Reasons/Purposes of Writing Reports
1. Written reports are a permanent record of activities (preserves information of cases) 2. Make possible to transmit facts or essential data (provides accurate details of cases) 3. Aid top level intelligence experts in the interpretation and analysis of information (coordinate
investigation activities and serves as reference by competent authorities) Pre-requires for good reporting
1. A precise understanding of the assignment 2. Ability to go where the desired information is 3. Ability to collect and retain accurately and in detail
4. Ability to transmit the collected information as soon as possible Criteria/Standards used
1. It must not contain vague or unclear terms
2. It must be original and correct in both composition and grammar 3. Abbreviation must be used appropriately
4. Slang or unnecessary technical terms must be avoided 5. Erasures and alterations must be avoided
6. Duplicate copies must be clear, legible and officially authenticated 7. Contents must be factual and free from bias or prejudices
“Tools” for reporting
1. Six basic questions: Who? - What? - When? - Where? - Why? - How?
2. Seven basic characteristics of good report Pertinent (relevant, useful, important, significant) Accurate (precise, exact, true)
Complete (total, entire, full, absolute) Clearly phrased
Concise (brief, direct, short) Unbiased (impartial, balance, fair)
Timely (apportune, appropriate, judicious, speedy) Incidents to be reported
1. Violations of laws and ordinances,
2. All calls in which any member of the police force dispatched or takes official action, 3. All legal papers handled such as warrant of arrest, subpoenas, summonses, citations,etc 4. Cases of missing and found persons, animals and property,
5. Accidents which require police actions,
6. All personal injuries, bodies found and suicides, any damage to property 7. All cases in which a police officer is involved,
8. All arrests made, and miscellaneous cases, general and special orders and all other incidents that needs to be recorded.
Mechanics of Good Report
It should present a chronological sequence of events.
1. It should be typed written or computerized.
2. It should provide complete data of victim or suspect.
3. Abbreviations should be avoided except those that are commonly known.
4. It should be brief but clear.
5. Every incident should be written in separate report.
6. It should be accurate and state facts and not opinions.
7. It should answer the 5W’s and 1H.
Reporting and Interpretation 1. Objective/factual reporting 2. Subjective/interpretive reporting
3. To report well, the competent and honest observer generally need not concern himself interpreting what he observes.
4. Difference between fact and interpretation.
Note taking
1. Use one you find workable
2. Develop own system of abbreviations as in dates, etc.
3. Jot down facts only – get only the bones of the skeleton.
4. Omit articles, connectives – write key words of the information.
5. Write later the details when they are still fresh in your mind.
Organization and Expression of a report 1. Heading
2. Collection and source data 3. The information part.
4. The interpretative comments.
Qualities of Good Report Writing
1. Factual – because the report’s content are all based on facts, taken form one or any or all of the investigator’s five senses, that of sight, smell ,taste, touch and hearing, thus it can be proven.
2. Complete – means reporting all the facts, which were discovered in the course of investigation.
Hence, any relevant and pertinent information must be reflected in the report.
3. Objective – means presenting all facts with appropriate words, free from the writer’s opinions, propaganda or emotional bearings.
4. Clear – means that the report should be as simple and direct as possible. The subject or objective, or purpose of the report should be clearly stated.
5. Relevant – in the sense that the report should relate exclusively to the stated objective of the report. However, if another topic or matter is to be introduced in the same report, as a result of the follow-up investigation of the original case, the presentation or inclusion of the newly discovered facts should be closely related and the relationship should be made clear.
6. Brief – this can be attained by avoiding sensationalizing the facts, which is the inclusion of unnecessary details not related to the case under investigation. A report can be brief if the facts are unified and coherent.
7. Accurate – means the contents of the report must be based on facts, which are known through the use of any or all of the five senses; sight, hearing, smell, taste and touch.
8. Up-to-date – meaning reports should be submitted on time and possibly according to schedule.
Hence, it should be current as of the time it is needed.
