Florida Basic Recruit Training Program PDF

Unit 4 Report Writing Lesson 4 Elements of Effective Reports Lesson Goal You will be able to write an accurate and complete report that others can under- stand and use. Think About This Do you remember the process for writing essays in high school? Writing a report is very similar, because...

Unit 4 Report Writing Lesson 4 Elements of Effective Reports Lesson Goal You will be able to write an accurate and complete report that others can under- stand and use. Think About This Do you remember the process for writing essays in high school? Writing a report is very similar, because it includes an introduction, body, and conclusion. Make sure that your report is detailed and professional. This lesson provides tips to help you write an effective report. Format and Content of a Report Writing an effective report is an important part of any officer’s duties. People read reports with- out ever seeing or knowing the officers who wrote them. Readers evaluate not only the officers but also their agencies by the quality of the reports they read. Officers should write reports that reflect professionalism. ✅ CO244.1. Know how to write a report with relevant content using proper format The fourth step in preparing a report is writing the content. Write your report in the proper format and include all the important content associated with the incident. Format is the way informa- tion is organized and presented, while content refers here to the significant facts of the incident. Generally, a report format is arranged in three parts: introduction or opening, body, and closing. The introduction section usually includes information such as: the date and time the case number the location of the incident the officer’s assignment or location The body section is the detailed (typically chronological) account of the incident. In this section, include the actions you took upon arriving at the scene, such as first aid, call for medical, inter- views, elements of any rule violations or crimes committed, actions taken to obtain evidence, and call for backup if necessary. The closing section explains action taken or how the incident was resolved; how the information and evidence were handled, including the need for further investigation; and any recommenda- tions for disciplinary action. 72 / Florida Basic Recruit Training Program (CO): Volume 1 Unprofessional Writing to Avoid The content of a report is important, as it is expected to convey the significant details of an inci- dent. However, correct grammar, punctuation, sentence structure, and spelling are equally impor- tant elements. ✅ CO244.2. Understand why you should avoid unprofessional writing A poorly written report containing numerous errors destroys the message and reflects badly on the writer. Prepare reports in standard English, and make them easy to read and understand. Unless you are directly quoting someone, your reports should be free of non-standard English, jargon, slang, abbreviations, and textspeak. Jargon is vocabulary used in a profession that has meaning only to the people who work in that particular field or profession. It is also a term for specialized language that may include acronyms used by a profession or other group, often meaningless to outsiders. Officers may share common expertise and communicate quickly using jargon, but you should not use it in your reports. Slang is an informal vocabulary composed of invented words or expressions that are often used by a specific group, region, trade, or profession. Slang and jargon hinder clear communication because these words may mean different things to different people. Additionally, slang and jargon are not professional in tone. Someone reading a corrections report should be able to follow the events and comprehend exactly what happened without having been at the scene or having to interpret slang. Refer to the tables on jargon and slang for some examples used in corrections. Having a good vocabulary will help you avoid jargon and slang. As you encounter unfamiliar words and phrases, take the time to find their meanings and proper usage. An improved vocabulary will also help you accurately describe things that need to be documented in a report. Jargon Explanation shakedown cell/pat down/strip search PC Protective Custody Jit juvenile DC Disciplinary Confinement 3 hots and a cot 3 meals and a bed CERT Correctional Emergency Response Team DR Disciplinary Report 52-blocks types of inmate fighting styles I-So/Hole isolation confinement Chapter 2 Communications / 73  Slang Explanation rabbit an escape risk inmate fish/new Jack new inmate or correctional officer The Hole or Box disciplinary confinement cell chow meal shank homemade weapon buck homemade alcohol rip tobacco 411 information kite illegal note passed from inmate to inmate The following is an example of use of jargon and slang, which is inappropriate in report writing: Incorrect: “Yesterday after evening chow, Officer Jones, while assigned as B-dorm supervisor, heard Inmate Coker state that he had the 411 on the fish who received a DR for the buck and a shank. He said that he sent out a kite from the box for some rip.” Correct: “Yesterday after evening