Slide 1 ~ Opening Slide MODULE 2.1 Good morning/afternoon everyone. | am very much pleased to be with you to share: some fundamental knowledge in Building communications proficiency which is very important in your daily endeavor as investigators. Slide 2 Lesson Goal © lessonGoal ey The lesson aims to strengthen and further build competency among participants on — communications correlated to their duties and functions as investigation officers. ‘The lesson aims to strengthen and further build competency among participants on ‘communications correlated to thelr duties and functions as investigation officers.Slide 3~ Lesson Objectives © Lesson Objectives Ey ‘After this lesson, the participants will be able to: ‘Discuss the importance of communication process; + State the differenttypes of Communication: ‘Identify the different general barriers of ‘Communication; Slide 4 Lesson Objectives (Cont) © lesson Objectives @ After this lesson, the participants will be able to: + Review and correct the most common errors encounter in wring police reports, memoranda, and letters; +State the pre-requisites in writing correspondence and technical report writing; + Recognize the Essential Qualities of Good aon Sennen ce)Slide 5 ~ Lesson Objectives (Cont) Slide 6 ~ Presentation S This Lesson has Includes importance of ‘general barriers of Comy © lesson Objectives After this lesson, the participants will be able to: + State ideas, situations, and facts clearly and concisely when writing a memorandum, civilian letter, and police report and + Prepare reports as required by the existing policies ofthe PNP. fequence © Presentation Sequence i) 41. The Communication Process + importance of Communication Process Types of Communication + Ditferent general barriers of Communication 2. Language Proficiency * Determining Sentence Errors —B Three Sub-Topies. Part One isthe communication Process which ‘Communication Process, Types of Communication, and Different ymunication; Part Two is Language Proficiency which includes Determining Sentence Errors;Slide 7 ~ Presentation Sequence (Cont) © Presentation Sequence i }. Correspondence and Technical Report Writing + Pre-requisites in Writing Correspondence and Technical Reports + Essential Qualities of Good Writing “Writing a Memorandum, Civilian Letter, and Police Report =———@ ‘And Part Thre i the Correspondence and Technical Report Writing. This includes Pre-requisites in Writing Correspondence ané Technical Reports, Essential Qualities of Good Writing and Writing a Memorandum, Clan Leter, and Police Report. Slide 8 ~ Part One: The Communication Process ® e Part One: 7 The Communication Process ———< \We will now go to the presentation proper. Part One ofthis lesson isthe Communication Process. What is Communication? Where and when do we use communication?Slide 9 ~The Communication Process ©o™ Cor munication Process (¢- 5 + Guide towards realizing effective communication + Sharing of a common meaning between the senderand receiver + Effective communication leads to understanding + The transfer of information ——__—< ‘The communication process is the guide toward realizing effective communication. Its through the communication process that the sharing of a common meaning between the sender and the receiver takes place. Individuals that follow the communication process will have the opportunity to become more roductive in every aspect oftheir profession. Effective communication leads to understanding. In broad sense, Communication Process is the transfer of information. Slide 10 Components of Communication o""m Communication Process Sender Encoding Transmission of Message Decoding Receiver Feedback ooneneComponents of Communication Process: The first component is the Sender. The sender is an individual, group, or organization who develops and initiates. the communication. This source is initially responsible for the success of the message, The sender's experiences, attitudes, knowledge, skil, perceptions, and culture influence the ‘message. Next i Encoding. Encoding isthe process of putting together thoughts, ideas, and Information into a symbolic form to communicate 2 message. The symbols can take on ‘numerous forms such as, languages, words, or gestures. The sender's goal is to encode the ‘message in such a manner so as to ensure that it willbe understood by the receiver. [Another is Transmission of message. The sender transmits the message through chosen medium or channel. This may include speaking, writing, video transmission, audio ‘transmission, electronic transmission through emails, text messages and faxes and even nonverbal communication, such as body language. After the sender transmit message, the receiver may now decode the message. Decoding is the receivers interpretation of the sender's message. Here the receiver converts the message into thoughts and tres to analyze and understand it.The receiver isthe person(s) with whom the sender directs or shares his, thoughts or information. The receiver begins to interpret the symbols sent by the sender, ‘translating the message to their own set of experiences in order to make the symbols meaningful. Successful communication takes place when the receiver correctly interprets the sender's message. And the last component is the Feedback. Feedback means recelver's response to sender's message. It increases the effectiveness of communication, It ensures thatthe receiver has correctly understood the message. Feedback isthe essence of two-way ‘communication, Sle 11 ~The Communication Process Model © The Communication Process Se -- - - \ ae” ——_# ‘The figure shows how communication process takes place. Inthe frst step, the (2) sender develops or conceptuaizes an idea to be sent. tis also known as the planning stage since in this stage the sender plans the subject matter of communication. Next is (2) Encoding which means converting or translation the idea into a percelvable form that can be communicated to others. After encoding the sender gets 2 message that can be transmitted to the receiver. The message can be oral, written, symbolic oF nonverbal. For example, when people talk, speech Is the message; when people write a letter, the words and sentences are the message; when people cries, the crying is the message. (3) Transmission of message: In this step, the sender actualy transmits the message through chosen medium. Medium isthe channel or means of transmitting the message to the receiver. It can either be speaking, Page |6writing, signaling. gesturing, ete. (4) Decoding: Decoding Is the receiver's interpretation of the sender's message. Here the receiver converts the message into thoughts and tres to analyze and understand it, Effective communication can eccur only when both the sender land the receiver assign the same or similar meanings to the message. (S) Recelving the message by receiver: Ths stage simply involves the reception of sender's message by the receiver. The message can be received in the form of