the object of the verb. Example: The suspect stabbed him three times PASSIVE VOICE The object of the verb is followed by the verb and then the subject. Example: He was stabbed three times by the suspect  PARAGRAPH Are building block of all documents. It is a series of sentences that are organized and coherent, and are related to a single topic. Good paragraphing also greatly assists your readers in following a piece of writing. The basic rule of thumb with paragraphing is to keep one idea to one paragraph. If the writer begins to transition into new idea, it belongs in a new paragraph.s  ELEMENTS OF A PARAGRAPH UNITY Entire paragraph should concern itself with a single focus. If it begins with one focus or major point of discussion, it should not end with another or wander within different ideas. COHERENCE If this is the trait that makes the paragraph easily understandable to a reader. A paragraph is coherent if each sentence flows smoothly into the next without obvious shifts or jumps. TOPIC SENTENCE It is a sentence that indicates in a general way what idea or thesis the paragraph is going to deal with  RADIO CODES/PHONETICS According to the PNP memorandum circular no. 2021-015, to ensure that the police operation will not be compromised, an emphasis on the usage of passwords or call signs, radio net diagram, authentication system, Association of Public-safety Communications Officials (APCO) ten codes and code words shall be emphasized. Like the police phonetic Alphabet, military phonetic alphabet, and radio specific terms, the codes were developed to help radio users communicate quickly and concisely under tough conditions.  TWO WAY RADIO COMMUNICATION LANGUAGE Shorthand expressions and codes are useful for radio communications, especially in transferring information quickly. Point tend to make sure everyone's on the same page with which terminology you are using what it all means so make sure all radio users know and understand all the terms in advance. Here are some of the short hand expressions and codes used in two way radio communication Roger that - Message received and understood Roger so far - Confirming part way through a long message that you've understood the message so far. Affirmative - Yes Negative - No Come in - Asking another party to acknowledge they can hear you. Go ahead - I'm ready for your message. Say again - Repeat all your last message. Say all before/after - Repeat all before or after a certain phrase or word if you didn't catch part of the message. Over - Message finished, inviting others to respond if needed. Out - Conversation is finished. No answer is required or expected. Radio check - What's my signal strength? Can you hear me? Read you loud and clear - Your transmission signal is good. I can hear you fine. Wilco - Abbreviation of "I will comply", Means the speaker will complete the task that's been asked of them. Break, break - Interruption to the transmission to communicate urgently. Emergency, emergency - Distress call, Only to be used when there is an imminent danger to life and immediate assistance is required. Stand by - Wait for a short period and I will get back to you. Wait out - Waiting period is longer than I expected. I will get back to you as soon as possible. I spell - Sword will be spelled out using the phonetic alphabet.  10-CODE COMMUNICATION GUIDE Ten-codes, also called ten - signals, are abbreviations used to shorten common phrases in radio communications. Thus allowing for brevity and standardization of messages.  INTERNATIONAL RADIO PHONETIC ALPHABET The radio phonetic alphabet, more correctly be termed the radiotelephony spelling alphabet, is used for unambiguously spelling out words by letter, often radio or telephone connections. It is a set of words that are used to stand for the letters of an alphabet. The words in the phonetic alphabet are used to represent the name of the letter which it starts.  POLICE REPORT A police report is an exact narration of facts that are discovered during a criminal investigation and serves as a permanent written record for future reference. It is a documentation made by a police officer or law enforcement personnel which includes the important details and events about an incident. - Police report writing is considered technical writing, and as such you will develop special skills and techniques. - Police Report Writing is the backbone of criminal investigation and prosecution - Quite literally, the success of police operations depends upon the quality of your reports, and your ability to write effectively. - We rely on written reports to relay information to our superiors,co- worker, the courts, and numerous other agencies. - We use them to train personnel and to get people to follow procedures and policies.  