9. Fair – which can only be done through the avoidance of formulated preconceived theories that could possibly lead to twisting of the real facts that could affect the report. And this can only be done by keeping an open mind.
Investigative Reports
1. Preliminary Investigation Report - this is the case report, which contains the initial listing of the facts of the case. It contains: the offense, current date and time, date and time of offense, identification date pertaining to victim or reporting party or suspect, location of offense, MO, name of investigating officer.
2. Progress/ Follow-up Investigation Report – it describe the progress of the investigation from time to time and ensure constant follow up. It contains: identification of evidences noted, accurate and pertinent other facts
3. Final Investigation Report – the complete, more detailed report, which contains sufficient evidence noted, identity of perpetrators, which warrant the filing of the case to court
Format Contents
1. Letterhead
2. Date
3. Addressee
4. I – Authority for Investigation
5. II – Details of Investigation/Matters Investigated/ Facts of the Case
6. III – Comments/Recommendation/Conclusions
7. Annexes (list of exhibits) (appendices) Parts of an Information Report
Heading - The heading contains the reporting unit, date of report, the subject, date of information. The date acquired, the place acquired, the report number, the reference, the evaluation, the attachments (s) and the source (s).
Reporting Unit-Indicate here the branch/Group or Station submitting the. Standard abbreviations for the designated office may be used here.
Date of report.- Refers to the date when the information report is accomplished by the originating personnel.
Subject- contains as succinctly as possible the name or description of the matter (s) reported upon.
Date of information- Give here the date (s) when each particular information was obtained by the reporting officer.
Date Acquired- Place here the date (s) when each item of information was obtained by the reporting officer.
Place Acquired- Give here the place (s) where each item of information was obtained by the reporting officer.
Report Number- Insert here the number of the report. These reports well be numbered from one and so on which will be preceded by the project symbol and the letter I (demoting information); e.g.
CA/I/C42 will indicate Information Report Number 42 of Project “Cobra” (Code Symbol CA).
References (s)- State here any pertinent reference, whether to previously relate information reports and/or reference material and/or operational reports from which the information was taken.
Evaluation – State here the degree of reliability of the information reported, both as to source and as to contents by use of evaluation codes (letters and numbers).
Attachment (s) – Enumerate here the different annexes appended and pertinent to the information report.
Source (s) – Describe the source to assist the reader in arriving at an evaluation of the report, while at the same time, for security reason, protecting the source’s identity.
Body - This will contain a narrative discussion of the subject(s) of the information report. This should cover the important points of the report proper. Always try to make the report specific (concise), objective, complete, clear and accurate. No inclusions, opinions, analysis and the like should be included here.
Comments - This should include the objective views of the reporting officer and/or P/A and/or filed sources as to the significants of the information submitted.
Signature- The Case Officer/Agent will affix his signature.
The four (4) “C” Test of a Good Report CLEAR
Is the report clear?
Will the reader understand what the situation is or what happened? (Who? What? Where? When? Why?
How?)
Is the report limited to one main subject?
Is the report written in terms the reader knows?
Is the information of interest to the reader?
Are the important ideas emphasized?
Do the points “hang together”?
Are the recommendations and conclusions, if any, clear stated?
Is the report written in “talking language”?
CONCISE
Is the report as brief as possible?
Can the report be read rapidly?
Are meaningless phrases left out?
Are unnecessary words eliminated?
Are the sentences short and simple?
Does the get to the point quickly?
Are over – worked expression avoided?
CORRECT
Is the grammar correct? All words spelled correctly?
Are the facts and figures correct? Correct punctuations used?
Are all words used correctly?
Are contractions and abbreviations avoided?
COMPLETE
Is the report dated/signed/classified?
Is it clear to whom the report is to be sent?
Does the report present all the information which the reader needs?
Is it clear whether a reply is expected?
Does you report have a human touch?
POLICE REPORTS