hearing, seeing, feeling and sa on. (6) Feedback: The final step of communication process is feedback. Feedback means receiver’ response to sender's message. It increases the effectiveness of communication. It ensures that the receiver has correctly understood the message. Feedback is significant in ‘management because a supervisor has to know how subordinates respond to directives and plans. The superior also needs to know how work is progressing and how subordinates feel about the general work situation. The critical factor in measuring the effectiveness of communication is common understanding. Understanding exists when all parties Involved have a mutual agreement as to not only the information, but also the meaning of the information Effective communication, therefore, occurs when the intended message of the sender and the interpreted message ofthe receiver are one and the same. Slide 12— The Goals of Communication Process Process @ To transmit a message clearly within a context ‘To establish relations or strengthen relationship ‘To develop, realize, concretize an idea into action ‘To achieve an objective or learning or goal EZ Page |7‘One of the Goals of Communication Process isto transmit a message clearly within @ context. We engage in interpersonal communication to help us better understand what someone says ina glven context. The words we say can mean very different things depending on how they are sald or in what context. Next is 1o establish relations or “strengthen relationship. Communication takes place between people who are in some way “connected” with each other. The way you communicate is determined in great part by the kind of relationship that exists between you and the other person, For example, you interact iferently with your instructor and your best friend; you interact witha sibling in ways very different from the ways you interact with neighbor, work colleague, or a casual ‘acquaintance. But notice also that the way you communicate will influence the kind of relationship you have. If you interact in friendly ways, you're likely to develop a friendship. I you regularly exchange hateful and hurtful messages, you're likely to develop an antagonistic relationship. If you regularly express respect and support for each other, 3 respectful and supportive relationship sikely to develop, Also, communication process alms to develop, realize, and concretize an idee into action, For taking any major decision or solving problem in the organization, there is a need to get the most accurate information. Whenever the superiors are taking decisions, they keep in mind the “pros” and “cons” of, ‘their would-be actions. Through communication managers give directions to subordinates for smooth functioning of organization. Furthermore, itis set to achieve an objective or learning or goa! - Generally he organizational objectives are set up at planning stage and these objectives have tobe communicated to management at al levels. That is why through ‘communication only the objectives and goals of the organization are made clear to every ‘employee. While setting up the personal targets and objectives of employees the managers ‘must get the accurate information which reaches manager through communication only ‘Through communication the top level management is able to interact with lower level ‘management andl the employees. This interaction helps in getting the commitment and co-operation and coordination of people. Slide 13 ~ The Goals of Communication Process (Cont) 5. Tomake growth possible 6. To seek answers: 2. Communication Research . Investigation ‘c. Management of Processes _—____@ Page |8Through communication, growth becomes possible. Communication can help your ‘employees collaborate effectively, which will make for a more-productive team overall ‘When you have multiple departments who are working on different facets of the same Project, communication can streamline the process and improve the end result. When your staff talks openly to each other, they can communicate potential issues, requirements and ‘eedback that can make the result stronger. Communication can ensure that everyone Is on the same page and prevent problems down the road. Lastly, it seek answers to Communication Research, Investigation and Management of Processes. Through ‘communication, we wil be able to search for a comprehensive and important research on communication, investigation, management and ts related fields Slide 14-The Goals of Communication Process ‘The goals of communication in Investigation perspectives — If a crime is commited, we conduct a series of inquiry to discover the truth surraunding the Incident/crime. Then, we will investigate to gather facts and evidence relevant tothe crime being committed. And as investigators, we will make the case build-up and fle an airtight case against the suspect and-be able to help the prosecution inthe succesful conviction ofthe suspect. Page |9Slide 15 Video clip 1 @ o = 3 ‘The video clip simplifies the communication process. It shows that the communication process begins when the sender wants to transmit his message through 2 channel to the receiver. Then the receiver decodes the message and responds to the ‘message which is called the feedback. Slide 16 Types of Communication © ‘Types of Communication wo ‘A. Non-Human Communication 1. Animal Communication 2. Plant Communication B. Human Communication 4. Verbal Communication 2. Non-Verbal Communication : 8 ‘There are two types of Communication. First is the Non-Human Communication This includes Animal Communication ~ Animals can communicate, The communication ‘between animals can be defined asthe behavior portrayed by one animal which influences the current or future behavior of another. Some animals and birds lke dog, dolphins, aibbons, herring gulls and honey bees have developed their own system of communication, Their Forms of communication include gestures, facial expressions, use of scent, gazing,vocalization, and bioluminescence. And Plant Communication wherein communication can take place inside cells, between cells, between plants belonging to the same or 2 similar species, and between plants @ non-plant organisms. For example, the roots of a plant can contact bacteria, fungi and insects that live in the soil. Plant communication even has syntactic, semantic and pragmatic rules and is made possible bythe special nervous system of plants which is decentralized ‘And the Human Communication which Includes the Verbal Communication which refers to the Oral-Auitory (develop listening, speaking and presentation skill) and Written (develop writing sis) and the Non-Verbal Communication that includes the Behavioral Patterns (develop professional attitude; looks), Symbols, Signs, Arts (infer meanings or Contexts) and the Electronic Visuals (use of communication technologies). Slide 17 General Barriers in Communication ar Physical Barrier Peychological-- Emotional Cultural Linguistic Interpersonal/ Behavioral Patterns