THE NATURE OF POLICE REPORT WRITING Basically, report is defined as an objective statement of the findings of an investigator; this is an official record of the information that is relevant to an investigation. Hence, a good report plays an important role in the success of any investigation (Bajado – Nano & Pioquinto, 2014). On the other hand, Police Report deals with story of action performed by police personnel. It is a chronological or step-by-step account of an incident that transpired in a given time, at a given place. It is also defined as an account of some subjects specifically investigated, or an official statement of facts. A police report is a result from the fact that someone has asked for them and needs them for immediate or future use. In any event, police report writing has become one of the most significant processes in modern police operations. Police Report Writing is considered technical writing. It is the backbone of criminal investigation and prosecution (Petalvo-Ballares, Marilyn, et al.). Well-written reports do not happen in a snap of a finger, but rather they are products of a series of writing activities that are perfected over constant practice. Good report writers are those who painstakingly take the effort of writing and revising their work to achieve the best output (Bajado – Nano & Pioquinto, 2014).  Guidelines in Police Report Writing A. Word Usage Police officers from all over the country tend to use similar words and phrases. But you should always make sure that you know the correct definition and spelling of the words you will use in your reports. Slang is usually a nonstandard vocabulary developed by a group o people. It may be a street slang, criminal slang, or police slang. It is inappropriate to use slang in your report, unless you are quoting someone’s statements; and Jargon is usually a specialized language of a profession. Criminal justice professionals, just like other professionals, use a great deal of jargons. You should avoid using of jargons in your report B. Tone (First Person and Third Person) You may write your report in either first person or third person style. Both are acceptable. First person writing style is preferred and the most widely used. You are referring to yourself as an active participant. The alternative to first person is the Third person writing style. You refer yourself as an assigned officer, the undersigned or this officer. Usually, department policy specifies which style to use. Police reports should be written in an easily understandable style. The Philippine National Police organization caters to the Third-Person writing style. C. The Contents of a Police Report (5Ws and 1H) The police officer needs not to be genius to write a good police report. If the officer obtains responses for the six interrogative questions, his report is complete. WHO It refers to the complete and correct name. Wrong name usually results in failure to locate a witness or apprehend a suspect. The spelling of the name of witness/es, victim/s and suspect/s should be correct. Name including middle name must be exact. It also refers to exact home address, be it residence or a hotel, and telephone address. WHAT It refers to what type of property was attacked, e.g. building, residence, alley, vacant lot, etc. It refers to what type of property was stolen, lost or found. What items related to the crime were found at the crime scene. An accurate description of all such properties stolen, lost or found should be entered in the notes. It refers to what offense was committed, e.g. murder, homicide, rape, physical injuries, robbery, theft, and violation of special laws. It refers also to what type of evidence was found or recovered. WHERE It concerned with the geographical location of the crime scene, property or evidence. WHEN. It refers to the date and time when the offense was committed; property found, suspect apprehended, etc. WHY. It refers to the object or desire which motivated the offense. If it’s crime against person, the object of the attacked might be revenge, ransom, or sexual pleasure. If it’s crime against property, the reason may be to acquire money and property. HOW It refers to the general manner in which the crime was committed. Generally, the “who”, “when”, and “where” appear at the beginning of the report. The reader needs to know the person/s involved, the date and time the incident happened, and the location at which it took place. “What” happened is usually unfolded throughout the report. The “how” is closely related to the what. The “why” belongs to before or after the what, depending on the situations. These six questions cover the essentials of many typical police report. A police report is written because a crime is committed, and an investigation of it is made. If the writer has failed to ask important questions during in the investigation and/ or failed to note the important details in his/her field note or tickler, then the investigator is in for an incomplete report, which understandably will be unreliable.  REPORT WRITING PROCESS I. INTERVIEWING - This is the first step in the process. Your interview of the victims, witnesses, and suspects, are the backbone of your preliminary investigation. - Frequently, the first officer at the scene of the crime has the best opportunity to solve the crime by conducting a thorough preliminary investigation. II. NOTE TAKING - Notes are the basis for your report. You take notes to assist your memory with specific details,such as names, date of birth, serial numbers, addresses and phone numbers. - After you have obtained all possible information, arrange and organize in logical order the names that are related by time, place, person, cause and effect. III. ORGANIZING AND PLANNING -If your report is properly organized and planned, it will be clear, easy to read, understandable and concise. - Organizing and planning your narrative are closely related to chronological order. - Understand the assignment – know what you wanted and