meal, Officer Jones, B-dorm supervisor, heard Inmate Coker state that he had information on the new inmate who received a disciplinary report for homemade alcohol and a weapon. He said that he sent out a note from Disci- plinary Confinement for some tobacco.” Textspeak is language used in text messages and digital communications that typically uses abbre- viations, acronyms, or initials and usually does not follow standard grammar, spelling, or punctua- tion. Do not use textspeak in reports. While it may be convenient for taking notes, using it in final reports gives the impression that you are lazy and unprofessional or that what you are writing is not important. Remember that the reports you prepare become part of public record. Tips for Effective Report Writing An effective report is factual, concise, accurate, clear, and grammatically and structurally correct. The report should be legible, timely, and complete and should comply with agency policies and procedures. Factual Never include personal opinions from the writer, other officers, or witnesses in a report. Incorrect: “I know Inmate Jones stole the book because he has a history of taking other people’s belongings.” Correct: “I saw Inmate Jones take the book from the table.” 74 / Florida Basic Recruit Training Program (CO): Volume 1 Do not include your personal inferences or presumptions of the officer. Incorrect: “Inmate Jones said he did not steal the book even though he was the only one in the area.” Correct: “Inmate Jones said he did not steal the book.” Clearly identify the details of witnesses’ accounts of the incident. Incorrect: It seems Inmate Smith was trying to suggest that Inmate Jones had hidden a shank under his bed. Correct: Inmate Smith said that he had seen Inmate Jones put a shank under Inmate Jones’ bed. Avoid irrelevant information (stick to the facts). Incorrect: “Officer Dodson set the book on the table. He turned his back and was discussing last night’s football game with Inmate Smith when Inmate Jones walked over to the table. It was about that time, maybe about a minute later, when Officer Dodson turned around in time to see Inmate Jones take the book.” Correct: “Officer Dodson saw Inmate Jones take the book off the table.” Avoid humor and dramatic flourishes or words with emotional overtones. Incorrect: “Officer Dodson and Inmate Smith were having a discussion about last night’s football game when Inmate Jones slithered over to the table, real sneakylike, and snatched up the book just like the sucker belonged to him.” Correct: “Inmate Jones took the book from the table while Officer Dodson and Inmate Smith were talking.” Concise Avoid wordiness. Incorrect: “Officer Williams and Officer Perez were walking down the hall going to get a Coke on their way to take their morning break when they came around a corner and saw two inmates huddled together, and it looked to them like they were trying to hide something. They were standing outside the utility closet where lots of contraband can be hidden. They decided they had better pat them down just to make sure they didn’t have anything on them that they weren’t supposed to have.” Correct: “Officer Williams and Officer Perez searched two inmates, who were standing outside the utility closet in the hallway.” Be brief, but do not leave out important information. Correct: “Officer Jones and Officer Barnes saw two inmates talking in low tones. The inmates stopped talking suddenly as they approached. The officers searched the inmates for contraband.” Chapter 2 Communications / 75 Accurate ✅ CO244.3. Check a report for accuracy Before submitting a report, make sure it is accurate. Ensure that it contains only what happened based solely on information, statements, and physical evidence collected. Verify that all facts and names are recorded and spelled correctly and that numbers written in the report match those in the notes. Clear Choose words that have only one interpretation. Correct: “Officer Sanders warned Inmate Garcia not to go into cell 104. Approximately 10 minutes later, Officer Sanders saw Garcia go into cell 104.” Present events in logical order. Correct: “Officer Roberts saw Inmate Williams take Inmate Brophy’s book. He saw a piece of paper fall from the book and then asked Inmate Williams to hand the items to him.” Grammatical and Structural Correctness in Standard English Paint a picture of what happened in short, simple, and correct language, and make sure it is free of repetition, jargon, and slang. Legible Your reports must be easy to read when written by hand. Timely Write without delay after an incident. This enables management to deal decisively with issues that arise from the incident, event, or occurrence. A prompt report also helps the officer remember relevant facts. Complete ✅ CO244.4. Use the elements of an effective report when writing Make sure that the report is complete. Check that all pertinent information has been included. All the facts, whether favorable or unfavorable to any of the people involved, should be part of the report. Answer the basic questions of who, what, when, where, why, and how, and make sure the action taken is fully recorded. 76 / Florida Basic Recruit Training Program (CO): Volume 1