Perceptual ——— ‘There are several factors that may affect the communication process. They are as follows: 1) Physical Barriers which include Distance (space, geographical), Presence (physical presence or absence in an event) Health (sensory impairment, physical defect, and iliness), Personal Looks (grooming, fashion, hygiene), and Gadgets / Tools (communication technologies); (2) PsychologcalEmotional includes State of mind, Mood swings, and Stress; (3) Cultural Barier which includes Dialects or language dliferences, Traditions, Customary Relations or Norms, and Racal differences; (4) Linguistic barrier which includes Semantics (meaning of words may diffe), Syntax (how language is organized to express message), Sil (listening, Speaking, Writing, Presentation), and Jargons ( use of technical or specialized terms); (51 interoersonal / Behavioral Patterns which consist of Uses self-image (how do 1 see myself), Values or Principles (how do | see them?), and Pattern of relating to people (how do | interact); (61 Perceptual Barrier refers to Various interpretation {how do | perceive?}, Self-mage (how do | react?) Categorical Values or Principles (how de I classify? for stereotyping), Origin and development of perceptions {where am ! coming from? self- preservation or defense mechanism); amoom>Slide 18~ General Bariers in Communication (Cont) “Commincaton G. Organizational H. Information Overioas |. Noise / Distractions J. Feedback (7) Organizational Barter includes Designation (hierarchical, functions unclear, muli- tasking) and Complex Structure (vertical lateral, grapevine); (information Overload means too much data or inadequate message and un-organized data or unclear message. (9) Noise cox Distractions may be physical or technology-rlated or mental or sensory noises (worses, inattention, unfocused; and (10) Feedback System might be lacking or none at al Slide 19 Video clip 2 © @ leo Clip 2 = # This vdeo clip shows fallure of communication because ofthe presence of barriers such asthe physical barrier (health), cultural (racial lfferences, traditions), Interpersonal/behavioral patterns (pattern of relating to people), and the noise or distractionSlide 20 Part Two- Language Proficiency © - Part Two: Language Proficiency — —# Slide 21 Language proficiency, as defined © * Also called Linguistic Proficiency + The abiliy of an individual to speak or perform in an acquired language =—_——— 8 Language proficiency is also called as linguistic proficiency. It is defined as the ability (ofan individual to speak or perform in an acquired language Page | 13Slide 22 ~ Determining Sentence Error © Determining Sentonce Error (@-5) Run-on Sentence Misplaced Modifier Fragment Dangling Modifier Fauity Parallelism Use of Spit Infniives In writing, sometimes, we are not aware that we, as investigators commit errors in sentence construction. These errors consist of Run-on Sentence, Misplaced Mosier, Fragment, Dangling Modifier, Faulty Parallelism, and Use of Split nfntves. Slide 23 ~ Determining Sentence Error © Determining Sentence Error (9 41. Run-on Sentence ‘Two sentences or ideas writen as one + No appropriate punctuations or connecting word separating he ideas + Either Comma splice or Fused sentence [A runcon sentence consists of two sentences or ideas written as one without ‘appropriate punctuations or connecting word separating the ideas. t can either be a comma splice, where two complete ideas are separated by a comma only, of a fused sentence where there is no punctuation at all between ideas.Slide 24~ Determining Sentence Error (Run-On Sentence) © Morne enunce Four Ways to Correct Comma Splice and Fused ‘Sentence: + Use of coordinating Conjunction + Use of Semi-Colon + Use of Subordinating Conjunction Use of Period ‘There are four ways to correcta comma splice and fused sentence. These can either bbe with the use of coordinating conjunction, semi-colon, subordinating conjunction, oF period, Slide 25 - Determining Sentence Error Run-On Sentence) @ moment Example 1: ‘Comma Splice: The altercation occurred in front of the victim's residence, the suspect was already drunk at that time. Corrected: The altercation occurred in front Of the victim’s residence. The suspect was already drunk at that time, Consider the following examples. Notice that 2 period was used to separate the two ideas with a complete thought.Slide 26 - Determining Sentence Err (Run-On Sentence) Example 2: Fused Sentence: The altercation occurred in front of the victim's residence the suspect was allegedly drunk at that time. Corrected: The altercation occurred in front Of the victim's residence; the suspect was ‘already drunk at that time. =F A semiccolon was added between two complete ideas ‘Slide 27 - Determining Sentence Error © Determining Sentence Error (¢-9) 2. Misplaced Modifier + Modifiers or descriptive phrases that are rot placed beside or near the word(s) they ‘are supposed tomodify or describe ‘+ Results in ambiguous or confusing sentences, Misplaced Modifier refers to modifiers or descriptive phrases that are not placed beside or near the word(s) they are supposed to modify or describe resulting in ambiguous ‘or confusing sentences. It seems to modify the wrong word Inthe sentence,‘Slide 28 - Determining Sentence Error (Misplaced Modifier) Determining Sentence Error 2.Misplaced Modifier Exemple 1 ‘Wrong: This action is in compliance with the ‘Chief, PNP's cirectve to place police personne! under restrictive custody involved in criminal ‘complaints. Corrected: This action Is in compliance with the Chief, PNP's directive to place police personnel involved in criminal compl __Under restrictive custody. ‘The misplaced phrase involved in criminal complaints, seers to modify the word “custody” rather than the word “personnel”. Slide 29 ~ Determining Sentence Error (Misplaced Modifier) © mormmrare™ Example 2: Wrong On June 21, 2009 at about 5.00 PM. a ‘woman appeared to ths office and presented a ‘hotograph ofthe suspect who introduced herse as {he le winess tote siabbing node. laht On June 21, 2000 at about 500 PM. a woman who intoduced herself as the lone ‘witness fo the stabbing incident appeared to ths ‘fice ad presented a photograh ofthe suspect ‘The misplaced modifier “who introduced herself as the lone witness to the stabbing incident” seems to modify the “suspect”, rather than the “woman”.Slide 30 ~ Determining Sentence Ero © Determinit i Sentence Error (@-9) 3. Fragment + Phrases or groups of words, + No subject or vero + Doesnot express complete thought — Fragment consists of phrases or groups of words that lack either a subject or verb and does not express a complete thought. Slide 31 - Determining Sentence Error (Fragment) 3.Fragment © Determining Sentence Error Example 1 Fragment: When uncovered, reveal a mal cadaver, clad in white shit with blood and a pair of gray Corduroy short pants. Revised: When uncovered, the stretcher revealed a male cadaver, clad in white shirt soiled with blood and a pair of gray Corduroy ‘Example 1: The fist example is a fragment because it does not have a subject (one being talked about). Inthe revised form, the word “stretcher” was added as the subject of the sentence to make its a sentence.Slide 32 — Determining Sentence Error (Fragment) on ata, the operatives. say the Feaamet nkng raed. iquor ad nenediately ‘rested nm Brouget fo the waar otic fr proper Seposton ‘Likewse infoimed him of RA TASS ‘tod a8 Miranda Bsctine on arial, the operates saw. the Seeed sit had quar ara meneitay rested nim ‘They brougtt hm fo the warrant fice for proper dispantion Likewse, they rnarmed fam of Ss hghe under Repo 7438, therwse 2 as Mand “Tiss the same with the first example, tis a fragment (no subject) andit does not express a complete thought. The revised form, It contains subject fr each sentence, slide 33 ~ Determining Sentence Error (Fragment) © Deters commence Coat Example 3: Eragment: The motive of the kiling due to jealousy by the suspect. Revised: The motive of the kiling was due to jealousy by the suspect. -————+# Inthe first example, the verb lack @ helping verb to complete the meaning of the sentence. Helping verb can be added to another verb to make a single verb phrase.Slide 34 ~ Determining Sentence Error © Determining Sentence Error (¢-9 4, Dangling Moaifier + Subject of the main idea or main clause is ‘not the one that the phrase modifies. ‘A sentence has a dangling modifier ifthe subject of the main idea or main clause Is rot the one thatthe phrase modifies. t seems to madify the wrong word of no word at all because the wor it should modify has been omitted from the sentence, ‘Sle 35 — Determining Sentence Error (Dangling Modifier) Example 1 Incorrect: Driving along Paseo de Roxas, a huge billooard being dismaniied was noticed by Inspector Marin. Correct: Driving along Paseo de Roxas, Inspector Martin nticed a huge billboard being dismanted, — Shown inthis slide is 2 sentence error with Dangling Modifier. To fx this dangling, participa phrase, we will add the word the phrase should modify usually ight ater or before the phraseSlide 36 - Example 2 Dangling Modifier To enter the police service, mental ang physical preparations. shoud be made by the ‘applicants. Correct: To enter the police service, applicants should ‘make mental and physica preparations. Dangling infinitive phrase ha a special problem. it madifies not the wrong noun but the wrong verb. Nevertheless, you must usually change both the noun or pronaun and the verb to correct the sentence. Siide37 - Dangling Modifier ‘4.Dangling Modifier © =mmsenmren Example 3 Incorrect: Having reported the incdert to the police, the black Montero SUV wes driven by the witness en route tothe Rotel Correct: Having reported the Incident tothe police, the witness drove Fis biack Montero SUV en route to the rote. ‘The subject “witness” was placed right after the mosifier “having reported the Incident tothe police” which made the meaning ofthe sentence clear, Page | 21Slide 38 - Faulty Parallelism © Determining Sentence Error (&3) 5. Faulty Parallelism + Sentence contains ‘grammatical kind + Disrupts the reader's flow of thought and expectations -——<#* Faulty Parallelism occurs when a sentence contain elements of different ‘grammatical kind. This sentence error disrupts the reader's flow of thought and ‘expectations. In contrast, a sentence with parallel structure consists of words or phrases of ‘the same kind. Parallelism isthe placement of equal ideas in words, phrases, or clauses of similar types. ments of diferent ‘Slide 39 - Determining Sentence Eror (Faulty Parallelism) Example 1 Non-paraliel: PO3 Amelita Bamedo is a model employes, ideal wife and loves her parents. Parallel: PO3 Amelta Barmedo is a mode! ‘employee, ideal wife and loving daughter. oe In the first example, adjectives are used (i.e. model, ideal followed by a verb (loves) “This violates the principle of parallelism because ofthe use af a different grammatical element. To correct this eror, the same grammatical element should be used (.e. loving) 35. inthe second example.Slide 40 ~ Determining Sentence Error (Faulty Parallelism) Qn Exemple 2: Non-parallal The members of the search and fescue team convened to share information ‘bout their mission and forthe planning of their ed move. ‘The members ofthe search and rescue team convened to share information about their mmission and to plan their next move & ‘The infinitive form of the ver was used ta make exch idea being expressed in the same grammatical structure Slide 41 - Determining Sentence Error (Faulty Parallelism) © Determining Sentence Error 5. Faulty Parallelism Example 3: Non-parallel: PO3 Charlie Austria arrived at the crime scene, interviewed witnesses and ‘evidence was gathered by him. Parallel: PO3 Charlie Austia arrived at the crime scene, interviewed witnesses, and gatheredevidence, ‘The past tense ofthe verb was used to make the idea ofthe sentence parallel.Slide 42 - Determining Sentence Error (Use of Split Infnitives) © Determining Sentence Error (¢-9 6. Use of Split infinitives + Use of infinitive phrase + To+ the main or base formof the vero {An infinitive isa form of 2 verb that generally apnears with the word to and acts a2 oun, adjective or adver. The infinitive form ofa verb isthe ver in its basic form. Its form ‘of verb is usually preceded by to plus the main form of the verb, Slide 43 - Determining Sentence Error (Use of Spit nfnitives) @ einem Example 1 Wrong: The robbers decided to equally divide the loot among themselves. Right The robbers decided to divide the loot ‘equally among themselves. oe Example number one, the word “equally” comes between the infinitive frm of the _verb “to divide”. To correct the sentence, we moved the word “equally” after the infinitive.Slide 44 - Determining Sentence Error (Use of Split Infnitives) © Determining Sentence Error 6. Use ofSplitinfinitves. Exemple 2: Wrong: The witness agreed to readily testify ‘on the kidnapping incident, Right The witness readily agreed to testify fon the kidnapping incident. — ——# LUkewise, in the second example, the word “readily” comes between the infinitive "to testify". To correct this, we also moved the word “readily” in order not to split the infinitive Slide 45 - Exercises © @ Exercises Serres | Let the participants answer the exercises provided for 15 minutes to test their ‘competency inthe English Language.Slide 45— Exercise 1 Qo = «6 ADORA BORDADORA 40 years old marred and ‘esicent of 280 Amado St, Dagupan Cty reported ath ofce ‘Saching inagent hat happened en August 6, 2010 at 200 nthe afternoon at Nepo Mal. The eport stated that 2 cetain Mando Fulat grabbed ner cer phone while she ‘rae using fo tak fo Der son m Manda, A securly qua on Wat was alates when above nama vicim eea fo help an spea was cotarea atthe mam envance of he mall ater ‘guings bnetchase Accusnawas caught rechranded wih est {hone on his ight ANORA SOSDADORA was enferedn our Pole Biota uncer erty No-15882, Page 0074 ard dalod ‘Auguet6, 2070, Slide 