why you are preparing the report. Start to assemble as soon as you are certain of the subject matter and the purpose of the report. IV. WRITING THE NARRATIVE - The task is not only to express your ideas, but to make an impression upon the mind of the reader as well. In other words, you must write for the benefit of the reader. Place yourself in his position and try to visualize his problem, his knowledge of the subject and his dependence upon the report. V. PROOFREADING - Most officers are just thankful to have finished the report and don’t take additional moments or to review their works. Think about who else is going to read the reports. - The last things to ask yourself when proofreading are as follows: Is this report the best I can do? Would I want to read it to the Chief of Police? Is there anything else I can do to make it better?  USES OF POLICE REPORT 1. IDENTIFICATION OF CRIMINALS Words assist with identification, apprehension and prosecution of criminals by serving as a source document for filing criminal complaints, by providing a record of all investigations and providing a basis for additional follow up investigations. 2. INVESTIGATIVE RECORD Police reports aid prosecutors, defense attorneys and other law enforcement agencies of all investigations and serving as a source documents for criminal prosecutions, as well as documenting agency actions. 3. COURT PREPARATION Police reports assist officers prior to or during court appearances by refreshing the officer's memory before testifying, or preparing to provide hearsay testimony at preliminary hearings. 4. CIVIL LIABLITY ASSESSMENT Police reports are essential for risk managers, Insurance companies, And civil litigation attorneys For use in determining potential civil liability By documenting events such as accidents or injuries  CHARACTERISTICS OF AN EFFECTIVE POLICE REPORT There are six characteristics that all effective reports have in common 1. FACTUAL 2. ACCURATE 3. CLEAR 4. CONCISE 5. COMPLETE 6. TIMELY 1. FACTUAL – Any conclusions made by the reporting officer must be supported by articulated and documented facts. 2. ACCURATE – Is achieved by carefully, precisely, and honestly reporting all relevant information 3. CLEAR – Clarity in report writing is achieved by clear and logical organization of information, the judicious use of simple, common and fist person language and effective writing mechanics 4. CONCISE – Reports should be brief but also contain all relevant information necessary for a complete understanding of the crime or incident. Brevity should never take precedence over accuracy, completeness or clarity in report writing 5. COMPLETE – The report is complete when it is a complete word picture of the incident, there are no questions left unanswered by the reader 6. TIMELY – no decisions can be made or actions taken regarding an arrest or request for follow up investigation if a report is not submitted in a timely fashion.  TONE OF POLICE REPORT Narration is effective in writing police reports. They are most effective when they have an objective tone. The use of “I”, “We”, “Me” or “Why” make writing subjective and opinionated. Administrative decisions cannot effectively be based on subjective opinions. Objective tone refers to an impersonal style of writing, which give us information about something but doesn’t include information about the writer. Objective writing places the emphasis on facts, information and arguments and can be contrasted with subjective writing which relates to a personal feelings and biases. Objective writing uses third person pronouns; it, he, she and they.  TYPES OF REPORT WRITERS According to PNP Investigative Manual, there are 3 types of report writers: 1. Those who write without thinking 2. Those who write and think the same time; 3. Those who think first and write afterwards.  GENERAL CONTENTS OF POLICE REPORT Although every crime or incident is different, and as a result each report will require different information to complete a total word picture about the incident. However, every report should have certain content elements, regardless of the crime committed. The following general content elements are fundamental to an effective report, however, it should be noted that in some crimes or incident, a specific element may not be applicable. INITIAL INFORMATION It establishes how the officer became involved with the specific incident and additional background information. It also describes the officer’s immediate observations and any actions they took upon arrival at the scene IDENTIFICATION OF THE CRIME OR INCIDENT Always include the facts that are necessary to show that the specific crime or incident has taken place. The report should include the common name of the crime, the statutory reference number and the required elements necessary for the crime to be complete IDENTIFICATION OF THE INVOLVED PARTIES Regardless of the type of report, the report should always identify the reporting persons, victims, witnesses and suspects if known. Always include full names, address, home, work and cellular telephone numbers VICTIM/WITNESS/SUSPECT STATEMENTS Summary statements of all involved parties should be taken and direct quotes used, where necessary. Statements should always include the details of the events, from their own perspective. CRIME SCENE SPECIFICS/DESCRIPTION Crime scene specifics are necessary to