47 ~ Exercises 2 Q m2 © Ina iesteston conauced stove tat on sted TOPO, ile; wet eas rang sara WV Sag ree, Gata Real by ence’s her dace asceny ne nobeed Ste! Cer Reyer {elbui nin When te esc tha corer ote even, ah eae core nas eee rice Se) Semana Serer ohne Sieh ieeecmane seen cog jo eniar Eine vers tpgcher wis We contseaed cusnce fe ‘pepe schon and seas RITE Slide 48 Correspondences and Technical Report Writing © @ Part Three: Correspondence and Technical Report Writing ———_# Page |26Slide 49 - Pre-Requisites in Writing Correspondence and Technical Report Writing © Fro-toglate mtg Carespontone 1. PLAN the Contents ofthe report 2, COLLECT the Information 3, DRAFT the Rough Report 4, FINALIZE — -—# ‘As investigators, we are required to write narrative reports which tell hinge as they happened. With avalable information already at hand after gathering information and recording facts, all we need to do is to organize the facts or events in 2 manner that willbe ‘easily understood by the reader. Here are the pre-requisites in writing Correspondence and Technical Report Writing. First isto PLAN the Contents of the report. In this stage, we identify the subject, state the purpose, aim at an audience, prepare the critical statement, and plan a flow of ‘data. Next isto COLLECT the Information. This information may be facts and figures, notes from books/journals, or response to direct queries. Then, we DRAFT the Rough Report. This may include pattern of the report, outline, format, and even brainstorming, The lasts to FINALIZE our report, Don't forget to include the routing sip if applicable). ‘Slide 50 - Essential Qualities of Good Writing © Essential Qualities of GoodWriting co) 1. Accuracy 2. Clarity 3. Conciseness 4, Objectivity 5. Completeness‘A.Good report exhibits accuracy, clarity, conciseness, objectivity, and completeness. Ie is of best substance if our report is free from grammatical or typographical errors. [Appropriateness in content and form is important to good report writing Slide 51 ~ Essential Qualities of Good Writing (Accuracy) © {Essential Qualities of Good Writing oe 1. Accuracy ‘Correctness or precision in both information ‘and word choice + Free of errors in substance and details + Using the exact words meant to express your Intended meaning + Using “specie word” rather than vague ones ‘Accuracy in writing refers to correctness or precsion in both information and word choice. To be accurate means to be free of errors in substance and details. This also means using the exact words meant to express your intended meaning. This means using “specific ‘word" rather than vague ones. tay onthe side of precision. Don't leave the reader guessing ‘or wondering what “exactly” occurred, ‘Slide 52 - Essential Qualities of Good Writing (Accuracy) © vn = Tae Ntcasi oc he ago by motorycesicng robbers who tok he cash ‘he had just wtdrawn from a bark in Laguna Revised Mayumi Sanghari 27 year ol single mater was qured down on Friday, January 20, 2012 by two motorcycling criminals who took the PHP 200, 00.00 cash she had jst withdrawn from Banco ‘de Laguna in Los Baos, Laguna éSlide $3 - Essential Qualities of Good Writing (Carty) © Essential Qualiies of GoodWriting ee 2. Clarity + Freedom from ambiguity + Don't have to read the same paragraph over ‘and over again to understand its meaning + Not having to ask "who id what?” or “what is that again?” 7 ry Clarity = Reports that are clear are easy to read and understand. Clarity means freedom from ambiguity. It means you don't have to read the same paragraph over and over ‘again to understand its meaning, It also means not having to ack "wha did what?” or “what is that again? with a corresponding confused or puzzed look plastered on your face. Slide 54 ~ Additional strategies to make your Sentences Clear a. Avold elaborate and impressive words, Elaborate The vehicular accident caused bodlly Impairments to en passengers ‘Simple The vehcuar accent injured ten passengers. Elaborate: The spokesperson atempted to elucidate PNP'sinvoWement in tte botched rescue mission Simple The spokesperson attempted to clarity PNE's inveNerent in the botched rescue mession. ‘Avoid elaborate and impressive words ~ Use simple, easlly-understood words in your report. Avid fancy words or expressionsSlide 55 - Additonal Strategies to make your Sentences Clear © ‘Additional Strategies to make your ‘Sentences Clear . Avoid double negatives. and construct positive sentences. Negative Apotcars who will nt pass ts test will not ‘ually for admission sitive Appcarts who wil pass this test wil quality for agmision Meaative The recruts are not absent ositve The recats are present Slide 56 Essential Qualities of Good Writing (Conciseness) © Essomtial Qualities of Good Writing wo 3. Conciseness + Express much in @ few words as possible + Bret but substantial + Summarize narrative report using pertinent or Important detais Conciseness in report means to express much in a few words as possible -to be brief ‘but substantia. Ina narrative report, the role ofthe writer is not to re-enact the events but to summarize them using only pertinent or important details. Any extraneous details lrrelevant to the event should be excluded, lest they render the report superfluous or bring the reader off his focus from the more important details. It is thus necessary for the writer 10 determine which details should be included and which ones should be overlookedSlide 57 - Essential Qualities of Good Writing (Conciseness) © {ssomal ualties of odtriing wo Example: Poor Having been shot, Norma Lagueno howled in pain and slowly crawied and dragged her bleeding left leg as she looked forcover Concise: Having been shot in her left leg, Norma Lagueno crawled for cover. — Slide 58 Six Strategies in Writing Concise Sentence © 5 Sumopies in Writes Concise 7 Use active voice instead of passive voice. Passive Voice: The incident was investigated bya special team. Active Volce: A specialteam investigated the incident. Voice isthe form of a verb that shows whether the subject is performing the action, ‘The two voices were: the ative voce in which the subject performs the ation; and the passive voice in which action is performed upon the subject. Lets take alook withthe given example;Slide 59 - Six Strategies in Writing Concise Sentence © $3 Surmopies mrides Concise ey b. Reduce long clauses into phrases. Wordy: The man who is siting beside the mayor is the chiefof police. Concise: Theman beside the mayor is the chief of police. Slide 60--Six Strategies in Writing Concise Sentence © ‘2: Sraetes ities Goacsa i) c. Cutunnecessary words and empty phrases. Wordy: The team made a decisionto clear the ‘area of peddlers Concise: The team decided toclear the area of pedal Side 61 - Si Strategies in Witing Concise Sentence ‘Sic Strategies in Writing Concise ‘Sentences: 4. Eliminate repetition and redundancy. Wordy: The team leader presenteda brief ‘summary of their activities, Concise: The team leader presenteda ‘summary of their activites.Slide 62 Si Strategies in Whiting Concise Sentence o-==r @ . Avold “Nominalization” or using the noun forms of the verbs. Wordy: The rescue of the kidnapped victim carried out by Task force Sagip was swit, Concise: Task Force Sagip rescued the kidnapped vietim switty. 4 Slide 63 - Six Strategies in Writing Concise Sentence ‘Su Strategies in Writing Concise ‘Sentences 1. Avoid the use of “there islareiwere” as Sentence openers. Wordy: There were two witnesses who testified ‘against the kidnapping suspect. Concise: Two witnesses testiied against the kidnapping suspect. @Slide 64 Essential Qualities of Good Writing © Essential Quali of Goodwring (5) 4, Objectivity + Use the language that has a neutral tone ‘Report shall cover all sides of the story and {0¢8 not slant toward or favor one side only ‘Avoid opinions, personal judgment and ‘emotional overtone in your sentences -— ‘The key to objectivity or being fair and impartial in writing reports isto use the v language that has a neutral tone, This means that the report covers all sides ofthe story and does not slant toward or favor one side only. To do this, you need to avoid opinions, personal judgment and emotional overtone in your sentences which will ender your report “subjective or impartial © Essen Qualies of Goodwring ee Exemple 1 ‘Subjective: An inmate at Iwahig Penal Farm ‘acts strange and lunatic. Objective: An inmate at iwahig Penal Ferm known as Alyas Boy Kalawang taks to himself, shouts and laughs at his fellow inmates for no ‘apparent reason. He is also seen often times Wearing his underwear over his head. & As investigator, itis important that you properly illustrate whats inthe crime scene Use words that appeal to the senses ofthe reader so that even ifthey are notin the actual crime scene, they can be able to pieture out or see what really happen.Slide 66 ~ Essential Qualities of Good Writing (Objectivity) © Essendel Quaiies of Goodtiritns Example: ‘Subjective: The ugly, crazy drunkard so {errifed the bar manager. Qbiective: A man believed to be under the influence of liquor poked a gun at the bar ‘manager. er As investigator, iis also of equal importance that you properly quote or attribute the statements or facts to your source(s) without adding your personal judgment or conclusions. Write only the facts and include brief detail Slide 67 - Essential Qualities of Good Writing (Completeness) © Essential Qualities of Good Writing wo 5. Completeness “A good narrative report answers all questions (who, what, where, when, why, and how). + Opinions. judgments concerning the nature of the crime should be backed up by evidence |A good narrative report answers all questions that may be possibly asked by the reader the who, what, where, when, why, and how. Opinions, judgments concerning the nature of the crime should be backed up by evidence (rea, director circumstantial) usually inthe form of statement whether by the victims, suspects or witnesses.Slide 68 -Estentil Qualities of Good Writing (Completeness) © Essential Qualities of Good Writing @ Guide questions in obtaining information pertaining toa crime: WHO? - Who was the complainant? Who was the victim? Who was/were the \witness/es? Who committed the crime? Who reported tothe scene of the crime? Who was, the offcer-in-charge? Who handled and received the evidence? Slide 69 - Essential Qualities of Good Writing Posse cownnenrnaricma © Essential Qualities of Good Writing @ Completeness WHAT? - What happened? What was the nature of the incident or ime? What did ‘the reporting officer do? What evidence was obtained? What weapons) or tools) was/were: used inthe commission of the crime? Page | 35,‘Slide 7 - Essential Qualities of Good Writing 6@° TST 2 WHEN? - When did the incident/crime happen? When was the crime discovered? ‘when were the authorities informed? When did the authorities arrive atthe scene? When ‘was the suspect arrested? When was the victim last seen? Slide 71 - Essential Qualities of Good Writing © beeenipaseuseaabu @ _@e, WHERE? - Where was the crime committed? Where did the incident occur? Where ‘were the tools acquired or obtained? Where wa the victim? Suspects)? Where was/were ‘the suspect(s ast seen? Where was the evidence marked? Where was the evidence stored? Page | 37Slide 72 - Essential Qualities of Good Writing oe a \WHY? - Why dl the criminal commit the crime? Why did ft eccur? Why were the Vietims reluctant to tlk? Why so much time passed before the crime was reported? Slide 73 - Essential Qualities of Good Writing Essential Qualities of Good Writing ‘S.Commeteness HOW? - How was the crime carried out? How was the crime discovered? How did the you (frst responder) respond to the scene of the crime? How was the crime reported? How did the criminal get away? How did you get informed regarding the crime? “Az Fifteen (25) minutes break.Slide 74 Memorandum eo @¢ +A note, @ reminder, or @ statement that one ‘wishes to remember or preserve for future use + Latin term memorandus (to be remembered) or ‘memorare (to remind). + Memorandum is singular while memoranda is its plural form oe ‘Memorandum is a note, a reminder, oa statement that one wishes to remember or preserve for future use. It evolved from a Latin term memorandus which means to be ‘emembered or memorare to remind. Its various tense forms may be done by shortening ‘memorandum to memo so that conjugation can be done like memoing, memos and ‘memoed, And memorandum is definitely singular while memoranda isthe plural form. Slide 75 ~ Parts of the Memorandum @ __moverwomonorantam eS 1. Letterhead 2. Heading 3. Body 4, Penned Signature ———# ‘The Memorandum consists of Letterhead, Heading, Body, and the Penned Signature.Slide 76 Part of the Memorandum (Letter Head) ‘owe oo to ‘na ps nc sh cumes iter simon ‘The letterhead (includes logo and name of the agency, address, and other relevant Information such as contact information, services offered andthe ike. Slide 77— Parts ofthe Memorandum (Heading) ‘The heading includes the To or For line, From line, Subject line, and the Dateline.Slide 78 Parts of the Memorandum (Body) Body Ini pt she reper ine ean of ing. Oe feeper of what he 90m fates he iomaton feta, ‘eg. the ence Stat yu hve sad an how ea cot Fea pom eae wi coateusteguest e a ] ‘The Body ~ Its Initial part tll the recipent the reason of writing the memorandum and telsthe recipient of what he Is going to do and how. Next part states the information or tals, telling the reader what you have stid and how he will doit. Final part ends with courteous request for service, ation or further information. Slide 79 ~ Parts ofthe Memorandum (Penned Signature) © Penned Signature = —— {he nite fhe mae ‘The Penned Signature includes the signature of the writer ofthe memo,Slide 80 ~ The diference of using Tline or For ine © memento Memo To -When he writer is addressing to his subordinates or those who have lower postions than nim, Memo For - When the witer is addressing to his superior or one who has