accurately re- create the scene and events of the crime. Include photographs, where possible and include the locations of physical evidence prior to collection. Photographs should be printed for inclusion with the report, and booked as property as evidence, where applicable. PROPERTY INFORMATION Property information should include the color, make, model, serial number, approximate value and full description where possible. Details pertaining to stolen or recovered property, as well as property booked for safekeeping, and property booked as evidence should always be included in the report. OFFICER ACTIONS/OBSERVATIONS Include descriptions and observations of all actions related to the incident. If multiple officers responded to a crime or incident, each officer involved should include a supplement that details their own actions at the incident or crime and the supplement should be submitted for inclusion with the master report.  MAIN CLASSIFICATIONS OF POLICE REPORTS 1. BASIC OR INFORMAL REPORT Most police reports may be placed in this category. This account deals with the ordinary, miscellaneous, usual, memorandum, letter, or form accomplished by any member of a unit, section bureau or division within a department in accordance with prescribed regulation. Usually this report contains the following items: The heading or letterhead of the organization, office or section where the writer is assigned The person or office to whom it is addressed or submitted The text proper The name of the writer or the source of the report 2. INVESTIGATIVE OR FORMAL REPORT This covers an exact and exhaustive narration of facts. It suggests a full-dress treatment, including cover, title page, letter of transmittal, summary sheet, text, appendixes, and perhaps an index and bibliography.  CLASSIFICATION OF POLICE REPORTS ACCORDING TO PURPOSE 1. PERFORMANCE REPORT – which contains information as to the status of an activity/ies or operation. 2. FACT-FINDING REPORT – which involves the gathering and presentation of data in logical order, without an attempt to draw conclusions 3. TECHNICAL REPORT - which represents data on a specialized subject 4. PROBLEM SOLUTION REPORT – which analyzes the thought process that relies behind the solution of a particular problem.  CATEGORIES OF POLICE REPORT 1. OPERATIONAL REPORTS – include those relating to the reporting of police investigation, arrests, identification of persons, and a mass miscellaneous reports necessary to the conduct of a routine police operations. 2. INTERNAL BUSINESS REPORTS – relate to the reporting necessary to the management of the agency and include financial reports, personnel reports, purchase reports, equipment reports, property maintenance reports and general correspondence 3. TECHNICAL REPORTS – present data on any specialized subject but usually relate to completed staff work and add to the specific knowledge necessary to proper functioning of police management 4. SUMMARY INFORMATION REPORT – furnishes intelligence information necessary to the solution of crime, accident, and police administrative problems.  BASIC TYPES OF POLICE REPORTS According to the Protocol 9 (Preparation of reports and filing of charges) of the Protocols of Investigation in PNP Criminal Investigation Manual of 2011. The Investigator-on-case shall submit the following: 1. SPOT REPORT WITHIN 24 HRS 2. PROGRESS REPORT 3. AFTER OPERATION REPORT 4. FINAL REPORT AFTER THE CASE IS FILED BEFORE THE PROSECUTORS OFFICE/COURT 5. ACCOMPLISHMENT REPORT  SPOT REPORT Refers to the initial report written by a police officer after an important incident and submitted immediately to higher authorities for further investigation and appropriate action.  PROGRESS REPORT It is an accounting of the actions or series of actions undertaken in relation to an ongoing investigation of a case. Refers to follow-up report submitted by a police officer after conducting further investigation of a particular incident. This report can simply be an accomplishment report which may be analytical and may be comparatively longer than spot report.  FINAL REPORT Refers to an accomplishment report written by a police officer after the investigation is completed and the case has been filed against the suspect/s. In some cases, progress report can also be final report especially if the investigation has been terminated at that level.  AFTER OPERATION REPORT It is a report that may be rendered after any successful police operation that leads to the arrest of any member or some members of a syndicated crime group  INVESTIGATION REPORT Refers to a report such as in criminal investigations. The arrangements of the parts follow a specific pattern to be easily found and read. It is a document that details the findings of an investigation as soon as formal complaint is filed or an incident occurs.  SITUATION REPORT (SITREP) The SITREP is a form of status reporting that provides decision-makers and readers a quick understanding of the current situation. It provides a clear, concise understanding of the situation – focusing on meaning or context, in addition to the facts.  SPECIAL REPORT is prepared and presented not as a matter of routine. This is prepared on the basis of some inquiry or investigation either by a single individual or by a body or a committee or a sub committee or a commission specially formed and entrusted with the duty.  BLOTTER REPORT Refers to a logbook that contains the daily registry of all crime incident reports, official summaries of arrest, and other significant events reported in a police station. Is a record of daily events occurring within the territory/jurisdiction of a given police unit or command. It contains material details concerning the event for legal and statistical purposes. This police blotter is an informational record book that is utilized for evidentiary or referral purposes (PNP 2014) MAINTENANCE OF POLICE BLOTTER Each PNP operating unit shall maintain an official blotter where all types of operational and undercover dispatches shall be recorded containing the five “W’s” and one “H” of an information. However, a separate police blotter shall be maintained for crime incident report including VAWC Law and those cases involving a CICL to protect their privacy (PNP Police Operational Procedure 2013).  TWO TYPES OF POLICE BLOTTER Each PNP operating unit/station shall maintain two separate police blotters: 1. BLUE BLOTTER - It contains the daily registry of all crime incident reports, official summaries of arrest, and other significant events reported in a Police station/Unit 2. PINK BLOTTER – It contains the daily registry of all crime incident reports involving VAWC, Trafficking in Person, and other Gender-Based Violence such as those provided for in PNP policies and Philippine laws.  IMPORTANCE OF THE POLICE BLOTTER Here are some of the importance of Police blotter (PNP 2014) 1. The police blotter entry reports serve as a permanent record of incidents, events, problems and occurrences 2. A police blotter is used to keep informed of activities within the police jurisdiction 3. A police blotter is also used to compile statistical information, identify problems in the community, or identify police training needs 4. A police blotter is needed to facilitate investigations, prepare court cases or defend cases in court.  CONTENTS AND DETAILS OF A POLICE BLOTTER The police blotter is recorded book bound with hard covers and shall be 12 inches by 16 inches in size. The front cover of a police blotter shall contain the name or designation of the police force and particular police district/station, together with the designation o the specific police unit or sub-station, the volume or book number, the series number and the period covered.  BLOTTER PROCEDURE Before entry into the blotter book, the Duty Officer should first evaluate if the report is a crime incident, arrest or event/activity, which is for record purposes only. If the report is crime incident, the DO shall first accomplish the Incident Record Form (IRF) from which the entry in the blotter book and IRS shall be extracted. All other reports shall be directly to the blotter book (PNP SOP No. 2012-001 Incident Reporting System)  INCIDENT REPORT Is a formal document that details the facts related to an incident. It is similar to Police Reports, an Incident Report is a victim’s statement regarding a crime.  INCIDENT RECORD FORM (IRF) Is a form to be filled out by the complainant/victim. Once it is signed and acknowledged by the Desk Officer and the Chief of Police, or his representatives, the date that were provided by the complainant or client in the IRF shall be entered in the Police Blotter Book (PNP SOP no 2012-001)  REPORTING JURISDICTION The police unit with the territorial jurisdiction where the crime was committed shall have the primary responsibility to record and report the same. If a continuing crime is committed in various areas of responsibilities, it should be recorded and reported as a single crime by unit taking cognizance of the crime. (PNP Police Operational Procedure 2013)  MEMORANDUM Is an informal letter about a thing or thins to be remembered or a brief written outline of the terms of a transaction especially in legal matters. This type of communication (inter office communication) is a common practice in the police service dealing with official matters. It may be of general application, requiring compliance by or information of, a majority or all of the personnel of the PNP. Subordinate officials may also use this form only on matters advisory or informative in nature. There is no strict rule governing the tone of a Memorandum  PARTS OF MEMORANDUM HEADING SEGMENT – At the top, identify for whom the memo has been written, who is sending it, the subject, and the date. OPENING SEGMENT – The purpose of the memo is usually found in the opening paragraph and includes: the purpose of the memo, the context and problem, and the specific assignment or task. TASK SEGMENT – One essential portion of a memo is the task statement where the writer describes what should be done to help solve the problems.  SUMMARY SEGMENT – It is an optional part of the memo. This segment provides a brief statement of the key points of the memo, and the recommendations of the writer has reached CLOSING SEGMENT – After the reader has absorbed all of the information, the memo needs to close with a courteous ending that states what action the writer wants his/her reader to take NECESSARY ATTACHMENTS – This includes forms, documents, lists, graphs, tables etc. relevant to the memorandum divided into “annexes” The signature over the printed name of the writer of the memo, with his designation is affixed at the end of the memo.  -END- THANK YOU FOR LISTENING FUTURE REGISTERED CRIMINOLOGISTS!