higher postions than im, -——— ‘Slide 81 ~ Types of Memorandum Tho type of memorandum revolves on the following purposes: 4. Memo that Requests 2. Memo that Informs 3. Memo that Responds See Slide 82 ~ Guidelines inthe Standard Preparation of Communication QQ ==" ‘Common defects of communications prepared by {he aiferent PNP offcesiunits + Wrong format of the adcressee portion, ‘Incomplete staf work: + Redundancy in communication distribution, + Use of wrong staoneryleternead, + Inappropriate compimentary endingsFirst Paragraph contains ideas of what sort of crime is being described. Second Paragraph covers the recounting of various steps or actions done. And Third Paragraph ‘which is the end paragraph which concludes the report. Conclusion includes the status ofthe case, the disposition ofthe individuals involved (ether hospitalized, jlled, or taken home) and the disposition ofthe evidence obtained. Slide 95~ Uses of Report OQ wm Serveses basis for prosecution: Serveses source of statistical information: 3, Serves as reference for development of ‘operational strategies, policy changes, and training program formulation; and Sources of stories by newspapers and media. 5. Basis for performance evaluation, a ‘A report is a permanent record of activities, events or occurrences used by supervisors and managers as bass in making administrative abd operational decisions. The following list shows some speci uses ofa report in the public safety service: Ficst, It serves as basis for prosecution ~A police report on an incident that contains the elements of a crime isthe fst document that a prosecutor examines before he decides whether a charge shall e made or a case shall be submitted for trial Next, it serves as source of statistical Information — Reports are gathered to etermine crime trends and provide statistical information on crime incidents in a particular location in consideration of other variables as population, income class and standard of living. Crime statistics become the basis in police operational decisions. It is also used to determine which publie safety programs shall be glven priority allocations in terms of fund ‘and logistical support. Second, it serves as reference for development of operational strategies, policy changes, and training program formulation ~ Reports are rellable tools in management’ ecsion to institute tactical changes, update policies and enforce more stringent rules relevant to the public safety officer's job, They also reflect operational strengths and bade erat tala sel ae el rere and enhance existing skills, whether in complex operational procedures such as hostage and ‘negotiation skis, or note taking and data gathering Third, itis a source of stories by newspapers and media ~ Police reports are an Important source of news stories for media men wing to grab tomorrow's headlines ‘Accidents, shooting incidents, robbery, kidnapping, grzaly crimes, destructive fires, are the staples of everyday news on TY, radio, internet and print media, Documentation of these Incidents s the role of a public safety officer.Fourth, itis a basis for performance evaluation ~ Police reports are an important source of news stories for media men vying to grab tomorrow's headlines. Accidents, shooting incidents, robbery, kidnapping, grizay crimes, destructive fires, are the stapes of everyday news on TY, racio, internet and print media. Documentation ofthese incident is the roe ofa public safety officer. Fifth, itis a basis for performance evaluation ~ On a professional note, a5 public safety officer, you are judged by your superiors by the quality of your submitted report. Its, ‘otall the time that your superior willbe with you as you perform your job especialy if you are in the field or in special operation missions. Its only through your reports that your superior wil know your activites, skills, and decisions. Being abe to articulate well what you have done will contribute toa postive appraisal of your performance. Side 96 ~ Purpose ofan Investigation Report © Purnose of an investigation Report ee Record Leads 3. ProsecutionAction —___—_# Inorder to understand the basis for the report writing requirements that are ‘described below, the investigator must havea clear view ofthe purpose ofan investigative report. The investigator writes his report in order to achieve the following objectives: 41. Record ~The report provides a permanent official record ofthe relevant Jnformation obtained in the course of investigation, 2. Leads the report provides other investigators with the information necessary to further advance their own investigation. 3. Prosecution Action ~The report isa statement of facts on which designated authorities may base a criminal, corrective or disciplinary action,Slide 97 ~ Basic Investigation Report 1. Spot Report Immediate intial investigative or report pertaining to: + the commission ofthe crime + occurrence of natural or man-made disaster + unusual incidents involving loss of lives and damage of properties, Spot Report — itis the immediate initial investigative or incident report addressed to Higher Headquarters pertaining to the commission of the crime, occurrence of natural or man-made disaster or unusual incidents involving oss of ives and damage of properties. Click DIDM Logo (Hyperlink inserted) ~ View Sample Spot Report Slide 98- Basic Investigation Report 2. Progress Report + Follow-up of the inital investigation + Covers new findings, statements of additional winesses An update of the ongoing action or investigation of @ particular cas ——_—_#* Progress Report ~ It a follow-up of the initial investigation report. ft covers new findings, statements of additional witnesses, if any, or simply an update of the ongoing action or investigation of a particular case. In a progress report, It is assumed that the incident has been reported and the method of operation or “modus Operandi” of the suspect has been determined. All other detals supplement the information established in the previous report. Click DIDM Logo (Hyperlink inserted) ~ View Sample Progress ReportSlide 99 - Basic Investigation Report @ rex 3. After OperationReport +A report that may be rendered after any successtulpolce operation + Arrest of any member or some members of ‘syndicated crime group. “ 8 ‘After Operation Report ~ Its a report that may be rendered after any successful police operation that leads to the arrest of any member or some members of syndicated crime group. ‘lick DIDM Logo (Hyperlink inserted) View Sample After Operation Report Slide 100 - Basic Investigation Report | __sascimestoauon tenons GZ) 4. Final Report ‘Submitted when an investigation is terminated. done under the folowing circumstances: + On successful conclusion of the case “When all leads are exhausted and there appear to be no further steps to be taken + On orders from higher authonty. =r Final Report ~ When an investigation is terminated, a final report should be submitted. Ths is done under the following circumstances: ‘2. On successful conclusion af the cate. When all leads are exhausted and there appear to be no further steps to be taken. ‘© Onorders from higher authority. This‘The submission ofthe final report does not preclude the re-opening ofthe ease on receiving new information. The final report should include the results of the entire investigation in summary and should presenta picture of the status ofthe case. Sle 101 Summary OQ mm In this lesson, the Participants have learned. + Importance of communication process: + Differenttypes of Communication + Different general barriers of Communication; + Sentence Erors; 4 Importance of communication process — We had discussed the importance of Communication Process — thats the success and failure of communication rely on the sender, the receiver, the medium/channel used to transmit messages, and the ‘eedback of the recever to the sender. In ths lesson, the Participants have learned the following: 12. Two Different types of Communication ~ Non-human Communication which Includes the animal and plants communication; and the human communication ‘hich includes the verbal and non-verbal communications. 43. Eleven Different general barriers of Communication include the Physical Barer, ~ Psychological - Emotional, Cultural, Linguistic, Interpersonal / Behavioral Patterns, Perceptual, Organizational, Information Overload, Noise / Distractions, and Feedback 4. The six commonly Sentence Errors encounter in writing police reports, memoranda, ‘and letters: the Run-on Sentence, Misplaced Modifier, Fragment, Dangling Modifier, Faulty Parallelism, and Use of Spit infinitiveSide 102 ~ Summary (Cont) OQ = & In this lesson, the Participants have learned: + Pre-requisites in _wrting correspondence ‘and technical reports: + Essential Qualities of Good Writing + Wiiting a memorandum, civilan letter, and police report and Preparation of reports as required by the ising policies ofthe PNP. oe 5. Four Pre-requisites in writing correspondence and technical reports: PLAN the Contents of the report ; COLLECT the Information ; RAFT the Rough Report— pattesn, outline, format, brainstorm; and FINALIZE ~ don’t forget to include the routing sip (if applicable) 6. Five Essential Qualities of Good Writing ~ Accuracy, Clarity, Conciseness, Objectivity, and Completeness 7. Wirtingaa memorandum, clan letter, and police report 18. Preparation of reports a required by the existing polices of the PNPSlide 83 -Guidetines in the Standard Preparation of Communication (Cont) ‘Common defects of communications prepared by the diferent PNP offces/unite ‘Lack of appropriate tabs forthe telosue atacrnenis ‘Typographical and grammatical eros + Wrong font and fort size + Dity pita + Protucing Staple wires, and + Use of sing oder —— Slide 84 ~Chilian Letter oO == @ + Amessage inwriting ‘Any language or code + Contained in a sealed or unsealed envelope ‘or not in an envelope et all ‘Communication sent outside the organization (public, private and religious sectors) Letter refers to message in writing, which may be in any language or in 2 code, contained in a sealed or unsealed envelope or notin an envelope at al intended for delivery to. person or entity displayed legibly on one of its faces. ‘A clan letter is used when communicating with the president of the country, cabinet members, local officials and business personalities; or outside the organization. Is paragraphing isnot numbered, not unless in tabulation and enumeration.Slide 85 Parts ofa Civilian Letter © Parts of a Cuilian Lewer oe Heading (Letterhead) Date (Dateline) Inside Address Salutation Body of the Letter Complimentary Close Signature Block Nomnone Slide 86 - Parts ofa Civilian Letter (Heading) © Parts of a Chiltan Lener @ Heading Letterhead) + Apart that contains the ame of the instion| represented by the vwnter ‘The Heading (Letterhead) - This part contains the name of the institution represented by the writerSlide 87 - Parts ofa Civilian Letter (Date line) © Parts of a Gviltan Lener @ Date (Dateline) it species the day when the letter was writen, not when the document was dispatched ‘The Date (Dateline) - It species the day when the etter was writen, not when the document was dispatched. ‘Slide 88 - Parts of a Civilian Leter (Inside Letter) © Pans of a Guviltan tener @ Inside Address + This usualy contains the corect name, postion, business name and business adsress of the acsressee ‘The inside Address - This usually contains the correct and name, position, business name and business address of the addressee,Slide 89 Parts ofa Civilian Leter (Salutation) © Parts of a Cuitan Lever e Salutation + The greetings in the leer that proves a couteous pening. . =e ‘The Salutation ~ This isthe greetings inthe letter that provides a courteous opening, Slide 90-| ts of a Civilian Letter (Body of the Letter) © Parts of a Guiltan Lewer oe Body ofthe Letter + th embodies the text ofthe message, ‘ually the longest par ofthe eter ‘The Body ofthe Letter- It embodies the text ofthe message, usually the longest part of the letter.Slide 91 -Parts ofa Civilian Letter (Complimentary Close) © Parts of a Guilian Lener @ Complimentary Close + The farewet part of ‘me eter when Signals the ending ofthe message ‘The Complimentary Close ~ This isthe farewell part of the letter which signals the ‘ending ofthe message Slide 92 - Parts of a Civilian Letter (Signature Block) © Parts of aGwilian Lenmer oe Signature Block + Mindeates the name ‘ofthe water (usualy 9 al captal letter) th ‘Sgratue above it Thsistyped the same way as the name in = the inside adress. ‘The Signature Block—It indicates the name ofthe writer (usualy in all capital letters) ‘with signature above it, Thisis typed the same way as the name in the inside address.sii 93 Police Report QD rates + Chronological or step-by-step account of ‘an incident that took place at a given time. + Narrative or informative writing * Written account of an incident oe {2 chronological or step-by-step account of an incident that took place at a given time. As investigators, most reports that we write ae ether narrative or informative ‘writing. Narrative writings telling a story that actually ocurred. The report write follows standard format and presents the fact in an impersonal way. This report is a written account of an incident andthe inquiry a investigation of the incident which aims to inform redae's ofthe facts, and to recommend appropriate and practicable measures for decision makers to resolve the subject of inquiry Slide 94 ~ Paragraphing Process OQ _mawramionrrocess 41. First Paragraph - what sort of crime is being described 2. Second Paragraph - the recounting of various stepsor actions done 3. Third Paragraph - end paragraph which concludesthe report ‘A paragraph isa series of related sentences that presents a nit of thought. Paragraphs help writers, particularly investigators to present their ideas in an organized the guidelines in organizing paragraphs in report writing manner. The following: