BASIC

POLICE
REPORT
WRITING

ALLEN Z. GAMMAGE, Ph
Supervisor of
Law Enforcement Training
Sacramento State College
Sacramento, California

With a Foreword by
PAUL B. WESTON
Deputy Chief Inspector
New York City
Police Department (r^fi)

Palli

eties

"I believe the author's instructional

material on the collection, selection, and arrangenaent of nnaterial
in police reports is realistically
keyed to the learning level of the
great mass of policemen and is the
finest available material for police
training officers and policemen
interested in self -improvement, "
From the Foreword h v PAUL B.
WESTON
A police officer, student, and teacher, Doctor Gammage writes with
the authority of the lecture platform
supported by years of experience as
a working policeman. He makes no
claim that this manual is a panacea,
but he is convinced that thorough
study and application of the principles and procedures presented will
produce better report writers .

The introduction sets forth purposes , values , and principles involved in the preparation of reports .
It is an effort to sell the practicing
officer the idea that IN SUBMITTING
SUPERIOR REPORTS HE NOT
ONLY IS DOING A PROFESSIONAL
JOB FOR HIS DEPARTMENT BUT
IS CONTRIBUTING TO HIS OWN
PROFESSIONAL GROWTH.
Part II is A GUIDE TO IMPROVE
DICTION, SPELLING, CAPITALIZATION, ABBREVIATIONS, SENTENCE STRUCTURE, PUNCTUATION, and PARAGRAPHING. It is
inability in these mechanical aspects
that causes the average police report
to fall short of ideal.
The third section deals with form
preparation. FornxS utilized are the
result of study of many in current
use and are those developed with a
view to emphasizing the desirability
of narrative presentations.

From the collection of the

n
o Prennger

V JJibrary

San Francisco, California

2008

BASIC POLICE REPORT WRITING

A Monograph in
THE POLICE SCIENCE SERIES
Edited by
V. A. LEONARD
Professor of Police Administration
Washington State University
Pullman, Washington

BASIC
POLICE REPORT
WRITING

By
ALLEN Z. GAMMAGE, Ph.D.
Siipeniisor of Lazv Enforcenioit Training
Sacramento State College
Sacra men lo. California

With (I Foreioord by
PAUL B. WESTON
Deputy Chief liupector
XeiL' York City Police Department (ret.)
Assistant Professor
S(ur(imr)ilo Slate College

rc:r> etiCA

CHARLES C THOMAS PUBLISHER

Springfield ' Illinois ' U.S.A.

CHARLES C THOMAS PUBLISHER

Bannerstone House
301-327 East Lawrence Avenue, Springfield, Illinois, U.S.A.

This book is protected by copyright. Xo

part of it may be reproduced in any manner
without written permission from the publisher.

1961, by CHARLES C THOMAS PUBLISHER

Library of Congress Catalog Card Nimiber: 60-14743

With THOMAS BOOKS careful attention is given to all details of manufacturing and design. It is the Publisher's desire to present books that are
satisfactory as to their physical qualities and artistic possibilities and appropriate for their particular use. THOMAS BOOKS will be true to those
laws of quality that assure a good name and good will.

35A7V

Printed in the United States of America

FREE LIBRARY OF PHILADELPHIA

Dedicated to m\ aunt, Mrs. Ed Snead

62- 62347

FOREWORD

N AN OPERA HON AL LEVEL, the ability to describe a fugitive in

a word picture that is a graphic representative of reality means
prompt and rapid apprehension of criminals; sufficient aptitude
to include all the essential elements of a crime in the few words of
a court complaint means the people of the community will have
an opjx)rtunity to convict a suspect of the crime charged; and the
skill to sketch a police incident of today in some depth may mean
the solution of tomorrow's crime.
On an administrative level, the words of police officers form
the reports that make up the raw data whose compilation and
study permits management to exercise the necessary control for
the expert and efficient administration of a police unit.
In this text the qualities of factual prose necessary for police
reports are thoroughly explained in an anatomical study of the
mechanics of police report writing. Dr. Gammage sums up, without the waste of a single word, the selection and use of ^vords, the
structure of sentences, and the development of paragraphs. Almost
in passing, he tells his readers of suitable stopping places in their
reports as he presents simple principles on the art of punctuation.
A police officer, student, and teacher. Dr. Gammage writes
with tlie authority of the lecture platform supported by years of
experience as a ^vorking policeman. An excellent combination to
launch new procedures in ferreting out facts during field note takino, and detailing methods for recording them in a manner which
permits the officer to marshal his facts according to a definite plan
when he must report the incident and describe the police action
taken.
I believe the author's instructional material on the collection,
selection, and arrangement of material in police reports is realistically keyed to the learning level of the great mass of jjolicemen

viii Basic Police Report Writiui^

and is the finest available material for police training officers and
policemen interested in self-improvement.
Dr. Gammage has recognized and apparently solved the legitimate claims of both the formal and the informal levels of language
usage and is to be complimented on the fact that he has avoided
the dogmatic narrowness of the prescriptive grammarians, though
he has provided the police profession with a text which is not only
instructional, but which will also serve as a ready reference to the
appropriateness and correctness of the various forms of police reports, and the language used in their preparation.
A Texan by birth and avocation, Dr. Gammage preaches the
doctrine of direct sentences, for "telling 'em straight." This text

is not a grammar book, though grammatical errors are detailed

and some grammar introduced to show why such errors hinder the
successftil commtmication of ideas. In hard-hitting "plain talk"
the author explains the parts of speech and the relation of writing
to thinking. He also explores the need for developing a style of
writing which will reflect an officer's thinking in order that he may
tell a story which subordinates the minor phases of an incident or
police action, and hits the reader right between the eyes with the
main idea.
The emerging police profession may also erect another mile
post since this book standardizes the methodology of police reports.
Dr. Gammage has established national standards against ^vhich to
evaluate the prevailing practices of an individtial policeman or a
police department. The author has studied the standard practices
of the top police units in the United States, both large and small,
and qtiestioned police officers of all ranks who have qtialified as
experts by field experience. Therefore, it can be safely stated that
this book is an authoritative reproduction of accepted report \\'riting procedures in reasonably prudent police departments.
Paul B. Weston
Deputy Chief Inspector
New York City Police Department (ret.)

PREFACE
X.N THE author's PERSONAL experience and as tlie result of interviews and discussions with people in the police field, he is convinced that one of the greatest voids in the police procedures field
is in tiie area of police report writing. Police practitioners at the
performance level continue to struggle Avith their reports. Administrators express a high degree of dissatisfaction with the routine
reports submitted. Most interested parties agTee that the deficiencies stem from a lack of knowledge of the fundamentals on the
part of the report writer. They also state that almost all recruit
and refresher courses offered in the academies fail to accomplish
the job of preparing police personnel in the art of report writing.
This manual was written with the hope that it will solve some
of the problems of both the practitioner and administrator as they
relate to operational reporting. The author makes no claim that
this manual is a panacea, but he is convinced that thorough study
and application of the principles and procedures presented ^vill
cause the reader to become a better report writer.
The introduction is designed to actjuaint the reader with the
purposes, \alues, and principles invoh cd in the preparation of reports. It is an effort to sell the practising oHicer the idea that in submitting superior reports he not only is doing a professional job tor
his department but is contributing to his own professional gro\\th.

Part II is a guide to improve diction, spelling, capitalization,

abbreviations, sentence structure, punctuation and paragraphing
because it is inability in relation to these mechanical aspects that
the average police report often falls short of the ideal.
The third part deals with form preparation. The forms utilized
are the result of study of many in current use and are those developed with a view to emphasizing the desirability of narrative
presentations. Beginning w'nU field note taking as the foundation
ix

X Basic Police Report Writing

of operational reports, the reader is taken through the entire process from the recording of a reported incident to the many specialized forms used in reporting investigations, arrests and the identification of persons.

ACKNOWLEDGMENTS

HE AUTHOR IS DEEPLY gratclul t() Lt. J. L. Ross ol the Berkeley,

California, Police Department; Lt. Edward T. Naylon, Hollywood, Florida; Chief Bernard L. Garmire, Tucson, Arizona; Deputy Chief C. J. Staylor, Norfolk, Virginia; Superintendent Francis
S. McGarvey, Division of State Police, Albany, New York; Chief
Michael Murpfiy of the New York City Police Department; and
Sgt. James Nance of the Sacramento County Sheriff's Office, all of
whom contributed departmental forms and/or suggestions for the
book.
He also owes a special debt of gratitude to Mrs. Carol Larsen
and Mr. Paul B. Weston, Deputy Chief Inspector, N.Y.C.P.D.
(ret.) , who read the manuscript and offered their most helpful
suggestions.
Last, but not least, thanks to Professor Nicholas DeLucia who
provided the photographs and Miss L.ois Mouchett who ^vorked so
faithfully in typing the manuscript.
A.Z.G.

XI

CONTENTS
Foreicord by Paul B. W'esion vii
Preface i>^
PART I. INTRODUCTION
Cliaptey
1. Dcfmiiioiis, Puiijoses. and Types ot Police Reports 5
II. X'alues aiul Piindples in Police Reporting 9
PART II. MECHANICS OF REPORT WRITING
III. Selection and Use of Words 21
IV. Spelling 31
V. Capitalization and Xinnbers 51
VI. Abbreviations 57
VII. Sentence Structure 62
VIII. Punctuation (37
IX. Paragraph Construction 78
X. Editing and C>ritici/ing the Report 82
PART III. REPORTING POLICE OPERATIONS
XI. Field Note Taking 93
XII. Reporting the Case 109
XIII. Reporting the Preliminary Investigation 124
XIV. Special Preliminary Investigation Reports H3
XV. Patrol Service Reports 168
XVI. The Supj^lemeniary Progress Report LSI
X\'II. Special Supplementary Investigation Reports 191
XVIII. Final Investigation Rejjorts 212
XIX. Arrest Repc:)rts 224
XX. Property Control Reports 236

\i\ C())i tents

CJiapter Page
XXI. Identification Reports 248
Appendix
A. Elements of Grammar 263
B. Unitorm Classification ot Crimes 273
C. Description of Property 280
Bibliography 305
Index 307

BASIC POLICE REPORT WRITING

PART I
INTRODUCTION

Chapter I
DEFINITIONS, PURPOSES, AND TYPES OF
POLICE REPORTS

W,

i-:bster's New Collegia ik Dictionary defines a report as an account ot some subject specially investigated or an oHicial statement
of tacts. According to this definition, police reports may l)e written
or oral; they may he detailed or brief; they may be simple or complex; they may be prepared by anyone in the department from
the chief to the patrolman on the beat. In any event, police reporting has become one of the most significant processes in modern
police operations. Reports result from the fact that someone has
asked for them and needs them for innnediate or future use. They
are made to be read and used.
The larger the police department, of course, the greater the
demand for reports. This is true because more information of different kinds is required and because more people are at different

places where things are happening. The chief of a large department finds it necessary to have a greater division of labor, to hire
more employees, to delegate more activities to subordinates, to
supervise a greater number of people, and often to watch over a
larger area.
Yet, any chief is responsible for all of the basic activities of his
department. He must know what is going on throughout his
agency, and in all departments, large or small, the principal \vay
to determine what is going on is to require reports, to use proper
reporting procedures, and to utilize the results.
In fact, the field of police reporting, broadly interpreted, is the
field of police connnunications. At whatever point work is divided
and delegated, the jjrocess of reporting begins. At \\'hatever point
policy is formulated or modified, the process of reporting is a
"must." In government generally, as well as in police agencies, the
matter of communicating is complex and presents a continuing
problem. .Vll sorts ol information nuist, of course. How upward and

6 Basic Police Report Writiiu^

downward through the department; but, in addition, and ecjually
important in many cases, information must somehow be reported
outward, across, and around. The setting of police reporting, then,
is the entire field of communications. This means that the process
of police reporting has at its disposal all of the Avays and means
available in the broader field. This includes oral and written techniques and all of the known media developed for the exchange
of information and ideas. But police experience indicates that
written communication, in most cases, is the most effective; and, in
any case, is the form of communication which presents greater
problems for the department and the reporter.
PURPOSES OF REPORTS
In general, a police agency develops its reporting system to
serve four key purposes: (1) to account upward and outward for
its activities and for the justification of its program; (2) to report
upAvard and out^vard information concerning progress, futme
needs and plans, and decisions being made or which may be made;
(3) to report upward for purposes of administrative control; and
(4) to inform doAvnward in the organization concerning policies,
program, organization resources, procedures, and all other matters
concerning the Avork in the agency.
In reporting upward and outAvard the police agency takes into
account the police organization itself; the mayor or city manager;
the city council; the central government-wide service agencies
such as the department of finance and the ci\'il service commission:
and the general public. In reporting down^vard in the organization the department must take into consideration all of the

levels of responsibility and any special units or staffs which need

to be kept informed of matters contained in a given report. In
any of these situations a report may serve the useful purpose of interpreting facts, transmitting information, analyzing problems or
situations, educating einployees and others, accounting to superior
authority, or controlling within the department itself.
TYPES OF POLICE REPORTS
In fact, the many purposes served by police reports and our
system ot administrative independence have given rise to a number

Types of I'oIkc Rcpoyts 7

and variety of reports uliich, in suiiie tlcpariuiciits, arc adually
appallino. As a result, the job of conducting a systematic dis( ussion
of police reports is almost impossible. But speaking in broad terms
and in a rather elementary way, we may classify all jiolice reports
into two groups: informal and formal.
An informal report usually is a letter or memorandum or any
one of many prescribed or used in day-by-day police operations.
It ( ustomarily carries three items besides the text proper: date submitted, subject, and persons or person to whom submitted. It may,
howe\er, contain many items of administrative importance along
with the subject matter of the text. Actually, most police reports
may be placed in this category.
A formal report suggests the fidl-dress treatment, including
co\er. title page, letter of transmittal, summary sheet, text, appendixes, and perhaps an index and bibliography.
Another helpful plan for classifying police reports is based on
the purpose of the report. Under this plan, any police report may
be classified as either a performance, fact-finding, technical, problem-determining, or problem-solution report. The performance
report contains information as to the status of an activity, activities, or operations. The fact-finding report involves the gathering
and presentation of data in logical order, without an attempt to
draw conclusions. A technical report presents data on a specialized
subject. The problem-determining report attempts to find the
causes imderlying a problem or to find whether or not a problem
really exists. The problem-solution report analyzes the thought
process that lies behind the solution of a particular problem. It
may include all of the elements found in the other types of reports,
including presentation of data collected, discussion of possible
solutions to the problem, and an indication of the best solution.
On the other hand, these rather informative classifications offer
very little help in establishing a systematic arrangement of a veritable mass of police reports. Let's speak in more specific terms.
For our purposes, police reports may be categorized as ojjerational
reports, internal business reports, technical reports, and siunmary
reports.

Operational reports include those relating to the reporting

of police incidents, investigations, arrests, indentification of per-

8 Basic Police Report Writing

sons, and a mass ol miscellaneous reports necessary to the conduct
of routine police operations. Interyial 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. As stated earlier, technical reports may 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. Summary reports furnish intelligence information necessary to the solution of crime, accident, and police
administrative problems. In addition, public reports in this category are made in recognition of the importance of public attitude
toward police operations and serve the useful purpose of keeping
executive and legislative authority and the general public informed
as to problems, progress, and needs of the police agency.
SCOPE OF THIS BOOK
This book deals only wath the first category operational reports. These reports are the raw materials from which administrative reports are derived; thus, in directing efforts to^vard improving these basic reports, the author believes that the \vhole of
the reporting process can be improved.

Chapter II
VALUES AND PRINCIPLES IN POLICE
REPORTING

o SOME EXTENT^ THE SHEER number and variety of police reports serve to illustrate their continuing value; but, in the final
analysis, one might righthilly say that the benefits derived trom
police reports are those associated with the entire police records
system because reports are the raw materials from which records
systems are made. Like the records themselves, a direct relationship exists between the efficiency of the department and the quality
of its reports and reporting procedures.
VALUES TO THE DEPARTMENT

The progressive police administrator utilizes reports to the

fullest extent in making decisions necessary to the management of
his department. Much of the information necessary to arrive at
sound decisions is gleaned from administrative reports that give
a picture of present conditions and problems faced by the department, of tiie work of individual employees, and the activities of
whole tniits dealing with these problems.
The efficient police administrator utilizes reports to determine
the character, extent, location, and time of occurrence of crimes
and other incidents requiring police action. W'ith this information, he identifies police hazards, isolates the particular elements
requiring attention, and directs his energies to eliminating the
hazards or reducing their potency. Reports relating to traffic control aid in the determination of engineering, educational, and enforcement activities that will solve a particular traffic problem.
They aid the police administrator in the distribution of manpower; and, when shifts occur in action requiring police attention,
they tell the administrator where to concentrate his striking power.
Using reports as an accounting device and a means of analysis of
operations, certain measuring sticks, standards, or comparisons
may he applied in appraising police efficiency.
9

10 Brtsir Police Report Writi)ig

Police reports aid in the fixing of responsibilities so that employees may be held accoimtable for performance. They register
assignments, and provide a check on the accomplishment of tasks.
Adequate reports provide one of the principal aids to supervising
officers in the management of personnel and help them in their
routine work by showing the progress of investigations and revealing deficient and improper handling of cases. Successful prosecution
of criminals often depends upon the quality of the reports submitted in an investigation, and these same reports contain a wealth
of information useful in the identification and recovery of persons
and property and the preservation and presentation of evidence in
court.
As the principal medium of communication in a department,
police reports tend to integrate the various branches of the agency
into one coordinated unit. They are useful in keeping the public
informed of police problems and accomplishments, providing
property inventories and records of equipment use, fostering the
financial backing and sympathetic support necessary to the accomplishment of programs, preparing the departmental budget,
managing the department's fiscal affairs, and formulating plans so
necessary in meeting future needs.
VALUES TO OUTSIDE PERSONS AND AGENCIES
On the other hand, the benefits derived from reports do not
stop with the department. Prosecutors and the courts use them in

preparing complaints and determining the specific violation that

will be charged. They assist the court in determining the piniishment that will fit the offender. In siinple offenses some judges
follo^v the practice of accepting the officer's report, reading it to
the defendant, and passing judgment.
Most police departments also permit representatives of the
newspapers to read investigation reports. Since the press will print
stories in any case, it is generally desirable to save the time and
energies of newsmen and police officers by allo\v'ing reporters to
obtain facts as they are gathered by the investigating officer. In
the long run, the utilization of reports in this ^vay establishes improved public relations and eliminates highly colored statements
made by individuals with personal interests at stake.

J'dluc's ill l'()U((' lie Jx)) till ii; 1 I

Reports are tlie principal source ol inloniiaLion in the department's efforts to assist other agencies. Every police department is
frequently called ui)()n to assist others. Adequate reports facilitate
notification of the police in other cities (oncerning wanted and
missing persons, lost property, stolen automobiles, and other important matters. This pooling of effort and information is a "must"
in combating the modern criminal who moves rapidly from one
area to another. Police reports are also usefid in calling pertinent
conditions to the attention of other departments and agencies.
They include such items as fire hazards, violations of health rules
and the building code, damaged pavements and sidewalks, defective street lights, and a multitude of similar matter. These municipal departments concerned often utilize the reports of the police
department when they are Ijeing sued for alleged acts of negligence.
Federal security and enforcement agencies find that reports maintained in local departments are among their most valuable assets
in conducting their investigations, and other governmental agencies and private individuals find in them the answers to many of
their questions \\hen involved in surveys and other types of research.
VALUES TO THE INDIVIDUAL OFFICER
In fact, we might continue indefinitely to enumerate the benefits and uses of police reports as aids to the department, the courts,
other governmental agencies, ne^vsmen, and private indi\iduals.
But what about you as a practicing police officer? Are police reports also designed to help you? Yes. If you have not discoxered it
previously, you will find them to be a stockpile of information. If
you do your job well, you will check reports daily in the normal
conduct of your job. Reports permit an interchange of information
between you and other officers which can be accomplished in no
other \\'ay. They are one of your principal sources of information
in conducting investigations. The alphabetical files of almost any
department contain thousands of name cards. These cards are
searched daily by officers in checking a suspect's story, locating
persons for the purpose of executing xvarrants of arrest, obtaining

the names of friends in the process of locating wanted and missing j:)ersons. and clearing c rimes to Avhicli sidojccts have confessed

12 Basic Police Report ]\'riti)itj^

responsibility. Reports are especially helpful in the passing of a
case from one officer to another, providing the necessary continuity
in an investigation when you must take over on another officer's
day off; when there is a change of fjeat; or when, as a detective, you
continue an investigation after the preliminary stages are complete. In preparing cases for court, you must rely almost entirely
upon reports previously made by you or others. Reports are the
only source of information for the disposition of a case; they tell
you whether the subject shoidd be prosecuted, reprimanded, or
subjected to some other treatment.
In the final analysis, your own reports should be of greatest
concern to you because they are colored by your personal qualities.
In all probability they reveal more about you than you realize.
They say something about your education, training, experience,
industry, ambition, initiative, resourcefulness, and oftentimes your
fears. When they are evaluated by your superiors, they reveal your
capabilities and incapabilities and establish a basis for commendation or criticism.
PRINCIPLES OF GOOD REPORT WRITING
All of the above facts should prove the importance of police reports to you and to everyone ^vho works for a police department,
but the answer to the problem of reports and reporting procedures
does not depend upon mere appreciation of values. The real
answer lies in the quality of the end product. Quality is the result
of accomplishment of basic principles; and, in this regard, all police reports from a simple, brief memo to a complex, formal, investigation report require the application of certain standards. In
summary, any police report shoidd be clear, pertinent, brief, complete, current, accurate, fair, properly classified, informative, and
objective. In addition, it should be submitted in proper form and
on time. These standards or principles stem from the fact that
reports are written to satisfy a need, and in order to satisfy the
need they must satisfy the reader. In the first place, the reviewer is
likely to be a busy man. His time is precious and his calendar
allo\vs him little time for creative ^vork or concentration. In the
second place, reports are regidarly read by people beyond the man

Values in Police Rej)(j)tiN<!^ 13

to whom they are addressed. When a report is to o() |)eyoiid tlie
section, bnreau, or di\ ision, special care nuist be exerc ised to inc hide adecpiate Ixackground intormation and to be sine tliat tlie
report is complete. In the third place, the reader is depending upon
the report to make his own decisions. Usually he must rely on the

clarity, completeness, accuracy, fairness, and objectivity of a report and accept it as his own. With these tacts in mind let's take
a closer look at the rules.
The Report Should Be Clear
Unless your report is as simple and direct as possible, it is not
likely to be accepted or used. It shoidd include a clear statement
of objecti\es or pmpose so that the reader can cjuickly evaluate
it against this stated objective.
The Report Should Be Pertinent
Your report should deal exclusively with the stated objective
or the subject or functions with which it states it is concerned. If
other subjects are introduced, they should be related to the major
one, and the relationship should be made clear.
The Report Should Be Brief
Although brevity is a relative matter and should depend upon
the nature of your report and the use that will be made of it, it
should be brief enough to be useful, but not so brief as to raise
cjuestions about its validity. Brevity is achieved by avoiding verbosity and needless repetition, unnecessary detail, and all matters
not bearing on the subject under discussion. It includes the ability
to make your report unified, coherent, and emphatic.
The Report Should Be Complete
Within the dimensions of the assigmnent or stated objective,
your report must be sufficiently exhaustive so that the reader can
use it with confidence. Although again this is a relative matter,
completeness means reporting all the facts you iiave learned which
ha\e a bearing on the problem or case. Partially stated facts are
as misleading as falsehoods. They can create a false picture in the

14 Basic Police Report Writing

iiiiiul ot the reviewer and cause him to make decisions \\hicli apl^ear ridiculous in view of the complete set of facts. The revie^ver
\\ill know only as much about the problem or case as your report
to him. He must make a decision solely on what he has read and
not on what you have in mind. You must put into the report all
the pertinent and relevant information developed during the
course of your investigation; leave nothing to the revie\ver's imagination.
The Report Should Be Current
Unless the information in your report is up-to-date as of the
time of its use, it is likely to cause un^vise or even erroneous decisions. Therefore, your report should be carefully dated, not only
with respect to the time it was written, but as of the time the in-

vestigation ended. In some situations even a few hours may render

the information obsolete.
The Report Should Be Accurate
Unless your report is as accurate as possible, it may be embarrassing to you, the chief, and to others. If there are errors of substance or judgment, it raises doubts with respect to your methods
of investigation, the preparation of the report, or in the competence of the person or persons w-ho evaluated it. In order to be
accurate, you must conform to the truth. A report is an exact recitation of the facts obtained without any addition or subtraction. A fact is that ^vhich you know to be a fact by the use of any or
all of your five senses. Any other information is hearsay; it must be
given at the proper time and place in the report and labeled as
such.
The Report Should Be Fair
Regardless of the type of report, fairness is essential to a good
report. In some reports it may be difficult for you to be unbiased,
but you must make every effort to recognize your difficulty and to
eliminate its influence on your report. One way to achieve fairness
is to report all of the facts. Nothing should be concealed or withlield because it tends to weaken your case or because it doesn't fit

]' allies ill I'olnc Rcjxxlni!^ 15

your conclusion. Fairness can be achie\ecl by keeping an open
mind. Take facts as you find them. Preconceived theories, theories
based on guesses, may cause you to attempt to warp, twist, contort,
and e\en to concoct lacts to fit tiiese pre\ ions ideas. II you remember that as a report writer you are basically a iact-finder, you will
eliminate this pitfall.
The Report Should Be Properly Classified
It the substance of your report deals with secret or classified
information; or, if the nature of the report is one recpiiring confidential treatment until it is released, this should be clearly stated.
The Report Should Be Informative
Your report should present the subject understandably and
give proper emphasis to the matter requiring attention or action.
Where appropriate or possible, alternative actions should be suggested together ^vith the advantages and implications of each.
The Report Should Be Objective
As a ride, the tone and content of your report should be entirely free of propaganda. This should apply to the detail, to the points
of emphasis, and to alternative recommendations if they are made.
Even if recommendations are made in the report, they should be

supported by evidence wiiich gives them the equality of reliability.

If personal opinion is included, it should be presented at the appropriate time and place and clearly labeled.
The Report Should Be Written in Proper Form
Form refers to the arrangement of the material presented, the
visual shape of the document, the mechanical set-up. It refers to
anything that wall make your report more easily read and useful as
a reference. It includes, among other things, proper paragraphing,
proper indentation, proper underscoring, proper capitalization, or
any device which sets out the important phases of the report. Form
includes the proper setting forth of the various headings of the
report and the pertinent material of each. It refers to the proper
inc lusion of exhibits. It refers to the neatness of the report, the

16 Basic Police Report W'ritifiii,

spcllino, abbre\ iations, punctuation and preciseness of expression.
It your report can be read easily, it the reviewer can find without
diflic ulty those parts in \\hi(:h he is primarily interested, and if the
dociuiient can be used eftecti\ely for later reference, the report
form is adequate.
The Report Should Be Presented On Schedule
Unless your report is made promptly and according to schedule,
it may lose its effectiveness or, worse still, may arri\'e after the need
for it has passed. In order to take no undue risks in this matter you
should plan the completion of your report ahead of the deadline.
This allows for deliberate re-reading or even the adding of last
minute data or events. It also allows a margin of time in which to
present your report before the reviewer begins to be concerned
about its being presented on time. And, if you wdsh to supplement
your written report with an oral presentation, your opportunity
to do so is enhanced if you are ahead of schedule.
REWARDS FOR GOOD REPORT WRITING
As an employee of a police department you must ne\er lose
sight of the constantly useful purpose of police reports and the
standards involving in writing them. If you keep these things in
mind, you will be more willing to do the hard work necessary to
learn how to write good reports. As in any other job, your rewards from report writing will depend upon how ^vell you grasp
the opportunities as they continually come your way. If you are
a practicing police officer, these opportunities occur each and every
day. Do the best job possible in writing your routine reports.
Supervisors read them; administrators often see them. You should
not be surprised at the fact that opinions as to the quality of all of
your work are formulated, to a great degree, by the quality of the
reports that you normally submit. Reports are the best gauge of
the pride you take in yoin- work, the interest you manifest, the
abilities you possess, and the knowledge you have accumulated.

When you write outstanding reports, you open the door to

other opportunities. Assume, for example, that an unsatisfactory
condition is causing someone in a responsible position in the de-

I'filiKw III I'oIkc Kcliorliii'^ 17

paiinicnl to \v;iiu to inakc tliau.^cs. Lets assiinic, in ilic second
place, that your past reporting efforts have been so outstanding
that this responsible person selects yon to investigate and report
yonr fnulings. Assinne, in the third place, that yon (after hard
work, trial and error, some sweat and blood) come up witii a j)iojiosal that is adopted and lonnd siiccessfid. Although these assimiptions are strictly hypothetical, you may be certain that, it these
statements were fact, you would be in an enviable position to enjoy the highest respect of your superiors and to assume even greater
responsibilities in the future.
On the other hand, it is impossible to do your job as recpiired
unless ycni kno^v how to ^vrite acceptable reports. The complexity
of modern police departments, the pressures of routine operations,
and the way police Avork is done make report ^vriting as necessary
as routine patrol and the inspection of police hazards. Because the
final worth of a report depends upon its being read and understood, the demand for carefully prepared and clearly Avritten reports is unending. The ability to write reports will not only satisfy
the needs of the department, other agencies, and individuals, but
^vill also enable you to prove that you kno^v something and can
express it. If no other rewards were possible, the priceless feeling of
satisfaction resulting from a job well done should be worth the
price you pay in the process of learning. One of the better ways to
achieve this satisfaction is to eliminate the mechanical defects in
your reports. Part II is an effort to help you to do this.

PART II
MECHANICS OF REPORT WRITING

Chapter III
SELECTION AND USE OF WORDS

N POLICE REPORT WRITING, ^voicls aic your only tools of communication. They are symbols ol meaning, but unfortiniately you
cant be sure that the meaning you give to a word will be the same
as the meaning your reader will give to it. Communication actually

begins when you find a ^vord to express a meaning; it is not complete until your reader has understood. Cause him to understand
through the use of an adequate vocabulary and the selection of
the right words to carry your ideas to him.
VOCABULARY
Your vocabulary is the supply of Avords '^vhich you possess for
use in writing. This supply consists only of those Avords which you
can use effectively. Your vocabulary gro^vs in proportion to the
demands made upon it. Any officer Avho can get along in his work
with a few hundred \\ords is not likely to learn more. Memorizing
ten new Avords a day does no good, unless there is occasion to use
the new Avords. On the other hand, any active police officer writes
reports each and every day; report \vriting offers an excellent opportunity to use a vocabulary. Ordinarily, new words or new
meanings for familiar words are first encountered in reading. Thus
extensive reading of literature in the police field is recommended.
One of the best ways to improve your vocabulary is to cultivate
the habit of accurate reading, trying to see exactly why an author
uses a particular word.
Along with careful reading, learn how to use the dictionary
and then use it. A dictionary is very carefully edited, and every
symbol, abbreviation, or change of type means something. The
signs are explained in the introductory section, and you need to
be familiar with those in the dictionary that you most often consult. A good dictionary contains a great deal of useful information
21

22 Basic Police Report ]Vritinii

besides definitions. Yon will find the pronunciation, spelling of
comparative and superlative forms, and the etymology of words.
II you become thoroughly interested in a word and learn about
it, this ^vord probably ^vill become a part of your vocabidary.
In yoin- report writing, you must develop the habit of looking
tor the exact word that expresses your meaning, rather than writing the first word that comes to your mind. Instead of writing that
the attitude of the \vitness Avas uncooperative, try to find a ^vord
that indicates more precisely the grounds for your disapproval.
Accurately discriminating the meaning of the ^vords you ^vrite \vill
increase your vocabulary and make possible a more precise expression of your ideas in reports.
DICTION
Your choice of words, or diction, can be the source of great
difficulty between you and your reader. What can you do to pre\'ent misunderstanding?
Define Your Audience

WHien you sit doAvn to Avrite a report, one of the first thoughts
that should come into your mind is: Who Avill read what I ^vrite?
Remember that you are writing for real people in the police department, probation department, district attorney's office, or maybe for the general public. As a general rule, material written for
the chief of police or the district attorney is not suitable for the
patrolman a\ ith lesser experience or academic background; on the
other hand, the fact that your reader may have a college degree
should not encourage you to force difficult written materials on
him. Yoin- reports can be simple enough to be read w^ith ease by a
poor reader and yet be interesting enough to hold the attention of
a good reader. Define your audience and keep your writing at a
level that they will understand.
Adjust Your Words to An Appropriate Reading Level
Much of your reader's ability to luiderstand what you Avrite
depends upon his education and experience. General surveys of
the formal educational level of personnel in police departments

ScUution (1)1(1 I'.sc (>l WOkIs 23

reveal that a iiia)oiiLy ol policemen, supeix isois, and adminisiiative personnel have completed high school training.
What does this mean to yon as a report writer in a police department? Simply this. It yon want yonr reports to be comfortably
understood by most readers, adjust the reading level at least two
grades below the educational level of the majority ^vho are to be
reached. Police personnel represent the average reading public,
and sinveys have also re^ealed that widely popular reading material goes no higher than the tenth grade. Why? Because people
can comfortably understand material up to the tenth grade level;
only a relatively small portion of the population feels at ease with
more difficult reading. Forced to read material above the t^velfthgrade level, your reader finds it increasingly difficult to imderstand. When you give him easy reading, he gets the meaning you
intend. He never says that reading is too clear. He may, however,
say that your ideas are too simple, but that is another matter.
You may feel that these rules are oversimplified that they
ignore the large number of people in the department who have
gone beyond the t^velfth grade and who should, therefore, be able
to read and master difficult reading materials. You are on the defensive, though, for your reader, no matter what his education and
experience, will be grateful for easy reading. Why make him work
harder than necessary just because you can do the task? State your
ideas simply by the use of words that your reader readily understands. Reports in a police department, for patrolman or chief,
should not get in the way of the work to be done.
Read your daily newspaper. Reader's Difi;rsl. or Time. Notice
the level of reading material presented. The publishers of these

periodicals know the reading level of the a\ erage reader and keep
their publication at that level. This should be a good guide for you
in establishing a reading level for your reports.
Use Words That Are Specific, Concrete, and Definite
A vague statement is not only dull and unimpressive, but almost empty of meaning. Cieneral statements and abstract words
have their uses, bin most people o\ erdo them in the hope of sound-

24 Basic Police Report Writing

ing impressive or of concealing tlieir ignorance. Use concrete terms
like ran, limped, or crawled instead of a general term like proceeded or a colorless word like went. You are supposed to know
exactly \vhat you mean; if you don't, vague general terms ^vill not
help you and probably will convey the wrong idea to your reader.
Abstract words are difficult to understand because they do not
represent experiences which your reader can mentally see, feel,
hear, touch, or smell. Concrete words, on the other hand, are more
likely to have meaning because they are related to the five senses.
They deal directly with experiences common to both you and your
reader. If you want to get your idea across to your reader, use concrete words. Abstract ^vords increase difficulty; concrete words improve readability.
Be Concise
Unnecessary words dilute your writing. They will often suggest
that you do not know, or do not care about, what you are saying;
for beating around the bush is a common trick of writers Avho are
trying to cover up a lack of real content. If what you have to say
is worth saying, it should be concentrated and emphatic.
Conciseness is not the same as brevity. It is relatively easy to be
brief; you just leave out details and say less. Conciseness, on the
other hand, means saying the same thing in fewer words. It is not
always a virtue to be brief, for the details are often necessary. But
it is always good practice to be concise.
Wordiness is often caused by the bad habit of restoring to
ready-made phrases and sentence patterns. Many people can't
write dark without adding the adjective pitch. You should eliminate stilted and automatic phrasing and wordiness ^vhen you proofread your report. First drafts should be carefully edited and revised to eliminate wordiness.
Very often a single word Avill do the \\ork of a whole mouthful
of words and do it better. A single little word, for example, may
take the place of a group of words, like these:
of the order of magnitude of about
for the purpose of for

in the nature of like

along the lines of like

Selection and Use of Words 25

prior to before
subsequent to after
in connection with by, in, etc.
with respect to about, in, etc.
with regard to about
in the amount of ff>r
on the basis of by or from
in accordance with by
on the occasion of when, on
in the event that if
in the case of if
in view of the fact that since, because
for the reason that since
with a view to to
despite the fact that though
give consideration to encourage
liave need for need
give encouragement to courage
make inquiry regarding inquire
comes into conflict with conflicts
give information to inform
make note of noted
is of the opinion beheves
Sometimes you can make a word or two do the work of a whole

clause, like this:

information which is of a confidential nature . . . confidential information
Avoid the Use of Unnecessary Legal Terms
All police operations are based on laws; it is not strange that
many legal terms are used in police reports. Some of these are necessary. However, too many of them impart an undesirable legalistic flavor. Let's "ditch" the unnecessary legal phrases. In addition
to soimding legalistic, they are stuffy; and some are hard to understand.
For this Substitute tJiis
in lieu of i" pl^ce of
the other party tl^t^ other person
interrogated the witness asked the witness
such statement this statement
said informant the informant
hold in abeyance wait, postpone action
the subject typewriter this typewriter

26 Basic Police Report Writing

Let's completely eliminate herewith, hereto, herein, hereby,
thereof, therein, thereon, and the aforesaid.
Avoid Technical Words
Like legal terms, technical language can be very accurate and
useful. But ^v'hen your reader doesn't have a technical background
these Avords can be very discouraging to him, Don't use fine distinctions in words when these distinctions are not needed. Some
writers often spend time quibbling about technical niceties which
have no real meaning for the reader. WHien you must use technical
words, and you think that your reader will not understand them,
explain them.
Avoid the Use of Elaborate Words
Probably one of the better ^vays to suffer criticism in police reporting is to become addicted to fancy, overformal, pseudotechnical language. In this kind of report, the officer never "does" anything; he ahvays "performs" it. Nor does he "begin" an investigation; he "initiates" or "inaugurates" it. Then he doesn't merely

"end" it; he "terminates" or "consummates" it. "Phony" formality

will drive you to substitute stuffy words for plain ones: "secure"
for "get," "utilize" for "use," "effectuate" for "carry out," ascertain" for "learn," or "subsequent to" for "after." A determined
effort to keep yoin- reports free of unnecessary elegant and stilted
language Avill pay. This kind of language is harder for anyone to
understand. It takes longer to read and raises roadblocks against
communication. Choose the simplest word that clearly carries your
meaning, for simplicity is the essence of dignity and strength.
Avoid Bookish Words
W^ords or phrases may also be described as bookish or plain.
Although it is not suggested that you eliminate bookish ^vords
from your vocabulary, they are words that appeal to but fe^v readers; plain ones reach everybody.
For this Substitute this
Accordingly, consequently Vnd so
Furthermore Also
Hence, thus Therefore

Scire lion tiud Use of Words 27

Likewise \n<l
Moreover Also
Nevertheless But
That is to say In other words
To be sure Of course
Coiiverselv On the other hand
Avoid Trite Words
W^ords or pi i rases may also be labeled as trite or fresh. Trite
words or phrases are those that have been so overworked that they
have become stale and common; fresh ones, although in ordinary
use. attract your reader because of their simplicity.
Trilr Fresh
Instead oj this Try this
Afford an opportunity Allow
Are desirous of Want to

Experience has indicated that We learned

In a manner similar to Like
It is recommended that consideration
be given to We recommend that
In a situation which When
Makes provisions for Does
Takes appropriate measure Acts, does
The fullest possible extent The most
This department is cognizant of We know
With due regard for For
Avoid Scatterbrain Words
More troublesome even that useless words are "scatterbrain"
words. This kind of word scatters its meaning over a ^vide area. It
can mean so many different things that a reader must figure out
what idea it is supposed to have. Many times he can't tell.
Here is an excerpt from a technical police report. Italics show
the scatterbrain words:
The policy of the police department with respect to the men during off-duty hours is that they should be used in a ratio to on-duty
men in a proportiontite amount to be predicated on the extent of
the emergency.
A reader can figure out what the italicized words mean if he
thinks a bit. The troul^le is that these words don't focus on the

28 Basic Police Report Writing

subject matter. The message that the words sought to communicate was fairly simple. It could have been stated as follows:
The police department may need to use off-duty men during
emergencies, but these men should be used as sparingly as possible.
Avoid Smothered Verbs
To communicate knowledge, you must communicate ideas and
relationships between ideas. A verb is a relation-showing word. A
smothered verb, then, is one that is kept from clearly showing a relationship. A verb is smothered when it is buried inside another
word. Some smothered verbs are italicized in the following sentence:

It has been pointed out that, in the police department, careful

initial selection and classification are important procedures in eliminating potential maladjusted personnel.
Each of the italicized verbs, because it is buried in another
word, has lost its power to state a clear relationship. You can restore the power of the verb by linking an idea to it. For example,
the first smothered verb in the sentence quoted is select, buried in
selection. It prompts the question: Who selects what? To answer
that question, create this thought: The police department selects
people. Through the same type of reasoning you can either restore
the other verbs in the sentence or eliminate them completely. Your
revised sentence might read like this:
As has been said, if the police department selects and classifies personnel carefully at the outset, it will have fewer maladjusted people.
Use the Level of Diction Appropriate to the Situation
Certain words are appropriate in formal or literary ^vriting.
Police reports are informal by nature. Do not use literary terminology. On the other hand, colloquial terms, popular slang, and
vulgar words should not be used unless in direct quotation. For
the most part the informal English of the educated is appropriate;
use other forms only ^\ hen you must.
Use Proper Grammar
Some of the more common errors in diction result from lack
of understanding of grammar. Don't be guilty of grammatical
errors. Follo^v these rules.

Selection (ind L'.se of l\'or(ls 29

Don't sul^stitutc an adjectixe for an acKerbial construction.
Wrong: Vhc suspect was real surprised when lie saw us.
Right: The suspect was really surprised when he saw us.
Wrong: The condition of the \ictini was some improved.
Right: The condition of the xictim was somewhat improved.
Note: After verbs of the senses (look, sound, smell, taste, feel) ,
following he. seem, appear, an adjective is used unless the verb expresses action.
The witness looked angry, (adjective)
The witness looked at us angrily, (adverb)
Don't split your infinitives.
Wrong: He agreed to readily go with us. (split infinitive)
Right: He readily agreed to go with us.

Don't substitute a preposition for a conjunction.

Wrong: The investigation report is not acceptable without the
officer signs it.
Right: The investigation report is not acceptable unless the officer
signs it.
Wrong: The victim was fond of athletics like other boys are.
Right: The victim was fond of athletics as other boys are.
Don't use an adverb for a noun clause or phrase.
Wrong: The reason the witness was there was because he was asked
to remain.
Right: The reason the witness was there was that he was asked to
remain.
Don't use a pronoun that does not agree in number with the
nomi to ^\'hich it refers.
Wrong: There may be many types of patrol in a single police department, but its principles of organization will be the same.
Right: There may be many types of patrol in a single police department, but their principles of organization will be the
same.
Avoid double negatives. Negati\es are not to be used with
hardly, scarcely, only, and but when these words are used in the
same sense as only.
Wrong: The victim states that she hasn't no place to go.
Right: The victim states that she has no place to go.
Wrong: The four of us couldn't hardly pull the victim frc^m the river.
Right: The four of us could hardly pull the victim from the river.
Wrong: There wasn't but one place to look.
Right: There ivas but one place to look.

30 Basic Police Report Writing

Avoid unnecessary repetition. Repetition for emphasis is sometimes useful, but repetition often serves no purpose. This is true
of the words in parentheses.

This will enable an officer to conduct arrests more effectively (than

if he waits until a later date) .
The survey is nearly complete (at the present time) .
The situation calls for quick, (and expeditious) action.
The chief of police is authorized to (do and) perform the following
(designated) duties (and functions) .
A FINAL SUGGESTION ABOUT WORDS
No\v, if you really want to do sometliing about words, proofread
each report that you submit. Follow the suggestions as presented
in this manual. On a long-term basis, follow some suggestions by
Santmyers. They will aid you in the selection of words and in increasing your vocabulary.
1. Equip yourself with the following books:
Webster's New Collegiate Dictionary, G. 8c. C. Merriam Co.
Fernald's English Synonyms and Antonyms, Funk and Wagnalls
Company.
Roget's Tliesannis of English Words and Phrases, Garden City
Publishing Company.
Opdycke's Get It Right, Funk and Wagnalls Company.
2. Every day select from your reading or from what you hear two
words to be looked up in the dictionary, in the thesaurus, and in
the book of synonyms.
3. Say the words aloud until you know their correct pronunciation.
4. Use the words in a written statement about something that interrests you.
5. Tell a friend or working partner about the two words.
6. Occasionally select two words you have been using for a long time.
Look them up. You will be surprised to know how many of them
have useful hidden meanings meanings that will serve you when
you must find words to make your ideas clear to certain groups
or particular readers.
Words are the expression of your thoughts. Get as many of them
as you can; they will help you to make your thoughts clear to others.
Know your words so that you can be friendly with them and not fight
them. They are not slaves they are friends.^

^Sclby S. Santmyers: Practical Report Writing. Scranton: Laurel Publishers, 1950, p. 16.

Chapter IV
SPELLING
A ROBABLV THE BEsi EVIDENCE of ignoiaiicc and laziness in police
report ^vriting is poor spelling. There is no legitimate excuse for
it because e\ery word in a rei:)()rt can be spelled correctly without
taxing the mentality of the writer. People are not born knowing
how to spell, nor has ability to spell much to do with intelligence.
It is almost entirely a matter of habit; therefore, poor spellers need
not be discouraged. If you are a poor speller, a reasonable amount
of persistent practice will make a satisfactory speller out of you.
It is not necessary to learn all of the more than 600,000 words
that are in the dictionary. Actual surveys indicate that a fe^v hundred words cause most of the trouble. Really difficult words are
seldom misspelled. You can always look them up. The words that
cause trouble are everyday Avords like receive and occurred, which
are used so frequently that no one goes to the bother to look them
up.
HOW TO LEARN TO SPELL PROPERLY
Every squadroom should have a good dictionary as permanent
epuipment. If the police agency does not furnish one, you and
others should pool a few cents each and buy one.
Another very valuable book to any report waiter is a publication by the Gregg Publishing Division of McGraw-Hill Company. This book, 20,000 Words, is so small that you can hold it in
the palm of your hand. Twenty thousand words are spelled, divided, and accented. Its value rests in the saving of time in looking
for words. The book is based upon the very truthful assumption
that, in nine cases out of ten, w-hen you go to the dictionary it is to
find how to spell a ^\ord or how to divide it at the end of a line.
Much space has been sa\ed by the elimination of short, easy \\ords
that present no spelling problem and others that are seldom used.
Restricting the list to the W'Ords actually needed makes the ^vords
31

32 Basic Police Report Writing

that you need much more easily found. You can find the word you
need in this book in a few seconds.
After writing a report, check the entire rough draft for misspelled \vords. Look up all words that seem to be misspelled.

It you are a poor speller, practice constantly in trying to improve your spelling. Form a habit of looking at words letter by
letter. Most people read without seeing individual letters at all, so
that ordinary reading will not suffice. Spell the words out, a letter
at a time; say them out loud; write the letters as you say them. A
^\ ord of caution, use this technique only with the idea of improving
your spelling; it won't improve your reading speed or comprehension.
In reading ^vords letter for letter you will discover certain
danger spots. You will find that a single vowel in the Avord or a
combination of two letters is the danger spot. Locate these danger
spots and concentrate on them.
By concentration on the word you may be able to spell many
Avords of Avhich you have had some doubts. Words of more than
one syllable are made up of a stem word and a prefix or suffix. The
word disappoint is made up of the verb appoint and the prefix
dis. Spell the word appoint, add the prefix dis, and you have
spelled your troublesome word correctly. Become familiar with the
common prefixes and suffixes; they will prove very helpful in your
spelling.
A list of several hundred words is included in the pages Avhich
follow. These are the words commonly misspelled by most police
report writers. Learn how to spell all of them.
Finally, some common words can be spelled by rule. The rules
are presented also. However, you should be cautioned that spelling
rules may give you trouble rather than help you. If you use a rule,
be sure that you know what the rule is and where it applies. Learn
the rules and experiment; see if they help. If they help you, use
them; if they do not, pay no attention to them.
THE SPELLING RULES
Consonants and Vowels
All words are made of consonants or voAvels or a combination
of them. The vowels are a, e, i, o, u, and sometimes iv and y. All
other letters of the alphabet are consonants.

spelling 33
Basic Spelling Rules
"Words of one syllable and words of more than one syllable
accented on tiie last syllable and ending in a single consonant preceded by a single vowel double the final consonant before adding a suffix beginning with a vowel.
The word run is a single syllable word ending in a consonant, n. The
consonant is preceded by a single vowel, u. Thus, when something is

added to the end of the word (a suffix) double the final consonant, n.. . .
The suspect was seen running from the scene.
bag baggage hot hottest fun funny
The word occur has two syllables. The accent is on the last syllable,
cur. Thus, the above rule also applies.
occur occurred prefer preferred
NOTE: If the accent shifts when the suffix is added, the consonant is
not doubled.
For example, the accent shifts in the word prefer when the
suffix ence is added. Thus the resulting word is spelled preference.
Words ending in a silent e usually drop the e before adding a
suffix beginning with a vowel, but retain the e before a suffix beginning with a consonant.
For example, the word hope ends in a silent e. The final e is dropped
before adding the suffix ing. Thus, we have hoping.
On the other hand, the e is retained when the suffix /?// is added because the suffix begins in a consonant. Thus, the resulting word is
spelled hopeful.
Exceptions: Words ending in ce and ge retain the e before suffixes beginning with a or o, such as able and ous. The final e is also retained
to prevent mispronunciation or confusion in meaning.
Examples: courage courageous
peace peaceable
singe singe singeing (not to be confused
with singing)
Words ending in y preceded by a consonant change y to i ^vhen
adding a suffix beginning with a vowel. On the other hand, the
final }' is retained ^vhen the suflix begins with /.
For example, the word fry ends in y. The )' changes to i when the suffix
ed is added, (fried)
study studied
The word study ends in y and the final )' is retained when the suffix
ing is added, (studying)

34 Basic Police Report Writing

Words \vith the ei or ie combination usually have i before e except after c or when sounded as a. A final ie is changed to y when
the suffix begins with i.
The word believe offers a good example of the first part of the rule.
In the word receive the ei or ie combination is preceded by c; thus,
the ei combination is used.
In the word die the ie is changed to y before a syllable beginning with
ij Thus, we have dying.
Exceptions may be found in such words as neither, foreigner, financier, seize, forfeit, their, weird, heights, and leisure.
A ^vord ending in y preceded by a consonant forms its plural by
changing y to i and adding es.
The word baby ends in y. The y is preceded by b a consonant. Thus,
the plural of baby is spelled babies.
lady ladies ally allies
A noun ending in y preceded by a vowel forms its plural by adding s.
The word valley ends in _v- The y is preceded by the vowel e. Thus,
the plural of valley is spelled valleys.
Proper names ending in y do not change y to i even though preceded by a consonant.
Murphy Murphys Mary Marys
A word ending in o preceded by a vowel forms its plural by adding s.
folio folios radio radios
A word ending in o preceded by a consonant usually forms its
plural by adding es.
cargo cargoes tomato tomatoes potato potatoes
Some exceptions include musical terms such as alto, solo, etc.
Most Avords ending in / or fe form their plurals by changing /
or fe to V and adding es.
thief thieves knife knives self selves
leaf leaves wife wives life lives
AVords ending in ful form their plurals by adding s.
barrelful barrelfuls cupful cupfuls

SI>rllino

35

Coiiipomul words loriii iIru pluials by adding j> lo the piiiicijjal word.
son-in-hivv soiis-in-law
slcp-iailicr step-fathers
editor-in-chief editors-in-chief
\\'t)r(ls dcrixcd honi a torcign language usually retain their
foreign |)hiral lornis. Sometimes two forms are permissible.
us chanties lo i aUinmus ahnnni
a changes to ae ahinma aknnnae
urn changes to n memoranchnu memoranda curriculum curricuhi
Oft changes to a phenomenon phenomena criterion criteria
WORDS MOST COMMONLY MISSPELLED IN POLICE
REPORTS!

A
absorb
abduction
absiu'd
accept
accessories
accident
accommodate
accompaniment
accumidate

accurate
accustom
ache
achievement
acknowledgment
acquaintance
acquainted
acquitted
across
adchtional
adjust
admission
adultery
advantageous

advertisement
advice
advise
affidavit
affirmative
aggrava te
again
airplane
aisle
alcoht^l
alimony
allotment
all right

alternative
although
altogether
always
amateur
ambitious
among
amputation
anuiscment
analyze
analysis

anniversary
announce
annual
annulment
answer
antique
anxiety
anxious
apologize
apparatus
apparel
apparent
ajjpearance
application
appreciation
appropriate

arson
arrangement
artificial
assembly
assistance
associate
assortment
athletics

^Learn this list of words, ten words at a time. Once you have mastered them, the
author believes that most of your spelling problems in police reports will be at an end.

36

Basic Police Report Writing

attendance
cereal
cough
attribute
character
could
authentic
chauffeur

counterfeit
authoritative
choose
country
automatic
circle
coupon
auxiliary
circumference
courteous
awkward
circumstance
creditor

citizen
criminal
B
coercion
criticism

bacteria
coincide
customary
ballot
collar
cylinder
bandage
collision

beginning
colonel
D
behavior
color
deceased
benefited
column
deceptive
bequeath

coming
decision
bicycle
commercial
defensive
bigamy
commission
definition
blackmail
committee
delegate
bookkeeping
committed
demonstration
bouquet
committing
dependent
breadth
community

descendant
brevity
competition
description
brief
complainant
desperate
built
complexion
device
bulletin
compulsory
diagonal
buoyance
conscience
diaphragm
burglary
conscientious
different

business
conscious
dilapidated
C
conspicuous
disappear
calendar
conspiracy
disappoint
campaign
construction
disastrous
candidate
contagious
discipline
carrying
continue
discrepancy

cashier
convenience
dispatched
casualty
conviction
disperse
casualties
cooperate
disposition
catastrophe
corporation
disease
ceiling
corps
dissatisfy
cemetery
corpse
dissipation
censor

correspondence
distinction

spelling

37

divide
1-cbruary
humiliate
doesn't
feminine
I
ihunkenness
fibers

fictitious
ideal
E
finally
ignorance

early
financial
illiterate
easy
forcible
imr^'^-nary
eight
formula
imagination
electricity
forty
immediately
eligible
fourteen
imminent
eliminate
fraudulent
impatient
embarrass

friend
imperfect
cmbez/lement
fulfill
implement
emergency
furniture
impromptu
emplo\ment

impression
enemy
G
inadequate
enough
gambling
inaugurate
enthusiasm
gauge

incessantly
enviroment
genuine
incidentally
equipment
government
incomparable
equivalent
gratification
incorrigible
especially
grievance
incredible
etc.
guarantee
indecent
every
guard

indefinite
evidence
guessed
independent
exaggerate
guest
indicate
except
guidance
indict
exercise
gymnasium
indifferent
excuse

individual
existence
H
inevitable

experience
half
infamous
explanation
handkerchief
informant
expression
haughty
ingenious
extortion
hazard
ingredient

height
initial
F
hereditary
imitation
fabric

hideous
inoculate
tacilitate
holiday
inquiry
familiar
homicide
inquisitive
fascinating
horizontal
inscribe
faucet
humane
inscription

38

Basic Police Report Writing

insensible
lenient

modernize
insinuate
length
nionolonous
instead
liable
morale
instinct
liabilities
mountainous
insurance
library
murmur
intellectual
license
muscle
intelligent
lieutenant
museum

intercept
lightning
O
intersect
likely
interrogate
loneliness
obligation
interrogative
loose
obscure
interview
lose
obstacle
intimidation

occasion
intoxication
M

occupant
invasion
maintain
occurrence
investigation
maintenance
occurred
irresistible
magazine
odor
irrigate
majority
offense
isolate
malicious
offensive

management
official

J
maneuver
often
jealous
manual
omission
judgment
many
once
juvenile
margin
opinion

marriage
opponent
K
masculine
opportunity
khaki

maturity
opposite
know
meant
optimism
knowledge
medal
orchestra

medical
outrageous
L
meditate
overrun
label
memorize

laboratory
microphone

P
larceny
mileage
painful
later
miniature
pamphlet
latter
minority
paragraph
ledger
minute
parallel
legal
miscellaneous
parenthesis
legion
mischievous
jjartial

leisure
misspell
participate

5pt'/////ii

39

pasloiiii/.c
pastime
patience
pedestrain
penalize
peilorni
perhaps
peril
perimeter
persecute
permissible
perseverance
personal
personnel
presislenl
jjerspiration
[KTsiiade
perversion

phvsical
physician
picnicking
polygamy
pleasant
pneumonia
possess
possession
post me
pra( tical
prac tice
precise
precli( tif)n
predicament
preferable
prejudice
preliminary
premises
preparation
prescription
presence
prevalent

privilege
procedure
progress
pronounce
pronunciation

prophecy
proposition
prosecute
prostitution
psychology
publicity
pulse
jjiusuit
Q
quaint
quality
query
questionnaire
quiet
quinine
quite
quotient
R
racial
raid
raise
ratio
ration
readily
realize
really
recede
receipt

receive
recipe
recognize
recollect
reconnncnd
recreation

1 educe
reference
refuse
refutable
rehearsal
religious
remedial
remembrance
remittance
repeat
rej^etition
resistance
resolution
rhythm
ridiculous
rigid
robbery
S
sabotage
sacrifice
salary
salute
satisfactory
Saturday
schedule

scheme
scarcely
scene
science
scissors
scout
secretary
seduction
seize
sentence
separation
sergeant
several
shrewd

40

Basic Police Report Writing

shriek
temperamental
utlilty
sieve
temperance

signature
temperature
V
similar
testimony

vacancy
since
theater
vacuum
sincerely
thermometer
vagrancy
singular
thorough
validity
sophisticated
thought
valley
species
throat
vanquish
specimen
thieves
variety

statement
together
vegetable
statistics
tongue
vehicle
statue
tonight
velocity
statute
tournament
vengeance
strictly
traffic
verbal
stomach
tragedy
vermin

strangulation
tragic
version
strategy
tranquil
vertebra
subject
translation
vertex
subpoena
transpose
vertical
subtle
treacherous
victim
succeed
treasurer
victory
successful

trespassing
village
suffocation
trouble
violin
sugar
truancy
visible
superintendent
truly
vitamin
supersede
Tuesday
vivid
suite
typewriter
volumn
summons
typical

volunteer
surely
u
W
suspect

surprise
umbrella
warehouse
surrender
umpire
warrant
susceptible
unanimous
wealth
suspicion
undoubtedly
weather

sympathy
union
Wednesday

until
weighty
T
urgent
weird
technique
usually
welfare
telephone
utensil
wholly

Spx'llini!,

41

wiry

Y
women
yacht
wrestle
yawn
X
yeast
X ray, n.
yearn
x-ray, adj., v.
yield
xylophone
young

z
zeal
zealous
zero
zest
zigzag
zinc

HOMONYMS
Homonyms are simple words; those in use by all people each
and every day. Tliey are words having the same, or nearly the
same, pronunciation; but they differ from each other in origin,
meaning, and spelling. An error in the use of such words is an error
in spelling. Study the following list carefully; misuse of such words
is common in police reports.

List of Homonyms

accede
exceed
To comply with.
To surpass.
accept
except
To take, receive.
To exclude.
access
excess
aisle
isle
Admittance, admission.
Surplus.
A passagewa) between rows of seats,
An island.

altar
alter
ascent
assent

aught

ought

B
bale
bare

bail

bear

A place of worship.
To change.
A.ct of rising; motion upward.
Consent.
Anything: slightest thing.
Should; is obligated.

A bundle or package of goods; to make

into bale or bales.
To set free or liljcratc from arrest on security.

Naked; unconcealed; simple; unfurnished.

Plantigrade carnivorous mammal.

42

Basic F()li((' Report Writing

basis

bases

been
bin
berth
birth
boarder
border
born
borne
bough
bow
brake
break
bridal
bridle

buy

by
bye

C
calendar
calender
canvas
canvass
capital
capitoi
cede
seed
cell
sell

A oroundwork or lundanicntal principle

of anything.
The plural of base; the parts of things on
v\hi( li they rest.
.\ part of the verb "to be."
Receptacle for any commodity.
A sleeping place on a ship or railway car;
situation.
The act of coming into life: lineage; descent; origin.
One who is furnished with food, for a compensation.
The outer part or edge of anything.
Innate; inherited.
Past participle of verb "to bear."
Portion of a tree.
The forepart of a ship; a weapon for discharging arrows.
A mechanical device for checking the motion of a vehicle.
To separate; interrupt; fracture; violate.
A marriage.

The head-stall by which a horse is controlled; a restraint.

To purchase.
A preposition.
Aside; in reference to position, direction
of purpose.
P.ecord of time.
Finishing machine used in the manufacture
of paper, cloth.
A strong cloth.
To solicit thoroughly; to scrutinize.
Money invested; seat of government.
Goverimient building.
To grant; give up.
That from which plant life grows.
A small room in a prison; a small cavity.
The act of selling.

Sljrlliii>

43

cent (s)

scent (s)
sense

cereal

serial

choir
quire
chord
cord
cite
sight
site
coarse
course
complement
compliment
correspondence
correspondents
council
coimsel
currant
current
D
dear
deer
deference
difference
descent
decent
dissent

1-1(10 ol a dollar: a coin or coins of this

value.

Odor or odors kit by ptrstjn or animal.

Sound pcricption and reasoning.
Anv grain food.
.Arranged in a series; appearing in successi\e numbers.
\ yielding uj). as of territory, property or
rights.
A meeting of a group.
A group of singers.
Twenty-four sheets of paper.
A string of a musical instrument; notes in
harmony.
A string; a measure of wood.
Summon to appear in court; to quote.
The act of seeing; perception.
Local position; ground plot.
Rough, large.
Direction; part of a dinner, action taken, a
subject in school.
That which fills or completes.
To congratulate.
Letters.
Letter and newspaper writers.
An asseml)lv of men or women summoned
for deliberation.
.An attorney; advice.
A small fruit.
Tide; electricity; belonging to the present.

Loved; precious; costly.

.A name for ruminants the male of which

have branched horns.

Respect; courtesy; regard for others' wishes.
Unlikeness.
Going down; coming down.
Proper; right; suitable.
Difference of opinion; disagreement.

44

Basic Police Report Writing

desert
dessert
dew
due

done

don
dun

dual
duel
dye
die
dyeing
dying
F
fair

fare
feat
feet
forth
fourth
G
gamble
gambol
grate
ereat

To forsake; abandon.
A course of fruit, sweets, etc.
Moisture in little drops.
Owed or owing; payable; proper; triljute or
fee.
A part of the verb "to do;" completed;
cooked sufficiently.
To take on; invest with.
A dull brown color; an urgent request for
payment of a debt.
Expressing or composed of the number two.
A combat between two persons with deadly
weapons.
To change the color.
To cease to live; finish.
The act of changing color.
At the point of death; about to die.
Beautiful; blond; just.

Cost of travel.
Notable achievement or performance.
Parts of the human body.
Onward in time, place, or order; forward.
One of four equal parts.
Play for money; to squander.
Dance or skip about; frolic.
A frame of iron bars holding the fuel in a
furnace; to produce a harsh sound; to reduce to small particles by rubbing.
Eminent; foremost; large; many.

H
hail
hall
heal
hear

hale

haul

heel

here

Frozen raindrops; a call or salutation.

Healthy: hearty.
A large room; a passageway.
To pull or draw; a single catch.
To restore to health; remedy.
The back part of the human foot.
To perceive by the ear; to listen to.
This place.

Sjx'llini.

45

heard

herd

heir
air
hoar
whore
hoard
horde
hoarse
horse
hole

whole

hour

our

Tasl tciibL' ol the verb "to hear."

A collection of sheep or cattle; crowd.
One who succeeds another in possession of
property.
The mixture of gases which we breathe: the
atmosphere.
\Vhiic: ancient.

A prostitute.
A treasurer laid up secretly.
A vast multitude; a large crowd.
Rough and harsh in sound.
A hoofed animal used for riding or drawing
burdens.
A cavity: hollow place; a difficulty or dilemma.
.\11 of anything.
A measure of time; sixty minutes.
A possessive pronoun.

incite
insight
indict
indite
instance
instants
its
it's

To cause trouble, uprising.

An inner knowledge; understanding.
To charge with an offense.
To compose and write (a document)
Example: case; illustration.
Particular moments of time.
A possessive pronoun.
Contraction of "it is."

K
knew

new
L
lead
led
leased
least
lessen
lesson
load
lode

Past tense of the verb "to know."

Recent in origin: modern; fresh.

A metal.
Guided, past tense of the verb "to lead."
Past tense of verb "to lease."
The smallest of two or more things.
To make smaller.
That which a pupil learns; exercise.
To lay a burden on or in.
A vein of ore.

46

liasir Police Report Writing

loan
lone
M

manner
manor
mantel
mantle
metal
mettle
miner
minor
N
none
nun

o
ordinance

ordnance

That which one lends or borrows.

Solitary.
Method: habit: custom; aspect.
A district: a district over which a feudal
lord held authority.
A narrow ornamental slab over a fireplace.
A loose cloak or cape; a sheath.
A luird substance having certain physical
characteristics.
Spirit; fortitude; temperament.
An vuiderground worker in a mine.
Under full age of majority; less.

Not any.
A female devoted to a religious life and
seclusion.

A local law enacted by a municipal government.

Arms; munitions.

P
pain
pane
pair
pare
pear
passed
past
patience
patients
peace
piece
plain
plane
pore
pour
precedence
precedents

Physical or mental suffering.

A window glass.
Two things of a kind.
To cut away little by little; reduce.
A fleshy, edible fruit.
Past tense of the verb "to pass;" went by.

Having been; gone by; completed.

The quality of being patient.
Those who suffer pain; persons under medical treatment.
State of rest or tranquillity; calm.
A part of anything.
Simple; flat land.
A tool for smoothing a surface.
A minute hole in the skin.
To empty: send forth: give vent to; utter.
Priority; superior rank.
Previous acts used as guides.

spelling

47

presence
presents
princ ipal

principle

profit

prophet

R
rain

reign
rein

raise

raze

read
reed
residence
residents
right
rite
write
Wright
role
roll
rote
wrote

The state or cpiality of being present.

(;ilis.
Chief: the original sum; the head of a
sdiool.
A finulamcntal trutli; a settled rule of action.
Pecuniary gain; to benefit; reap an advantage.
One who foretells future events.

Water in drops from the clouds.

To exercise authority over; to rule.
The strap of a bridle; an instrument for
curbing: restrain.
To cause to rise: lift up; elevate; originate

or produce; collect.
To level to the ground; blow out.
Peruse.
A large coarse grass, with jointed hollow
stems; tube of musical instrument.
Place of abode.
Those who dwell in a place.
Correct; privilege.
Ceremony.
To inscribe by hand.
A workman; an artificer.
A part in a play; a function assumed by
anyone.
To cause to revolve by turning o\er and
over.
Mechanical repetition; learning without
understanding.
Past tense of the verb "to write."

S
sail

sale

serge

surge

A sheet of canvas spread to catch the wind.

The act of selling; a market; auction.
The line formed by sewing two pieces of
cloth together.
To appear; look; pretend.
A twilled woolen cloth.
A large wave or billow; great roll or pull.

48

Basic Police Report Writing

sew
so
shone

shown

sole

l"o unite or fasten together with thread.

An adverb: in a like maimer or degree.
Past tense of the verb "to shine;" was bright
or beautiful.
Past tense of the verb "to show;" exhibited.
The iniderside of the foot; a flat fish.

soul

stationary
stationery

steal
steel
stile
style
straight
strait
suite
sweet
T
tear
taut
team
I
tense
tents
their
there
they're

tier

taught

teem

threw

through

The spiritual or immortal part in man;

conscience.
Denoting an indeterminate number or
cpiantity.
Whole; total.
Staying in one place.
Writing supplies.
To take without right.
Iron refined with carbon.
A fence; barrier.
Fashion.
Not crooked or curved.
Narrow strip of water connecting two
bodies of water.
A number of things used or classed together.
Not sour; pleasant.

Teardrop.
A row or rank.
Tight; stretched; snug.
Past tense or verb "to teach."
A group of players or workers.
To be prolific; full.
An expression of time of action; drawn
tightly; rigid.
Plural of tents.
A possessive pronoun.
A particular place.
Contraction of "they are."
Past tense of verb "to throw."
From end to end of.

spelling

49

to

too
two

troop

troupe

V
vain

vane
vein

vary

very

Preposition.
More than enough; also.
OiR' and one.
\ l)()(lv ol soldiers.
A company ot performers or actors.
Empty: deceitful; conceited.
Weathercock.
One of the \essels which convey blood from
the arteries to the heart.
To change.
An adverb: extremely; identical to: the

same.

w
wade
weighed
waist
waste
wares

way

weigh

weak
week
whose
who's
wood
would

To walk through any substance that yields

to the feet.
Past tense of the verb "to weigh."
Part of the body; garment.
Needless destruction; useless consumption.
Goods; merchandise.
To impair or waste by time, usage, friction;
carries as covering on the body.
A road; route.
To ascertain the weight of; reflect on carefully.
Feeble: soft: imfortified.
Se\'en days.
A possessive pronoun.
A contraction of "who is."

A collection of growing trees; solid part

of trees.
An auxiliary verb.

Y
your
you're
Although the
error in spelling,

Possessive pronoun.
You are.
DIVISION OF WORDS
improper division of ^vords is not technically an
a mistake of this type makes the reading of the

50 Basic Police Report Writing

report difficult and leaves the impression that the word has been
misspelled. Foll()\\- these rules in the division of words.
Divide ^vords only bet^^een syllables.
reversal department temper
Single-syllable words should never be divided.
Wrong. weight which sei-ze
Never separate a single letter from the rest of the word.
Wrong: sewe-r printer p-rogram
Avoid two-letter divisions, and never carry over t^vo letters
only.
Wrong: table suture eve-ry
When a final consonant is doubled before a suffix, the additional consonant goes with the suffix,
running bid-ding control-ling
^\ hen t^vo consonants come together bet^veen t^vo vo^vels, divide bet^veen the consonants.
mil-lion struc-ture advan-tage

It is usually possible to maintain fairly even right-hand margins Avithout di\iding words. Avoid dividing words as much as
possible.

Chapter V
CAPITALIZATION AND NUMBERS

N Mosi i'OLic;i-: rkporiing tlic tendency is to overcapitalize.

Capitalization is not to be used as a means of emphasis. Other
icclini(iues are used lor that purpose. In some instances the
thought is changed when words are capitalized. When police departDient is written in lower case it refers to the organizational
entity within a level of government. For example:
A large part of any city governmental budget is that of the police
department.
\Vhen Police Department is capitalized, the words mean that a
specific police department is the present subject of discussion.
A large part of the city budget is that of the Police Department.
(In this case Police Department means, for example, the Detroit
Police Department) .
Two principles, (1) that each sentence begins with a capital
letter, and (2) that every proper name and most words derived
from a proper name begins \vith a capital letter, cover most of the
need for capitalization. Fiuther rules are made to establish uniformity in doubtful cases.
CASES CALLING FOR CAPITALIZATION
In the Sentence
Capitalize the first letter of the first \vord of each sentence.
All evidence was properly marked or labeled.
W^hen incomplete sentences are used as complete thought,
capitalize.
More delay. Less efficiency.
Xotliing to hope for.

Direct ([notations, quotations, slogans, and mottoes that appear

within a sentence must be capitalized, Avhether quotation marks
are used or not.
51

52 Basic Police Report ]V)iting

The suspect said, "Give me the dough!'"
The slogan, Best evidence, was adopted.
Capitalize the first letter of the first word in any enumeration
when the enumeration is presented in columns.
Patrohiien must:
(a) Protect the crime scene
(b) Arrest the suspect, if possible
(c) Interview witnesses and the victim.
(d) Call for a special in\estigator, if needed.
Capitalization of Proper Nouns and Adjectives
Names of persons, places, institutions, organizations, governing
bodies, and political parties are capitalized.
Robert Williams was born in Arkansas.
He attended The University of Arkansas and was a member of
Pi Sigma Alpha.
At present, he is living at 318 Mariposa Drive, Los Angeles,
California.
This is a problem for the Los Angeles County Sheriff's Department.
The condition of his clothing indicated that he had fallen in the
Colorado River.
Names of races and languages are capitalized.
He belongs to the Caucasian race.
The witness spoke Russian, French, and German.
Names of religious sects, words designating God, and names of
parts of the Bible are capitalized.

The suspect states that he believes in God, reads the New Testament regularly, is a member of the Methodist Church, and fears
the Ahnighty.
Names of historic epochs and events are capitalized.
Questioning revealed that he was in the military service during
World War IL
Any title of honor or respect preceding a proper name is capitalized.
Captain Roe, a student of human relations, took the responsibility for contacting Dr. Doe.

CapilnUzaliiJU mid \'iii/il)ers 53

Capitalize a trade name.

Frigidaiif
Parkfi Pens
Coiuinon nouns treated as proper names are capilali/ed. An
institution, e\eni. or any pre-eminent item may be capilali/ed il
context or custom makes it clear that one is singled out.
the Rock (Akaira/)
llic First World War
Capitalize ^vords derived Ironi proper names. The most common oi these are adjectives.
Knglish-spedking people
Eisenhoioer jacket
Words Indicating Family Relationship
"Words indicating family relationship are capitalized if they are
not modified by a possessive adjective or an article.
The boy stated, "I asked Father for the key."
He asked his father for tlie key.
Sections of the Country
The Avord east, west, and north, and south are capitalized when
they refer to sections of the country.
The manner of speech of the suspect indicated that he was troni

the South.
He always went sunlit for the winter.
Names Indicating Time
The names of the days of the Aveek, months of the year, and
special holidays are capitalized.
We made our first contact with the suspect on Wednesday. January 6.
He had remained out of the state since Thaukso^ixiing day.
Titles of Books, etc.
Every Avord in the titles of books, magazines, documents, and
newspapers except articles, prepositions, and conjtmctions is
capitalized.
1 lie witness liad been reading Gone xrith the Wind.

54 Basic Police Report Writing

Capitalization of Abbreviations
Such abbreviations as Jr., Sr., Ph.D., R.F.D., Mr., and Mrs., are
capitalized.
Although a.m. and p.m. are usually written in louver case letters, it is preferable to capitalize them in preliminary and supplementary investigation reports.
John Jones, Jr., is the son of Dr. John Jones.
We arrived at the scene at 9 P.M.
CASES NOT CALLING FOR CAPITALIZATION
Don't capitalize the first word of a sentence inserted within
another ^vhen it is separated by parentheses or dashes.
The men who were assigned were moved (this had been decided
previously) to a different location.
Don't capitalize the first word of a slogan that is grammatically dependent on ^vhat precedes.
He passed the word along that "we must get our man."
Don't capitalize eninnerations ^vithin a sentence.
Patrolmen must: (I) protect the crime scene, (2) arrest the suspect, if possible, (3) interview wintesses and the victim, and (4) call
for a special investigator, if needed.

Don't capitalize institutions and geographical terms unless

they are used ^vith a proper noun.
This is a problem for the sheriff's department.
The condition of his clothing indicated that he had fallen in the
river.
Don't capitalize names of the seasons of the year.
He usually went south for the lointer.
Don't capitalize points of the compass unless they refer to
specific sections of the country.
The witness indicated that the perpetrator had traveled west.
Don't capitalize trade names used as common noims. (Many
trade names quickly become common nouns; and, if used to

(',(1 j>il(iliz(iti()ii (1)1(1 Siiitihcrs 55

designate llie sort ol article ratlier than the makes, they are not
capitalized.)
kodak polaroid
victrola
NUMBERS
In literary terms police reports are categorized as technical
writings. In this type ol Avriting numerals are used except at the
beginning of a sentence.
We recovered 16 typewriters valued at $1,450.
Sixteen typewriters valued at $1J50 were recovered.
Numbers Written As Numerals
Quantities and measinements are always expressed as figines.
These include ages, dates, hours with a.m. and p.m., street numbers, page nimibers, simis of money, statistics, room niunbers,
divisions of books, decimals, percentages, imit modifiers.
35 years $35.50
April 3 to June 11, 1959 1,346 inmates
11:30 A.M. .75

318 Morgan Way 35 per cent (")

Room 25 5-day week, 10-foot pole
P.-140
Military Unit Names
In the Air Force, units up to and including an air division are
designated \vith Arabic niniierals. Names of the numbered air
forces are spelled out,
732d Bomb Squadron 2d Air Division
245th Fighter Group Fifth Air Force
348 Fighter Wing
In the Army and Marine Corps, imits up to and including the
division are designated with Arabic niunbers. The corps name is
written with a Roman niuneral: /// Co) {ks. The field army nmnber
is spelled oiU: First Army. The army group goes back to the
designation of Arabic niunbers: 2d .Army Group.
82nd Infantry Regiment
7th AAA Brigade
2(1 Infantry Dixisioii

56 Basic Police Report Writing

Jn the Na\y the miiiiber of a task force is written in Arabic:
Task Force ''S. The fleet nimiber is written in full: FiftJi Fleet.
Numbers Spelled Out
Spell out numbers beginning a sentence.
Four officers were assigned to cover the house.
Forty-three officers were called for extra duty.
Spell out nmnbers used in correction with serious and dignified
subjects.
the Thirteen Original States
the Se\enty-Eighth Congress
Spell out niniibers of less than 100 preceding a compound
modifier containing a figure,
two ^A-inch boards
twelve 6-inch barrels
but
120 14 -inch boards

Spell out indefinite expressions or roimd numbers,

the early thirties
between two and three thousand hours
a hundred hours
one hundred-odd stolen articles
Spell out fractions standing alone,
one-half inch
five one-thousandths

Chapter VI
ABBREVIATIONS
JDrevitv is stressed in most police reporting, and tliis is good
polity. Filing space must be c(Miserved; time and energies of those
who read and write reports should not be ^\'asted. Reports should
be as brief as possible so long as they convey the idea intended by
the writer, Thus, in an effort to be brief as well as to conserve
space and energies, some abbreviations are premitted.
However, it is imperative that abbreviations must not be used
to the extent that clarity is sacrificed. Some officers seem to have a
driving compulsion to use abbreviations; their reports are not
comprehensible. Many police agencies adopt their own system;
others tolerate any and all abbreviations used by each individual
writer. There is danger in either of these practices, because any
person who reads reports made in these departments may experience difficulty in interpretation. Those abbreviations permitted should be only those that enjoy wide acceptance.
Furthermore, abbreviations should be avoided as much as possible in narrative sections of preliminary and supplementary investigation reports. Acceptable abbreviations may be used more
freely in the routine completion of the many other required forms
and in the reporting of incidents, arrests, and the identification of
criminals. Any acceptable abbreviation is appropriate in the reporting of tabulated information, footnotes, cross-referencing, and
similar materials.
Where abbreviations are permissible, the use of accepted ones
will not result in confusion. The dictionary is the last resort for
a comprehensive list of accepted abbreviations. For example. Webster's New Collegiate Dictionary gives thousands of them. The most
common problem which you will encounter in report ^vriting are
discussed in the rules \vhi( h follow.

ol

58 Basic Police Report Writing

NAMES AND TITLES
Commonly used terms ot report such as Mr., Mrs., Messrs., Jr.,
and Sr. are abbreviated.
Such abbreviations as Dr., Rev., Hon., Gov., and Gen. are
properly used before full names of persons but not before surnames only.
Prof. Roy G. Hillman not Prof. Hillman
Do not abbreviate Christian (given) names except in situations where the name has appeared earlier in the report. In such
cases care should be exercised in ^vriting the accepted abbreviation of the name.
Wm., EdiLK, fas., Tlios.. etc.
Titles and degrees following a proper name are abbreviated.
The abbreviations are capitalized.
Mr. John Henry Sellman. M.A.
With the exception of the use of v. or vs. for versus, titles of
writings should never be abbreviated.
State V. Smith
The ^vord, company, shoidd not be abbreviated iniless used as
part of a proper name.
We did not receive a complaint from the company.
We received a complaint from the R. C. Richardsons Co.
The words victim and suspect, are used so frequently in investigation reports that it is permissible to abbreviate them after
the words have been spelled out for the first time. Capitalize the
abbreviations when you use them.
V. equals victim
S. equals suspect
DATES AND PLACES
Dates and places are higiy significant in police reports, especially investigation reports. Be very careful when you use them.
Names of all the days of the week and several months of the
year may be abbreviated.

Abbrcx'iatiotis 59
Moil., 'iucs., ]V('(l.,Tliurs., Fri., Sat., Sun.
Jan., Feb., Mar., Aug., Sept., Oct., Nov., Dec.

Note: Never abbreviate April. May. June, and July.

Locations are extremely iinportanl in police reports, and the
possibilities of error are too great wlicn they are abbreviated. Do
not abbreviate the names of cities and states unless you are confronted with such words as fort, mount, point and port as a part
of the name.
Pt. Huion St. Louis Ft. Worth
The letters, U.S.A., may be used as abbreviation of the United
States of America.
The words avenue, boulevard, street, etc., may be properly
abbreviated when used as part of a proper name.
Ave., Blvd., PL, St.
He lives at 3218 Carol St.
The forms d, ud, rd, st, and th may be used after date and place
numbers in all police reports.
We met the suspect on the 20th of April.
Note: A period is not used after this type of abbreviation.
The points of the compass are abbreviated. Capitals and a period
are used.
A'., E., S., W., \.E., S.E., X.W., S.W.,
Abbreviations should be used to indicate time of day. The
letter or letters of the abbreviation should be capitalized. The abbrevation is follow^ed by a period.
12 N. (Noon), 10 A.M., 3:20 P.M., 12 P.M. or 12 M. (Midnight)
(P.M. etc.)
CAPITALIZATION AND PUNCTUATION OF
ABBREVIATIONS
If the word for which the abbreviation stands is capitalized,
the abbreviation must be capitalized.
Note: The time element is so important in police reports that
A.M., P.M., N., and M. should be capitalized. \\' ith few exceptions,
abbreviations should be follo^ved by periods.
Dr. Ave. N.E.

60 Basic Police Report ]Vriti?ig

K tlie word lor which the ahlH'eviation stands is hyphenated,
the abbrex'iation should be hyphenated.

ft. -lb. foot-pound

Certain short words, most of them derived from Latin, are not
abbreviations; thus, they are not followed by a period.
I'ia, ad, circa, et, [mis, in re, par, per cent, pro, re, versus
The letters of radio and television stations are written in capitals, but no period follo^vs.
WFAS KCCC
Names of high^vays, both state and national, may be abbreviated. Each of these abbreviations should be folloAved by a period.
U.S. 80 S. Hu'y. 99
ABBREVIATIONS AND THEIR PLURALS
Most abbre\iations from their plurals by adding s to tlie singular; others form their plurals by doubling the initial letter used
as the singular number abbreviation.
art., arts., (article, articles)
bk., bks., (book, books)
ch.,chs., (chapter, chapters)
fig.,figs., (figure, figures)
1., II., (line, lines)
no., nos., (number, numbers)
p., pp., (page, pages)
par., pars., (paragraph, paragraphs)
pi., pis., (plate, plates)
pt., pts., (part, parts)
sec, sees., (section, sections)
vol., vols., (volume, vohnnes)
Other Latin abbreviations have no plural forms,
e.g. (exempli gratia) for example
i.e. (id est) that is
ib., ibid, (ibidem) the same, in the same place, from the same
source.
i.q. (idenx quid) the same as
in loc. (in loco) in its place
op. cit (opere citate) in the work cited or mentioned

Abbrexjialions

61

GENERAL ABBREVIATIONS
111 husiness and coniinen ial writing, abbreviations num])cr
in the thousands, rhcsc are permissible in police reports. Many
ol ihcni may be found in John B. Opdycke's book, Get It Right.
As stated earlier, a most comprehensixe list is available in Webster's XeiL' Collegiate Dictionary.
The following are a few general abbreviations acceptable in
all types of police reports:

art., article
c.o.d., cash on delivery
f.o.b., free on board
pkg., package
ry., railway
Length
in., inch
ft., foot
yd., yard
mi., mile (s)
Weight
gr., grain
dr., dram
oz., ounce
cwt., hundredweight
ton (s) (should not be abbreviated

lit., height
wt., weight
$ dollar
@ at
(f, cent

% per cent (spell out in technical and public reports)

Area and Volume
sq. in., square inch
cu. in., cubic inch
sq. in., spuare inch
Capacity
gill (s) (should not be abbreviated)
pt.. pint
{|t., quart
gal., gallon
pk., peck
bu., bushel
bbl., barrel

Note: Most of the abbreviations above are followed by a period.

Some weights and measures abbreviations are not followed by a
period.

Weight
kg kilogram
hg hectogram
dkg dekagram
g gram
dg decigram
eg centigram
mc milliaram

Capacity
kl kiloliter
hi hectoliter
dkl dekaliter
1 liter
dl deciliter
cl centiliter
ml milliliter

Chapter VII
SENTENCE STRUCTURE

ORDS ARE COMBINED INTO A Sentence, which is the basic unit

tor communicating an idea. A sentence may mean something to
you, but unless it communicates the same meaning to your reader,
it is not good. If you \vrite a careless sentence, you make work for
your reader. In tiiis kind of sentence you may hide the meaning
in faulty construction and force him to backtrack to get your ideas.
Or you may annoy him because you fail to make an idea clear.
USE SIMPLE SENTENCES
It was the fashion many years ago to \vrite sentences running
well over a hundred Avords. Today educators clearly shou^ that
writing can be more easily read and remembered if sentences are
short. To write clearly, avoid using involved sentences. Why ask
your reader to waste mental effort trying to determine what you
are trying to say in long, wordy sentences. Tell him the facts in
short, brisk, sentences.
On the other hand, avoid the monotonous style of one short
sentence after another. Try to vary sentence length and construction. After several short sentences, write a long one. In general,
however, keep the average sentence to about t^venty words.
WRITE CLEAR SENTENCES
What can go ^vrong \vith your sentences? Why do they lack
clarity? The following examples illustrate some common difficulties (^vords in italics sho^v ^veak points in the sentences) :
Lack of Parallelism in Construction
Express parallel ideas in words with the same granunatical
construction.
Awkward: Briefly, the functions of the executive officer are
to advise the cliief, trasmit his instructions, and
Ihe supervision of the execution of his decisions.
62

Sentence SI) ik line fi3

Iinprovi-d: liiitllv. llic fuiuiioiis ol the- c\c( iili\f olhccr arcto advise the chief, transmit his instructions, and
supervise the execution of his decisions.
Dangling Modifiers
All inodilyiiig words and j:)lnases shoidd be placed where they
can't cause contusion. A dangling niodilier refers to a word which
it can't sensibly modify.

Confusing: Approacliing llie clly jroin llie south side, the

capitol building can be seen.
Improved: A person approaching the city from the south side
can easily see the capitol building.
Confusing: In searching a prisoner, the wall method shoidd
l)e used.
Improved: In searching a prisoner, use the wall method.
Squinting Modifiers
Avoid using "squinting modifiers" modifiers that refer to
either of two parts of a sentence.
Confusing: Hidden Valley is the place where the Blankville
Police Department said early today the suspect
had fled.
Improved: Early today the Blankville Police Department
said that the suspect had fled to Hidden Valley.
Use of Passive Voice
For direct statement of an idea, make the subject of your sentence perform the action (active voice) ; do not let the subject be
acted upon (passive voice) .
Ineffective: Before he attempts to form a directive, an appraisal of the situation 7?i ust be made by the
chief.
Improved: Before the chief attempts to form a directive, he
must make an appraisal of the situation.
The ineffective sentence also shows a change of subject from
"he" to "appraisal of the situation." The improved sentence keeps
the same subject "chief" and "he."
Shift From Passive to Active Voice
Use the active voice in all clauses of a sentence, rather than
shift from passive to active.

64 Basic Police Report ]V)itin<^

Ineffective: In 1958, the personnel ol the police department

was increased by fifty men. and lour lieutenants

supplanted the sergeants.
hn proved: In 1958, the police department increased its personnel by fifty men, and four lieiUenants supplanted the sergeants.
Indirect Phrasing
Express yotir idea directly instead ot indirectly. Frequent use
of there is and there are weakens emphasis.
Ineffective: There are four types of control ^sith which each
supervisor should be familiar.
Iin proved: Each super\isor should know four types of control.
Frequent use of it is . . . indicates an indirect approach. The
direct approach is clear and more forceful.
Trite: It is believed that . . .
It is assumed that . . .
It is recommended that . . .
It is directed that ...
Improved: We believe that . . .
We assume that . . .
We recommend that ...
We want . . .
Lack of Emphasis
Make the structure of a sentence sho^v ^^hat is important and
^vhat is not. Subordinate less important elements.
Ineffective: A special enforcement squad can, and frequently
does, operate independently, but it normally operates as part of the division.
Improved: Normally operating as a part of the division, a
special enforcement squad can, and often does,
operate independently.
Lack of Coherence
A sentence has coherence when ideas fit together in a pattern
that is easy to understand. The idea to be emphasized shoidd come

either first or last in the sentence not in the middle.

Ineffective: In order to enable the will of the diief to be
luiderstood unmistakably, a standard sequence. . .

Sentence Stnutioe 65
for (ill gencnil ordos is prcscribccl to insure that
all essential instructions are covered.
Improved: The chief uses a standard sequence in all general
orders so that he is certain to include all essential instructions and to ni.ikc hiniscll lullv understood.
Ambiguity
Rethink all ol yotii sentences: yon may need to rewrite some
of them because the meaning is not clear.
Confusing: We recommend that a supervisors' school be established in order that an indicated low supervisor experience may be fortified. (A school to
insure poor supervisory experience is novel!)
Improved: We recommend that a supervisors' school be established to improve supervision.
Confusing: At the completion of this recruit training a report
will be submitted to the chief estimating the effect
and value of same. (\ report estimating the value
of the training is a good idea: a report estimating
the value of the chief may not!)
Improved: At the completion of this recruit training a report
on the new methods of instruction will be submitted to the chief.
WRITE EFFECTIVE SENTENCES
Sentences can be clear, yet not effective; that is, parts of a sentence arranged one way seem to be more pleasing to the reader
than any other arrangement. Training and experience ^vill soon
lead you to recognize and select one sentence over another, even
though they both concern the same idea. Read the folloAving examples. Which sentence in each group did you select?
1. (a) The text of a radio message will be given with as few
words as possible, maintaining clarity, without making

the message vague or ambiguous.

(b) With as few words as possible, maintaining clarity, without making the message vague or ambiguous, the text
of the radio message will be given.
(c) The text of a radio message will be as brief as possible
and clear, without making it \ague or ambiguous.
(d) The text of a radio message will be clear and as brief as
possible: at the same time it should not be vague or
ambiguous.

66 Basic Police Report ]Vritiug

2. (a) These violations recur again and again.
(b) These violations recur.
(c) These violations are such as to be recurring in nature.
(d) These violations happen again and again.
3. (a) Should patrolmen persist in making these errors, gross
offenders should be disciplined.
(b) Patrolmen who continue to make these errors should
be disciplined.
(c) If gross offenders among patrolmen who persist in these
errors continue to do so, they should be disciplined.
(d) Discipline all patrolmen who make these errors.
4. (a) The instructor's being experienced in tactics adds interest
to his course.
(b) The instructor is experienced in tactics which adds interest to his course.
(c) The instructor's experience in tactics adds interest to
his course.
(d) The fact that the instructor is experienced in tactics adds
interest to his course.

Chapter VIII
PUNCTUATION

.K(,ARDLESS OF THE TYPE OF poHce vepoit, piiiictuation is important. But there are not, nor should there be, any special rules
regarding punctuation in police reports. The purpose of punctuation is to help yoin- reader, and your aim should be to make the
report as clear as possible to him. It is the customary little marks,
called punctuation, that do determine whether a sentence is clear
or has a doubtful meaning.
In fact, your punctuation serves t^vo principal purposes in a
report: (1) it separates the written matter into sentences and subdi\ ides the sentences into ^vord groups, and (2) it lets your reader
know that you have presented the writing for his convenience.
Even when punctuation is not an absolute necessity, to prevent
misunderstanding, you shotdd insert punctuation to make the
meaning clear at a glance.
In spite of the fact that the rules of punctuation are fairly well
defined and the next several pages are devoted to them, you should
not feel inhibited because of them. People differ in matters of
judgment and intention. A writer often has a considerable leeway
in making a choice of the punctuation which he will use. However,
you must be sure of three things: (I) that the punctuation you
use enables you to convey your intentions, (2) that your intentions are made absolutely clear to the reader, and (3) that you
know how to use the pinictuation marks which you use.
It is true that many police officers harboin- erroneous conceptions regarding the value of punctuation in their reports. They
often reason that brevity is so important that punctuation should
be eliminated as much as possible. Although brevity is important,
clarity cannot be sacrificed in the interest of the former. Others
may think, since they do not know how to pinictuate, that a secretary or some person in the records division will insert the necessary
67

68 Basic Police Report Writiiiii^

puiK tuation. On the other liancl, no person understands yoia- intentions as well as you do; no one else can be trusted to con\ey
yoia- intended meaning. E\en the rough draft of your report
should be punctuated as correctly as possible without interfering
with your trend of thought. Obvious errors in punctuation should
never appear in your finished product.
The officer ^vho does not know how to punctuate his report
shoidd learn. Yet, to those who lack background this is no easy
task. They must not only learn \vhat to do but must practice it
luitil it becomes a matter of hal)it. A knowledge of grammar is

necessary to proper punctuation. Begin by studying one or se\'eral

grannnar books. Progress from grammar to the rules of pimctuation as presented in this manual; study and refer to the rides constantly. Study the appendix material on "Elements of Grammar"
^vhen you need an immediate giude. Practice by constructing sentences of your own and pinictuating them according to the rules.
Proofread every piece of material before you submit it.
Remember this. A pinictuation mark shoidd be used as an aid
to clear understanding. When it does not render the meaning
more plain or bring out some point of definite advantage, a good
rule to follo^v is, Do not punctuate.
In the folloAving paragraphs the rules have been simplified.
The illustrations should help you to learn them.
THE PERIOD (.)
Use a period at the end of a declarati\e or an imperati\e sentence.
We arri\ed after the suspect had left the scene.
Will you please make our report. (Polite request)
Use a period after an abbre\ iation.
The suspect entered the store at approximately 9 P.M.
S. #1 (suspect 1) entered liis home through the rear exit.
Use a period after initials.
Roy L. White was listed in the report as the \ictim.
R. M. Smith. Jr.. arrived at 9 P.M.
THE QUESTION MARK (?)
Use a question mark after a question or after that part of a
sentence \\hich asks a question.

PU)U lUdllOll *>'

Arc \<)U Lioiiii*?
Who? What:- Wlun? Wlurc? How? Why?
"Who ill tliis .urouj) knows this man?" the officer asked.
THE EXCLAMATION MARK (!)
Use an exclaniaiion mark alter an expression ol surprise or
strong emotion.
What a case this is!
Help! Police!

Stop! Thief!
THE COMMA (,)
Use a connna helore coordinatino conjinictions and. hit I, or,
nor, for wliich join two independent clauses. (An independent
clause is a group ot words which contain a subject and a verb and
represent a complete thought.)
The suspect drove his own car. and his victim went with him.
Certain vital evidence was discovered, but we obtained a search
warrant before we got it.
We must strike first, or later we will be sorry.
I believe the witness, for he has always told us the truth.
Use coinmas to set off appositives. (An appositi\e is a \\ord or
phrase which immediately follo^vs a noun or pronoun and denotes
the same person, place, or thing.)
Our witness, the brother of the x'irtiin. arrived early at court.
The chase ended in Bakersfield, an oil center in California.
Note: Appositives which are closely related are not set off by
commas.
This is my co-worker Tom Hamilton.
I myself will write the report.
Vse commas to set off ^vords or phrases that are used paranthetically or independently.
He was, lue believed, a person to be watched.
The other plan, however, is less dangerous.
Yes, I think you are right.
First, I shall write my report.
Hoxvever, he is wrong.
Use a comma to separate two or more coordinate (equal) ad
jectives \\hich modify the same noun.
The crime scene was a large, gloomy room.

70 Basic Police Report Writing

Note: If the adjectives are closely related or connected by and,
the ( omnia is omitted.
The crime scene was a large and gloomy room.

The victim Avore a new sport coat, (closely related)

Use a comma alter an adverbial clause or an absolute phrase
at the beginning of a sentence. It also is usually used after an introductory participial phrase. (See Appendix A for explanation of
these terms.)
Haxiiug jjiillcd tlie boat upon the bank, the officers started their
search on loot through the forest, (participial phrase)
When xee opened the door, the suspect dashed from the room.
(adverbial clause)
Although xve arrived early, the suspect had made his contact.
(adverbial clause)
His car having been taken from him, the victim walked five miles
to the nearest town, (participial phrase)
Use commas to separate words, phrases, or clatises in series.
The suspect's clothing contained red, white, and black fibers.
(Note that a comma may not be used before the and)
The laboratory technician found fingerprints on the table, under
the chairs, and on the ivindow sills.
We did not know when he would arrive, lohat he would say.
The victim was tall, dark, and handsome.
Use commas to set off expressions like "he said" from direct
quotations.
The suspect said, "Give me the dough!"
"I'll be there," he said, "at two o'clock."
"I'll be back tomorrow," he replied.
Use commas to set off nouns in direct address.
"Give me the money, 'sucker.'
"This, fellows, is the answer."
Use commas to set off non-restrictive clauses and phrases. (A
non-restrictive clause or phrase does not limit or change the meaning of the sentence, btit gives additional information.)
Mr. Ray Coleman, ichom we had contacted earlier, gave us the
desired information.
We worked at the ball game, altliough zee had intended to ivork
on the case.
Officer Simon, fearing that he -would arrive too late, used his red

light and siren.

Puu( tmition ' '

I'se a (omnia alter a siaicnicnt tollowcd by a short (jucsiion
(Icpc'iuk'iU upon it.
\in\ will i;o to tlu' j)i)li(r Malion with us. -a'on't you.
l^e a conniia to indicate tlie omi.s.sion of a word or words
which are necessary to complete the meaning of a sentence.
Ihc company had a factory in Los Angeles: another, in New
York: and a third, in .\tlanta.
I'se a connna to a\oid contusion in reading.
After photoi^raphin.-;. the laboratory technician dusted lor fingerprints.
Use commas to set off transposed or inserted modifiers.
.\n old house, bleak and dingy, stood alone on the hill,
riie suspect, by arguing forcefully, won his point.
Use commas to set off contrasting expressions.
The victim, not the suspect, had written the note.
The suspect, even more than his associates, had wanted to confess.
Use commas to set off each item after the first in an address or
date.
The report indicated that he lived at 923 Ninth Street, Blankville, California.
Sacramento 18. California
June 19. 1939.
Use a comma after mild interjections.
The suspect had stated, "Well, what do you think?"
Use a comma before Sr., Jr., titles following a name, l^etween a
title and the name of an organization, and between smaller and
larger geographical units.
John Smith. Jr.
L. L. JoiKv Ph.D.
Chid. l)i\iMon of Administration
C^orrecti;)n\ ille. Iowa. I'niied States

In ntnnbers, a connna stands after each group of three digits,

coiniting from the right.
The expenditures of the force in 1954 were S1.823,158..")().
The p()|)uhition of the city is 130.325.
Note: Write insurance police numbers, serial inimbers, street
numbers and order ntnnbers as follows:

72 B(Lsic Police Report Writitig

The case number is 34L126.
The insurance policy found in the safe contained the number,
1345678.
Mis address is 6000 Morton Way.
THE SEMICOLON (;)
Use a semicolon bet^veen t^vo independent clauses of a compound sentence when the conjunction is omitted.
^Ve arrived at the scene at 9 A.M; we contacted the victim.
Use a semicolon before such conjunctive adverbs as the folloNving words when they join independent clauses:
so thus moreover accordingly
then therefore furthermore consequently
yet however hence nevertheless
still besides otherwise finallv
I did not write the report; consequently, I did not complete the
investigation.
Police reports are required; tliiis, they are necessary.
The semicolon is usually used before a coordinating conjimction which connects the independent clauses of a compound sentence containing internal punctuation.
The witness, who was with us, did not want to go to police headquarters; but I persuaded her to go.
The semicolon is usually used between the items in a series
if there are commas within the items.

The following items were selected; scissors, for cutting; strong

cord, for binding; and heavy wrapping paper, for packaging.
THE COLON (:)
Use a colon to introduce a list or a summarizing word, phrase,
or clause.
The three common methods used in the development of fingerprints are listed in the order ol tlicir importance; powcter. iodine,
and silver nitrate.
He had only one idea: escape.
When he entered the house, he had only one motive; that he
might deprive the oiuner of her jeweby.
Results were as follows; Ijctter moral, less icork. increased salaries,
and improved public relations.

PuiK tiKilion 73
Vse a colon with a ([notation when say or a substitute lor say
has been omitted.
I lu' (aplaiii tiiiiud: "Wlio ^avc the order?"
Use a colon to introduce a lon<^ or formal ([notation.
Mr. Walter R. Scott has the following to say ai)out the redcvehjpmeiit oi iodine (le\ eloped latent fingerprints with powder:
.Mthough it can be done, it is not advisable to attempt to intensify or redevelop iodine-developed images with [iowder for several
reasons: e. g.. if an impression on paper is fresh . . .
Use a colon in expressing time to separate honrs and minutes.
The report was made Wednesday, October 31, 1959, at 4:15 P.M.
QUOTATION MARKS (" ")
Use quotation marks to set off the exact words spoken or writ^
ten by another person.
The snspect said, "Get your hands in the air."
"I will go," the arrestee said, "if you insist."
Caution: Do not use quotation marks to set oft indirect quotations.
He said that he would go.
Did he say that he would go?
Use single quotation marks to set oft quotations -within quotations.

He asked, "Who wrote 'Practical Fingerprinting?"

Use quotation inarks or underscorings to indicate titles of
ne^vspaper and magazine articles, etc.
The witness stated that he was reading "Gone with the \Vind."
He gets his stock quotations from The Xeu' York Times.
Also tise quotation marks or underscorings to call attention to
particular words.
In questioning the suspect, we noticed that he used too many
"and's" in his talk.
The iL'liy is the moti\e of the crime.
\Vhen two or more jDaragraj^hs are quoted, quotation marks
are used at the beginning ol each j3aragra[oh and at the end of the
last |jaragra[3h.
".Much has been said about .... (The paragraph follows.)

74 Basic Police Report Writing

"The result c;iii Ijc accomplislu'd .... (The next paragraph follows.) "
Use quotation marks to enclose slogans and mottoes.
He had a "do or die" attitude.
Use quotation marks to enclose misnomers, slang expressions,
or ordinary words used in an arbitrary way.
He gave the gun to his "mouthpiece."
Slie has a reputation as a "chippy."
When other piuictiiation is needed in connection ^vith quotation marks, adhere to the follow ing rides: (1) a comma or a period
is ahvays placed within quotation marks, and (2) other punctuation marks are placed within quotation marks only if they are a
part of the quotation.
He asked, "Shall we search the house?"
Did he say, "The area will be searched?"
THE DASH (-)
Use a dash to separate sudden interriq^tions from the main
thought.
He told me oh, I can't remenber what he said.

Rod Smith don't you remember him we arrested him on another

occasion.
Use a dash in place of a colon after a question mark or an exclamation point.
How can this be explained? the suspect did not return to the
scene.
Use dashes to set off appositives containing items separated by
conmias and to set off simnnarizing expressions and afterthoughts.
iMany qualities honesty, tact, initiative are necessary to a good
investigator. ( (appositive)
Honesty, tact initiati\e all of these characteristics are necessary
to a good investigator, (smnmari/ing expression)
John Jones is in jail again nothing new for John, (afterthought)
You may abbreviate a date by using dashes.
1-11-59 or 1/11/59
THE APOSTROPHE (')
Use the apostrophe to sho\v possession,
riie \i(tim's glasses were in his pocket.

Finn l\i(iti<j)i '^

Sinoular and plural nouns not ending in s lorni the possessive
by adding 's. Singular and plural noinis ending in s, add the apostrophe only.
All llie Indies' dresses were (olkcted us e\i(Uiue.
Proper nouns ot one syllable ending in s usually form the possessix e by adding the apostrophe and ,s. When you use proper nouns
ot more than one syllable, add the apostrophe only.
|()hn's clothes were on the bed.
Mr. \\'illi:ims' car was impounded.
In joint ownership or in compound words the apostrophe or
the apostrophe and s is added to the last word only.
\\c arri\ed at Hendrix-Whalen's department store at 9 P.M.
He stated that it was his son-in-Iaic's property.
Caution: The apostrophe is never used with the possessive pronouns, hers, its, ours, yours, theirs.
Use the apostrophe to indicate the omission of a letter or letters in contractions. (A contraction is the combination of two

xvords to form only one.)

//',s a warm day.
He -wnuldn'l confess.
Don't omit necessary punctuation.
Use the apostrophe and s to form the plural of letters, figures,
symbols, and Avords used in a special sense.
In the statement, the a's and the o's were written much alike.
In the conversation, he used too many and's.
PARENTHESES ( )
You may use parentheses to enclose suplementary or explanatory material.
The number of accidents (see Chart 15) has increased.
The gold Elgin watch ('Item #3) was recovered.
A comma, if one is necessary, comes after the second parenthesis, not before the first. If the parenthetical element itself is a
sentence, the period is omitted; a (juestion mark or exclamation
point is retained.
.\s the fugitive opened fire (it was a .45 caliber automatic) . all
movement ceased.
.\s the fugitive opened fire (was it a .45 caliber automatic?) . all
mo\ement ceased.

76 Basic Police Report Writing

Use parentheses when numerals are placed in formal enumeration within a sentence.
The functions of the special investigator are: (1) to locate the
physical evidence, (2) to prevent contamination, (3) to collect
the evidence, (4) to mark or label with adequate identifying information, and (5) to place it in proper containers for transportation to the laboratory.
Note that the conniia which indicates end of an item in the series
precedes the parentheses and that the numeral follo\vs the coordinating conjunction.
BRACKETS [ ]
Use brackets to enclose corrections, interpolations, and supplied omissions added to a cpiotation by a person quoting.
"Fingerprints developed in iodine vapors are temporary in nature
[when exposed to air]; however, they dissipate slowly."

THE HYPHEN (-)

The hyphen is usually used with two or more words forming
a compound adjective preceding a noun.
The victim wore a tailor-made suit.
Use a hyphen with compoimd numbers from twenty-one
through ninety-nine.
We asked the witness thirty-five well-directed questions.
l^se a hyphen to indicate the division of a word in syllables at
the end of a line ^vhen the remainder of the word is carried to the
next line.
Additional information was not availaijle, l)ut the remainder of the e\idence was delivered to the property clerk.
ITALICS
In typed material show italics by underlining.
Use italics to distinguish letters, words, or phrases from the
rest of tiie sentence so that the thought can be quickly comprehended.
The comma is used to separate words, phrases, or clauses in series
when they are not connected by and.

I'mu iiintio)! 77
Use italics to iiulicaic l()i(.i,t;ii words appcaiin;:; in Kii.^lish text,
unless the words have been adopted into the English language.
I he Misprc I was (oiisidcrcd [x'rsonti non <^yal(i.
OMISSION
Show omission ot material by use of a row of asterisks before a
quotation when a large part of it has been omitted.
A series of three periods (four Avhen the preceding sentence
has been brought to a close) indicate omission within cpioted
material. The omission is usually a word or phrase, but it may consist of several sentences. It may come at the end of a sentence or in
the middle of it.
"iMeif words will not constitute an arrest, while on the other hand
no actual physical touching is essential .... there can be no arrest without either touching or submission."

Chapter IX
PARAGRAPH CONSTRUCTION

A,

LTHOUGH PARAGRAPHING PRESENTS iio real problems in the

many established forms in police reporting, it is a problem in
narrative selections of preliminary and suppleinentary investigation reports. In these reports sentences are combined into paragraphs. Paraghaphs set the pattern of organization for most of
the report. If paragraphs are well organized and follow each other
logically, you present an orderly development of tlionght, and your
report can be easily read and appreciated. The follo^ving suggestions should prove helpfid in your paragraph construction.
USE SHORT PARAGRAPHS
Long paragraphs, like long sentences, involve the reader in unnecessary difficulties. A paragraph is a grouping of sentences related to a single idea. Long paragraphs force your reader to hold
many relationships in his mind until he gets to the end. If you
break an idea into smaller units or paragraphs, yoiu' reader can
move easily from one element to the next ^vithout undue effort.
Try to hold your paragraphs to 100 words or less. A page of solid
print looks formidable. Give the reader of yotu' report more white
space.
MAKE THE MEANING OF EACH PARAGRAPH COMPLETE
At the same time, there is ahvays the danger that you ^vill be
brief but obscine. Common sense should tell you that the number
of words in your paragraph is not so important as the clearness of
the ideas you present. Your paragraphs should not read like telegrams.
GIVE YOUR READER A REST
Furthermore, experience has taught us that there is a limit to
the period of attention that a reader can gi\e to a report. \Vhen
78

Paragraph Const) ik lion /'

this period is c)\ei. his mind betonics tiled, and a dear nnderstanding ol w hat he is reading stops. This means that yon must give liim
rest periods. The paragrai)h is the prin( ipal means by which this is
done. The difTienlty of the written material will control, to a great
degree, the frequency of these periods. Some subjects must be

handled in snraller portions than others. When you rewrite your

report, try lo determine how nuK h your reader will be able to
absorb in one period of attention. Remember that your reader
will need periods for rest.
FOCUS YOUR READER'S ATTENTION
But after the rest, you have the responsibility of recapturing
his attention and focusing it upon the next topic of discussion.
Your principal tool is a topic sentence. The new topic may be put
for\vard immediately in the next paragraph, it may be stated and
later repeated for emphasis, it may be delayed for a few sentences,
or left until the end of the paragraph. In any case, your reader
should be made to feel that he is moving safely in some known
direction.
HOLD YOUR READER'S ATTENTION
Wlien you have your reader's attention focused on the topic
of discussion, you should hold on to it hold on until you have said
what you want to say. Although it is admitted that this is in part
a human thing which involves talent or natural ability, techniques
are available that have been found useful in the arrangement of
paragraphs. The most important of these deals with the order in
which the sentences are arranged in the paragTaph and with the
use of link ^vords and phrases.
The most common pattern of arrangement of sentences in a
paragraph in basic police reports is the narrative or time order.
You simply follow a series of e\'ents in the order in which they
happened.
(1) 9:49 P.M., 2-8-59, Reporting officers received a radio call reporting a grand theft at Room 109, Blankville Inn.
(2) 9:55 P.M., 2-8-59, Reporting officers talked with the victim,
Mr. Everett L. Rex, of Route 1, Tecumseh, Kansas, at the Blankville Inn, Room 109, Mr. Rex stated that he is a truck driver for

so Basic Police Report Wrilino

Ooss Country Van Lines of Sioux City, Iowa (agent lor Helm Van
Lines) , and is staying over night at the Gold City Motel, 19.")1 West
8th Avenue.
(3) The victim related that at ai)))roxiniately 5:30 P.M.. 2-8-59, he
was served by a young blond bartender (female) at Ralph's Club,
1842 7th Avenue, Blankville, and that during a conversation with
her he learned that she would be otf duty at 6:00 P.M. and agreed
to meet him at the Surf Club, 1141 16th Avenue, Blanksville. He
further alleged that it was agreed that they would go out to dinner
and she would stay the night with him at a motel for $25.
(4) Mr. Rex further stated that he inet the suspect as agreed at

the Surf Club at approximately 6:30 P.M., 2-8-59. Victim alleges

that they went from the Surf Club to the Blankville Inn in an Ace
cab, which was allegedly driven by a person by the name of
"George." He stated that they had dinner in the Blankville Inn at
approximately 7:00 P.M. and registered for a room (Room 109)
at Blankville Inn at approximately 9:30 P.M. this date.
(5) Victim further asserted that upon returning from the shower
at approximately 9:40 P.M., the blond, a wrist watch, and $260
were missing. He stated that the money (13 $20 bills) had been removed from his wallet and the wallet returned to his trouser
pocket.
(6) The complainant described the suspect as: WFA; 23 years,
blond hair, 5'7", 131 pounds, wearing a dark coat and white dress
with sequins. Victim asserts that suspect went by the name of
"Kathy."
The order of yotir ideas is not the only ^vay to hold your
reader's attention. Use simple and effective link ^vords and phrases
to look back at the preceding sentence or forward to the one coming. These words and phrases are so iiseftil in the linking of sentences together that Santmyers in his book, Practical Report Writing, presents a long list of them. They are rearranged here in alphabetical order for your use as a later reference.
ABE
accordingly besides equally so
after by and large especially
again hy the way F
although C fii'^t
another certainly finally
at any rate consequently lor example
at least conversely for instance

F(iy(ii!^)(il)li (.oust) lit lion

81

lor this purpose

iurthcr

lurilK'nnore
H
hence
I
indcctl
in fact
in particular
ill spile ot
in this way
in truth

lastly
M
moreover

N
naturally
nevertheless
next
notwithsianding
O
of course
on the contrary
on the other liaiul
R
really
S
second
so
still

surely
T
the one
iIk' other
then
therefore
third
to this end
loo
truly
truth to tell
W
with this in view

yet

TIE YOUR PARAGRAPHS TOGETHER

You also should use these same Avords and phrases, along with
many others, to move smootlily from one paragraph to another.
Transition Avords may be used to show the position of a paragraph
in a series, as backward reference, or as forward reference. When
you want to be absolutely sure of your transition, you may use
entire clauses or sentences.
TIE YOUR SECTIONS TOGETHER
AVhen your report is long and the subject matter is complex,
yoti have still another problem. You must guide, direct, and reassure your reader. If you don't, he may get lost in the material.
So, when you are sure you need them, use entire paragraphs to tie
the various sections of your report together. For con\enience of
discussion, let us say that those used in this manner are either
introductory, transition, or siumnary paragraphs.

Chapter X
EDITING AND CRITICIZING THE REPORT

.FTER YOU WORK FOR A WHILE ^vith techniques of clear report

writing, you begin to think more clearly. Your thinking becomes
more concrete. Ho^vever, it is unlikely that you will ever turn out
your best Avork in a first draft. A major step in effective report
writing will always be careful editing.
Writing is an art and, as \vith all arts, skill in it comes only
with practice. Even the more experienced \\Titers find that from
original writing to final copy ^vriting is a time-consuming process.
It is a process of rewriting, deleting, inserting, and recopying, with
progressively more emphasis on rethinking to achieve economy of
expression. E\en the experienced report ^vriter finds the task of
editino his own work a difficult one. It is natural for the writer to
read into his own writing ^vhat he intended to say rather than
Av'hat he actually said.
The key technique in learning to write clearly is learning to
re^vrite. Re^vrite anything that isn't clear. This chapter suggests
hoAv to go about editing and re^vriting.
PERSONAL METHOD OF REVIEW
When you are editing your o^vn report, you should do your
best to switch your vie\vpoint to that of the reader. A good Avay
to accomplish this is to lay your report aside for a day or t^vo before editing it. But seldom can you follow this practice in the
police department. You need to become a constant critic of your
own reports.
You will do a better job of editing if you read aloud. You
should read the report t\vo or three times. Follo^v these steps:
First Reading
Check the content of the report.
Is the report based upon facts?
82

Edilini!; the Report 83

Is it l>;isi(l U[)()ii sound r(.as()iiiMj>?
Does it contain sufficient inlonnation?
Are more examples needed?
Do the facts need more interpretation?

Has too much material been included?

Are the sources of information the best obtainable?
Second Reading
Check the effectiveness ot organization.
Is the subject stated clearly?
Is the suljject advanced in clear-cut and logical stages?
Is the connection between stages clear?
Third Reading
Check diction, sentence structure, paragraphing, and typographical style.
Are the words appropriate to the reader and situation?
Has the report been adjusted to an appropriate reading level?
Are words specific and concrete, rather than vague and abstract?
Have too many legal, technical, elaborate, bookish, and trite
words been used?
Are the sentences simple, clear, and effective?
Can sentences be improved by deleting "deadheads," replacing
"scatterbrain" words, and digging out smothered verbs?
Do the paragraphs convey the meaning intended, focus and hold
the attention of the reader, tie together, and move smoothly from
one to the other?
Is the grammar correct?
Are words spelled or abbreviated correctly?
Are words, phrases, clauses, and sentences properly punctuated?
Rewrite
Rewrite your report in the order indicated. First, change the
content in places where changes are necessary. Second, re^vrite
and rearrange for effectivness of organization, Third, correct your
diction, sentence structure, paragraphing, and typographical style.
You may find that to do a good job even requires a fourth reading. If that is the case, use your fointh step to correct spelling,

abbreviations, punctuation, and grammar. It may actually save you

some time in the lon<> run.

84 Basic Police Report Writing

PARTNER METHOD OF REVIEW
Regardless of the energies you exert, you will find that you
have limitations as a critic of your own writing. Your word choice
may be abstract, your sentences too long and involved, your organization confused, your meaning obscure any of a number of
faults may be present without your being aware of them. ^Vhat
then? Ho\v can you eliminate misinterpretation and misunderstanding?
In the police department you \vork with others in the same
vehicle, in the same office or another do^vn the hall. Try your report on your partner or the man next to you. Have him serve as a
disinterested reader.
Even if he can tell you nothing more than that the meaning is
not clear, he is providing necessary criticism; he is facing you Avith
the responsibility of finding out why the meaning didn't get across
and then doing something about it.
If he can tell you that you have failed to bring out essential
facts in the investigation, that the solution to your problem is
illogical, that you are too w^ordy, or that the organization does not
follow a natural sequence then he is a valuable critic. Strangely
enough, your partner may be able to do all of this and more, if
you ask him to become your reader. He doesn't need special
training for this work just common sense and an attitude of doing
for you Avhat he would like you to do for him.
Here are a few^ ideas about what to look for in your partner's
report and what to suggest in conference with him:
Meaning
Is the meaning of the report clear? If not, point out those things
that confuse you. Ask him to tell you what he means. \Vork out
with him a statement that is clear to both of you.
Over-all Organization
Your partner's difficulty may be over-all organization. If so, talk
over the total report with him. What is he trying to say? To whom?
Ask him to jot down the main ideas he wants to put over. His
notes will serve as a rough outline. If major points within the re-

lulitina; the Report H5

purl arc \\cll-(lc\cl()j)C(l, total organization can sometimes be improved by shiltino whole paragraphs.
Word Choice
Is the writer showing oft? Does he use too many legal and technical terms? Does he conceal meaning in big words? Suggest replacing siiowy words \vith simpler words, conmion w'ords for legal
and technical terms. Use the dictionary to find the easier word.
Help him to discover smothered verbs, and rescue them. Locate
and remove "scatterbrain" Avords.
Sentence Structure
Are his sentences grammatically correct? If not, make proper
notations in the margins. Are sentences too long and involved? If
so, simaest breakino" long sentences into two or more sentences,
putting main ideas in separate sentences.
Paragraphs
Are paragraphs too long? Suggest that he give the reader frequent rest periods. Does the thought move easily from one point
to another? If there are sudden jumps, suggest transitional words,
phrases, or paragraphs, or an additional sentence as a transitional
device.
Level of Abstraction
If there is need for support of generalization with more specific material, suggest more specific examples or concrete rather than
abstract words.
COPYREADING MARKS
Limited rewriting, minor corrections, and changes to conform
to style are usually necessary in even the final draft. If these corrections are minor inserting pinictuation, a letter or a word, or
substituting a phrase they can be made in the text of the material
without making the copy illegible. The symbols which may be
found at the end of this chapter (called copyreading marks by
editors and printers) are useful in editing reports. You may find
these useful in editing your own report or that of your partner.

86 Basic Police Report Writing

When you edit your report, remember that compliance with
good typographical style is a "must" if your report is to be easy
to read. Typographical style has to do with capitalization, spelling,
punctuation, figures, abbreviations, addresses, and titles. Consistency is probably the most important principle of style. If you do
not capitalize r in Colorado river the first time in your report, continue the practice; do not later write Colorado River. If you use
the expression theater, continue to use that spelling; don't change

to theatre. (See the example of neatly edited copy at the end of

this chapter.)
The following marginal notes may be useful in editing copy
under the partnership method of review:
agree Pronoun and antecedent, or subject and verb
don't agree
amb Ambiguous word or phrase
apos Insert apostrophe
awk Awkward construction of word or sentence
sbw Scatterbrain word; replace with a specific word
cap Capital letter needed
clear? Is this clear?
coh Coherence; sentence lacks clear order and connection; related parts are not together
colloq Colloquial expression
concr Use concrete word rather than abstract
(jead Deadhead word; eliminate it
dng Dangling expression lacks connection
emph? Is this arrangement emphatic?
fig Use figure, rather than spelling out
frag Fragment of a sentence
gr Faulty grammar
jarg Jargon
Ic Use lower case letter
Meaning Word or sentence is not clear
p Paragraph needed
No No paragraph needed
pass Passive voice; should use active
pn Punctuation needed
ref? To what does this pronoun refer?

rep Repetition, redundancy

smo-verb Smothered verb
sp incorrect spelling
str Construction is not parallel

Editing the Report 87

tense Change tense of verb
tr Transpose letters, words, elements, etc.
trite Word or expression overworked
true? Is this a true statement
vague Need more details
wordy Should be shortened

88

Basic Police Report Writing

research and develonment section

the jhief
intelligence iweau
The ( capt ^ excused ^) r.en
( ^aptal ^ R. S. Smith is ^Ixt^
He will go to morrow
Ke vrad^ere today
To fearnestly t desirel
presentat^y/h ^
J, F. Smith, a formeryof ficer

infallible neas/ure
Problem | solution^ type
Report iriiarein periodic infornatiory
a t e to otQ^utoc /of operation is recorded
J(l) He interprets
^Section iC
Ccpj-reading IlarksC
4" Tldrty nien reported
Vl^t/
John %)Snith
Mondaygthe first
as follov;s(5
yet not effective(t)
well- or ganized
style^formal, informal
a cop hater
Haniltoiifc

cannot
o'lrrontly available
a.
emphasis

Type in capital letters

Capitalize the letter indicated
Type in lower case letters
Spell out
Abbreviate or use figiires
Bring together, no space
Separate, insert space
Transpose words
Transpose letters
Insert a word

Delete a letter and close up

Change a word
Delete words and close up
Indent or move to right
Center this on the page
Move to left
Begin a paragraph
Delete punctuation mark
Insert a period
Insert a comma
Insert colon
Insert semicolon
Insert Hj'phen
Insert dash
Insert quotation marks
Insert apostrophe
Is this correct?
Let it stand
Delete a word
A single letter is wrong

Editing the Report 89

Here' 3 an example of a neatly edited copy:

Lints of " Witnesses and l:^xhibit;

In th^inal report of a cise it is necessary r or advantageous

to vioibly present a list of witnesses tc the reader. This list contains(f)
(l) the names and addresses of those persons who have inforiiiation about
the cas^^(2) a brief sentence indicating the nature of the testijnony

each will give. Reference may be made by'^aragraph number to the details
Hrel^ mention is made of the witness and his information. ''^The final

heading of a report is usually titled list of |xhiblts. This list names

the articles classified as exhibits, iiach must be adequately described.

PART III
REPORTING POLICE OPERATIONS

Chapter XI
FIELD NOTE TAKING
i HE FOUNDATION OF ADEQUATE Operational reporting is field note
taking. Field notes may be taken by a complaint clerk on a complaint memo at the time ol the receipt ol a complaint at headquarters, or they may be taken by an officer on his beat in the performance of his routine duties at the scene of a criminal investigation or by him when assigned or assisting in an investigation.
Regardless of the time and place, they are the raAv materials from
which operational reports are made and are the chief aids in reaching one of the end products of police work, namely the successful
prosecution of ofienders. Field notes represent the original source
material employed in writing case sheets, arrest sheets, preliminary
investigation reports, supplementary investigation reports, and
other related records; they form the basis for future action to be
taken in any given case.
Field notes are necessary because of the inability of people to
remember. A good memory is a wonderful asset, but very few
persons have cultivated this faculty to such an extent that all details can be recalled at a later time. You shoidd not rely upon your
memory. It may be several hours after the commission of the crime
or the receipt of a complaint before you have the opportunity to
write your report. You should not be burdened by the task of
trying to remember those incidents that can be jotted down. A
written record impresses the incident more indelibly on your
mind, and a reference to a few words in your notebook, on many
occasions, will act as a mental hitching post for a train of connected
thoughts relating to the event.
A notebook is the index to your memory w^hen you testify in
court. When you rely upon your memory alone, you will be uncertain and indefinite in your answers to questions asked by attorneys. Keep in mind that your memory is likely to fail at critical
93

94 Basic Police Report Writing

nionients, particulary when you are trying to recall seemingly

minor but important details such as measurements, directions, and
tlie exact words spoken by a victim, witness, or suspect.
Law enforcement is a business; adequate reporting is a vital
part of this business. You should remember that absolute thoroughness and accuracy in all things are of the greatest importance. In
fact, if your department does not already do so, it ^\ould do well
to establish definite rules and regulations requiring you and others
in the department to maintain field notebooks, to carry them at
all times while on duty, and to follow prescribed procedures in the
matter of yoin field note taking.
PRINCIPLES OF FIELD NOTE TAKING
Crime data should be recorded in your notebook clearly, completely, concisely, and accurately.
Clear notes are neat, legible, and understandable. You should
not use shorthand in the taking of notes unless there are others in
the department who can read your system.
Complete notes cover all the details of the crime: What? When?
Where? Who? How? Why? and information regarding negative,
unusual, and missing facts. To minimize overlooking some of the
elements of completeness, some officers have found it helpful to
paste to the inside co\er of their noteloooks the following words:
Who, What, Where, When, W^hy, and How. No matter ho^v complicated and detailed your report may be, if these six questions
have not been answered, you don't have a good report. Remember
that some insignificant thing on which you place little value might
be the \ ery thing which would make a positive connection to a person known to be operating in another jurisdiction: make notations
of even the most insignificant facts. This means taking notes on all
unusual or out of the ordinary acts committed during, before, or
after tiie perpetration of the crime. Complete note taking also
involves sketching the crime scene during the initial period of the
in\ estigation and recording measiuements.
Concise notes are brief ones with the essential facts included.
They are notes that are not complicated by unnecessary and incomprehensible ^^'ords, phrases, and abbreviations. Be sure that

Field Note Taknii^ 95

your notes contain only the necessary inlorniation and are understandable.
Acciudic tiotc.s i\H\u(\i;: (1) the correct time and date; (2) the
correct names ol all persons present or other^vise involved, including oflicers as well as suspects, witnesses, etc; (3) the complete and
correct residence address, business address, and telephone numbers
of all persons concerned; (4) an exact description ol the crime

scene; (5) accurate description ol property and motor vehicles

involved; and (6) case, arrest, and indent ihcation numbers when
they are available. Ace urate note taking also involves the elimination of slang and vulgarisms luiless they have a direct bearing
on the case. In the event that you enter them in your notes as a part
of a suspect's statement, they should be enclosed in quotation
marks. Your own opinions have no place in the notes. Cause your
notes to form a \vord picture of the investigation based upon facts
alone.
USING THE FIELD NOTEBOOK
Your notebook, Avhen properly selected and maintained, is
just about the most important law enforcement tool that you have
at your disposal. It not only serves as your memory, it is your guide
in the interrogation of witnesses, victim, and suspects. You should
use it in the subsequent writing of your reports and as a ready
reference when you appear in court. Make it useful in serving all
purposes, not just one purpose.
Using the Notebook in Interrogations
The application of your field notes to the techniques of interviewing can be acquired only through experience and the use of
certain fundamental practices.
Interrogations are delicate situations, and many people are
overawed, frightened, or even panic-stricken by your authority.
So, in most cases yoin^ approach should be friendly, helpful, and
informal. Good will and excellent public relations, which may
have taken the department years to establish, can almost vanish
during a poorly conducted interview^ One rude and ill-mannered
officer can destroy public respect for his fellow officers. Also, though

96 lidsif Police Report Writing

the complainant may be nervous and ,seeminly uncooperative, he
may be a very prominent citizen; the suspect may not be the
perpetrator of the crime, and he may be a reporter wlio ^vorks
for a very influential ne^vspaper!
Keep your notebook out of sight initil you have studied the
situation carefully and have gained the confidence of the person
involved. A successful officer sells himself and his department by
being calm, thorough, business-like, and friendly. Use your notebook only wiien you are sure that note taking will be of benefit
rather than harm to the case.
You'll find that the ordinary complainant won't be reluctant
to talk freely about the case. However, if he is emotionally upset,
it is better for you to get a rapid-fire verbal accotuit and then ask
him to repeat the story slo^vly in order that adequate notes can
be taken.

When you are dealing with a witness, you should first appeal to
him for his help. This also can be done in a friendly, businesslike
manner. \V'hen the witness is sympathetic to^vard the cause, he ^vill
probably voliuiteer some information. As in the interview with
the complainant, allo^v him the courtesy of a verbal statement before you enter any information in the notes. In some instances you
will find that a witness will be agreeable to signing a short statement covering his knowledge of the offense. Get this information
once you have the facts recorded in your notes.
Of comse, the suspect offers your most difficult problem. He
is prone to refuse to talk luider any circumstances and especially
in the presence of a notebook; therefore, discuss the issue ^vith him
and, if he commits himself to a story, bring out the notebook and
go over the matter with him again. This is not to say that this is
the only Avay. There are many occasions where circinnstances alter
the situation and a different procedure might be advisable. Use
common sense in the matter.
Regardless of the person being interviewed, field notes are
most useful when you pay particular attention to what is being
said. Your notes take on a special meaning when notations are
made on the emphasis on words or phrases and the stress on certain
ideas that were made by the intervie^vee. Notations made on im-

Field Note T(ikin;j, 97

poitant terms, tone ol \()i(c. attitude, mannerisms, and other
pecidiarities of the person inter\ iewed will pay off in yoin- efforts
to sohe the crime.
Using the Notebook in Court
Many times complete, clear, concise, and accurate notes have
been wholly responsible for the successful outcome of a prosecution; and, by the same token, poorly recorded, inadequate, and
inaccinate notes have resulted in unnecessary acqiuttals ^vhich
have brought criticism and discredit upon the department and embarrassment to the investioatinsf officer.
W'hile the primary pmpose of note taking is to prepare the
preliminary investigation report on a given offense, you should
not lose sight of the fact that notes can and will be used in court,
and, on occasion, as an aid in testifying.
State law generally permits a Asitness to refresh his memory as
to facts by the use of anything written by himself, or under his direction, at the time the fact occurred, immediately thereafter, or
at any other time Avhen the facts ^vere still fresh in his memory.
HoAvever, the ^vriting must be produced for the benefit of all persons concerned and may be seen by the ad\erse party, Avho may,
if he chooses, cross-examine the ^vitness upon it and read it to the
jury. Thus, you may testify from your field notes, though you retain no recollection of the particular facts.

When you ^vork ^\itll a partner on a case, it is permissible for

only one of you to keep the notes so long as they apply to what both
of you saw% did, and heard ^\hile together. But you should make
certain that both of you read and initial the notes at the time they
are made. Through this technique the two of you can preser\ e yoin^
competency to testify from the notes should the opportunity present itself.
NECESSARY NOTE TAKING EQUIPMENT
Just as the carpenter must be equipped ^vith his hammer and
sa\v or the physician his scalpel and forceps, you must be properly
equipped for the performance of your note taking task. T^vo
writing instruments, preferably fountain pens, are a "nuist."

98

Basic Police Report Writing

There is no universal type of notebook which will suit all individuals. Writing habits, penmanship style, and type of writing
medium are the governing factors. Yet, you should remember that
a notebook nuist be carried at all times and should be of a size
which ^vill not detract from your efficiency or appearance. The
following suggestions are offered as a guide.
1. Obtain a 334"x63/^ flexible, leather, looseleaf notebook. This
type is easily carried in your pocket and provides adequate space
for writing notes (see Fig. 1).
2. Equip the notebook with visible index tabs to separate the
various sections of the notebook (see Fig. 2) .
3. Provide sections for offense reports (preliminary investigation
report.s) , follow-up, arrests, vagrants, wanted and missing persons,
outside wanted and missing persons, military "wants," stolen
automobiles, stolen bicycles, miscellaneous information, and others
that your individual situation may demand.

Fig. 1. Field Notebook, 3% inches by 634 inches, flexible leather looseleaf.

Field \(jt(' T (I kins:

99

Fig. 2. Field Notebook. 3% by 63/J inches. Note how this small, flexible book
fits conveniently into the hand. This notebook can be used effectively under
very adverse writing conditions.

100 Basic Police Report Writing

CARE OF NOTE TAKING EQUIPMENT
Exercise the same care in the treatment of your note taking
equipment as you do of other personal equipment. Two fountain
pens are recommended since ink notes do not easily become
smudged or illegible. Keep the pen full of ink. Check all of your
note taking equipment ^vhen you go on duty. Don't allow your
notebook to become soiled or torn. An ample supply of ruled
paper and forms should always be a\'ailable. Place your name, telephone number, and home address in the inside cover of the notebook in permanent ink.
Notes no longer in use should be filed in envelopes l)y month
and year and/or by case number. Index these notes so that they
can be used as reference Avithout difficulty and delay.
OVERALL ARRANGEMENT OF THE NOTEBOOK
The first section of your notebook should consist of notebooksize forms miniature forms most frequently used in your routine
duties (see Form 1) and your supply of unused, ruled paper for
convenient use in your ^vork. When you open your notebook, you
should be able to start writing immediately without fumbling
through the ^vhole book.
The second section, the offense section, should contain your
notes on all incidents assigned to you, unless you have moved
them to the follo\\'-up section. Use only one page for each incident.
No other notes on other cases should be placed on the sheet, not
even on the reverse side. When the case is closed, the page or pages
of notes on a particular case should be removed and filed.
The third section is the jollow-up section mentioned previously. It contains notes on cases that recpiire additional action
and notations of any type of business that you need to attend to.
The fourth section, vacation section, contains your list of premises Avhere occupants are absent, including the location of the
key or caretaker and a record of the inspections that you have made
of the place.

The arrest section should provide a systematic list of all persons

whom you have arrested. Along with the name of the arrestee, you

LOST AND FOUND PROPERTY REPORT

Used for:
LOST FOUND PROPERTY FOR IDENTIFICATION
Article
By whom lost
Address
Telephone _
Business address Telephone
By whom found _
Address _ Telephone
Business address Telephone
Where found ,
Bay, date and time found
Property now In custody of
DESCRIPTION OF PROPERTY

FINAL DISPOSITION OF PROPERTY

Owner notified by.
Name Stcr..

Day, dote and time notified.

1 & 4cc

Form 1. Miniature Report Form For Field Note Taking (3:^4 "xOs,")

102 Basic Police Report Writing

should include race, sex, occupation, home and business address,

telephone numbers, the charge, the place of arrest, and the date.
You may transfer this information from the offense and follo\v-tip
sections of the notebook at the time the arrests are made.
The vagrant section consists of a list, including valuable information, of all persons arrested for vagrancy within the jurisdiction. Information for this section may be obtained daily from the
Daily Police Bulletin.
The icanled persons section contains data regarding persons
wanted in the local jinisdiction for crime as ^vell as information
on inissing persons.
Outside wanted persons section should be kept separate from
local "^\ants.'" It contains data regarding persons ^vanted or missing in other police jurisdictions.
Information for the military wants section can be obtained
periodically from military police organizations in the area. It
should consist of an arrangement of persons ^vanted by the military for A.W.O.L., desertion, and other military offenses.
The stolen automobile section should contain a list of automobiles stolen in the jurisdiction plus a separate list of others stolen
throuohout the state. Each stolen vehicle shoidd be identified in
the notes by license ntmiber, followed by model, make, and other
identifying information.
The stolen bicycle section shotild contain a name list and additional identifying information on all bicycles stolen in the jinisdiction.
The general information, or miscellaneous section, may contain
certain frequently used sections of the penal code, vehicle code,
and local ordinances; excerpts from the manual of rides and regulations; copies of various procedures; list of police aids such as
Avelfare agencies, hospitals, and ambulance and ^vrecker services;
or any other information that ^vill assist you in the performance of
your duties.
INTERNAL ARRANGEMENT OF THE NOTEBOOK
Although there are other methods of internal arrangement of
your field notebook, t^vo particular methods are recommended:

F/rld Xolc Tahiiii!; I 0.1

the alphabetical and daily diary systems. Ihe alphabetical system
proN ides lor the arrangement ot certain sections of the notebook in
alphabetical order. The daily diary system calls for arrangement
according to the date the notes were taken. When a combination of
the two systems is used, inij^ortant information is easy to locate,

a permanent record of activities is maintained for future reference,

and information on \acant premises, wanted and missing persons,
stolen antomol)iles, and stolen bicycles is ahvays at yonr fingertips.
The Alphabetical System
The alphabetical system is the simple application of the alphabet to the names involved. The name may be that of a person,
bicycle, or a crime as defined in the penal code. Apply the system
to the arrest, wanted persons, outside wanted persons, military
wants, vagrants, and miscellaneous sections of the notebook. Tiie
\'acation section may best be arranged both alphabetically according to named streets and numerically according to house numbers
and niniibered streets.
The Daily Diary System
The daily diary system works effectively in the arrangement of
both the offense and follow-up sections. As finally arranged, the
daily diary applies to the 2nd and 3rd sections of the notebook.
Use a separate sheet for each incident reported. If a tour of
duty is luieventfid or without anything of importance to report,
it should Ije accoiuited for by the usual heading with the words
"Nothing of importance" or some similar statement. Account for
day or days off by entering the date or spread of dates together
^vith the \vords "day off" or "days off." Each separate entry in the
daily diary system contains t\v'o principal parts: the heading and
the body of the notes.
The Heading. The iniormation that you will use foi the heading of each incident j)age will depend on ^\Ilere you are working,
yoiu" department, and the type of \vork you are doing. Assimiing,
however, that you are working a beat as a patrolman, \vith a partner, and using a department vehicle, each day's heading should
contain the followino six entries:

104 Basic Police Report Writing

1. The date
2. Case number
3. Shift or watch number
4. Beat number
5. Your partner's name and badge number
6. The vehicle equipment number
The date and case numbers should appear in the upper righthand corner. Enter the beat number and your partner's name and
badge number in the center of the sheet. Place the shift number

and vehicle equipment nimibers in the upper left-hand corner.

The heading, Avhen complete, should be printed in ink as
shown in Fisure 3.

(/^^/yz}j^ /^^^/>ol)

Fig 3. Illustration of heading of a daily diary insert in the field notebook.

The Body. Keep the body of the daily diary entry of activities
as brief as possible, preferably in telegraphic form, otherwise in a
short time your notebook ^vill become miwieldy and impractical.
For example, let us assume the above heading and complete the
body of an appropriate entry for the following incident:
About 8:30 A.M. an officer got a call to check a theft report at
856- 16th Street. He arrived at that address and got the complainant's name, Mrs. Rosalie Roe, Negro, female, 30 years of age. She
gave information regarding the theft of a fur coat ^vhich she described as imitation mink.
All information obtained from Mrs. Roe is \vritten in longhand on a clean sheet of paper in the field notebook. The preliminary investigation report is completed from this information.

I'irld Note Taking 105

The daily diary entry is made in the notebook as shown in Figure
4.
FORMULA FOR OBTAINING NECESSARY INFORMATION
Here is a formula h)r obtaining necessary information dining a
preliminary investigation. Check your field notes against this
fornuda to be sure that you have gotten the necessary facts.
I. Who?
Who was the victim?
Who made the report?
Who discovered the crime?
Who saw or heard something of importance?
Who had a motive for (ommitting the crime?

Who committed the crime?

Who helped him?
Wlio will sign the complaint?
Who was talked to?
Who worked on the case?
Who marked the evidence?
Who received the evidence?

S/7- /^erW^ JX

Fig. 4. Illustration of a complete daily diary entry in the field notebook.

106

Basic Police Report Writing

i^^r.^ ^^

fjf^l^^^^ /^y^/ 7t ^. <^^

.^^ r /^ ^^^ ^ ^^yj

^yf!^J/^-^J

^/^^jT-j ^ y /Z^/ -- //,yf

?/^yfC

Fig. 5. A page from the offense section of a field notebook. Note the telegrapliic style used in recording the information.

What?

What was the nature of the crime committed?

What actions were taken by the suspect?
What happened?
\\'hat do the witnesses know about it?
Wfiat evidence was obtained?
What was done with the evidence?
What tools were used?

Field Note Taking " 107

Wluit action tlid ilic ofTuer take?
W'liat further action is needed?
W'liat knowledoe, skill, or strength was needed to commit the crime?
What other agencies were notified?
What was reported but did not occur?
What witnesses were not contacted?
What time was the crime conmiitted?
What time was the crime reported?
What was the time of your arrival?
What time did you contact witnesses?
VV^here?

Where was the crime discovered?

Where was the crime committed?
Where were the tools or weapons obtained?
Where was the victim?
Where was the suspect seen?
Where w-as the witness?
Where did the criminal live?
Where did the criminal hang out?
Where is he now?
Where would he most likely go?
Where was he apprehended?
Where was the e\idence marked?
Where was the evidence stored?
\Vhen?
WHien was the crime committed?
When was the crime disco\ered?
When was the authorities notified?
When did the authorities arrive at the scene?
When was the guilty party arrested?
When was the victim last seen?
When did help arrive?
When will the complaint be signed?

5. How;

How was the crime committed?

How did the criminal get to the scene?
How did the criminal get away?

How did the criminal obtain information in order to

commit the crime?
How was the crime discovered?
How were the tools obtained?
How did you get your information regarding the
crime?
How did you manage the arrest?

108 Basic Police Report ]Vriti)ig

6. With What?
W^ith what tools was the crime committed?
W^ith what weapons was the crime committed?
With what means did the criminal travel to and from
the scene?
a. Auto
b. Bicycle
c. Train
d. Bus
e. On foot
f. etc.
With what trade or profession are the tools associated?
With what other crime is this crime associated?
7. Why?
Why was the crime committed?
Why were the tools used?
Why were certain weapons used?
Why was the crime reported?
Why were witnesses reluctant to talk?
Why was the witness anxious to point out guilty

parties?
Why so much time before the crime was reported?
Why did the criminal use a certain MO of entry?
8. With Whom?
With whom did the criminal associate?
With whom was the victim last seen?
With whom are the witnesses connected?
With whom did the criminal commit the crime?
With whom did you talk at the scene and at other
places?
With whom did you work on the investigation?
With whom did you expect to locate the suspect?
9. How Much?
How much damage was done?
How much property was taken?
How much knowledge was necessary to commit the
crime?
How much money was taken (denomination) ?
How much did the victim claim was stolen?
How much trouble was it to carry the property away?
How much information are the witnesses not giving out?
How much is the victim v.-ithholding?
How much additional information do you need to help
solve the crime?

Chapter XII
REPORTING THE CASE

DEQLATE REPORTING AND RECORDS keeping procedures require

that your department report and record, in some manner, all incidents that come to its attention. A case or complaint sheet is a
basic, permanent, ^\ritten record of reports of incidents and the
action taken regarding them. Only three forms are retpiired in
case reporting: the "General Complaint Sheet," the "Casualty
Sheet," and the "Miscellaneous Service Complaint." Our discussion in this chapter ^vill deal exclusively with the procedures and
content of these reports.
The case sheet is the foundation of the record for any case
or incident since, in the records keeping process, all other related
reports are attached to it. In addition, the case sheet is important
for purpose of administrative revieAv and control. It gives assurance
that complaints have been received, recorded, assigned, posted,
systematically dealt ^vith, inspected, and followed up.
Who Prepares the Case Sheet?
If you are the complaint clerk, it is your responsibility to prepare the case sheet. In a small department you may do this along
with the duties of desk sergeant, information clerk, and dispatcher.
If your department is large, this may be your only job. In any
event, the work is the type that must be centralized, and you are
the only person ^vho can be held responsible for it.
How is the Information Received?
You may receive information regarding a case in a number of
ways. The complainant may telephone, make his complaint in
person, or send a letter or telegram. Information may be received
in the form of a warrant. When officers initiate their own investigations and make arrests on sight, you will receive your information from investigation and arrest reports.
10'.)

110 Basic Police Report Writing

When is the Case Sheet Prepared?
Unless the situation is an emergency, complete the case sheet
as soon as yon receive the information. On the other hand, if immediate action is necessary, relay the information to the dispatcher
and record the information on the data sheet later. If yon delay
action until investigation officers report their findings, some cases
will appear so insignificant that you will not record them. This results in an incomplete account of the activities of your department
and a loss of control over those incidents that you have not recorded. Remember that a record is required from the beginning of

the complaint so that foUo^v-up controls will facilitate proper disposition of all cases.
What Incidents Call For the Case Sheet?
Almost all incidents reported to your department require that
you, as the complaint clerk, shall initiate a case sheet. Make case
sheets on the following incidents:
1. Most violations of federal and state laws and city and county
ordinances.
2. Most calls on which officers are dispatched.
3. Reports of lost and found persons, animals, and property.
4. Warrants, subpoenas, and arrests in which a record of arrest
is prepared, with the exception of multiple arrests for which a
single case sheet is sufficient.
5. Cases in which a police officer is involved in any way in damage
to public or private property or injury to any person.
6. Casualties including automobile, public, home, occupational,
and firearms accidents; dog bite cases; suicides; attempted
suicides; sudden deaths; bodies found; sick cared for; and mental cases.
7. Other cases when administrative orders, rules, and regulations
or a commanding officer demand a case sheet.
Don't make a case sheet on the following:
1. Violations of state law and local ordinances which are observed
by the police officer and result only in a warning to the violator.
2. Violations of state law and local traffic ordinances handled by
traffic citations.
3. Minor traffic accidents involving only property damage less than
an amount established by your department as reportable.

Reporting (he Case 111

4. Calls oil which olhccrs arc dispatched which are mere requests
for inforinatioii, or which result Irom trafFu violations not endanf>crin,tr human life.
How Many Copies of the Case Sheet?
If your departineiu has no specialized divisions, only the original of the case sheet is necessary. But if your department has some
specialized di\isions, make a duplicate copy of the case sheet when
you assign a case directly to a specialized division. The original

copy will be forwarded to the records division and the duplicate

to the specialized division. Under this procedure, officers in the
specialized division don't have to waste time getting the original
from the records office.
How Many Case Sheets Are Made on a Single Incident?
Since statistical data are derived from the case sheets and accuracy is of prime importance, one of your more important decisions relating to case sheets should be: How many case sheets
shall I make on a single incident? The folloAving rules, adapted
from Uniform Crime Reporting/ determine the number of case
sheets you should make in any case.
In Part 1 cases the rides for oflFenses against the person differ
from those against property; consequently, they are presented
luider two general divisions.
Offenses Against the Person. Part 1 cases against the person
include felonious homicide, rape, and aggravated assault. Make
one case sheet for each person against them whom an offense is
committed. The nimiber of case sheets you make equals the number of persons killed, raped, maimed, ^vounded, or assaulted, plus
the number of attempts. For example, if one person kills t^vo people, make two case sheets, if two people murder one person, make
only one case sheet.
Offenses Against Property. Part 1 cases against property include robbery, burglary, larceny, and auto theft. Make a case sheet
for each distinct operation that has been undertaken. Observe the
followino rides:

^U. S. Department of Justice, Federal Bureau of Investigation: Uniform Crime Reporting Handbook. Washington, D. C, Federal Bureau of Investigation, 1935.

112 Basic Police Report Writing

1. Make a case sheet for each distinct robbery. If two persons rob
one, or one person robs two at the same time, make only one
case sheet.
2. Make only one case sheet for one or several rooms entered in
a burglary committed in a hotel or lodging house on the same
occasion; make a separate case sheet on each apartment or office
suite entered even though it is one of a number of entries made
in the same building at the same time.
3. Make a case sheet for each distinct operation in cases of theft.
If a thief steals a number of articles, all stored in one place but
belonging to different persons, make only one larceny case sheet.
If articles or accessories are stolen from several automobiles
parked on the street, even though in adjoining spaces, make

a separate case sheet on each larceny. However, if they are taken

in a single operation from a number of cars in a parking lot or
garage, make a single case sheet on the series.
4. Make a case sheet for each automobile stolen, plus the number
of attempts. Include cars used for "joy rides." Remember,
however, that failure to return a rented or borrow-ed car, embezzlements, and conversions are not classified as auto thefts.
5. When several offenses are committed by one person at the same
time, make a case sheet for the offense that comes first in the
Uniform Classification of Crimes. For example, a burglary and
auto theft are committed on the same occasion; make one case
sheet for the burglary.
6. Make a case sheet on each Part 1 crime confessed by the offender
only when the victim is known and the offense is established.
Part II Cases. All criminal offenses not included in Part I are
included in Part II. In Part II offenses against the person, make
one case sheet for each person against ^vhom an offense is committed. In Part II offenses against property make one case sheet for
each distinct operation. In cases of single violation of state, comity,
or city ordinances perpetrated by a single person make a case sheet
for each distinct violation of the law.
Make a separate case sheet on each Part II arrest, except in
cases when t^vo or more persons are arrested at the same time and
place and on the same charge; or when two or more persons are
arrested at the same time and place on several charges, the most
serious of which is the same in each instance.
Part III Cases. Incidents of lost and foimd persons, animals.

R('{)orting the Case 113

and property are recorded as Part III cases. Their classification as
Lost or Found depends upon which incident was first reported to
your department, not upon Avhich incident first became known.
Make only one case sheet on each incident. If the loss was reported
first, make a Lost sheet; the act ol findin.i; is reported on the same
sheet. If something is found, the finding is reported on a Found
sheet; when the owner reports the loss, the information is recorded
on this same sheet.
Part IV Cases. Part I\^ cases are casualties including motor
vehicle, other traffic, public, home, occupational, and firearms
accidents; dog bite cases; suicides; attempted suicides; sudden
deaths; bodies found; sick cared for; and mental cases.
Make one case sheet for each motor vehicle accident even
though several persons are injured. In firearms accidents, dog bite
cases, suicides, attempted suicides, sudden deaths, bodies found,
sick cared for and mental cases, make a case sheet for each person

injured or dead, or each person attempting suicide even though uninjured. The number of case sheets that you make equals the number of suicides, attempted suicides, bodies found, sudden deaths,
sick cared for, mental cases handled, persons bitten, and persons
injured by firearms. In all other casualties, make only one case
sheet for each accident, regardless of the number of casualties.
Part V Cases. If your department requires case reporting of
any other matters, the situations and incidents should be recorded
as Part V cases. In recording Part \ cases, make one case sheet for
each incident or matter reported.
GENERAL COMPLAINT SHEET
Use the general complaint sheet. Form 2, for all cases other
than casualties and cases reported on "Miscellaneous Service Complaints." In initiating the report, remember that all data requested
on the report form are needed for administrative purposes. A useless item would not have been included.
In the following discussion each item of the report is explained
in detail, and a number is assigned; proper procedure dictates that
you complete each item in sequence according to the number
assigned to each explanation.

114

Basic Police Report Writing

CLASSIFICATION (I)
Victim (4).
Address (5) .
Business (6) .
Address (7) .
Where Committed _ (8) .
When (9).
How (10).

COMPLAINT SHEET
SUB-CLASSIFICATION (2)

Prelim. Rept. by _
Ph Spec. Invest.

.Ph.

Other Officers
Detective

Persons Arrested

CASE NO. (3)

(HI)
.(20)
(21)
(22)

(23).

Suspect
Reported by
Address

.(11).
.(12).
(13)
(15).
.(16)

Arrested bv (24) Date (25)

Connect with Case No. _ (26)

Phone

(14).

Platoon and Beat

Reported to
Time Reported
How Reported: Phone (17) Person Letter _
Patrol Officer Received Complaint by:
Radio (18) Box On View At Station

Telesjram.

Citizen.

PROPERTY STOLEN: (27)

Duplicate to

. (28) .

Classification index card corrected: (29)

Cleared by Arrest Date Clerk .
Prop. Recovd-Val. Date Clerk.
Unfounded Date Clerk.
Classification Changed Date . Clerk .
F.U. Officer Notified Date Clerk

Indexed

Inspected

Closed

Clerk
Date .

F.U. Off.
_ Date _

F.U. Off.
_ Date

Form 2. Complaint Sheet (8i/2"xir')

Reportitig the Case 115

Classification (1)
Vou will note that Appendix R provides for 48 major uniform
classifications of incidents. Enter one of these major classifications
as the "Classification." For example, if the incident is criminal
homicide, enter the words, "Criminal Homicide," in the space
after "Classification."
Subclassification (2)
Enter the proper subheading in the space following "Subclassification. ' For example, if the killing was willful, enter "Murder" or "Non-negligent Manslaughter." In entering both the
"Classification" and "Subclassification," no distinction is made bet^veen offenses committed by juveniles and those committed by
adults.
Case Number (3)
Each complaint sheet must be identified by a serial number,
knowai as the "case number." It is your responsibility to assign this

case number. Assign the number next in sequence. Be extremely

carefid in assigning this number; all subsequent investigation reports and other forms and papers relating to the incident Avill be
given this number by the officer who submits them.
Victim (4)
After "Victim," list the name of the victim, if there is one. If
a person is arrested for an offense in ^vhich there is no particular
victim or complainant other than the arresting officer, enter the
name of the person arrested as the "Victim." If the victim is a business or institution, leave this item blank.
Address (5)
Give the complete address of the victim, if possible.
Business or Institution (6)
If the victim is a business or institution, leave the "Victim"
space blank and complete items 6 and 7. Use the telephone or city
directory as a guide in recording the complete and exact name.

116 Basic Police Report Writing

Address (7)
Also record the exact address of the business or institution as
given in the telephone or city directory.
Where Committed (8)
When the complainant alleges that the offense was committed
in a city or incorporated town, record the exact street and building
number. If the crime is alleged to have occurred in a rural area,
establish its location by using familiar landmarks.
When (9)
If possible, record the exact day, month, and year that the incident is alleged to have been committed. W^hen there is no degree
of certainty as to the time of occurrence, record the time and date
as nearly as possible; for example, "between 6:30 P.M. and 9:00
P.M., 1/10/60."
How (10)
State the way in which the person or property was attacked.
In burglary, property is attacked by breaking in. Give the point
of entry, as rear window% first-floor side window, etc. In robbery,
state the method of attack, as strongarmed, slugged, beaten, etc. In
worthless checks, drafts, notes, forgeries, and the like, state if by
passing, forging, or raising, or if by fictitious or fraudulent checks,
drafts, or notes. In larceny, specify the place from which the prop-

erty was taken; for example, cash register, bedroom, desk, kitchen,
etc.
Persons Suspected (11)
Complete the "Person Suspected" space only if the victim or
person who reported the incident is able to give the name of a
person whom he suspects or to give a description of an unknown
suspect. Give the full name and/or description of the suspect, if
possible.
Reported by (12)
State the full name of the person Avho originally reported the
matter to your department. The name of this person is more important than the name of the officer who relays the report to you.

Report i tig the Case 117

Address (13)
(iive the complete address of the person who reported the iiu ident to your department.
Ph(me (14)
JiK hide hoth the home j)hone and hiisiness phone nimd)ers ol
the person who first rejjorted the incident. This information may
save time later in the investigation.
Reported To (15)
Insert the fidl name of the officer to whom the case was first reported. Include platoon and beat numbers if the officer is a patrolman. If you received the report directly from the victim or complainant, place your initials in the "Reported To" space.
Time Reported (16)
Give the hour, day, and year that the incident was reported to
your department.
How Reported (17)
Indicate the method of reporting to the department by placing
a check mark after "phone," "person," "letter or telegram."
Patrol Officer Received Complaint By (18)
If a patrolman received the complaint in the field, indicate the

method by checking the appropriate box. Otherwise, leave the

space blank.
Assignment of Officers (19-22)
As the complaint clerk, it is your duty to assign officers who
worked or will work on the case. Enter the name of the officer
assigned to make the preliminary report in the space "Preliminary
Reported By." If you don't know the time of occurrence of the incident, assign the patrol officers who covered that beat or patrol district during the hours when the offense may possibly have occurred. If a special investigator is assigned, place his name on the
appropriate line. If the case is to be handled directly by the detective division, assign the detective regularly assigned to such crimes
as well as the patrol officer in the area in which the crime occurred.

118 Basic Police Report Writing

Person Arrested (23)
Usually you \vill not know the names of persons arrested when
you make up the complaint sheet. In such cases leave the "Persons
Arrested" space blank; the information wdll be inserted in the
records division once arrests have been made. In cases involving
"on view" arrests or those in which a suspect or suspects are arrested at the crime scene or immediately, record the full names
of all persons arrested.
Arrested By (24)
Enter the name of the arresting officer or officers.
Date (25)
Give the day, month, and year that the arrest was made.
Connect With Case Number (26)
Insert the case numbers of other cases that are related in some
way to the case at hand. For example, a burglary suspect may have
been arrested in a stolen automobile, in which event you should
connect the stolen auto with the case which records the burglary.
Similarly, you should connect the arrest of a person with the cases
which record any other crimes he may have committed. Connect
all cases on several crimes committed by the same criminal. In the
latter situation select one of the cases as the "key" case in order
that the personnel in the records division may file other reports
with it.
Property Stolen (27)
Complete the "Property Stolen" space only ^vhen the case involves the theft of property. List a description of each item of
property (see Appendix C for instructions) along w ith the present

cash value. If you do not have enough space, insert "See Reverse"
and use the back side of the sheet to complete the list.
Duplicate To (28)
Incert "Detective," "Traffic," "Vice," or "Juvenile" in the Duplicate To" space when you make a duplicate copy and notify a
specialized division of the incident.

Reporting the Case

I 1!)

Classification Index Card Corrected (29)

As the complaint clerk, you are not responsible for the completion ot the "Classification Index Card Corrected" section. Appropriate records clerks will make the corrections or changes in
the case sheet as alterations become necessary. This section provides a permanent record when the clerks indicate the case is
cleared by arrest, property has been recovered, or the classification
changed.
Indexed, Inspected, and Closed (30)
Like the "Classification Index Card Correted" section, this
section serves an administrative purpose in the records division.
When the case is indexed by a records clerk and inspected and
closed by the follow-iip officer, the case sheet is initialed by the appropriate person and dated.
Use Scratch Pad or Case Memo
Yon will find it helpful to take your original notes on a scratch
pad or a Complaint Memo (see Form 3) . The complaint memo
contains the information necessary to complete the general complaint sheet.
COMPLAINT MEMO

Victim

Residence Address

Business or Institution
Business Address

AVhcre Committed
How

Case No.
Phone

Phone
When

Person Suspected
Reported by
Reported to

Address

Phone

Time Reported

Beat Ofliccr can contact complainant at

(Address)
Beat onicer Contacted Complainant at Hcad(|uarters

(Time)

Form 3. Complaint Memo (8"x5")

120 Basic Police Report IVritirio;

Hold the complainant on the telephone or at the desk until
you get all the inioiniation necessary to complete the report.
CASUALTY SHEET
The casualty sheet, Form 4, is just another form of case sheet;
for the most part, the content is the same as the complaint sheet.
Apply the same rules and procedures in the completion of the
casualty sheet that you applied to the complaint sheet. Use this
sheet in lieu of the general complaint sheet in reporting casualties
including motor vehicle; other traffic; public, home, occupational,
and firarms accidents; dog bite cases, suicide, attempted suicides,
sudden deaths; bodies found, sick cared for and inental cases.
Note that this case sheet bears the printed heading, Casualt).
Insert the major classification of the casualty after the word
CLASSIFICATION and the subclassification under the word
SUBCLASSIFICATION. Insert the full name, address, and extent of injury of all persons injured in the incident and all drivers
invoked, if the case involves a traffic accident. Complete the remainder of the report in the same manner as you would complete
a general case sheet.
MISCELLANEOUS SERVICE COMPLAINT
Tiiird, and last, among the case reports is the "Miscellaneous
Service Complaint" (Form 5) . This form was designed for use in
reporting complaints received and investigations made w^here
neither of the other case reports is applicable. Use the form to report the results of the investigation of noise and domestic complaints, suspicious circumstances, civil matters, assistance provided
for persons who are ill, suspicious auto complaints, frightened
persons, suspicious persons, miscellaneous traffic complaints, bonfires, services to householders, dangerous non-traffic hazards, requests for assistance from outside departments, and other minor
criminal and non-criminal matters ^vhere no arrests are made, no
citations are issued, and the whole of police activity is completed
\\ith the submission of this one report.
Unlike incidents of a more serious nature, matters reported on
the 'Miscellaneous Service Complaint" do not require prior com-

Reporlniir the Cose 121

CASUALTY SHEET
CLASSIFICATION SUB -CLASS I F I CAT I ON CASE NO

1. INJUV_

2. \nj\i<iy_
3. INJURT_
4. IKJURT
5. INJUBT
6. iNJUBT
1. OillVEO
2. OaivEB
3. O^ivEB

_ET|HT
ETCNT
_ETEf.T
_ETE-.T
EXTENT

HEBE

Re^OBTEO BY

REBOBTEO T0__
TIME REPOBIEO^
How Repobtej: Phone Pebson
PaTBOL OFTICER received CQMBLAINT 9Y : ROIO_

Other Ofticebs
removed to
Connect itm Cse no._

Platoon and Bea

Duplicate to

|N0EED Inspected Closed

Classification index card cobbecteo:

CLERK F^.U. OFF. r.U. OFF. CHANGED TO FATAL DATE ClEB

DATE DATE DATE CLASSIFICATION CHANGED DaTE CLEB

r.U. OFFICER NOTI FIED

CLERK

Form 4. Casualty Sheet (8i/2"xll")

pletion of a general "complaint sheet" or "casualty sheet." The

form serves as both a case sheet and a preliminary inNestigation rel)ort. It is an effective means Avhereby your department gets complete reporting of all minor situations that are known, with the
least amount of paper work.

o^S
yj -a
.2 .a

a. re -2
?^s

;_ rt

<2^O
Q _ a.-- s ;W re re ^
Q==Z re Si g
=^ Ji S t
Z^'5-'
X O 4J =
iT s i
ci i; ''IS
w ;^ c t/T
^ Q-> r^ 3 O I' "3
-Jo -r, >

^ re ^

h c " iJ
-H "S I' "re o
O -> " ^
g =" o ^ c

c/^ u X^ ., re
Z .2 I -^ 2
2q">=
r '. . 2 i- 'S
c/2 O o
gZf o o
n ii w ~ "
^ M : = J
U"p.

C3 r- ra

Oo3
(U

_^i: " re u
""i c ^ J
2 _- o -"^ =
rt 5 re _cj ^
.= 3 (u ;- .2
^ b --^ o ^ a ^
>-^ ^ O ''^ r^ ^ '
J3 w u "^ ""^ -y;
_ 3 3 O >, ^ O

o i_i ^ re -^ _2 2
re 're 3 "2 .3 2 -

5^5
cuZ

rs

c a,
3 bJD

3 3 r*
U^3X
- ^ ^^
^ '^ t
O X 3 Ji -y
" ii-3 3_
5: 3"

C^ if

OJ
- -13

E o re r;
3 P-i .2

O-QJ o '^
^^ --^ 3 u

a; ^ bc ^ ^ e-.^

3^
o 12 rs ^^

t/; 3 '-^ -c
Z C3 S

. o re ^a.
^00 3^33c

'H- ^ 3
^H re 2 .
QJ ~ t/;
C > 3 OJ
-3 i: u 3
o - o -;
^ '^- be u
- ^ 3 re
a-- ^ M j2 u

Of. 7:

^.::i3re22x = 33- .O-c-Mv^y

re-.3S:__.3o.3 o .3y -r-r
OJ o .ii "^ r r- .ii 3 .3 o " -3 P .ii u y i= -3

^ ^ a,~ j:^ j:^ 5.-S- 5. H -f^ "3 .ii a.'> [^ S '3 5 : .i: re re g -c S 'J - 2 = 3 o '^ .5 =
5SIIIIIMIIIIIIIIIIII
3 1 nnnnnnnnnnnnnnnnnnn
3 aroj....**
.>^ q/ -^ ?^ ec -^ 10 ^O t^ oc ~ O I"! " -f '" '-^ r- 3C C-.
Form 5. Miscellaneous Service Complaint (8"x5") (Front)

o
O ^1

Reporting the Case 123

PERSONS RESPONSIBLE:
DETAILS: (Be brief but specific)

Signed __ No.
Date and Time

TO BE FILLED IN BY SERGEANT
Comments:

Approved Sgt.
Date ^
Form 5
Form 5. Miscellaneous Service Complaint (Reverse) .
The form is initiated by you as the complaint clerk; record
the name, address, and telephone niunber of the complainant;
case number; location of the incident; and date and time the com-

plaint ^vas received; and then assign an officer to the investigation.

The assigned officer, reports the condition as discovered in the
investigation by checking the appropriate one of the 19 blocks on
the far, left-hand, side of a form. On the back of the form, he lists
the full name or names of the person or persons responsible for
the incident; gives a brief but specific statement of the details of
the investigation; signs the report; and records his badge number,
time, and date.

Chapter XIII
REPORTING THE PRELIMINARY
INVESTIGATION

.s STATED EARLIER, THE COMPLAINT clcrk has tlic responsibility

for receiving information on complaints and completing the "case
sheet." In addition, he assigns an officer to the case in order that an
investigation may follo^v. At this point another important phase
of the operational reporting process begins.
Ustially, the clerk will assign the patrol officer upon ^vhose beat
the offense occurred. If the time of the offense is unkno^vn, he will
assign the officer or officers who covered the beat or patrol district
during the hours when the offense probably occurred, ^\'hen departmental policy dictates that a particular case in its preliminary
stages shall be assigned to the detective division or another specialized division of the department, the clerk assigns the detective or
other officer regularly assigned to such crimes as ^vell as the patrol
officer in the area in ^vhich the crime occurred.
Generally, the desk clerk relays the assignment to the comnumications staff, and it is the responsibility of a communications
officer to notify the officer or officers who have been assigned to the
investigation. The assignment may be made immediately by radio,
telephone, or in person. Ho\vever, ^\'hen the assignment is not of
an emergency nature, it may reach the assigned officer or officers
through a daily bulletin, an assignment sheet, or through receipt
of a copy of the case sheet itself. Regardless of the method by
which the assignment is received, it is the responsibility of the investigating officer or officers to report in detail all action taken.
Most police departments prescribe a regular printed form for
reporting the preliminary investigation. Some may call it a Preliminary Investigation Report; others may label it a Crime Report.
Except for the special forms provided for automobile and bicycle
thefts, missing and wanted j)ers()ns, lost and found articles, and
auto accidents, a general preliminary investigation report is re-

124

Reporting Preliminary Investigation 125

BLWJKVILLE POLICE DEPARTKtMT (l)

PRELIMINARY INVESTIGATIGN REPORT

(2) , f3)
TYPE OF CR\tf ~ REPORT SERIAL NLfffiER

(h) Where committed ^-^J-

i^

m RE.O.TEO B Cl^

ill!

Coilll^lTTED ^ 0"E ANO TIME RtPOflTED L121_

commi tte3
Time
committed

"'"' (P\ (13)

COMMITTEO l^X REPODTEO TO iiJ-

INVESTIGATING OFT ICEH

(lU

Person fl^)
*'"'*"'"'(RACE, sex, AGe, TYPE OR OCCUPATICN-fibT NAM?
OF VICTIM)

ill)-

(i^VlAT Was /litlM DOING AT TIVET

(16)

-Descen
-WEIGHT

Hair color

Marks/scars-

(17)

OCCUPATl JN-

DuSiUlSE OR DRESS
Arrested? -. .^fe ^fl >]fti -1 OE..T ir icatiok No.

Means of
ATTACK

rafis (TR TOOLS u:

Object of "tack^^^^^^ wAs TAtffN OR whV CCMSTfreDT

Hair CJLOH
Marks/scau

CULIARITT-iiiij OCCU

DUSGUISE OR ORESS-

WhaT did SUSPECT SAY' CZl) ARRESTED 7 T>f<-eff-N3T-"'"' '""" "" '^''

1221

(IF AN AUTO.ALL AVAILABLE DESWIPTIVE INFORMATION ) UUifS'-S* *? it ' 5esc'''''';';;?^;f ^"1;!

'.HHIH*

DETAILS ; (2U)
?r'0?::nTY stolsii: (25)

LIST CASE NLnflERS OF AW OTHER OFFENSES CLEARED OR CONNECTED WITH THIS

REPORT.USE ADniTIONAL SHEET IF NECESSARY.
FoRNr 6. Preliminary Investigation Report (Si^'xll").

125 Basic Police Report Writiui;^

quired of any officer or officers assigned to cases of violence, theft,
and fraud.
NATURE OF THE GENERAL PRELIMINARY
INVESTIGATION REPORT

The general preliminary investigation report. Form 6, is by nature a "modus operandi" report. Modus operandi, literally translated, means "method of operation." In police work, it is understood that the individual pecidiarities, methods, techniques, and
tools used by the criminal in committing the crime are among the
more significant facts which later may lead to his apprehension.
The general preliminary investigation must reveal these characteristics.
The principal theory upon which the "M.O. system" and the
preliminary investigation report have been developed is that the
criminal, like all human beings, is a creature of habit. A habit
may be started intentionally or accidentally. After the thing has
been done once, memory ^vill then assist and ^vi\\ determine
whether or not the previous action will be repeated. Repetition
will be influenced by the success or failure of the previous act, or
the sensation of pleasure or displeasure which was incurred when
it was committed. Generally, if a criminal on his first attempt at
burglary has been successful in using a one-half inch pry bar on a
rear bedroom windo^v, he is likely to continue using the same
pry bar or one of similar dimension. If he is successful in committing his crime dining early morning hours, if he gets enough
money or other loot to satisfy his desires from the home of a minister, he is likely to continue his burglaries during the same hours
and to attack the homes of other ministers. His habits or his
methods ^vill be influenced by the success or failure ^vhich he has
in his operations.
If you are the officer assigned to a preliminary investigation,
the "M.O. system" of investigating and rejjorting a crime is one
of the tools which you have to assist you in your duty. The preliminary investigation report with emphasis on method of operation is the means whereby a particular burglar may be set apart
from other burglars, a particular robber differentiated from other

Reporting Preliminary hwestigation 127

robbers, or ;i biiiuo operator or lutilicnis cliec k passer identified
by his habits or methods. Thus, it is important that you understand the specific information which must be obtained during the
preliminary investigation in order to prepare a report which emphasizes the "modus oj)erandi" of the criminal.
Report forms may \ary from department to department, 1)ut
the "modus operandi" factors of this report are generally as set
forth in the following outline:
1. Time of attack (or date and time committed)
2. Person attacked
3. Property attacked
4. How attacked

5. Means of attack
6. Object of attack
7. Trademark or pectiliarity
8. What the criminal said
9. Transportation used
The preliminary investigation report also includes information
which is not strictly a part of the criminals "modus operandi,"
such as physical description or description of stolen property
which will be of value to you in identifying him for consideration
as being responsibile for the crime.
Careful completion of a well-arranged preliminary investigation report is the best guide that you can get to assist you in covering the various phases of the preliminary investigation. The information is arranged in suitable form for ready reference; and later
analysis of the "mocUis operandi" information Avill often prove to
be just the data you need in the solution of difficidt cases.
GENERAL CONTENT OF THE REPORT
Usually, the police department will provide that the printed
preliminary investigation report shall be 8i/2"xir' in size. A form
of this size offers no particular problems in filing and furnishes
ample space for all information necessary to the preliminary investigation.
Make a separate report, in duplicate, of eacli crime committed.

128 Basic Police Report Writinir

II multiple crimes are committed against one victim, you should
make separate preliminary investigation reports for each crime.
Howexer, if one crime is committed against more than one victim,
only one report is required.
An adequate preliminary investigation report shoidd ccMitain
general administrative data as well as "modus operandi" information. In general, the administrative data which constitute the heading of the report include: (1) the name and location of the reporting department, (2) type of crime, (3) report serial number,
(4) name of the victim, (5) residence address of the victim, (6)
telephone munber of the victim (both business and residence) ,
(7) date committed, (8) time committed, (9) ^vhere the crime
was committed, (10) who reported the crime, (II) the address of
the person ^vho reported the crime, (12) the date and time the
crime was reported, (13) the person to whom the crime was reported and, (14) the name of the investigating officer or officers.

The "modus operandi" information, names and descriptions

of suspects, description of lost or stolen property, and the "details"
of the crime investigation make up the body of the report. Administrative data at the end of the reports are given in these numbered
sections: (26) the signature of the officer reporting the information, and (27) the date and time the report was made.
SPECIFIC CONTENT OF THE REPORT
A detailed explanation of the various components of the report follo^vs. You will note that each part of the heading, body,
and ending is labeled with an identifying number in the illustration Form 6, and the corresponding number has been placed
in parentheses after the title of each part in the text of the discussion. \Vhen you need to refresh your memory as to the requirements of any part, turn to the illustration, check the number, and
then turn to the text for the detailed explanation.
Reporting Department (1)
Note that the report form is so constructed that the name of
the city and type of law enforcement agency appear in the heading.
If the reporting agency is a sheriff's office, the name of the county
should appear in the heading.

Rcporlniij^ Ficlininidyy / nvr.sligdlion 129

Type of Crime (2)
On ihc line, "Type of Crime," you sliould sliow the offense
toniiniitcd. In addition to citino- the particular code section involved, it is hclj)rid to include the usual name of the offense: for
example. Sec. 2 1 1 PC Robbery." Your classification of the type of
crime should (onlorm to the facts of the ca.se as they appear in the
body of the report, and the report shoidd reflect the necessary
elements of the offense as defined in the law.
Report Serial Number (3)
The report serial number is the case number. Get it from the
desk clerk, daily bulletin, or a duplicate copy of the case sheet.
Remember that this number must be recorded correctly for the
report to be "hooked up" with other reports relating to the same
case, once the original copy reaches the records division.
Name of the Victim (4)
The victim is the injured party or the person who actually suffered the loss. The victim may be an indi\'idual or a business firm.
If he is an individual, show the full name of that person. If a firm
is the victim, place the name of the firm in this space, rather than
the name of an employee who may represent the victim.
For example, if a Standard Oil Company service station is bing-

larized, and money or property belonging to the company is taken,

the victim is the Standard Oil Company. If a robbery is committed
against the manager or any employee of the same service station
in which the company money or property is taken, the firm is the
victim. When, in addition to company money or property, the personal funds or property of an employee are taken, you should also
name the employee as a victim.
Thus, if more than one victim is involved in the same offense,
the symbol, '\'#1," should precede the name written in this space;
names, addresses, and telephone numbers of additional victims
should be listed and indentified as "V#2," "V#.'^," etc., in the "details" of the report.

130 Basic Police Report Writing

Residence Address (5)
The line, "Residence Address," is intended to provide information as to where the victim may be located. This information is
primarily for the use of your department, if it is necessary to communicate with the victim later.
If the victim is a firm, you should record the business address.
When the victim firm has various branches or offices, the address
listed should ordinarily be that of the branch or firm official in
charge of the area for which your department is responsible. Some
large firms maintain a security department whose representatives
handle the reporting of offenses in which the company is victimized. In these instances you may give the address of the special
agent or other person in charge of the firm's security or protection
department.
Telephone Numbers (6)
If the victim is an individual, record both the residence and
business phone numbers. When the victim is a business firm, list
both the telephone number and extension at which the officer who
represents the firm can be called.
Date Committed (7)
"Date Committed" means the day of the week, date of the
month, and the year that the offense was committed, as "Wed.,
Nov. 7, 1959," or Wed., 11-7-59." If you do not know the precise
date, the dates during which the crime occurred should be given
as "between Wed., 11-7-59, and Sat., 11-10-59." When you include
the day of the week you help in the making of a comparison of reports in a series of offenses.
Time Committed (8)
Report as accurately as possible the time the offense was committed. If you don't kno^v the exact time the offense ^vas com-

mitted, report the period during which the crime might have been
committed, as "between 6:00 P.M and 9:00 P.M."
Where Committed (9)
If you are a member of a city police department, list the exact
street address of the premises at ^vhich, or in front of which, the

Reporting Freliniiuary Itwestigalioii 131

offense was committed. A sheriff's office reporting an offense in a
town or city will include not only the street address but also the
n;mic ol ihe district or conununity. Report an offense committed
in a rural area or on a highway witli reference to crossroads or other
known landmarks. In addition to specific addresses, you will find
it of value to describe the location of the premises by name as well
as by street address, as: "the Cutter Rancli, Rt. 1, Box 6>'5, Folsom
Blvd.," "City Hall, 1200 Berendo Blvd.," "City Clinic, 65 First
St.," "Plaza Park, Ninth and S Streets."
Reported By (10)
On this line you should list the naine of the person who made
the offense known to the department. Remember that in many
cases the person who reported the incident is not the victim. If the
report was made by the victim, it is necessary only to write "victim" or the letter "V." When the report was made by an employee
of a firm, indicate his relationship to the firm, as well as his name
and address (11).
Date and Time Reported (12)
Here the date and time entry is self-explanatory. For example,
state the time the report was made to the department as: "Nov. 7,
1959, 2:46 P.M." or "11-7-59, 2:46 P.M."
Reported To (13)
In order that your department may have adecjuate information
for future reference, it is desirable that you record the name of the
officer who first received the report. In many cases this ^vill be the
complaint clerk, but this is not necessarily true. Be certain as to
\vho received the first report of the incident.
Investigating Officer or Officers (14)
Yoin- name and the names of other officers assigned to the case
should be placed on this line. Some departments also require your
badge number as a means of identification and for statistical purposes. In any event, later developments in the case may make it
necessary for other persons in the department to get additional information from you.

132 Basic Police Report Writing

Person Attacked (15)
I'he lieadiii", "Person Attacked," is used because a criminal
may habitually select persons ot a particular race, occupation, or
class as his victims. In this space record the race, sex, age (exact
age) , descent (if the victim is obviously of foreign descent) , and
the victim's occu])ation or usual activity. When the person attacked is a juvenile, be especially careful in recording the age;
this is necessary information since elements of some offenses depend upon the age of the victim. In addition, the qualifications of
the victim as a ^vitness may depend on age.
Remember that information in this space should reflect the
type of person attacked, not the name of the person attacked. The
person attacked may be a disabled veteran, a minister, a retired
Chinese merchant, a high school girl, or a carpenter. You will
want to record the descriptive information as, "white, female, 35,
German, school teacher," or "WF35, German, school teacher."
Another example might be "Negro, female, juvenile, high school
student, 15 years," or condensed to "NFJ (15), high school student."
Don't forget the fact that a criminal may select a particular person to attack because of the activity of the victim at the time of the
offense. For this reason space is provided for a brief note on the
line titled, "What was the victim doing at the time (of offense) ?"
Property Attacked (16)
In this space describe the place or type of premises at ^\'hich
the offense u'as committed e.g., "one-story, five-room, frame dwelling" or "two-story, eight-room brick residence," "one-room, tank
house, rural area," "railroad refrigerator car on packing hotise
siding," "drug store, outlying business district."
When a building is used for a number of purposes, first specify
the particular purpose for which the room where the offense occurred is tised. Then describe the general use of the building, such
as, "retail grocery, on main floor of apartment house," "dentist's
office, on second floor of office building," "physician's office, on
first floor of two-story residence," "airline ticket office in hotel
lobby."

/{('I>(>) liiiii l')('liiiiiii(ir\ f iivr.sli'j^dtion 133

In .icltliiion lo icpoiiin^ ilic kiiul ol jMciniscs wlicic ihc oUcnsc
took place, it may l)c' ol xaliic to describe tlie general character of
the area or (listri(t where the otteiise occurred. Ihis is es]K( ially
true when the neighl^orhood has any outstanding ( harac teristi( s.
Later analysis ol; these data may prove \aluable in coiniecting
the crime with a series of crimes. Examples of this tyjje of inlorma-

tion are: "industrial district," "Chinese business district," "exclusive residential area," or "packing house district."
Let us assinne that you are rejjorting a raj^e which occ mred in
front of an apartment house tenanted by Negroes in a Mexican
district. The "property attacked" shoidd be described like this:
"street in front of Negro apartment house, Mexican district."
Thus, you Avill note that, for reporting purpcjses, a side\\'alk, highAvay, street, \acant lot, or field may be the "property attacked."
How Attacked (17)
What you should record in the "hoAV attacked" space is determined by the type of crime which you are reporting. In offenses
other than burglary, present a general outline of the manner in
which the offense was committed. For example, in robberies you
shoidd show what induced the victim to surrender his property.
Thus, in these types of cases the "how attacked" may be "beating,"
"choking," "drugging," "bound and gagged," "accosted from behind," etc.
In sex crimes this factor may include "enticement by offering
money," "exhibiting lewd photographs," or "offering a ride."
If your case is an ordinary theft, the best w^ay to describe "how
attacked" is to state specifically where the theft took place, as "takino' from basement of residence," "taking from clothes line," taking from mail box," etc.
In reporting binglaries you should include reference to the
j3oiiu of entry and the manner by which entry was made. State
the location of the door, Avindow, or other place of entry and the
Hoor on which entry was made. This might be "prying rear
kite hen door, fiist floor," "breaking glass, side window of. basemeiH," or "sawing hole through ceiling."
If a safe was binglarized, the "how attacked" also mtist include
how the safe was attacked. For example, the safe might be attacked

134 Basic Police Report Writing

by "drilling," "blowing," "pounding," "punching," "burning,"
"peeling," or some other method. Remember to specify the part
of the safe that was attacked.
In fraudulent check cases the how attacked" may be "forged
signature of a prominent person," or "counterfeited company pay
roll check."
The "how attacked" of a bunco artist may be "begins conversation with victim by asking time of day," "introduces #2S to victim as prominent person," or "inserts advertisement in newspaper." In any event, when you are reporting a bunco case it is
most helpful to record a detailed step-by-step account of the tran-

saction as it was told by the victim and to report how^ the first contact was made with the victim, particularly the approach.
Means of Attack (18)
The "means of attack" involves a brief description of any instrument, tools, or other equipment used in the commission of
the crime. For example, in fictitious check cases the means of attack might be a "hand-^vritten, protectographed check, rubber
stamped with a fictitious firm name."
In burglaries, the "means of attack" is a description of the tools
used. If possible, you should describe the tools in detail. A careful
examination of the tool marks and other conditions at the point of
entry will help you to do this. Obviously, describing the instrument used as a "hexagonal shank w-recking bar," "offset auto jack
handle," or a "flat bladed box opener" is more effective than describing it as a "prying instrument." Remember to note any oddities or peculiarities of the tools used, as observed from the marks
left at the scene.
Depending upon the type of case, the "means of attack" may
be a revolver, club, wrecking bar, rope, hook and line, glass cutter,
bolt cutter, or safe combination puller. In fact, in some cases the
means may be something other than a physical object, such as
'bodily force," "climbing," "wearing," "opening," or "carrying
away."
Safe burglaries offer the most complicated situation because
they involve two "means of attack" (as well as two "ho^v attacked"

Reportiuiy PreUminary hwestiii^ation 135

as nicntionccl previously) . L he first "means of atta( k" is the tools
used to gain entry to the premises, and the second is the instruments or tools used to attack the safe.
In armed robbery cases give the best possible description of the
weapon used. If the victim is able to distinguish the caliber, give
the size of the gun as well as the color or finish and whether it was
a revolver or automatic.
In false pretense, trick and device, or bimco cases describe the
instruments used in the scheme which induced the victim to part
with his money or property, as "marked cards," "loaded dice,"
"money making machine," or "fictitious title to property."
Object of Attack (19)
The "object of attack" is the reason the offense was coiumitted
or attempted. WHien property was taken by theft, burglary, fraud,
or robbery, the "object of attack" is the type of property taken.
Be specific in reporting the type of property as, "money and jewelry," "women's clothing," "silverware," "cigarettes," "narcotics,"

etc. Don't attempt to give a description of the property; this information should be reported later in the narrative section of the report.
In crimes against the person, the "object of attack" is usually
the motive of the crime such as "ransom," or "revenge." Yet, in
many homicide cases the motive may be "robbery" or "rape;" in
most sex offenses the object of attack is "sexual gratification."
Trademark or Peculiarity (20)
The "trademark" or peculiarity is one of the more important
modus operandi factors that you should discover. These facts will
assist you in identifying the responsible person and setting him
apart from other offenders who are committing crimes of the same
general type.
"Trademarks" may serve to indicate a specific biuglar ;vho has
his own peculiar habits which he foUoAvs in his particular crime
and which set him apart from other burglars currently operating.
His trademark may be louiid in the criminal act itself or in some
act which has no connection with the actual crime. It luay be some

136 Basic Police Report Writing

outstanding but deliberate action taken by the criminal or something Avhich reflects a personal or subconscious habit.
While committing a burglary, one offender may turn on the
house lights; others may burn matches or use flashlights. Some
lower the ^\'indo^\ shades; others do not. Some take time to eat
while they are on the premises; others may carry food aAvay ^vith
them. In gaining entry some burglars merely tear the screens and
open them enough to get in; others may cut neat holes and carefully remove the screens, leaving them alongside the uindo^^'.
There are "party burglars," "daylight burglars," and "barefoot
burglars." Each of these may exhibit a great variety of technicjues
and peculiarities.
During the commission of a crime some offenders may perform
sadistic or perverted acts \vhich establish their trademarks. These
acts may range from scattering face poAvder through the house to
stealing women's undergarments, defecating on the premises, or
performing acts of mutilation in the commission of assaults, rapes,
or murders. In general, the more unusual the trademark the greater
the assistance in identifying the offender. Diligent in\'estigation
should indicate some trademark in almost any offense. \V^hen you
find it and record it, your report takes on real meaning.
What Did Suspect Say? (21)
In reporting any offense in which the victim or a witness sa^v
the criminal, you should pay particular attention to ^vhat the
criminal said, as w^ell as his physical description. He may mispro-

nounce a word or use a imique expression, mannerism, technique,

or accent ^vhich \vill aid in his identification. Speech habits seldom
change, especially while the criminal is under tension. Such comments as "get'em up," "111 blow your guts out," "reach," "this
is a stick up," may become an unconscious characteristic of the
criminal's method of operation. Take care to report the actual
words used, not the ^'ictim's or the witness' paraphrase of ^\ hat ^^'as
said.
Transportation Used (22)
If an automol)ile ^sas used in the crime, report the model,
make, body style, color, license nimiber, and any peculiarities such

Reporliiiij; Prcliiniuary hivrs(ii!;atii) 137

as accessories or damaged jKuts. Tlie transportation used is very
important, and you should be interested in recording as iniu li information as possible about the metliod of travel used by the ( riminal in arrivin,t> at or leaving the scene, or the method he used to
transport stolen j)roperty.
Suspect (23)
You will note that space is jhox ided on the form h)r names and
descriptions of two suspects; shoidd there be additional offenders
in the case, list them in the "details" section of the form. When the
suspect or suspects have been arrested prior to the submission of
your report or on other occasions, it is helpful to include identification numbers in the space provided. This type of notation makes
it easy to connect the preliminary investigation report to fingerprints or other identification data which have come or later may
come to the department.
If an arrest is made before you submit your report, you should
give a description of the suspect in as much detail as possible; even
partial descriptions are valuable when they are compared Avith
descriptions given in other reports. If possible, complete every
descriptive item on the form. When you have additional identifying information, include it in the "details" of the report. A complete description for purposes of the preliminary investigation report should include:
1. Name, nickname, aliases, if known (If the suspect
is a woman record her given name, maiden name,
and married name)
2. Color of hair (if bald, note the type of baldness) (if
the suspect is a woman, note any artificial hair coloring)
3. Complexion
4. Color of eyes; glasses and ty}je of glasses

5. Height
6. Weight and build
7. Age (known and aj)|)arent)
8. Occupation (vocation and axocation)
9. Race (\\hite, yellow, brown, etc.)

138 Basic Police Report Writing

10. Nativity (pl^ce of birth)
11. Any peculiarities (speech, etc.)
12. Mannerisms ( (that may be noticeable)
13. Marks and scars
14. Amputations
15. Teeth (missing, false, gold, etc.)
16. Dress, habits
17. Education
18. Relatives and friends (names and addresses)
19. Home town, prior addresses
20. Identification number
Details of the Crime (24)
The items previously described give you, in brief, the administrative data and modus operandi information necessary to the report. On the lower part of the report form give in narrative style
the story of the offense and its investigation. Use the back of the
form, from bottom to the top, and additional clean full sheets of
paper, if necessary.
You will note in completing the upper part of the form,
you have furnished all the information usually included in the introductory paragraph of a narrative report, but you will need to
summarize this information in the "details" of the report.
Your first paragraph should present the details of the complaint. Present your authority for conducting the investigation in
the second paragraph. In subsequent paragraphs present the details of the investigation in the same chronological order as the
facts were discovered. Be clear, complete, concise, and accurate.

Observe all of the mechanical rules as they apply to narratixe ^vriting. Also see Chapter XVI for additional rules applicable to "Details" sections of both preliminary and supplementary reports. The
folloAving is an example of proper form and content of the "Details"
section of the report:
DETAILS:
(1) 11:18 P.M., 8-5-59, complainant Dr. ALBERT E. BROWN of
461 Hunter Drive, FI 9-2446. called by telephone reporting that his
office at 527 Hahn Medical Bldg., 609 S. Summer St. had been burglar-

Reporting Preliininnry Investigatiofi 139

i/icl. X'ictim stattil tli;it narcotic prescription forms and niorpliiiie
tahkis had I)C'cn taken.
(2) 1 1 :20 P.M. Officers J. M. JONES and R. R. ADAMS were assigned
by radio to the investigation.
(3) 11:28 P.M.. 8-5-59, reporting officers met "V" at the scene. A side
door of the suite had been jimmied by what appears to be a I1/2"
jimmy bar with a "Y" shaped notch in the blade. V stated that four
tubes of morphine tablets taken from a cabinet in the treatment room
and state narcotic prescription forms were the only articles taken. A
valuable watch, which had been left on a desk in V's office near the
prescription forms, was not taken. The condition of the office indicated
that the suite had been thoroughly searched, but it was left in neat
order.
(4) 11:50 P.M. Technicians R. E. BURT and J. M. HALL were called and obtained three latent fingerprint impressions on the top of
"V's" desk; photographs of the jimmy marks were taken. A cast was
also made of the tool marks.
(5) 12:15 A.M. 8-6-59, Reporting officers contacted the night janitor,
JOSEPH (nmi) JONES, 5723 Central Ave., DR 6-3551. He stated
that he had seen the above described S#l in the building lobby coming downstairs about 8:00 P.M.
(6) Photos of latent fingerprints and tool marks are on file in the
crime laboratory.
Note that each paragraph is given a number. This facilitates
easy cross reference to an entire paragraph later in the report or in
subsequent reports. Each chronological step begins with the time
and date.

Description of Property (25)

Follow the "details" of the report with a complete description
of all lost or stolen property. A minimum description of an article

listed in the preliminary investigation report should cover: (1)

the quantity of article, (2) kind of article, (3) physical description
(model, style, design, shape, size) , (4) material (gold, silver, wool,
etc.) , (5) color, (6) condition (include age) , and (7) value. (See
Appendix C for detailed explanation) .
Jn addition to the above descriptive items, many articles can

140 Basic Police Report Writing

be lurther and more accurately described as having trade names,
identifying numbers or marks, and initials.
If you describe a number of articles, precede the description of
each kind of property with an item number. When you do this,
later reference to the property can be made by item number instead of having to pick it out from a lengthy list. The following
is an example of a correct property entry:
PROPERTY STOLEN:
1. State narcotic prescription forms #11723 to 111728 . .n.v.
2. (4) tubes Squibb's taljlets, morphine sulphate, 14 gr.,
containing 20 tablets each $6.50
Signature (26)
Place your signature at the very end of your report. If you are
working with a partner, get him to sign the report.
Date and Time of Report (27)
As a final entry, give the date and time you completed the report.

Rcporliug Freli/iiiuayy hwestigation

141

BLANKVILLE POLICE DEPARTMENT

PRELIMINARY INVESTIGATION REPORT

ftirglftry
TYPE If CRl'/l

7296 y*

REPORT SERIAL MLKBER

'!"'.-Mi. Alh*"-^- K- Ri-own. M.D.

".aliri: " ^61 Hunter DrlTe

A09 ?. 5i.m.n>ir St.

FI 9-3546

cwiiTco Aug. ft, 1959, Titeaday

loMMiTteo Pfit.wnBn S P M. and 11 P.M.

RcrOKTCo IT

Jficilfl-

Sama

D.r. o r, .c>o., Aug S. 1959. n;1S P.M.

RE,Teo TO Pfl s k-Sgt . T . T ,. . Inna a

iNVCSr IGAT INC

B>iford Whlta

PeasoN uuA

ATTAOC O. "J**.
'" (RACE.SP<

v<rt.-im was not op pranlHaa; wa at hla hom9 Malfl descent MMdca n

''"""""'Office, 5 rm. s uite, doctor's. In

HAIH C3L0R-

JSUu.

JPrk.

ft-jiti^ry phyq^r^ana' office bldg.

JTT.C.C3 Prying aide door of suite on
5th flwr

rjAn>i.'3CAn ; 2" 3c . rt. cheekbonc

^fpre long aidebuma _-

Unknown

"V" ahaped notch on e nd

useuT

Ouss^.si o .. . "T<- 8hirtr '^'^^^ <^" grd rants;

no coat, no iiat.,,
"^ (ves Off NO T

Narcotica (morphin e su lpha te )..

WUT WAS TAkEH OR <*V ciMlTTTfSr"

OSJCCT OF tTAC-rafgY'

T,.ot -.. OR >ccui.i....Ty Joolt foraa fron

different positions in book; did not
t.akfl a imtch

MarkS/SCARS-

Dnknown

OuSGUrSt OR ORtSS
ARRtiTtoI 7fs-C(rSCT '

Unknoim

IF AN AUTO.au. AVAILABLE DESCRIPTIVE INFORMATION tifl.fS'SJ 5'"<1;* 8''H''i!'i!f "f ^'''"S'J^ J' *

DETAILS ;
(1) lli23 P.M., 8-5-59, complainant. Dr. ALBERT E. BROflJ of 46I Hunter Drive,
FI 9-2546, called by telephone reporting that his office at 527 Hahn Medical Bldg. ,
609 SvtnnEr St., had been burglarized. Victim stated that narcotic prescription
forms and morphine tablets had been taken.
(2) 11:20 P.M., Officer BUPCHD WHITE assigned by radio to the investigation.

LIST CASE ri8EIS OF ANY OTXEH OFFEtCES CLEARED OR COWCTED WITH THIS
REPOfiT.USE AoniTIONAL SHEET IF NECESSARY.

142 Basic Police Report Writijig

Case #729654
(3) 11:23 P.M., reporting officer met "V" at the scene. A side door of the
suite had been jiaunied by what appears to be a 1^" jiinny bar with a "V" shaped
notch in the blade. "V" stated that four tubes of morphine tablets taken from a
cabinet in the treatment room and state narcotic prescription forms were the onlyarticles Ukan. A valuable watch, which had been left on a desk in "V's" office
near the prescription forms, was not taken. The condition of the office indicated that the suite had been thoroughly searched, but it was left in neat order.
(k) 11:50 P.M., Technicians R. E. BIET and <J. '; HALL were called and obtained
three latent fingerprint impressions on the top of "V's" desk; photographs of the
Jinrny marks were taken. A cast was also made of the tool marks.
(5) 12:15 P.K., 8-6-59, reporting officer contacted the night janitor, JOSEPH
(nmi) JONES, 5723 Central Ave., DR 6-3551- He stated that he had seen the abovedescribed S #1 in the building lobby coming downstairs about 8 P.M.
(6) Photos of latent fingerprints and tool marks are on file in the crime
laboratory.
PROPERTY STOLEN :
1. State narcotic prescription forms # 11723 to 11723. n.v.
2. iU) tubes Squibb's tablets, morphine sulphate, i gr., containing 20
tablets each $6.50.

Officer Buford White

8-6-59, 2 A.M.

Chapter XIV
SPECIAL PRELIMINARY INVESTIGATION
REPORTS

N REPORTING THE PRELIMINARY investigation in certain kinds of

cases, the nature of the desired information is such that the general
preliminary in\estigation report is not appropriate or will not
suffice. This is true when there is need to report wanted persons;
missing persons; lost, found, or stolen bicycles; stolen automobiles;

traffic accidents; and a number of other miscellaneous incidents

or complaints. Most police agencies provide special preliminary
investigation report forms to facilitate reporting in these kinds of
cases. This chapter deals with several special preliminary investigation report forms and the problems involved in completing
them.
PERSONS WANTED AND MISSING REPORT
During the course of police business the need for recording information on wanted and missing persons frequently arises. When
this happens, the general preliminary investigation report proves
not only inadequate in providing the necessary special information
but ineffective as a means of communicating to officers in the field.
Most police agencies use separate "wanted persons" and "missing
persons" forms; but, since the information can be presented effectively and economically in a single form, a combined form is
presented in this discussion (See Form 7) .
Who Prepares the Persons Wanted and Missing Report?
The responsibility for preparation of the form varies, depending upon the type of information that is recorded and the stage of
the investigation at which the need arises. Oftentimes the complaint clerk will complete the form; at other times the report is a
responsibility of an investigating officer.
If your department follo\\ s the policy of completing case sheets
143

144

Basic Police Report Writing

on persons wanted outside of your jurisdiction and maintains

cross-index information on these "wants," the report is a responsibility of the complaint clerk. Likewise, he is responsibile
for the "missing persons report" Aviien the information is received
through a complainant other than a member of the department.
Tnis forni not to be used tor mailing
PERSON WANTED--MISSING

WANTED BY 0:1.
CRIME U)..

C5)x&r

NAME
ADDRESS.
ALIASES..

HAIR
EYES
HEIGHT...
WEIGHT..
AGE
NATION..
BUILD
COMP
DRESS

(9)

REPORT NO i?)
..Warrant Q Suspicion D Information Only
F- P- C f 7)
Prev. Bee ^^

BEARD:
OCCPN.:
MARK (9) continued

MANNERISMS: Gesllcul.les wh h.nd. v,hen l.lkin,: I.Ik, ou(

side 01 moulh: wears hat on side oj head; elc.)

ACCOMPLICES-FRIENDS

PEH30N & PROPERTY ATTACKED:

HOW ATTACKED:
MEANS OF ATTACK:
Gun used (describe)
Auto used (describe)
Other means (describe)

(10)

TIME OF ATTACK: Hour..

OBJECT OF ATTACK:

Day..

TRADEMARK:

GENERAL REMARKS: (Ces-lbe hangouls, recreational habils, e. q. ficquems puWlc fyiy

dance halls, races, prizeliqhts, wieslling bouts, etc.l ^ '

(12)

(13)

Any person havinc information which mav assist in locatin

this person is requested to notify imcdiatcly the

Copies By

Date TIME
Radio No >
Oil]: to repoit. Dup. and trip, to squad im: iilet: quad lo deleclivea.

Form 7. Person Wanted Missing Report (SiV'xll").

special Pyclini i ikdx / nrcstiij^dliijii licf)())ts 145

Oil the other hand, the need lor the report olteii dexelops diirin.o
the course of an investigation: in sue h eases the reporting responsibility rests with the investigating ofiicer.
When Should the Report Be Prepared?
Unless the situation is an emergency, complete the "Persons
Wanted and Missing Report" as soon as you receive the information. It immediate action is necessary, relay the data to the dispatcher and complete your report later.
How Many Copies?
Make the report in triplicate. The original should be attached
to your general preliminary investigation report, if you are the investigating officer; if you are the complaint clerk, forward it to the
records division. The duplicate must be filed on arch files or clip
boards in the squad room, and the triplicate is sent to the detective
division to be used by detectives in further investigation of the
case.
How Many "Persons Wanted and Missing Reports" Are Made?
Make one "Persons Wanted and Missing Report" for each person wanted or missing. If two or more persons are missing or
wanted in the case, do not attempt to report them on the same
form. The report is designed to identify the person and (in cases
involving wanted persons) the method of operation of the criminal and the crime for which he is Avanted. When information on
two or more persons is included in the same report, it becomes
confused and wortidess.
Specific Content of the Report
Since the report is utilized for Ijoth wanted and missing persons, "X" oiu the inappropriate word in the heading.
Wanted By (1). Insert the name of your department or the division investigating the case.
Report Number (2). The "Report Number" is the case or
serial number. Obtain this number from the general preliminary

investigation report or from the complaint clerk.

146 Basic Police Report Writing

Crime (3). The '"Crime" applies only to wanted persons. Record the crime as reported on the case sheet or the general preliminary in\estigation report, and /or check the additional and approjiriate space on the same line.
Name (4). Give the lull name of the person wanted or missing.
It you don't know the name, write "Unknown."
Address (5). Include the complete address of the ^vanted or
missing person, if possible.
Aliases (6). Insert all other names that the person uses or by
which he is known.
F. P. C. (7). "F.P.C." means the fingerprint classification. Obtain this information from the records division and place it in the
appropriate space.
Previous Record (8). At the same time, obtain and enter a
summary of tiie subject's previous criminal record.
Personal Description (9). The personal description, one of
the more important parts of the report, include descriptive information regarding the subject's hair, eyes, height, weight, age,
nationality, build, complexion, dress, occupation, marks, mannerisms, accomplices, and friends. See the "Personal Description
Sheet," Form 44 of this manual, for detailed information.
Modus Operandi Information (10). Since the method of operation of the criminal is significant in cases involving ^vanted persons, include the person attacked, property attacked, means of
attack, time of attack, transportation used, object of attack, and
trademark, as obtained from the general preliminary investigation
report or the records division. A detailed explanation of these
modus operandi factors is contained in the discussion of the general
preliminary investigation report. Chapter XIII of this manual.
General Remarks (11). The "General Remarks" section is
provided in order that you may include other information essential to the report \vhich is not called for elsewhere. In this section
describe hangouts and recreational habits of the subject and state
whether or not a \varrant has been issued for the arrest of a wanted
person.
Photograph (12). If available, a "mug shot" of the wanted or
missing person \vill be attached to the report in the records division.

special Prrliiniiuny I iii'cstiii^dlio}! Reports 147

Closing Data (13). Ihc Closint; Data" scctuMi pioxiclcs spate
for you to record the number ol copies of the report, your signature, the (late and time the report was made, and the racHo (Hspatc h niind)er.
BICYCLE REPORT
Like the "Persons Wanted and Missino Report," the "Bicycle
Rej:)ort," Form 8, is a special type ot preliminary investioation report. Here, a single form provides for adequate reporting of stolen,
lost, or found bicycles. Persons who report stolen, lost, or found
bicycles usually call by telephcme or appear in person at headquarters. Thus, the complaint clerk prepares the comjjlaint sheet
and assigns an oHicer to conduct tlie investigation. If you are the
assigned officer, it is your responsibility to record the investigation
on the "Bicycle Report." Make the report in triplicate; forward
the original to the records division, the duplicate to the squad
room, and the triplicate to the appropriate iniit in the detective
division. Prepare one "Bicycle Report" for each bicycle stolen, lost,
or found. Check the appropriate box on the form as "Stolen,"
"Lost," or "Found" and enter the case number in the "Report
Xuinber" space.
Victim (1). List the full name of the victim. Remember that
the victim may be someone other than the person who reported
the bicycle. The owner of the bicycle is the \ ictim. Gi\e his complete address and telephone number, if possible.
Date Committed (2). Record the exact day of the month that
the incident occurred.
Time Committed (3). State the hour that the incident (hciured, as nearly as possible.
Day of Week (4). Gi\e the day of the ^veek that the incident
occurred as Mon., Tues., Wed.. Thin\, Fri., Sat., or Sun.
Where Committed (5). When the complainant alleges that
the incident cjccurred in a city or incorporated town, write the
word "City" on the "W^here Committed" space.
Name of Premises and Address (6). When the complainant alleges that the inc ident occurred at a place of business, record the
name of the business. If the incident is alleged to have occurred
in a city c^r incorporated town, give the exact street and building

IS

Basic Folic e Report Writing

BLANKVILLE POLICE DEPARTMENT

BICYCLE REPORT
STOLEN n LOST FOUND REPORT NO.

\'ictim

.(1)

.(5),

Res. Address
Phone

W'liere committed and/or

Name of premises and address (6) .

Date Committed .

Time Connnitted

Day of Week (4)

.(2).
(3).
PL

Reported by
Address

Bt Date and time reported

(")
.(8).
(9).

License No.
Make

Description of Bicycle (10)

(Yr) B.P.D. No Factory No.

Standard weight frame? .

Color of frame
Locked? Any identifying marks or pecidiarities?

TYPE: Girls Boys Dbl. Bar _ Single Bar

Light weight frame? . . ^Vheel Size?
Color of trim . . . Color of fenders

OFFICER'S REPORT (11)

Record Bureau
Bicycle Bureau
Slate Bureau
Stiuadroom File

Signed

Date and Time

(12).

No.

Form 8. Bicycle Report (8i ;,"xH") .

Sj)C( ml I'rcl/ni iiHiyy I nT'Csliij^nlioii Hcpoils 1 1!)

luiinbcrs. II ilic iiu idem is alleged lo lia\c otcinicd in a iiiial area,
cstahlisli its location by nsin<> laniiliar landmarks.
Reported By (7). State tlie lull name ol the j)ers<)n who originally reported the matter to your dejjartment. The name ol this
person is more imjjortant than the name ol the ollicer or eomplaint
clerk who relayed the comjjlaint to you.
Address (8). Give the complete address of the person who reported the inc idem lo your department.
Date {Did Time Reported (9). State the hour, day, month, and
year that the iiu ident was reported to your department.
Descriptioti of Bicycle (10). Like the personal description in
the "Persons Wanted and Missing Report," the description ot the
bicycle is one of the more important parts of the report. Be extremely carefid in reporting the information; these are the only
data by which the property later will be identified. Include the
license ninriber and year of the license, departmental registration
number, and factory number. Give the make, type of bicycle,
wheel size, and color of the frame, trim, and fenders. Indicate the
weight of the frame as "standard" or "light ^veight," and state
^vhether the bicycle was locked or unlocked. Ample space also is
provided for indicating identifying marks and pecidiarities such
as accessories, damaged parts, dents, and scratches.
Officer's Report (11). The "Officer's Report" section prox ides
space for recording the details of the in\'estigation. Follow the same
general pattern in completing this section as you would in \\riting
the "Details" section of a general preliminary investigation report. Let your first paragraph contain the details of the comjjlaint,
the second paragraph state your authority for conducting the investigation. Present each sid^secjuent investigative step in a separate paragrajih and in chronological order.
Closing Data (12). To complete the closing data, sign the report, enter your badge number, record the date and time that you
completed the report, and check the apjjropriate distribution of
tlie various copies.

AUTO THEFT REPORT

As stated earlier, the theft cjf an automobile requires the reporting of specialized information. Almost luiiversally, police de-

150 Basic Police Report Writing

pai tinents h;i\e established a special type of preliminary report for
this jjurpose. So, if you are assigned to investigate an auto theft,
yon should complete the required form rather than the general
preliminary investigation report form. Use the "Auto Theft Report," Form 9, to report the theft of automobiles, trucks, motorcycles, and motor scooters. Even joy-ride thefts are classified as auto
thefts. Always remember to make the report in duplicate, or three
or more copies if your department plans court action in the case.
Content of the Face of the Form
The face of the Auto Theft Report contains headings as follows: (1) complainant, (2) address and phone numbers (of the
complainant) , (3) case ntnnber, (4) reported by, (5) report heceived by, (6) stolen from, (7) make, (8) motor nimiber, (9) departments notified, (10) value, (11) remarks, (12) approved by,
(13) recovered by, (14) where recovered, (15) owner notified by,
(16) other departments notified, (17) condition of car, (18)
status of the case unfounded, cleared by arrest, exceptionally
cleared, or inactive, and (19) your signature and the signature of
your commanding officer.
Complainant (1). Like the complainant on the General Preliminary Investigation Report, the complainant on the Auto Theft
Report will, at tiines, be different from the complainant on the
Case Sheet. (See the explanation given under General Preliminary
Investigation Report.)
Address and Phone Numbers (2). Give the address of the complainant, including number, street, city, state, and phone number.
Case Number (3). Insert the case nimiber as it appears on the
case sheet.
Reported By (4). Give the name of the complainant as it appears on the case sheet, along ^vith the complete address of the
complainant.
Report Received By (5). State the name of the officer ^vho recei\cd tiie original report; include the time and date received and
ho\v the theft ^vas reported "phone," "letter," "in person," or "on
view."

S{)('(iiil l')cliini)i(ny I nvcsllii^ntio)! Reports

151

AUTO 1 HKFI REl'OR 1

lU.ANkMI.LE POLICE DEPAR IMl NT

C^omijlainaiil Local Address .

OtllCT Atlilicss
RcnoiU'd Ii\ _

(1).

(4),
Rcpoi I Received By (5) At _
Stolen Fi oiii . (6)
Make (7) Style

Motor No (8) Color

Depts. Notified (9).

Remarks:

(11)

.Case No.
-Phone

Address

(3).

M. Date

19 How Reported

Date and Time

Model

License

Cyls.

_ Date and Time

Value (10),

Approved H\

.(12).

Recovered By

^\'here Recovered

Owner Nolilied liv

OlJRi Dcpts. Nolilied

Condition of Car
Unfounded (18)
Cleared By Arrest
Excei)lionali\ (Mearocl
Inactive (not cleared)

(13).
(14).
.(15).
.(16).
.(17)

Signed

Date and I ime

Date and I ime
Dale and lime
Dale and I ime

(19),

Date

Investigating Officer
Signed Date

Conunanding Officer

(OVER)

lorm 9 pp 178
1-oKM 9. .Auto Tlult Report (8ii,"xll") (Front)

152

Basic PoIkc Report \\'>ili)io

DESCRIPTION OF SUSPECTS OR PERSONS WANTED (1)

No. 1
No. 2
Name
1
Alias
1
Address

Color. Sex, Age

Height, Weight

Color, Sex, Age

Beard

Nativity

Occupation

Dress and Other Marks

Why Suspected or Wanted |

Remarks: (2)

Persons Arrested
Persons .Arrested _
Remarks: (4)
Form !' pp 179

(3),

.Arrest No. .
.Arrest No.

FoR>r 9. .Auto Theft Report (Reverse)

special Preliinl)i(iy\ hii'C.sti^a^ation Reports 153

Stolen From (6). C.i\f the location lioiii wliitli the \clii( Ic was
stolen iiu lii(lin,!4 mnnhci, street, city, and state. Record tlie date
and time the vehicle was stolen.
Make (7). Record the make, year and body style: and license

information iiu liidin;; the year, state, and license ninnber. For example, 1958, Buick, 4 door; 1959, California, BPY-441."
Motor Number (8). C;i\e the engine nnmher, serial nnmber,
or both; color of the automobile; and the lumd^er of cylinders.
Departments Notified (9). Name other i)olice departments that
were notified of the theft, givin" the date and time of the notification.
Value (10). (i\e your estimated \alue of the stolen vehicle as
determined by the owner or your own knowledge.
Remarks (11). Present a brief summary of the details of the
theft as reported by the complainant. Include other descrijjtive
data that may help to identify the vehicle.
Approved By (12). This line is for the signature of your commanding officer.
Recovered By (13). Give the name of the officer who recovered
the \ehicle if it was recovered within your jurisdiction. If the
\ehicle ^\as recovered outside the jurisdiction, give tlie name of the
dejjartment that recovered it. Include the date and time recovered.
Where Recovered (14). If the vehicle was recovered in the
city, gi\e the exact address. If it was recovered outside the city,
give the name of the city and state.
Owner Notified By (15). Give the name of the officer ^vho notified the owner of the reco\ery. Include the date and time the owner
was notified.
Other Departments Notified (16). Inscii the names of other
law enforcement agencies that were notified of the recovery. (This
should be the same as section 9.)
Condition of the Car (17). State the condition of the car at
the time it was recovered damaged." "'undamaged," "stripped,"
etc.
Status of the Case (Mark with "X") (18). Mark the case as
"rnfoiinded," "Cleared by Arrest," ""ExceiMionally Cleared." or

154 Basic Police Report Writing

"Inactive (not cleared.") Classify the case as "Unfounded" when
your investigation reveals that there is no truth in the allegations
of the complainant. Mark the case "Cleared by Arrest" when one
or more persons have been arrested and charged with committing
the offense. Classify the case as "Exceptionally Cleared" when the
vehicle has been recovered without apprehension of the suspect, or
in "joy-ride" thefts when no prosecution results even though the
person who took the vehicle is apprehended. The case becomes

"Inactive" Avhen the statute of limitations takes effect.

Your Signature and Signature of Commanding Officer (19).
After a recovery, you and your commanding officer should sign
the report, indicating the recovery. Be sure that all copies are
signed.
Content of the Reverse Side of the Form
The reverse side of the Auto Theft Report contains space for:
(1) description of suspects or persons w'anted, (2) remarks concerning suspects or persons wanted, (3) persons arrested (and
arrest niunbers) , and (4) remarks concerning persons arrested.
Description of Suspects or Persons Wanted (1). The following data are essential for a complete description of suspects or persons ^vanted:
A. Name:Gi\e Uie full name, if possible.
B. Alias: Give any other names or nicknames that the suspect may
be known by.
C. Address: Give the number, street, city, and state of the suspect.
D. Color, Sex, Age: Example: White male, 25 yrs. of age.
E. Height, Weight: Example: 57", 190 lbs.
F. Color Eyes, Hair, Complexion: Example: Blue eyes, dark brown,
wavy hair; rtiddy complexion.
G. Beard: Give color, state whether heavy, light, clean shaven,
mustache, etc.
H. Xatiinty: Give the date and place of birth and nationality of the
suspect. Example: 1-2-03; Chicago, Illinois; Italian.
I. Occupation: State the type of employment the suspect usually
performs. Examples: Cook, waiter, auto mechanic, carpenter,
J. Dress and Other Marks: Describe what the suspect was wearing,
also any visible jewelry, scars, tattoos, etc. Example: Felt hat,
grey; brown suede jacket; white shirt; brown trousers: brown
shoes: yellow gold ring left hand ring finger; white gold wrist

special Frelitninary Investigation Reports 155

uiitih with expansion band on kit arm: tattoos of anchorright outer forearm; etc.
k. Why Suspected or Warited: Give the reas(jn tliat the person is
a suspect or wanted. Examples: Identified by victim, or observed hanging around the scene on several occasions prior to
the crimes being committed.

Remarks Concerning Suspects or Persons Wanted (2). Gi\c any

intormation or descriptions of suspects or persons wanted that you
have not listed above.
Examples: Subject may be accompanied by white female-no description available; or, subject known to frequent bars in vicinity
of .Main Street and 5th Avenue.
Persons Arrested (3). State the name, sex, race, and arrest
nunil)er of each person arrested in connection with the auto theft.
Remarks Concerning Persons Arrested (4). Give additional
information about the persons arrested (associates, circumstances
surrounding the arrest, etc.) that may be of value in presenting
your case in court or may be of assistance in the future apprehension of the suspect should he become involved in other crimes.
Example: Subject offered armed resistance, had to be taken by
force, was in company of other known criminal.
VEHICLE ACCIDENT REPORT
A fourth, and possibly the most important preliminary investigation report, is the "Vehicle Accident Report," Form 10. Like
cases of ^vanted and missing persons and auto and bicycle thefts,
the specialized nature of the information needed for adecjuate reporting of an accident case requires a special form.
Information that you have obtained as a result of an accident
in\estigation must be placed on the established report form. This
information, in turn, is delivered to the records division and processed. In the records division tiie accident forms are checked,
classified, indexed, and copied. In addition, certain inh)rmation is
taken from original reports and placed on maps, file cards, tallies,
and other forms, as they flow through the records division to their
place in designated files. Thus, your original reports, together with
ofhce forms and other related materials, accunudate in the records

156

Basic Police Report Writing

office and become the Avorkin^ and guidino basis for your department's traffic control program.
Tlie "\'ehicle Accident Report," Form 10, conforms in most
details \\ ith a standard form originally developed by the National
Safety C-oiuiciTs Committee on Traffic Records and adopted by the

(1)

Veh. 1 - .Charge..

Vch. 2 Charge. -

County..

STATE OF CALIFORNIA
CALIFORNIA HIGHWAY PATROL
Vehicle Accident Report "k
_ Z- ,- Township.

Div

S... Ni

< I Occurred on _
{U) <Q At Intersection With .

(3)

"fff

fc)

Motor Vehicle i
Involved with I

(7) Z

Driven by.
Company/ Employer/Military Unit
Afe -_ Se _Driv. Eip .
Make Yr Type ''[
Going On
Uses Road or Street Frequently
Reg. Owner

Estimated Speed

Rarely
Etinuted Spd it Ditnce
. MomcDt ot Aeeident . TraTeled

Parts of Vehicle Damaged

Never Before. . - Dale Dn

Nabofutity/Race. .

Amount $
Last Lscd Road

Max. Safe Speed .Usdr

Company/Employer/Military UnitMJte Yr. Type

Going ^ ^ On
Uses Road or Street Frequently

Reg. Owner. _

...CluurB Oper'a

Parts of Vehicle Damaged- .Amount $...

ZT Before. Date Driver Last Used Road. ...-

Estimated Speed Eatimatcd Spee^ kt

at That Time Moment of Acctdcnt

reled After Impact

Mu. Safe Speed Under

Condilioa* PrevailiDC

CB) I>amai::e to Property Oilier Than Vehicle;

Pe;^or.l Age. Scx. Taken to

1"'^^^ y Nature of Injuriea: None Minor Major Fatal Injured Wa: ... Ped. Dri
- -- a """
5 Name...... Address

._PaM Other Occupant ia Veh. No In ~.

(10) I

-Addn
Addri

Where Was Witness.

Where Was W'itnes's'

Description of Accident and Circunutancee Which Led to It

(25)

(26)

Reported In Compllj
Kame of Officer.

nth 484 V. C Driver I..

Badge

FoR>r 10. Vehicle .Xccident Report (8i/2"xll") (Front)

S[)<-(i(il I'yclniuiKny Imn'sti'^nlioii licpovts

157

National ( lonlfifiu c on riiilonn Accident Statislics. It is app.ncnt that this (oniplctc ace idcnt ic|)()rt lorm occupies a \ilal ];c)sition in a tiallit control program. It jjroN ides the basis lor plainiing
.ind luniishes inlorniation recpiired lor administration as well as
that recpiired by law. It follows that many ol the benefits ol an excellent aeeident in\i'sti'>ati()n will be lost unless the inloi mat ion

(u)
PEDESTRlANi Was Going...

.from...
Kaiiorulity

i Street or Road Fromently Rarely Before or Race....' Occupation. - Clothing

Were Crosswalks Marked? Yts JVo Was Pedestrian Inside Markings or Extensions of Sidewalk Lines?
16. HrtcblngsnnMcra

L Cratiint it IntirKriioti ilh ilgnal

2. SaiBt afinit ilgnal
9. Sa AS iigul
4. Sim 4aseiull]r
5. Cnulng not it >nt*rutllan

Jn.

r nhlcli

WHAT DRIVERS WERE DOING

rtralghl thud

(12)

I I i 7. Slirtlni froB pirkad plll

{ S. Slosptd In trifle Uni

, . f'-fdV"-'

. I. Or*r1ikin|
2. Aralding**
obltcl ar PI
3 Sk.dding

VIC
LA
TI
DNS INDICATED ,c.a o~ .../-"' ^
L Cxntding ttiltd ipd Hnll
1 E>.ndlno u>< iixl-tut aM itilX l:i
J VioWnl wJulriin fliM ol n,
5. Following too cloitlr
6. Drovt through uftly lOfll
7. Paiaing ituHing Unit cat
8. Piuinfl on hill
9 Ponini on ti
I
_
_
[In]
10. Cutting (n
15. Sun* cut c
r ntling
n DiulRB

'

. o.vnfM <io> ">' " 'if-l

-

21. DivigiX.O ..rning iign i. i.gnal

22. D.v.gi'Kt oikir l.oHli txil'ol Inlci

Z3. tmoropFr lUrling from pvktd poilllon

21. lmor.B.. oo'liog loiKion

25. Failtd to turti on llghU

26. nth./ fiol.lion (ngliln in r.n.rU)

L_
L
L
27. ool.tio.
CO

ND
IT
ON OF DRIVER AND PEDESTRIAN
IT
5^

Ex
pla
n Condition -- -

. Hid bMn drinking no* k

. Sobriety unbimm

Alcohol Tests type,

results and by whom givetL...

TRAFFIC CONTROL

nw

M7S.gn.loho,.d

nr

VEHICLE CONDITION (Ci.fi

iftcttn braka

3, Htidlighti IntufRcitnt c
5. Rur light Intulllclefil a

*"" (17)
6. Olhv ligKli or rcftcc

Explain:

VISION OBSCURED ci>a vm

3. EJBbankHMt

RIND OF LOCALITY tChf.i .,. .w,

I I 2. Shoppii

u-

ROAD CHARACTER
' I ' I * 1 1- Stnight

,g ' ( 19 ) " I I 3. Rn.dinliil [J 4. School a

L''

u ' \z

(20)

ROAD SURFACE

-trrrr

Ui.

ROAD CONDITIONS ,.ri.r- /.I' '! {72)

C...-, U 1 Dr, iJj. W U,, si..r, U4. Sno U_il.,

ROAD WIDTH AND LANES

1. Wiiltli ot piren)nt or road lurfao
for vrhicular IraDic. ticl. ibouldr
2. Additional iiidth of >houMet<

(23)

.1. T..l:il liuinlicr of IraffiClaiiCS \\>rt hnl^s mirlifd ? 1 .J Yt! U i^o

4. WcrtnpposlnclrafScljncs srparatfd' LI YfJ '.J N"" By wli.it?

TYPE Ol- COLLISION (ili)

U L Htlil 00 U 2. Sidi mio. h

LI J. ,o.d,ld, 0. right ihgl. U 4. Ru, d Us. Sid.m,

Form 10. Vcliidr Report (Re\crse)

158 Basic Police Report Writi?ig

TRAFFIC ACCIDENT REPORT

Cm taffiptiM af wci4ta( Kcnc, factual taU, lUUncoti, and riiccr'i

(27)

Form 11. Interview and Investigation Summary (Attachment to Vehicle Accident Report) .
yoii gather is completely and correctly transterred to the A'ehicle
Accident Report." Each report form and all reqtiired copies must
be legible, accurate, complete, and free from contradictory statements.

special PrcUinindry I iivc.sliij^/it/on J{(-[)()tts

159

Lc^islaliuii and clcpaiinicnial polic y slioiild iiuluaic lo you the

type ot accidents to be reported on this lorni. Ordinarily, the lorni
is used on motor vehicle traffic accidents. l)ei)artmental policy also
should inditate the manner by which the accident data are noted
at the scene and the subsecpient jirocedure as to the time, place,
and manner ol transc ribing these data to the accident report form.
For the purpose ol discussing the report form itself, it will be
assimied that you have made a thorough investigation of the accident, recorded the essential information in your notes, and that
you now are ready to transfer the data to your report form.
\Vhile it may appear that a large quantity of information is
sought by the form, much of it can be provided by merely checking

certain items appearing on the form. For the most part, the type of
information desired is self explanatory. The following discussion
is for the purpose of clarifying tlie various sections for you, creating uniformity in recording available data, and emphasizing those
sections which are of primary importance to the traffic control
program.
Numbers of the following sections will correspond to the typewritten numbers on the illustrated form.
Arrest or Citation Number (1)
If you have made any arrests or issued citations, space in the
upper left-hand corner is provided for recording the arrest or citation nuinber, which vehicle was driven by the cited or arrested
driver, and the charge or charges brought.
Reporting Department (2)
The illustrated form assumes that state law or departmental
policy requires reporting to an over-all state agency. If such is the
case, give the name of your city, comity, toAvnship, and division.
Case Number (3)
Space is provided in the upper right-hand corner for recording
the case number luider "Local No." The "State No." will be recorded by the state agency to \vhi(h a copy of your report is submitted.

160 B<isi( Police Rcjx))! \\'iili)iij.

Location and Date (4)
Urban or City Accidents. The location is either "at an intersection" or "not at an intersection." Check the appropriate space
to indicate \vhic h is the case.
It tlie accident is "at an intersection," you should check the
first space, place the name of the street coming first alj)hal)etically
on the line after the avoids, "accident occurred on," and then the
name of the other intersecting street on the line following the
\vords, "at intersection Avith." Thus, "accident occurred on Maple
Street at intersection with \\\)rd Avenue." If more than two streets
intersect at the place, use the name of the twc:) coming first alphabetically. Thus, if the accident occurred at the intersection of
Froam Street, Selma Avenue, and Talbot Lane, your entry would
read, "accident occurred on Froam Street at the intersection ^vith
Selma Avenue."
In cases where the accident occurs between intersections, you
should check the space "not at intersection" and indicate the exact
location by distance from an intersection or by the street or house
niunber. A typical example is: "accident occurred on North Elm

Avenue, 200 feet south of Cameron Road."

Rural Accidents. Generally, the above instructions Avill apply
in rinal accidents. In certain rural areas, ho^vever, it is difficult to
give an actual location because of absence of fixed location points
or because distances are much greater from fixed location points.
In a rural accident occurring at a rc:)ad intersection, your entry
might be "accident occurred in Sutter Comity, Rusk Township,
4.6 miles east of Roarkville city limits, on U.S. \o. 40 at intersection Avith Farm Road No. 36."
In locating the r-aral accident not at a road intersection, your
entry could be "accident occurred in Sutter County, Rusk Toavushijj, 5.4 miles south of Roark\ille on Farm Road 40. 175 feet
north of Deer Lodge."
It is extremely important that you define the exact location of
the ace idem in ternrs understandable by records division j)ersonnel. In the examples given, it would be possible for officer personnel to locate the accident exactly cm spot maps and to fde the re-

Sf)('(i(tl l'rrliiiniun\ I tn'cstiii^dhoii Reports Ifil

jK)i"t (oncclly ill liic location liU'. In addition, it is possible for
engineers or cnloiteincnt |)crsonncl to Inul and studv ilic exact
location ol the accidiiit. In some rinal areas accidents may be located by relerence to mdc posts, bridge nnmbers, telej:)hone ])ost
numbers, liiglnvay section numbers, etc.
Time ot Accident (5)
Indicate as closely as possible the exact lime of the ace ident. In
the tiallic (ontrol jMogram nuu h stress is placed upon this element.
It is important to indicate the month of the year by spelling instead of lunnbers tcr eliminate mistakes. It also is impc^rtant that
all itenrs be noted day of the week, month, day of month, year,
and hoiu' ol the day as all are used in the control jjrogram.
Motor Vehicle Involved With (6)
In this section you sliould indicate what Avas struck bv the
motor vehicle. Was it another motor \ehicle? Or was it a lixed
object? It is highly important in the control plan to know just
exactly what was invoh ed in the accident. You siiould be guided
by official departmental definitions and terminology. That is, what
is a motor \ chicle accident? What is meant by non-collision, etc?
Vehicles (7)
Note that pro\isions ha\e been made on the form for reporting
\ital information on iwo vehicles involved. Use an additional report form if three or more vehicles are in\oh'ed. Be sure to gi\ e
the driver's full name. Check the spelling of the name both \er-

bally and with the dri\er's license or other forms of ident ihcat ion.
If your report is handwritten, print all names carefully. These provisions also apply to all other places on the report where names
are called for. It is important that persons be identified completely,
j)articularly for the drixer record and name file. If you Avrite the
name R. Jones, there may be another "R. Jones." On the other
hand, if you write James Robert Jones the possibility of correct
identification on tiie record is much greater. The items calling for
address, beat, phone, nationality, race, age, sex, dri\ing experience,
driver's license nund)er. and type of dri\er's lie eirse nuist be filled

162 Basic Police Report IVritiug

out correctly, as they, too, help identify persons involved and supply important material for use in the control program.
Be careful in recording all information necessary to identify
the vehicle, o\vner, damage, estimated speed, etc. This information
is valuable both in the control program and in determining traffic
law violations.
Do not hesitate to estimate the speed of vehicles both before
and after the danger was sighted. Positive knowledge is not necessary for statistical purposes, but you should make yom- estimates as
carefidly as possible, taking into consideration physical exidence
and statements of drivers and xvitnesses. "Lawful speed" means in
most cases the stated speed limit applicable.
Damage to Property Other Than Vehicles (8)
If damage was incurred to property other than the vehicles involved, name the object, sho\v its oxvnership, and state the nature
and amount of damage.
Injured (9)
List the total number of persons injured or killed. Give the full
name, address, and nature of injuries and other identifying information relating to each person injured. If more than two persons
are injured, use an additional report form.
Witnesses (10)
Record the full name, address, and phone number of each xvitness and state exactly where he xvas at the time the accident occurred.
Pedestrian (11)
Report all items in this section accurately and completely Avhen
a pedestrian is involved in the accident. This material is needed
for specific pedestrian control planning.
What Drivers Were Doing (12)

Here the desired information is Avhat the drixers were doing

before danger xvas sighted before danger arose before their actions or courses were changed by other circumstances. For example.

special PrcUtniJiary Investigation Reports 163

il a clii\c'i was proceeding along a straiglu thorouglifare, not intending to turn saw something in his path and, to axoid hitting
it. tinned into a side street you should place the check mark in
the box scpiare i^eiore "going straight ahead." The turning in this
case was not the intended direction ot travel. The driver originally
had planned to go straight ahead.
What Drivers Were Doing (continued) (13)
These specihc items are similar to (12) in that they apply to
actions prior to the time danger was first sighted. It a car, skidding
on slippery paxement before brakes ^vere applied, collides \\'ith
another object, you should place a check mark in the box square
beside "skidding." Check these items, when applicable, in addition
to items in (12) .
Violations Indicated (14)
Check all violations committed by the driver of each vehicle
involved, even though you have not found sufficient evidence for
prosecution. This information is for statistical purposes, and you
shoidd list the violation if you honestly believe it was committed
and that it caused or was a contributing cause of the accident.
Officers are sometimes hesitant to indicate a violation if they cannot prove it, fearing that they may be called upon in court to explain. In such cases they should merely explain that these are their
opinions only and that they ^vere indicated for statistical purposes.
It is apparent that if you indicate only provable violations much
information needed to formulate selective plans of education,
engineering, and enforcement will be lost.
Under the spaces for "other violations" avoid the use of
general terms such as reckless driving. I Usually the recklessness
consisted of one or more specific acts that already are listed or may
be added. Avoid inserting "inider the influence of alcohol" because this violation is coverd later on the form. Don't use "improper auto registration;" this type of violation does not cause
accidents.
Diffictdties sometimes arise over Nos. 19, 20, 21 in this list of
violations. No. 20, "disregarding stop sign or signal," means the

164 B((slr Police Rrpoyt W'nlniii

act ol disregarding; any sign or signal rcciuiring the dri\er to stop

before proceeding, but docs not apply to a red signal in a 'stoj)

and go light," \vhi( h is covered in Xo. 19. The distinction here is
I)et\ven the sign or a signal which means "stop and proceed with
caution alter stopping" and one which means "stop and wait for
the green light before proceeding." No. 21 refers to any warning
sign, including the flashing amber or "stop and go signal." If the
red and green lights were not operating, and the flashing ambei
^vas being used alone, the signal Avas merely a ^varning device despite its other capabilities.
Condition of Driver and Pedestrian (15)
In this section you should indicate yom- honest belief as to condition of persons involved as drivers or pedestrains even though
you do not have sufficient evidence to prosecute. Thoroughness in
the investigation, including close observation and examination,
will result in a high degree of accuracy on your part. Note tiiat
space is provided for explanation of the condition of the persons
involved, along with the results of alcohol tests.
Traffic Control (16)
The explanation given under "violations indicated" applies
here \\ith equal force. If a stop and go light is flashing amber, the
device is classified as a functioning warning signal. If it is flashing
red, it is a functioning stop signal. If it is alternating from red to
green, it is a functioning stop and go light. If it is not operating
at all, it is non-functioning stop and go light.
Vehicle Condition (17)
Record any defects of the ^ehicle, after careful examination of
brakes, headlights, rear lights, steering mechanism, or other jxarts
whidi are likely to have caused the accident if they were not functioning l)efore the accident.
Vision Obscured (18)
Obscured vision often residts in accidents. A carefid examination of both the vehicle and highway or street is necessary before
you record any inlormatiou in this section of the report.

Sf)C(i(il l')cUinin<n\ I nvc.slio^dtion Rt'liovls Ki")

Kind of Locality (19)
I lu' kind ol localiiv is iiulicalcd on the form as "nianufaciaiin,!4 or iiuUistrial." sli()])j)iiii; or l)iisincss," "residential district." "sdiool or |)lavL!,round." "open area." or "any other type."
Sinte it is olteii dilhcidt to determine the kind of locality, make
your decision on the i)asis of the predominatino characteristic of
the locality \\ithin a :H)0 feet radius of the ac c ident.
Road Character (20)

Like the condition of the xehicles and the dri\ers, the "road
condition" is very important in determining the case ol many
accidents. Check the road as either "straight," "sharp curve,"
'otheriinxe." and either "level." "u]) grade." 'hillcrest." or '"down
grade."
Road Surface (21)
Road Surface" means the material or materials with whic h the
R)ad surface is constructed. Chec k as "concrete," "as})halt." asphalt
concrete," ""oiled gra\el." ""iinpa\ed," or Avrite in any other type of
surface.
Road Conditions (22)
Like the "road character," "vehicle condition," and "condition of the driver," "road conditions" are very important in the
traffic control jirograirr. Be careful to record all conditions that
may ha\e contributed to the accident.
Road Width and Lanes (23)
Indicate both the Avidth of the pavement and the shoulders. Do
not estimate: actual measurements are required. Give the total
number of trailic lanes. ^Vere the lanes marked? Were o})posing
trallic lanes sejjaraied? If so. by ^\hat?
Type of Collision (24)
If the accident is one other than pedestiain or single-x chicle
accident, check it as either "head on," "side swipe head on."
"broadside or right angle." ""rear end." ""side s^vipe rear end." or
"non-collision."

166 Basic Police Report ir>7'//Ng

Description of Accident and Circumstance Which Led to It (25)
This section is a synopsis of the accident. Give a description of
the accident and circumstances which led to it in a brief, precise
way. When complete, your synopsis should form an introductory
paragraph to the "Interview and Investigation Summary," the
second sheet of your report.
A sample synopsis of an accident follows:
Vehicle No. 1. driven by Robert C. Adams of 2208 Arch Way,
Bhink\ille, Clalilornia, IV 7-4386, traveling north on Walnut St. at
SO ni.jj.h., slowed to about 20 m.p.h. in passing stop sign and collided
with vehicle No. 2, driven by Raymond D. Cole of 1842 South Elm,
Blankville, California, GI 4-3567, traveling west on Main Street at
about 30 m.p.h. Left front of vehicle No. 1 struck left rear wheel of
vehicle No. 2. Driver of No. 1 stated he thought it sufficient to slow
down and vmderestimated speed of No. 2.

Closing Data (26)

The "closing data" of your report include the information
which is normally termed the "ending." Obtain the signatures of
all drivers involved; sign your report; give your badge nmnber;
and indicate the date and time that the report was completed. The
report also provides space for the signatine of the superior officer
who will review and approve your report.
Interview and Investigation Summary (27)
Complete this section of the report if your investigation reveals
personal injury, hit and run, a fatality, or if prosecution for any
major misdemeanor or a felony is contemplated.
Follow the same format as provided for the narrative section
of the "General Preliminary Investigation Report." Depending
upon the nature of the investigation, several or all of the folloAving
headings may be inserted and completed: (1) details, (2) undeveloped leads, (3) conclusions, (4) recommendations, (5) list of
exhibits, and (6) diagram of the accident.
In any event, when you complete this "Interview and Investigation Summary," the "details" and "diagram of the accident"
sections must be completed. Let your first paragraph of the "details" present the details of the complaint. Give yoin- aiuhority for

Sprdiil Piclintindry hwcstiiidtioti Reports MM

coiuliuting the iiucstinatioii in the sccoiul paragraj^h. Let each
subsequent paragraph ol the details" represent a significant step
in the in\'estigation.
Place the diagram of the accident on the Ijack of tlie "Inter\ iew and Investigation Summary" page, or add another page for
this specific purpose. Draw tlie diagram with north at the top of
the page wherever possible. The diagram may not be drawn exactly
to scale, but it should give a graphic picture of what occurred. It
must tie in with the description of what happened, covered earlier
in your report.

Chapter XV
PATROL SERVICE REPORTS

F vou ARE A PA^ROL^rA^^ YOUR services are of three general

types: (1) called-tor services, (2) routine patrol, and (3) inspectional services. Preliminary investigation reports, previously discussed, are largely the result ot called-for services. There are, however, a nimiber ot reports necessary to effective performance of
routine patrol and inspectional duties. These so-called patrol
service reports are the topic of discussion in this chapter.
VACATION HOME REPORTS
For example, yoin- department may follo^v the progressive
policy of inspecting homes left \acant ^vhile the occupants are oiu
of to^vn on xacation. Residents of the city recognize the value of
this service, and it is vakiable to yotn^ department both as a crime
deterrent and as a means of establishing good public relations.
Citizens l)ecome aware of this ser\'ice through ne^vspaper notices,
radio and television broadcasts, and departmental publications.
Many citizens rejjort their forthcoming \acation departine by calling the department or appearing in person.
The completion of Form 12 is a responsibility of the complaint
clerk. He makes an original and t^vo copies Avhen the information
is received.
The 5"x3" cardboard form is excellent for filing and pr()\ ides
adequate space for: (1) date of departine of the occupant, (2)
date of return, ('5) the occupant's name, (4) his address, (5) Avho
reported the \acan(y, (6) the name and address of the person to
notify in the e\cnt of emergency, (7) the forwarding address of
the occu])ant, (8) the date the residence ^vas checked by the sergeant with the beat officer, and (9) the date the occupant was intervie\ved by the sergeant to determine means of gaining entrance
dining an emergency and other inh)rniation necessary to proper
sur\eillance while the occupant is away.
His

r<ih()l Scn'Irc Reports lO?)

\AC:.\ I l<)\ llOMl Kl I'OK I

Name Adciress

Date of Departure Dale ot Return

Repoitcil Bv _

111 Kiiic'i<4Ciu \ \'(ilil\

Address

Forwarding Address
Date ot C:iietk Date ol Iiuer\iew .
Form 12. Wuatioii Floine Report (5"x3") .
The complaint c lerk sends the original to the records di\ision
where it is filed by the h)ll()\v-iip officer inider the date ol expected
return. The complaint clerk then files the duplicate copies in a file
at the ccmiplaint desk according to the appropriate beats on the
nigiit shifts. The file is readily available to both the (omplaint
clerk and patrof sergeants.
If ycni are a beat patnjlman, it is yoiu- responsibility to check
the daily bulletin for vacation home assignments and record these
assignments in your noteljook. When you complete each inspection, record the date of the inspection, time, condition of the residence, and the time required to complete the check. Prior to the
date of expected return leave a "Notice," Form 13, under the front
door at tlie residence. Once tlie vacationing occupant has retinned,
complete Form 14, "Report of \'acation Home Inspections." For^\ard the report to the records di\ision and the follow-up officer.
The folloAV-up officer will remove the \acation home report from
his file and file it j^ermanently ^vith yoin- rejwrt in the records di\ ision.
STORE REPORTS
Store reports, such as Form 15. are also your responsibility as a
patrolman. They ser\e a nund)er of jnuposes. They facilitate
periodic contacts with businessmen on your beat, assine periodic
inspection of every connnercial establishment in the city, and pro\'ide the residence addresses and telej)hone nund)ers of the j)roprietor and his assistant foi' emergency use.

170 Basic Police Report Writi?ig

NOTICE
Will you please report your return from
vacation at your earliest convenience, so
we may discontinue surveillance.
POLICE DEPARTMENT
OFFICER #

Phone THornwall 5-8000

Form 13. Vacation Home Notice (5"x3") .

Headquarters \vill notify you when commercial buildings are
newly occupied on your beat. Contact tlie manager of the establishment. Get the name of the store; the address; the manager's
full name, home address, and home phone ninnber; and the same
information from the assistant manager. Record this in your field
notebook.
Request of the manager that you be allowed to make a tour of
the building to inspect and record security information. Inspect
the adequacy of the locks on all doors, the security of the roof
entrance, the location and security provided for the safe, the burglar alarm and other security system used. Ask such questions as:
Can I reach all entries without climbing fences? Is your back yard
lighted at night? Are blinds and shades raised to facilitate my seeing into the building at night? Do you employ a night watchman
or utilize the services of a private patrol? \Vniat precaiuions do you
take against holdups?
After completing the contact and insj^ection, offer suggestions
as to added security for the establishment. Prepare a "Store Report," being carefid to sinnmarize the results of the inspection and
your suggestions on the back of the form.

Patrol Sen'ice Reports

171

No.
REPORT OF VACATION HOUSE INSPECTIONS
Date Inspected
Tine Inspected
Condition
Time Required

114. 7J
Over for additional Inspections

Form 14. Report of Vacation House Inspections (8"x5") . (Front)

te Inspected lime Inspected

lime Required

Form 11. Rci)()rt of Vacation House Inspections (Reverse).

172 Basic Police Rcj)(>rt Wvitinir

Store reports are filed acxording to street number under the
names of the streets arranged alphabetically. The store file is kept
in a location convenient to the dispatcher in order that he may use
information regarding the proprietor or his assistants in case of
emergency, regardless of the hoin".
From time to time you will receive groups of Store Reports.
When you do, it is your responsibility again to contact the managers of the establishments and conduct inspections. If changes have
been made in the management of the stores or in security conditions, make new Store Reports.

(NAME OF STORE) (ADDRESS)

Mgr. , Home Phone
Home address

Ass't. Home Phone.

Home address

Date: By-

FoRM 15. Store Report (5"x3") .

SECURITY CONDITIONS REPORTS
As a matter of routine, you should conduct conscientious and
thorough insjjections of all connnercial establishments during the
hours ^\hen the places are closed to the public. Check front, rear,
and side doors and ^vindo^vs. Look for defective locks and safe,
and for alley and store lights that are out. Be alert for open doors,
transoms, and skylights, and keys left in doors.
When you find any of these conditions, help to build good pid)lic relations and eliminate trime opportunities by completing a
"Security Condition Report," Form 16. Simply record the name

Ptiliol SovKc Rff>()yts 17:^

and address ol the In iii and I lie dale and t inie ol yonr lepdit. Clheck
the ini|)i()j)ei' secniitv (ondition on the loiiii and si^^n the* report,
gi\ ino your Ijadge number.
Attempt to ( orret t the improper security condition, il possible,
and lea\e yoin rejjoi t under the front door so that it will be noticed
when the jjhue is opened lor business.
This same kind ot ser\ ice also can be rendered tor the negligent
motorist who leaves his auto inilocked or keys in the ignition. In
these cases complete the "Invitation to Thieves Report," Form 17,
and lea\e it under the windshield w ij^er or tace-up on the driver's
side ol the Iront seat.
SPECIAL SERVICE REPORTS
AVhile on rotitine patrol you will observe many other reportable conditions that are of interest to other police luiits, other citv
departments, and private utility companies. This kind of condi-

tion calls for the completion of a "Special Ser\ ice RejDort." Form
18. When properly filled in, the report ser\es as a reminder that you
should be alert for any of the conditions listed on the form and
assures notice to the interested agencies.
W'iien you as a j^atrolman discoxer any irregidarity listed on

Business Date
Address Time
While patrolling his district the officer found the following conditions, as
checked, to exist at your place of business:
Front door unlocked Safe light out
Rear door unlocked Q Alley light out
n Side door unlocked Store light out
Rear window open Skylight open
Side window open Transom open
Defective lock at f] Keys left in door
Miscellaneous
Your attention will be appreciated.

POLICE DEPARTMENT

By Officer No.
314-325

I'oRM l(). Sec urit\ Cloiulition Report (5'"x3")

174 Basic Police Report Writius:;

the Spc( ial Service Report, (ill in the rej^ort and take the necessary
immediate action. It you observe the condition dinin(> business
hours, you may be able to notify the agency. Later the clerk will
check the condition indicated on the report. List the pertinent
information, note the action he has taken, and send your report
to the records division at the end of his tour of duty. A clerk on the
day shift in the records division will telephone the information to

the proper agency and place the report in a file under your name.
When you have reported a condition on the Special Service
Report, you also have completed your obligation in the matter.
Any further follow-up may result in friction between your department and the department or agency concerned.

An UNLOCKED AUTO is an
Invitation to Ttiieves
REGARDLESS OF LOCATION PARKED
We solicit your cooperation in keeping the ignition and
doors of your auto locked at all times that the car is parked.
THANK YOU,
POLICE DEPARTMENT,
By , Officer No
314.720

Form 17. Invitation to Thieves Report (5"x3") .

FIELD INTERROGATION REPORTSi
In the course of your patrol activity you also will find reason
for completing the Field Interrogation Report," Form 19. A field
interrogation is just what the words imply; a conversation held in
the area where you first encounter a subject. It is an attempt to
learn the identity of the subject, his business in the area, and his
'Information on lliis topic was adapted from Allen P. Birstow: Field Interrogation,
Springfield, Charles C 1 homas. Publisher, 19r)8, with consent of the publisher.

I'd hoi Service Reports 175

possible connection with any criminal adivities. Reporting interrogations is a \ ital j)art ol your routine partol activity.
Field interrogations enable you to learn about the jjersons living in your district who have criminal records or tendencies. Conversely, field interrogations give you an opportunity to meet local
residents and businessmen, develop inlormants, and create favorable public relations situations. Frecpient stopping and cpiestioning of suspicious jjersons tends to reduce tiie crime rate in your
district. Word will travel quickly by the criminal grape vine that
yoin- area is being well partol led. Chiminals rarely frequent areas
where they are continuously stopped for interrogTation, and tend

not to choose these districts for criminal activity. The third and
most important purpose of your field interrogation is to record the
presence of the subject in your district at a particular time and
place. This information may be utilized w^hen a crime is later discovered in the district. The development of an adequate reporting
system for field interrogations often bridges the communications
gap between detective and patrol personnel.
After you have satisfied yourself as to the identity and purpose
of a subject w hom you have contacted in the field, you should take
SPECIAL SERVICE REPORT
Beat No Date Hour Officer
Location Date Hour
To RECORDS DIVISION:
Reporting Officer requests that you notify tlie proper agency of condition indicated
below
Reporting Officer reports that agencv was notified of condition indicated below

Naine of Department or Agency

Nature of Condition

Person Responsible
Action Taken Bv Beat Officer

Information on Vehicle Involved:

License No Owner Address
Driver Dr. Lie. No. Address .

Telephone Notice to Records Clerk Date Hour

Form 18. Special Service Report (8"x5") .

176

Basic Police Report Writing

Date
Blankville Police Department
Field Interrogation Report
Time
Last Name First (print)

Phone
Address

Location

Race I Age

Weight

Height

Date of Birth I Place of Birth.

Compl. I Eyes | Hair

Operator's No.

Social Security No.

Description of Dress

Make of Car

License No.

Type

Color

Form 19. Field Interrogation Report (5"x3") (Front)

care in reporting the interrogation to satisfy the final objective of

your actions.
Objectives of Field Interrogation Reports
Notes regarding a contact in the field are of little value when
they remain in yom" notebook. Detective and other follow-iip officers as ^vell as fellow patrolmen ha\e no access to notes tucked
a\vay in yoiu" locker. Furthermore, others are not likely to learn
of the existence of these notes iniless you enter the contact in yoiu"
log sheet.
For a program of patrol field interrogation to be really effective, a systematic method of recording each contact must be instituted. This record system must be a\ailable to detectives, followup officers, administrators, and other patrolmen if it is to achieve
maximum effectiveness.
Establishing a field interrogation recording system insures that
each patrolman will gather the same information for each subject
and omit nothing of importance.
The Report Design
The foimdation of a records system for field interrogation lies
in the adoption of a standardized report form. Devising such a
form, and making it an oHic ial departmental report, ha^'e the psy-

I'iiirol Sen'ice Reports 177

Cidinpaiiions
R. C. D. Check
Disposition

Officer.

Form 19. l-'it'ld Interrogation Report (Reverse) .

chological advantage of impressing patrolmen that the department
not only fa\'ors and encourages field interrogations, but also recjuires them. Becatise such a form is an official report, signed by the
patrolman, it tends to pre\ent the practice of "padding" patrol
logs by officers \\'\x\\ fictitious field interrogations.
Form of the Report. The field interrogation report as presented in this manual is printed on a 3" by 5" cardboard card, both
sides. This size is tised because it will fit conveniently in your notebook, is more easily handled in the field, and is readily adaptable
to filing. Cardboard or heavy paper is durable and facilitates ^\riting
under field conditions, f^oth sides of the card ha\e weU marked
"fill-in" spaces for the necessary information to insure luiiformity.
Contents of the Form. The information regarding the subject
tiiat you should note on the card includes: (1) name, (2) address
and telephone niniiber, (S) physical description, (4) age and date
of birth, and (5) a description of his clothing. \Vhen the sid))ect
has no middle name, use his mother's maiden name as an aid in
filing.
Information that you record regarding the location should include the time, day of week, and date. In addition to listing the
intersection or address of the interrogation, the census tract or
grid division of occurrence shoidd be listed for later evaluation.
If the location is connected with a possible or j:)()tcntial \ictim or

178 Basic Police Report Writing

area ol (liniinal acli\ity, tliis slioiikl also be listed, lor instance:
"(ith and Elm, Ciarfield School," or "826 Short St., Frank's Liquor
Store."
AV'hen an automobile is involved in the field interrogation, you
should describe it by: (1) make and year, (2) license number, (3)
style, and (4) color. Any companions toimd with the sidDJect
shoidd be listed in the appropriate space, but the main subject on
the card should be the driver, when a group is foimd in a car. It
is also ^vise to list the seating location of the subject's companions

in the automobile for future reference.

Supplementary information that you should list includes: (1)
any identification number found on the subject's documents; (2)
any serial numbers found on property carried by the subject; (3)
results of a record check, if made; and (4) your reason for interrogating the subject. Sign the card before you assume it is complete.
Making Entries on the Report Form
All entries should be made in ink; and, for this purpose, a
fountain pen is most successful. Fill out each space; or, when a
space does not apply, line it out to prevent any possible omissions.
Do not rely on various pieces of identification for information as
to the subject's physical description; they are often inaccurate.
Make the entries on the basis of your o^vn observations and judgment.
Special Entries. List the amoimt and denominations of money
carried by the subject and the mileage of the automobile he is driving. Any companions shoidd be listed as completely as space permits.
Mollifying Irate Subjects. The best technique in field interrogation reporting is never to permit the subject to kno^v that a report is being made. The card may be concealed in your notebook,
and the sidjject may be told that you always keep personal notes
on each person with whom you talk. This statement tends to explain to the subject the reason for your taking the notes. When
possible, your partner shoidd distract the subject or keep him at a
distance to prevent his learning that a report is being written.

Patrol ScrvKc /irjjoyls 179

The subject may, however, leain that you are wrilini^ the report: and. il so, lie nuist he assured that the field interrogation report is not a criminal record, is not an indication of arrest, and a\ ill
be held in strict confidence by the department. However, in your
attempt to prevent such situations, you should not adopt the policy
ot writino the field interrogation card at a later time on the basis
of your notes; this practice invites omissions.
The Filing System
At the end of your tour of duty you should make a record check
on any subjects or companions listed in the field interrogation report ^vhen the check was not made in the field. Any further information thus found should be listed on the card. If you feel strongly
that the subject is a sex offender, pervert, burglary suspect, or narcotics user, or you find that he is mentally unstable, identify the
card wdth an appropriately colored tab along its upper edge. Place
the card in the incoming report bin for processing.
Supplementary File Cards. A file clerk examines the card and

prepares any supplementary file cards that are necessary. Six supplementary file cards are developed to separate the most indexable
information found on the card. A different color is used for these
supplementary cards as well as the original field interrogation card,
and the color scheme is changed annually so that the filing system
may be cleared. Cards are kept no longer than one year; thus on
Jan. 1, 1960, all cards for the calendar year, 1958, are removed
from the files.
Supplementary file cards are of great value to the detective
division in obtaining leads and suspects for crimes. The cards in
this file are indexed by census tract, map grid district, or other
geographical divisions. When a crime has occurred in a district,
the detecti\'e may gain a valuable lead by learning ^vho has been
the subject of a field interrogation in that area recently.
Date and time files may be used in the same way by detecti\es.
W^hen a crime sequence or criminal's modus operandi indicates a
time or date pattern, the detectives may learn ^vhich subjects ^vere
in circulation on the dates and times indicated. The time file is in-

180 Basic Police Report Writing

dexed by hour and contains 24 divisions 1 :00 P.M. to 1:59 P.M.,
2:00 P.M. to 2:59 P.M., etc. Date files are indexed numerically
by the day of: the year i.e., 265, 266, 267, etc.
Two supplementary auto files list a vehicle by color and style.
These files are of great value in cases involving sex offenders, as
well as in all other crimes where an automobile is involved. Witnesses are usually correct as to the color and style of an automobile,
but they are notoriously unreliable when describing year, make,
or license number. The color file is indexed by major atitomobile
colors, Avhile the style file is indexed by body type and number of
doors i.e., sedans (2 door) , sedans (4 door) , coupes, pick-up
trucks, etc.
A companion file is of most tise to detectives ^vhen interrogating an arrested suspect. These records provide a valuable list of the
suspect's prior social or criminal companions, who may also be the
suspect's crime partners at present. The file is alphabetically indexed.
After the clerk completes entries on the supplementary cards
they are indexed and filed. Yotir original field interrogation card
is filed alphabetically in a master file. The color tag system permits
special types of subjects to be located quickly.

Chapter XVI
THE SUPPLEMENTARY PROGRESS REPORT

N OUR DISCUSSION OF THF. PRFLiMiNARV investigation we placed

emphasis upon the fact that most cases should be assigned, in their
initial stages, to beat patrolmen. It is ^vell to note, however, that
certain cases may be assigned directly to specialized divisions. Regardless ot the division to which the preliminary investigation is
assigned, it is the responsibility of the officer who conducts an
initial investigation in the case to complete one of the various kinds
of preliminary investigation report forms. If the case is one of a
minor nature or one completed in its entirety by the officer or
officers first assigned, the preliminary report may terminate the
reporting of the investigation.
All officers ^vho do any Avork or have any information on a case
are obligated to report any information ^vhich they possess. If the
work done or the information received is stibsequent to the making
of the preliminary report, the information should be reported on a
supplementary in\ estigation form. Form 20. Also, if officers other
than those assigned do any work on a case, they, too, should complete a supplementary report form.
The reporting of supplementary information actually calls for
two types of supplementary reports; progress and closing reports.
Our discussion in this chapter deals with the progress report, but
the same form may be used for either kind.
The progress supplementary report arises from the fact that
many cases are prolonged. Some may be terminated in a few weeks,
others not for months or even years. In these situations, your department must be appraised of the progress of the case so long as
it remains pending. Many progressive agencies solve the problem
by keeping close check on all cases through the activities of a follow-up officer who exercises staff supervision over the reporting
activities of officers in the field. Under this plan, rules and regu181

182

Basic Police Report Writing

lations require that progress reports shall be submitted at fixed

intervals unless actual developments in the case require earlier
reporting. These progress reports serve the added purpose of setting forth undeveloped leads u^hich ^vill be investigated by men
assigned to clear varied facts of the case.

BLANKVILLE POLICE DEPARTMENT

SUPPLEMENTARY INVESTIGATION
REPORT

NAME OF VICTIM

COMPLAINANT

_L?)_

(7)

IS).

(1)

(3)

(8)

Undeveloped Leads: (9)

Conclusions i

(10)

RecoTim^ndations ; (11)
List of Exhibits ; (12)

DISTDIBUTION: PERIOD OF INVESTIGATION

Oricinal - Hecosos Division
C.C. - Det. Division STATUS
C.C. - OisT. Attv. OrricE ~
DATE T I ME
SIGNATURE
SIGNATURE
(Use doth sides or paper if needed)
Form 20. Supplementary Investigation Report (8i/^"xH")

Sul)j)l('nicnlnr\ Proii^rcs.s licj)()rt 1 H -i

On the other hand, a ( losiii,^ or prosecuticMi report is one ol a
slightly different nature; it becomes necessary only when the case
is concluded. One person, usually the detective who originally
was assigned to the case, must assume the responsibility of sunmiari/ino, analvzino, and bringing the loose ends of the investigation
together into a composite picture. Generally, the closing report
will be the final one, but submission of it does not preclude reopening the case when additional information is received. This report is discussed in detail in Chapter 18 of this manual.
NATURE OF THE PROGRESS REPORT
The title of the supplementary progress report is highly indicative of its nature. When you write a supplementary progress report, the case sheet and preliminary investigation reports have
been made or will be completed. The incident has not only been
reported, but the modus operandi of the criminal usually has been
determined. Any facts in your report are supplementary to the
basic ones which have been established. So, if you have information to give, state it briefly, concisely, accurately, and fairly. You
can best do this in a narrative way, reporting your findings in the
same order in which you discover them.
THE REPORT DESIGN
The nature of the report naturally influences its size and content. The illustrated form presented as Form 20 is adequate. In
completing this form you are merely adding another part to the
entire case picture. Later your progress report will be filed in the
records division along with the case sheet and the preliminary report. For this reason the progress report is 81/2 "x 11" to correspond
conveniently with others in the same file. You will also note that
the illustrated form contains a printed heading. This kind has advantages when compared with a blank sheet. It is easily identified

once it reaches the records division, which makes for fe^ver errors
in filing and use.
A complete supplementary progress report has three parts:
heading, body, and ending.
The first part, or heading, is designed to present helpfid ad-

184 Basic Police Report Wrilinij^

niinistrativc data and includes the case number, the offense, date
and time the offense was committed, victim, complaint, and a salutation. It is through this identiiyino, information that the necessary processing is facilitated in the records division.
The principal content of your report is in the body. Here, in
narrati\ e form, you tell everything you did and learned abotit the
case wiiich you and others have not previously reported.
The ending of the report is its closing administrative data. It
includes the date and hour you completed the writing, status of
the case, the period of investigation, your signature, and the distribiuion of the various copies.
Specific Content of the Heading
Case Number (1). The case number is the same ninnber that
appears on the daily bulletin, case sheet, and preliminary investigation report. Take it from any of the above sources.
Offense (2). The "offense" is the classification of the crime. It
should correspond with the crime classification as recorded on the
case sheet and preliminary report. State the specific nature of the
crime; follow with the applicable section of the penal or other
code. When you are reporting two or more offenses in the same report, the most serious of the crimes will determine the classification and the offense Avhich you report on the form.
Date and Time Committed (3). The date in the heading of
your report is that date on which the complaint was received, the
date which appears in the Daily Bulletin. Don't confuse it with
the date of the report which comes later. Write the date in one of
the following ways: "1/10/60," "1-10-60," or "Jan. 10, 1960." Record the time on the same line.
Victim, Address and Phone Number (4). This part of the supplementary progress report refers to those individuals listed as
"victims" in the preliminary report. If additional victims or aliases
are luicovered in your supplementary inxestigation, insert the
Avord "correction" on the "victim" line. This aids persons who
later will review the case and the records division personnel. Explain the correction in the "details" section of your report.
Capitalize the full name of the victim as follows: "GEORGE

Supp}('iiu')tl(n\ l^roi^rcss Report 185

1). )()\1".S. (ii\e his c(Mn])lctc address iiu hiding house nuinber,
street, eity and state. Iiuhidc home and business telejihone numbers, il they are available. It is correct to list the names, addresses,
and aliases of all persons who are the victims of tiie crime, or you
may list the name of the principal \ictim and follow it with the
word "et al." If the victim has several aliases, all of them should
ha\e been presented in the preliminary report; in yoin^ supplemen
tary progress report follo\v the victim's name with the words "and
aliases.'" You may later refer to the victim in the details of the report as "Xic tim' or give his last name in capital letters. "When yon
are unable to identify the \ ictim, you shoidd write the \\ord "l^XKXOW'X' and foUoAv with some identifying information including the nature of the crime and location of it for example, "UNKNOWN, WMA, victim of armed robbery at .S418 Maria Drive,
Jan. .S. 1960."
Complainant and Address (5). Record the full name and address of the complainant. Remember that he may be a person
other than the victim.
Salutation (6). .Since it is understood that yoiu' progress report
is directed to the chief of police, usually no saliuation is necessary.
Ho^\e\er, if you \vish to call the attention of some officer to yoiu"
report, you should include a salutation as follows: "Attention
Officer ." The officer to whom your report is directed
should later insert his initials immediately following his name.
When this is done, all persons concerned will know that he recei\ed and read your report.
Specific Content of the Body
The body of the progress report may contain the following
headings: synopsis, details, undeveloped leads, conclusions, recommendations, and list of exhibits.
Don't be confused by the fact that preliminary reports may
contain many of these same headings. Headings are used in in\estigation reports in the interest of completeness and accinacy.
Use them if and when you need them.
Synopsis (7). Note that space is provided on the title page for
a synopsis. This shoidd be a single paragraph, written in narrative

186 Basic Police Report ]Vyiting

style, ^vhich sums uj) the details ot your report, indicates the investigative steps thus iar accomplished, and the result you have ob-

tained. In fact, the synopsis is the essence of your whole report. A

complete synopsis also will include the value of stolen or damaged
property; the perpetrator's name, if kno^vn; and the name and address of the victim. FolloAving is an example of a synopsis in a report of a burglary:
Investigation reveals that on June 24, 1960, ROBERT R. SMITHS
entered the GENERAL HARDWARE COMPANY at 3387 Marlow
St., and took three rifles and two shotguns. On July 9. he was apprehended at his home, 318 Maple Way, Blankville, Calilornia. Smith
presently is in custody in the Blank Comity Jail.
Value of property stolen: $780.
Value of property recovered: $780.
You should be warned: ^vriting a good synopsis is not easy. It
requires practice. Yet, since it offers the reviewing officer a "bird's
eye view" of all of your findings, your time is well spent. A suggested procedure for wTiting an acceptable synopsis involves carefid reading of your field notes and listing certain sentences which
seem to sinnmarize various phases of the investigation. After this,
a niniiber of revisions may be necessary before the essence of your
investigation is set forth. But once you accomplish a proper synopsis, it becomes an excellent guide to any person who may review
the investigation or ^vrite a closing report. A good synopsis facilitates subsequent reference and filing of the case.
Details (8). The"Details"section of the supplementary progress report is the same as the "Details" section of the preliminary
vestigation report. Present a step-by-step narrative of the ^vork
you did in the case. If your details section is complete, it Avill
answer the questions essential to the investigation: Who? AVhat?
When? How? and (probably) Why? As with the heading and
synopsis, you may complete the details on the title page. On the
other hand, if yoiu^ report is lengthy, you may continue on the
reverse side of the title page. If additional paper is required for
completion, just add pages.

'Capitalization is used in ciUering the name of the subject and the victim to facilitate
work in the records division.

Suf)phn)i('i}l(ny Progress Report 1B7

Like tlie details section of the preliminary report, your first
paragraph should contain the basis for tiie investigation. The
second paragraph will cover your authority for tiie inxestigation.
Each subsequent paragraph should represent a separate investigative step that you took. Number your paragraphs and pages accurately to provide for subsequent reference to particular pages
and paragraphs. Follow the basic principals of accuracy, completeness, brevity, conciseness, fairness, and form. Parentlietical reference should be made to all exhibits which support the details
of yoin- report.

The following rules are applicable to the "Details" section of

both progress and preliminary investigation reports:
1. Capitalize all firm names and the name of any person when the
name is first mentioned in the details of the report.
2. .\ny subsequent reference to the name of a person may be done by
use of the last name only.
3. When subsequent reference is made to a firm name, it is sufficient
to refer to it by a short name.
4. When referring to a person who is unknown, make the reference
as "UNKNOWN, white male," or UNKNOWN, WM" etc.
5. Precede all women's names with MISS or MRS.
6. Be very specific when recording time and dates. Example: 9:00 .\.M.
1-24-60 (Mon.)
7. When information is obtained from a particular person, set this information out in a separate paragraph. Be careful to give the full
name, title, and address of the person.
8. Preser\e the secrecy of identity of a confidential informant. For
example, refer to the person as "I-l," or "1-2" etc. Do not reveal identity
by including address, occupation, or any other identifying data.
9. When juveniles are interviewed, indicate in the report that consent of the parents was obtained. An additional statement as to the
competency of the child is advisable.
10. If vou take a statement from a suspect, take it word for word. Include information as to the place where the statement was taken and
the present location of the statement.
11. Statements of witnesses may be recorded in the details section in
substance, but you should give the exact location of the true statement.
12. When mentioning an important record in the details of the report,
include the name of the person who revealed the record, the title of
the record, and the location, date, and content. If you preserved the
record as evidence in the case, give the name of the custodian of the

188 Basic Police Report Writing

record and infonnatioii rc.^arding the need for a subpoena to obtain
it.
13. Be specific and detailed in presenting descriptions of person and
property. (See Appendix C for a detailed explanation of property
descriptions)

14. Specific details relating to time, place, and identification should be

given in relation to all facts discovered in the investigation and presented in the details of the report.
Undeveloped Leads (9). An undeveloped lead is an uncontacted source of information which appears necessary to bring your
case to a logical conclusion. This part of your report is especially
helpful to other officers who may ^vork on the case later. Undeveloped leads may exist because you didn't have time to investigate
further or were unable for other reasons to develop the sources to
the fullest extent, but you must set them out to indicate to the
reviewer that you are cognizant of them and have given consideration to them. Upon revie^ving the report, your commanding officer
may Avish to make additional assignments to other officers, requesting that they follow up on the leads indicated in your report. A request of this kind may describe the character of the lead, the type
of information desired, and the name and address of the source
of information. For this reason the information you present must
be specific, indicating exactly ^vhat information may be expected
from the lead and Avhere to find it. Any investigator should be
able to follow your suggestions from the information presented in
the "Undeveloped Leads" section of your report.
Here is an example of an "imdeveloped leads" section of a report:
Further investigation should involve location and interviewing
Richard A. Roe, 3842 Armond Drive, GL 5-3471. Samuel Howe's
statement (paragraph 4) indicates that Richard Roe is an associate
of the suspect and probably was with him on the night the crime was
committed.
Samuel Howe's statement (paragraph 4) further indicates that
Mary Coe, 2478 Lake Drive, GI-3432, is a girl friend of the suspect.
Suspect is likely to contact Miss Coe at her apartment and possibly
tould be apprehended there.
Conclusions (10). The "Conclusions" section is a controversial
one. Some agencies require it. Others forbid expression of opinion

SuppU'iiu-titary Progress Report

ISO

ill ;inv i)aii ol ihc ic])()it. In this niamial we recommend that you
include a "Conclusions' sec tion unless your dej)arinieni lorhids it.
When y(ni have conducted a thorough investigation, you should
be qualified and privileged to say what you think ahcnu it. Yom
opinions may prove extremely valuable to others who must continue the investigation or make important decisions regarding
])r()secuti()n. You may want to express opinion as to the reliability
ot witnesses, how certain physical evidence may prove valuable in
prosecution, weaknesses in the evidence as presented, or the type
of investigati\ e technique which may produce additional information. Just one warning, when you state your conclusions, be careful to restate or summarize the facts upon which yoiu" opinions are
based. Otherwise, yom opinions may be ignored or carry very little
^^'eight. The following sample statements, with actual names excluded, are excerpts from the conclusions section of a supplementary progress report:
Investigating officers are o the opinion that the statement of Richard Roe (paragraph 6) is not entirely reliable. Mr. Roe and the suspect were business partners from September of 1948 until January
of 1957. Investigation further reveals that suspect continues to maintain an interest in the General Hardware Company, owned and
managed by Richard Roe. If the suspect were convicted under the
present charge, Richard Roe believes that the suspect would withdraw
his investment in the firm and the business would ultimately be dissolved.
Investigating officers are of the opinion that a detailed audit of the
books of the General Hardware Company would reveal the suspect's
actual investment in the firm.
Recommendations (11). Recommendations logically follow
conclusions, for the latter section establishes a loasis upon which
valid recominendations can be made, l^sually, your recommendations should relate to the disposition of the case. You may recommend prosecution, c losing the case, further investigation, or offer
other suggestions regarding remedial action which may be taken.
Contrary to the policies of some police agencies, this kind of information is neces.sary to good police work and effective reporting.
Another ^vord of caution is offered, howe\er. You nuist understand that both conclusions and recommendations must be given

190 Basic Police Report IVntnio^

witli (he realization that they may be accepted or rejected at the
discretion of the officer who reviews your report.
The following statement ^vas taken from the recommendations
section of a progress report:
Investigating officers recommend further investigation. Unde-

veloped leads, indicated earlier, must be followed. The neighborhood

should be canvassed with a view to locating a witness or witnesses who
can place the suspect at the scene of the crime.
List of Exhibits (12). Although a "list of exhibits" takes on a
more specific meaning in a prosecution report, your attention is
called to the fact that a progress report can be made more meaningfid to a reviewing officer if you include this kind of information. W^hen you provide a list of exhibits in the progress report, it
means that those who revie^v the case will have an opportunity to
take a first-hand look at important evidence that yoti have gathered
or will be told where it is located.
Since original evidence must be kept secure, your actual inclosures shoidd include only evidence that can be copied, photographed, or photostated. Number each copy in its lo-wer right-hand
corner and attach it directly to this report. Give each exhibit a
separate letter, describe it, and tell how it applies to a particidar
paragraph in the details of the report. Further information should
explain where the original evidence is located. Examples are as
follows:
Exhibit A: Copy of criminal record of John Doc (paragraph 6) is
attached.
Exhibit B: Copy of a sketch of the crime scene (paragraph 7) is
attached. Original copy in custody of the evidence clerk.
Specific Content of the Ending
As mentioned earlier, the title page of your report provides for
ending information at the bottom. Like the heading, the ending
furnishes valuable administrative data. In addition, it fixes responsibility for the report.
Period of Investigation (13). The "period of investigation"
means the actual time you used in the investigation. It also includes all the time you consumed in writing the report. For example, 'Teb. 1,3-7," means that the investigation started on Feb-

Suppletneutary Progress Rrp<))t 1!II

niaiy 1. was coiuliu ted on I'chniary .S,4,5,6, and the report and or
investigation was completed on the 7th.
Status (14). Status ol the case refers to its condition in relation to the department. All cases must be classified as either
Peiulint;" or "Closed." CMose the case when the suspect dies, your
imestigation is complete, or ^vhen yon receive specific orders from
your superior officer to close it. Classify all other cases as "Pending."
Date and Time (15). The dale of the report means the actual
date yoin- report was made. If you ^vrote the report on more than

one day, the date of completion is the day you should record. If
you dictated the contents of the report, you should record the date
of the dictation. The date and time should include the day of the
month, year, day of the week, and the hour. You may write the
date and time in either of the following ways: "1/15/60 (Tues.) ,
7::?0 P.M.," "1-15-60, (Tues.) 7:30 P.M.," or "Jan. 15, 1960
(Tues.), 7:30 P.M."
Report Made By (16). Sign yoiu' name on the "signature" line.
This fixes responsibility for the content of the report and serves to
notify the prosecuting attorney as to his principal witness. Other
officers ^vho worked on the case, but were not assigned to it, should
be mentioned in the body of your report.
Distribution (17). "Distribution" indicates the disposition of
the original and all copies of the report. Check the distribution
and mark your report clearly. Direct the original to the records
di\ision. Carbon copies may be distributed to the detective division and the prosecuting attorney's office, and a final copy may be
retained for the files of the division where your report originated.

192 Basic Police Report Writijig

BLANKVILLE POLICE DEPARTMENT

SUPPLEMENTARY INVESTIGATION
REPORT

CASE N0._1S7544.
OFFENSE GrMd Theft bate and TiME_Febi_8i_125?i_2l4_Q_P!lL_
*.'** _*>A.x. COMMI TIED
NAME OF VICTIM Eve rett L. Rex address Tecuiii3eli^_Kajaaaa __
COMPLAINANT SaffiO ADDRESS SaiDfi

SYNOPS I S :
At 9:49 P.M., 2-8-59, reporting officers received a call to investigate a theft
at Room 109, Blankville Inn. Contacted the victim, Mr. Everett L. Rex., of Route 1,
Teoumseh, Kansas and Gold City Motel, 1951 West 8th Ave., City. Victim stated that
he had taken a waitress by the name of "Kathy" (WFA, 23, blond hair, 5'7", 131 lbs)
to the Blankville Inn in an Ace cab driven by a "George". They were to spend the
night. Upon returning from the shower at approximately 9=40 P.M., the girl had left
and his watch (valued at $25) and thirteen $20 bills ($260) were missing. Later
contacted Mary Helen Sobel at 2011 Elm St. She and two female companions accompanied

reporting officers to the Gold City Motel where the victim identified Mary Helen Sobel
as the girl who was with him at the Blankville Inn at the time the money and watch
were taken.
Value of property stolen $235.

(1) 10:15 A.M., 2-9-59, reporting officers contacted the local cab companies
and learned that an ACE CAB, driven by ROBERT HHIN, had been dispatched to the
Blankville Inn to pick up a female passenger who had asked for "Bob" personally.
(2) 10:30 A.M., 2-9-59, reporting officers talked with cab driver, ROBERT HEEN,
at the ACE CAB COMPANY, 782 Mathis Ave. Hem related that "Kathy" made a personal
call for him to go to the Inn; later when she called upon leaving the Inn, he dropped
her off at 3th and Roberts Ave. He stated she paid him with a $20 bill. He also stated
that the fare was $2.10, arxi she gave him a $2.40 tip. Hem claims he does not know
the girl very well but worked with her previously at HERMAN'S CLUB. He related that
she might live at 20th and Elm Sts,

DISTRIBUTION: PERIOD OF I N V E S T I G A T I ON Feb . 9, 1959

sTAvus_____eading.
date____2-9.t5.9 TIME ^.;00 P.M.

XOniciiNAL - HECOROS Division

XC.C. - DET. Division STAVUS EeaOlng.
C.C. -DiST. Attv. Office

S I GNATURE df-^,^ / {^. ~y\/c. ^<^at^'c-^-^

. I GNATUE/_:^^^__'^..^^^i:>

r H SIDES

Supplementary Progress Report 193

Case #137546 Page 2

(3) 11:15 A.M., reporting officers talked with NEW=LL CRa.'ffiLL, bartender for

Herman's Club at 1016 5th 3t. Crowell stated that "Kathy" t'jndled bar from 2 P.M. to
6 P.M., 2-8-59. He also said that he did not know her last name nor where she lives.
He stated tliat the owner of the PiiNGUIN CLUB at 817 4th Ave. would know where she now
lives .
(4) 11:35 A.M., reporting officers talked with H^iRJ'IAN HiiiK, owner of Herman's
Club and the Penguin Club. Mr. Hem stated he did not know the blond's name nor
where she lives. He stated that she previouslj' worked for him and was fired because
she and Robert iiern (the cab driver and also his nephew) were going out together and
did not take care of the business at the bar.
(5) 1:35 P.M., reporting officers contacted the owner of the apartments at
2011 Elm St., i:r. ROBJIT T. ROMAN, FL 2-2A93, of IO36 Stem Court. He related that
a "Kathy" was living at 2011 Elm St., apartment #5 and that her description was the
s-imo or similar to that of the suspect. Roman stated that he had last seen the
subject at the apartment house on Friday, Feb. 6th.
(6) 2:50 P.M., reporting officers contacted Kathy Roe (19), Bernice '..'illiams
(18), and Jr.ckie Roe (22) at 2011 Elm St. In response to questioning by reporting
officers, the thras ^^irls related that they had been to a movie together on the
evening of 2-8-59. Jickie Roo and Bemice Willia-3 stited that they c?-Tie hme early
in t'ne evening, rlathy Roe said that they saw the movie twice and returned horns rather
late. She stated furtiier tt^t her true name is I'^ry Helen Sobel and sutmittod identifics^tion bearing the sajLe name. Reporting officers observed that the blond (Kathy
Roe), '.'slt/ Helen Sobel, answered the description of the suspect and asked the three
subjects to accompany than to the Gold City Motel where the victim is living.
(7) 3:55 P.M., reporting officers contacted the victim and asked him to observe
the above three subjects. Mr. Rex stated that M-^ry Helen Sobel (Kathy Roe) looked
exactly like tb.e suspect and that she was the girl who was with him at the Blankville
Inu at the time the money and watch were taken, Kr. Rex furtiier stated tliat he will
be in the office of the chief of detectives at-9 A.M., 2-10-59 to go to the District
Attorney's Office to sign a complaint.
COHCLUSIONS :
VATy Ellen Sobel (alias Kathy Roe) of 2011 Elm St. is the girl whom the victim
met at the Surb Club and who later accompanied the victim to Room 1C9 of the Blankville
Inn. She is also the person who tock the victim's watch and S26C in cash.
RBCCMoNDATIOMS ;
Reporting officers recommend that the case retiain open, pending the filing of a
complaint by the victim and further investigation. It is further recommended that
y'Ary Ellen Sobel, Jackie Roe, Bemice Williaff'S, and the cab driver, Robert Heni,be
interrogated extensively regarding discrepancies in their statements.

Chapter XVII
SPECIAL SUPPLEMENTARY
INVESTIGATION REPORTS

N THE MATTER OF REPORTING investigations, most police agencies

have discovered that the standard supplementary investigation report form, such as Form 20, is not completely adequate for recording special procedures applied in the investigation. This is true
when investigators need to place special emphasis on the obtaining
of detailed descriptions of suspects from witnesses and victims,
suspects are presented in a line-up, physical evidence is examined
in the crime laboratory, the suspect is subjected to a polygraph
test, or the social backgroimd of a child is investigated in a juvenile case. This chapter presents the forms and content of forms
necessary to the reporting of these specialized phases of an investigation.
SUSPECT DESCRIPTION SHEET
The "Suspect Description Sheet," Form 21, is a supplementary investigation form designed to assist you, as the investigator,
in getting a complete and accurate description of a suspect in a
systematic manner. You may also use it for witnesses or victims to
record in their own hand^vriting descriptions of the suspects.
After it is signed by a witness or victim, it is made a part of the
investigation report and can be used at a later date, if necessary, to
refresh the memory of the witness or victim. If this technique is
used, the witness or victim experiences some difficidty in denying
the description as the one he ga\'e at the time of the crime Avas committed. A physical description picture such as that presented in
Figure 6 may assist the witness in being more specific.
In obtaining the description, be systematic; get as many details as you can: race, sex, age, height, weight, hair, eyes, complexion, build, etc. The subject's physical characteristics, mannerisms,
posture, movement, attire, and even speech are important. Don't
194

special StijyplcmciittnY I iivrstii^iilion Reports

195

SUSPECT DESCRIPIION SUF.ET

Oirciisc:

(1).

Case No.

Time and Date Offense Committed:

(3).

A.M.-P.M.

Color: (4) Sex: _ (5) _ Age: _ (6) _

Hcioht: (7) Weight (8)
Hair: (9) Eyes: (10)
Ears: (11)
Nose: (12)
Mouth: (13)
Teeth : (14)
Chin: (15)
Build: (16)
Complexion: (17)
Voite-Speech: (18)

Gloves: .
I rousers:

Socks:
Shoes:

Jeweh\ Watdies:

.(2),

.19_

^Veapons &: Equipment: (23)

Movements:

Posture:

Scars-Marks:

Attire:
Hat or Cap:

Shirt or Sweater:

Tie or Scarf:

Coat or Jacket:

(19)

.(20)
.(21),

(22)

\ehicle I'sed:

Remarks:

Submitted bv:

Time & Date:

Received bv:

Date:

(24).

.(25),

(26)

(27)

(28)

(29)

Note: If additional space needed for any of the above, use reverse side.
Form 21. Suspect Description Sheet (8l/2"xH") .

19_

196

Basic Police Report Writing

NOTICE
Should you be attacked, defrauded or for any reason be suspicious of
someone , obtain all information indicated below and immediately notify
the POLICE or the SHERIFF.

CLOTHING

HAT_

color, type

SHIRT.

color, sport, dress

COAT.

color, type, style

TOP COAT

color, type, style

PANTS

SOCKS
SHOES.

IF YOU LIVE IN THE CITY

r^^

F YOU LIVE IN THE COUNTY

If vehicle involved complete the following information

License number ( all or partial )

moke year body type color number occupants (male,female)

Fig. 6. Physical Description Picture. In your efforts to get an adequate description of a suspect from a witness, you may find that presenting him this
kind of picture will help him to recall many of the physical characteristics of
the individual.

special Supplementary Investigation Reports 107

RIFLE

AUTOMATIC

SHOTGUN

If weapon is used circle or check picture most similar to type used by suspect.

Fig. 7. Physical Description of Weapon. \Vhen a witness experiences difficulty

in expressing the type of weapon used. ask. him to circle ihe appropriate

weapon on tiie sheet.

198 Basic Police Report Writing

trust your memory; it can deceixe you. Be sure to include everything, every detail, regardless of how insignificant it may seem at
the time. The agility and movements of the subject are important.
These characteristics frecjuently assist in determining the age of
the subject or in determining various body ailments. A complete
discussion of each item necessary to the "Suspect Description
Sheet" follows.
Offense (1)
The offense is the same as that which appears on the complaint
sheet.
Case Number (2)
Get the case ninnber from the case sheet or the complaint log.
Time and Date Offense Committed (3)
Record the same time and date as entered on the "Complaint
Sheet."
Color (4)
Color indicates the race of the subject. This is usually apparent.
However, there are a few instances Avhen full head masks and
gloves might make it impossible for the witness or victim to determine the race of the suspect. In this kind of situation, try to
determine the race of the suspect from the witness' description of
the suspect's mannerisms and speech. Record the race as Avhite.
black, yellow, etc.
Sex (5)
Enter the sex as male or female. This, of course, is usually apparent to the sight. However, there are times when a man may impersonate a woman, or a woinan may impersonate a man. In these
situations, the sex must be determined by mannerisms and speech.
Age (6)
Record the age as "36 years," "45 years," etc. It is often difficult
to obtain an acctirate estimate of age from a victim or Avitness.
However, if several descriptions of the suspect are available, arrive
at an average for the age. As stated earlier, agility and movements
may prove helpfid in determining age.

Spccidl Siil)j)U'tn('nt(n\ f iivr.sti;j,<itl(>n Rrjjort.s 199

Height (7)
State tlie height as 510," 5'11," etc. Ask the witness to determine lieioht by comjjaring the suspect with someone of known
height, n several wunesses give an estimate of height, take a
general average.
Weight (8)
Use the same techniques in arriving at an accurate estimate of
weight as for the height.
Hair (9)
Describe the suspect's hair as light, medium, dark, brown,
black, blonde, red, gray, ^vhite, red-brown, salt and pepper, etc. It
may be described further as long, short, thin, thick, or curly.
Describe the hairline as square, pointed, rounded, higher on one
side, etc.
With the new hair dyes available, it is possible for a suspect to
dye his (her) hair in just a few minutes, and the dye can be washed
out in even less time. On the other hand, many sprays and quickdrying dyes make the hair appear sticky, which in most cases is
apparent on close observation.
Eyes (10)
The suspect's eyes may be described as to color, shape, size, and
luuisual characteristics. Describe the color of the pupil as blue,
hazel, grey, brown, maroon, etc. Size may be described as small or
large. Peculiarities may include close set, far apart, slanted, etc.
Glasses or contact lens are just about the only means by which
eyes can be disguised. However, the use of certain eye drops and
drugs can cause the pupils to expand or contract. The shape of
the eyes can be changed by the use of Hesh-colored transparent adhesive tape or by reshaping the eyebrows.
Ears (11)
A thorough description ol the suspect's ears can be one of the
better means of identification. Ask the witness to describe the
general shape and size, the ear lobes, and whether the ears are set
close to the head or stand out from the head.

200 Basic Police Report Writing

Nose (12)
The nose should be described as Roman, pug, turned up, long,
small, large, broad, etc.

Mouth (13)
Describe the mouth as large, small, wide, thick lips, hair lip,
etc.
Teeth (14)
Ask the Avitness for only the peculiar or outstanding characteristics of the teeth, such as sharp, short, long, broken, gold,
braced, stained, inieven, missing, etc.
The teeth may be altered by the use of putty, false teeth, tooth
caps, and gum pads. Ho\vever, the use of tooth caps and gum pads
has a tendency to cause slight impediments of speech.
Chin (15)
The chin should be described only as to shape: square, broad,
narrow, pointed, long, deep cleft, shallow cleft, etc.
Build (16)
Build should be presented as small, large, mediimi, slender,
stocky, slimiped, large stomach, small waisted, etc.
Complexion (17)
Don't confuse complexion with the racial coloring of the sidjject. Describe the complexion as light, dark, mediiuii, sallow, pale,
ruddy, white, flushed, scarred or pitted, splotched, pimply, etc.
Voice or Speech (18)
The voice or speech of the suspect may be described as educated, uneducated, loud, low, high, shrill, deep, lisp, foreign, accent, etc. The suspect may have used certain expressions repeatedly; record these.
Movements (19)
Ask the witness if the suspect's movements Avere slow, fast,
nervous, calm, direct, confused, hesitant, etc. Attempt to deter-

special Sul)l)lrincnt(n\ Invest I ;j;ati())} Rrpcjrts

201

niiiic any j)C( uliar luanncrisins: pullin.u, on the car lobe, scratching
the head, rubhini; ilie eyes or forehead, shufflino tlie feet, use of

the hands to emphasize commands or speech, etc.

Posture (20)
Postine should be described as normal, erect, slouchy, roundshouldered, etc.
Scars and Marks (21)
Attempt to obtain specific information from the ^vitness. Describe all visible scars, tattoos, moles, warts, birthmarks, missing
fingers, deformities, etc. Give the location as exactly as possible.
Attire (22)
Describe clothing generally as to color, material, style, new,
old, clean, dirty, worn, etc. Have the witness describe the suspect's
clothing systematically from head to foot as follows: (1) hat or
cap, (2) shirt or sweater, (3) tie or scarf, (4) coat or jacket, (5)
gloves, (6) trousers, (7) socks, (8) shoes, and (9) jewelry and
watch. A number of agencies have developed a hand-out description sheet such as that presented as Figure 6. Asking the witness to
complete this sheet may be helpful in the description of clothing.
Weapons and Equipment (23)
Many witnesses experience great difficulty in describing Aveapons. A description slieet of weapons such as that presented in
Figure 7. may prove helpful. If a gun Avas used in the crime, ask the
witness to describe it as a rifle, revolver, automatic pistol, or shotgun. Equipment might include acetylene torch, explosives, etc.
Vehicle Used (24)
Ask for as detailed a description of the vehicle as possible:
make, year, body type, color, number of occupants, sex of occupants, accessories, body damage, etc.
Remarks (25)
In the "Remarks" section, list any additional information that
will assist in identifying the suspect.

202 Basic Police Report Writing

Submitted By (26)
Ask tlie witness or victim to sign his name on the line, "Submitted By."
Time and Date (27)
Record the time and date that the witness submitted the information.

Received By (28)
Sign your own name here. If some other officer received the
description from the witness or victim, ask him to sign the "Suspect Description Sheet."
Date (29)
Record the month, day, and year that you received the descriptive data. (Submit this special supplementary report along with
either the preliminary investigation report or regular supplementary report.
SUSPECT LINE-UP FORM
In all criminal offenses in which suspects are apprehended and
the victim or witnesses were able to observe the perpetrator, suspects should be identified by the victims or witnesses at the earliest
possible moment, wiiile the appearance of the criminal is fresh in
their minds. Standard procedure requires that the identification
shall be made from a group of suspects rather than a single individual. At least one of the subjects used in the line-up should be
quite similar to the suspect in appearance and dress. Others should
vary in height, build, age, complexion, and other physical characteristics. This technique makes the final identification of the suspect more positive.
If you are the detective assigned to the case, follo^v the above
simple rules in arranging the line-up. In addition, have a group
photograph made of the subjects and suspects as they are assembled
in the line-up. The picture, which presents positive proof of the
position of the suspect in the line-up, may be used as evidence if
the suspect is identified by the victim or witnesses.

special SuppU'inetitmy I ncrslr^dlion liclxirls

203

I'sc ihc Suspect Line-Up Report, ' Foini 22, to record the
names of the subjects, suspects, victims, or witnesses and the results
of the identification. Prepare the form in two or more copies:
forward the original to the records division and retain a copy for
the detective division files. Fhe following discussion offers a more
detailed explanation of the items contained in the report.
Date (1)
Give the month, day, and year the report was made.

Victim (2)
Record the name of the victim only in cases in which the injured party is an actual person. Leave the line blank if the victim
is a firm or corporation.
Complaint Number (3)
Give the complaint or case number as shown on the "Complaint Sheet."
Arrest Number (4)
Record the arrest number assigned to the suspect on his "Record of Arrest."
Time and Date (5)
Enter the exact time and date that the line-up took place, for
example, "9:50 A.M., January 7, 1960."
List of Subjects Used in Line-Up (6)
Present the full names of all subjects used in the line-up.
Position Numbers of Suspects (7)
Ciive the niunber of the position of each suspect in the lineup.
Identifying Witnesses-Identified Number (8)
Present a complete list of names of all witnesses and the number
of the subject or suspect that ea( h witness identified.

204 Basic Police Report W riling

BLANKVILLE POLICE DEPARTMENT

POLICE HEADQUARTERS
DE lECTIVE DIVISION
Rl;mk\illc, California
Date (1) . 19 .
Victim (2) Complaint ^ (3)

Arrest # (4)
This line-up took place at (time) (5) M. on 19
at Police Headquarters, Blankville, California.
The line-up was composed of the following persons and their positions according
to number as indicated below:
(6)

Suspects are numbers (7)

Identifying Witnesses Identified Number

(8)

Photographed by -(9).

Signed by (10) Rank

(Make five (5) copies)
Form 22. Suspect Line-Up Form (8i/o"xU") .

Sp('(i(il Suj)l)!('iiiciit(n\ Ini'C.sli<!,(ili()H Relents 205

Photographed By (0)
Enter the name of the identification officer or jailer who made
the i)h()tof>Taj)h of the subjects and suspects in the Hne-up.
Signed By-Rank (10)
Comj)lete the rej)ort by entering your signature and rank.
POLYGRAM ENVELOPE
If you are the polygraph ojierator, use the Polygram Envelope, " Form 23, for reporting a sunnnary of your specialized phase
of a criminal investigation. This (S"x5" manila envelope is useful
for protecting and filing the polygram and facilitates the completion of your monthly report.
After performing a polygraph examination, pre})are in duplicate a regular supplementary investigation report, Form 20, and

complete all applicable space on the face of the "PolygTam Envelope:" case and jDolygTam examination numbers; date; name, address, phone ninnber, age, sex, and color of the subject; the crime
charged; criminal record of the suspect; questioned before the
examination; questioned on the polygraph; confession obtained;
other crimes admitted; property reco\ ered, and a general smnmary
of the examination results.
POl.VC.RAM EXVEI.OPE
Case No. E)ate Examination No
Name Address

Phone Age Sex Color

Crime Charged
Criminal Record ^

Questioned Before the Examination

Questioned on Polygraph
Clonfession Obtained
Other Crimes Admitted
Property Recovered

Smnmarv of Examination Results

Plea: Result of Trial:

Operator
Form 23. Polygnini Kinclope (8"x;)")

206 Basic Police Report Writing

Place the cliij)li(ate copy of the supplementary investigation rej^ort, along with all polygrams on the same person and the same
case, in the "Polygram Envelope," and file the latter in your files
according to the polygraph examination number. For^vard the
original of the supplementary investigation report to the records

division where it will be filed with other investigation reports in

the case.
The results of the plea and trial ^\'ill be reported later. Record
tiiis information on the face of the "Polygram Envelope" when you
receive it. Space is provided at the bottom of the form for your
signature as the polygraph operator.
REPORT OF LABORATORY EXAMINATION
When evidence is received in tlie crime laboratory, the technician in charge initiates the "Report of Laboratory Examination," Form 24. From evidence tags or envelopes he records, in
duplicate, the type of case, case ninnber, victim, the date the case
was reported, and the date the evidence was received in the laboratory. After entering his own name on the line "Assignment Made
By," he records the name of the technician to whom the assignment was made.
If you are the laboratory technician who received the assignment, enter in detail a description of the evidence submitted, and
note its condition, a summary of the examinations conducted, and
a synopsis of the results obtained. In addition, enter in an e\ idence
ledger a description of the evidence, the nature of the examinations, and the results obtained. Forward the original "Report of
Laboratory Examination" to the field investigator who requested
the examination, and file the duplicate in the laboratory files.
The field investigator attaches the laboratory report to the
original of his field investigation; thus the laboratory report becomes a vital document in the case file.
JUVENILE CASE HISTORY
Previous discussion has emphasized the fact that criminal complaints and investigations involving juveniles are handled in the
same manner as cases in\'olvino adult ofienders. On the other hand.

special Sii j)l)lcmr)il(nx I nvcslii^dlio)! licjxiyts 207

BLANKVILLE POLICE DEPARTMENT
REPORT OE I.AMOR A I ORV K\ AMINAIIOX

Type of Case . Case Nunil)er

^illi'^l . ^ Address

Assignment Made by:

AssisnnuMit Nfade to:

Description of E\i(lence:

Condition of Evidence:

Examinations Conducted:

Dale Rcporled Date Evidence Received

Exaininalion Re(]uested by: __^

Results of Examinations:

Signature Date Hour _

Form 24. Report of Laboratory Examination (Si/o'xH")

208 Basic Police Report Wriliitir

progressive police agencies recognize the need to investigate the
social aspects of any case involving a juvenile either as a suspect or
victim. The investigation of the social aspects of the case is a
specialized task assigned to an officer of the juvenile division. After
the investigation of the criminal aspects of the case is complete,
juvenile officers look into the cause of delinquent conduct with a
view to intelligent referral to other agencies '^vhich can help the
child solve his problems and become a normal, useful person.
The "Juvenile Case History," Form 25, guides the juvenile
officer in recording personal data regarding the juvenile, his family
history, associates, parents, and commimity environment. Once the
social investigation and "Juvenile Case History" are complete,
this permanent record, maintained in the juvenile division, assists the officer in making an intelligent referral, both in the present and future cases in which the juvenile may be involved.
If you are the juvenile officer assigned to the case investigation,
complete the "Juvenile Case History" in conjunction with the
over-all investigation and interviews ^vith the parents, school
authorities, and the child.
Note that the form is presented in five parts: (1) heading, (2)
family history, (3) friends, (4) parents, and (5) child.

Heading (1)
In the heading, record your name and the date. Enter the
name, birth date, sex, address, phone ntmiber, race, religion, birthplace, school, and school gTade of the juvenile under investigation.
Complete this section of the report by entering the name of the
person with ^vhom the child is living, along with the length of time
he has resided at that location.
Family History (2)
The "Family History" section provides for the name, age, address (business and home address of father and mother) , religion,
and occupation of the father, mother, and other members of the
hotisehold.
Friends (3)
As the investigation and inter\iews re\eal the identity of associates, enter the name, age, address, and school each is attending.

special Supplcinrntdyy hi.'t'sliij^^alion Rrporls

liO!)

)r\ F.Mi.E c:a.se him or^

|r\ KMI.F. 1)I\ ISION
RLWKMI 1.1, I'OI.ICE DEPARIMENT

Name _
Address
Race

School

Living With

Name

(1)

Hiithdate

Religion

Birthplace .

Oflicer
Date_

Sex

. Phone
In Citv

In Countv
In State

_ Grade

How Long?

(2)
FAMILY HISTORY
Age Address Religion

Occupation

M.

Bus. Address Father _

Others in Household

Mother

(3)
Friends

Name

Age Address

School

6.

Form 25. Juvenile Case History (8i/2"xir') (Front)

210

Basic Police Report Writitjg

Living Together?
Separated? F. Add _
Divorced? F. Add _
Dead F. Date-Cause
Drini^ing: Father
Mental: Father

AVorking: Father
Habits: Father

(4)
Parents

How Long?
M. Add .
M. Add

M. Date-Cause
Mother
Mother
Mother
Mother

Number Arrests and Reasons

(5)
Child

Resentful

Discouraged
Adventure .

Sex Curiosity

Sex Abnormality

Need Employment
Sick

Mental

Gang Activity

Comnuuiity Hazard
Adult Influence
Others

Form 25. Juvenile Case History (Reverse)

Sfx'ddl Suj)l)lvmc)it(n\ I iivc.^ti Ligation lirjxiyls 211

Parents (4)
The "Parents" section is designed to reveal tiie attitudes, habits, and oeneral living conditions provided by the parents, which
he(inently (ontrihute lo dcliiKiuenc y on the part ol the child.
Answer the following (piestions: Are the i)arents living together?
How long? Separated? Divorced? Is the father dead? C:aiise? Is the
mother dead? Cause? Does the father and /or mother drink? What
is the mental (ondition of ])oth the father and mother? Does the
father and ^)r mother work? What are the general habits of the
father and mother?
Child (5)
The section on the "Child" involves an attempt to summarize
the criminal record of the juvenile, along with the attitudes, habits,
and environmental influences ^vhich seem to have influenced or
caused his antisocial behavior.
Summary Supplementary Report
Use a general supplementary report, Form 20, to report a summary of your findings, conclusions, and recommendations. Recommendations made in this final summary report serve as a
basis for ultimate decision as to the disposition of the juvenile in
the case. Make at least one duplicate copy of both the "Juvenile
Case History" and final summary report so that a complete set of re-

ports may be forwarded to the juvenile court, probation department, or case work agency to which the juvenile is referred.

Chapter XV 111
FINAL INVESTIGATION REPORTS^

FTER THE INVESTIGATION OF A MAJOR casc is Complete, if yoii

are the in\estigating officer, it becomes your duty to prepare a
prosecution report for tlie prosecutor. The prosecutor is the person who represents you and presents the people's case to the court.
He is part of the people's team and complete cooperation is necessary.
Many departments do not require prosecution reports from
their officers; it appears that the use of these reports is not only
valuable to the administrator and supervisory personnel of the
department but of great help to you in presenting the case to the
prosecutor. If the facts necessary to prove a case are placed before
the prosecutor in brief, concise form; and if he is able to extract
the important points ^vithout reading through many pages of reports, it is much easier for him to understand the case and to reach
a prompt conclusion as to prosecution.
When you investigate a case involving a death, you also shoidd
forward a copy of the report to the coroner or medical examiner.
Inquests must be held in all coroner cases, and the information
you have developed may be of value in the determinations of the
coroner's jury. You may be required to give testimony in such
cases, and your testimony will be based on the same facts as those
prepared for the prosecutor's office.
If you set forth the necessary facts in proper sequence and in
brief form, the prosecutor or the coroner may ask questions as
necessary and review the entire case in a very short time. In assisting the prosecutor in the preparation of the case, it is your responsibility to provide all information necessary to justify a complaint
'Information for this chapter was adapted from Chapter \'II. Flovd X. Heffron:
Ex'idence for the patrohnan, Springfield, Charles C Thomas, Publisher, 1938. with
consent of the publisher.

and tlu' issuaiuc ul a warrant, oi the inloi iii.ti ion necessary loi |)iesentation to a ^rand jnry. Alter the complaint or indie iiiieiit lias
been filed and the warrant ol arrest executed, yon must then supply
all inlormation necessary For successful presentation of the case in

ccMin.
GENERAL CONTENT OF PROSECUTION REPORTS
To do this, j)rosecution reports, sucli as Form 26, are nee essary
and should l)e used in the al)sence of departmental orders to the
contrary. To be of value to both you and the prosecutor, these reports shoidd follow a set pattern, corresponding to the prosecution
sequence as nearly as possible. The report should present the necessary points in a maimer similar to the presentation in the following discussion. It should, like other operational reports, inc hide a
heading, body, and ending. Not all points "will have to be included
in every report, but all necessary elements must be presented in
order to outline the case properly for the prosecutor.
Heading of the Report
The heading of the report should include: (1) the type of offense; (2) the date and time the offense was committed; (3) name,
address, and brief description of the suspect; (4) criminal record
of the suspect, if any (if extensive, attach the criminal record sheet
to the report and so indicate; (5) name and address of the victim;
(6) name and address of the complainant; and (7) your name,
fjadge number, precinct, and department.
Ending of the Report
The ending of the report, which is contained on the first sheet,
will include: (1) the distribution of the ccjpies of the report, (2)
the status of the case, (3) the date and time the report is submitted,
and (4) a place for your personal signature.
Body of the Report
The bcjdy of the report, Avhich immediately follows the heading
information, should contain: (1) the reasons for the change, (2)
a list of witnesses, and (!^) the list of exhibits.
Reasons for the Charge. The "reasons for the charge" section

214

Basic Police Report Writing

is a brief statement of the ciiarge and the reason for it. In order
for you to justify a complaint or a criminal charge, the report must
show that all of the elements of the offense are present, and that
you believe that the suspect did commit the act. If all of the elements necessary to establisli the corpus delicti of the offense are not
present, the prosecutor will necessarily alter the charge to cor-

respond to the elements present.

BLANKVILLE POLICE DEPARTMENT

PROSECUTION REPORT

Offense

Victim

Complainant
Suspect

Case No.

Date and Time .

Committed

Address
Address
Address

Criminal Record of Suspect

Reasons for the Charge:

Form 26. Prosecution Report (8i/9"xH")

I'indl liwcstii^ation licfjuyls -15

Example: "Burglary:" John Doc entered the residence occupied by
Henry Roe and family at 1234 Jay St., City, between the hour of 9:30
P.M. and 11:30 P.M. on Wed., Oct. 26, 1959, without permission and
with the intent to commit theft (indicated by extensive search) , l)y
use of force applied to a bedroom window, and was apprehended by

Officers Black and White as he left the premises.

Yoli should note that all of the elements necessary to e.stablish
the c()rj)iis delicti tor burglary" and the degree of the crime are
present in the above brief resume. Elements present are:
1. Ihat John Doe, suspect, did enter an occupied dwelling during
the nighttime. (To establish the offense and the degree.)
2. That he entered without permission and by use of force. (Force
is not always necessary.)
3. With intent to commit theft. (Implied by the act of searching
the premises.)
In most states these elements are sufficient to establish the offense and the degree of the offense. Other information included in
the above paragraph, showing how the suspect was apprehended,
further corroborates the offense charged.
List of Witnesses. Under this heading, you should list all
known witnesses at the time of the report and give a brief statement to show their relation to the offense and the testimony that
can be given by each.
Example: "Burglary."
1. ROE, HENRY, occupant of 1234 Jay St.. will testify as follows:
That at 8:30 P.M. on Wed., October 26, 1959, he and Mrs. Roe left
their residence: that at that time the residence was properly secured,
doors and windows locked, and the bedroom window was not broken;
that the drawers, closets, and cabinets were in their normal orderly
condition; that when he returned shortly after 11:30 P.M. he found
that the bedroom window had been forced, and the house had been
ransacked; that screw driver found on the kitchen table, after the
crime had been discovered, was not his property and was not on the
table when he left the house; that he observed the suspect in custody
of Officer Black, but did not recognize him as anyone he knew or had
ever given permission to enter their dwelling.
2. OFFICER WHITE, JOSEPH, badge 317, precinct 7, will testify as
follows: That about 8:30 P.M., on Wed., Oct: 26, 1959, while on patrol
beat 16, he observed people leaving the residence at 1234 Jay St., that
aljoul 11:30 P.M. while again passing the residence, he obsened an

216 Basic Police Report Writiiig

open bedroom window; that he approaclied the window and Officer
Black covered the opposite side of the house; that shortly after arriving
at the open window. Officer Black called to him, and he ran around
the house to Officer Black's position: that on arrival he observed that
Officer Black had a man in custody; that the suspect was searched,
secured, and left in custody of Officer Black; that White then entered
and searched the interior of the residence; that no other person was

found on the premises and although the house had Ijeen searched, it
appeared that nothing had been taken; that an identification expert
was requested, and Sgt. Roy Jones responded; that a screw driver found
on the kitchen table could not be identified by Mr. Roe, and this was
marked for identification and turned over to Sgt. Jones on his arrival;
that White wrote the report.
3. OFFICER BLACK, RALPH, badge 643. precinct 7, will testify as
follows; That his testimony will be basically the same as that given by
Officer White up to the time they approached the house after noticing
the open bedroom window: that he apprehended the suspect, John
Doe, as the latter left the premises by way of the back door; that he
transported the prisoner to jail and booked him for investigation of
burglary.
4. SERGEANT JONES, ROY, badge 27, Identification Officer, will
testify as follows: That latent prints found on top surface of the dresser in the bedroom, near the point of entry, are the fingerprints of the
suspect, Jolin Doe; that the screw driver, turned over to him by Officer
White, has the same shape and size as the tool used to force the window in question and could be the tool used for this purpose; that criminal records indicate that the suspect was previously convicted of
burglary in Jan., 1957, and served a term in State Prison as a result.
(Copy of criminal record attached.)
List of Exhibits. The prosecution report should contain an
accinate account of all evidence relating to the offense. It is not
your responsibility to determine whether the evidence is relevant
or material and whether it can be introduced or established. This
is the diuy of the prosecutor, but he must have a complete report
of all evidence before he can determine its value. You can generally
determine the value of evidence, if you are experienced, but e\en
though yoin" kno^vledge of e\ iclence is better than average, you
should set forth all information on each bit of e\ idence for the
prosecutor to consider. Oftentimes, articles of e\idence that do
not appear to have any diret t connection \\'\x\\ the offense ^vill he
of value to the prosectition. if the defense lays the groundAvork for
its admission.

Fitial I)i\iesli<^(iti<))i Reports 217

Each article of evidence and the package in which ii is packaged, shcndd be oiven a letter corresponding to the secpience in
which it was fonnd. In the report itself, give a brief descrijjtion of
the article, including by whom and where it was marked for identification, and the number of the package in which it can be found.
List each piece of evidence in a secpience correspcmding to the
package ninnbers.
Include a general description of the location of the e\idence
when found and its location in relation to other evidence found at
the scene. (Measurements to show its exact location should be considered as i^art of your personal notes. You must be able to show
the location of the evidence ^vhen the case is presented in court.)

If you took measurements by triangulation, this should be

noted. If it ^vas necessary to take them by some other method, the
reason should be explained. For measurements of any distance
longer than normal reac h, which require one person on each end
of the tape, give the name of the other person. Also explain how the
measurements were verified; for example, 'Triangidation measurements taken by Officer Brown (317) and White (914) and
\erified by altering positions and rechecking."
State the time the evidence ^vas found in relation to the time
of the offense; Avhether it was found on arrival, during the search
subsequent to arrival, or later during the investigation; the name
and badge number of the officer or the name and address of any
other person who foiuid the e\ idence and can testify.
If photographs were taken, give the name of the person ^vho
photographed the crime scene and the articles of evidence. In
brief, give the number and sequence of the pictures taken.
When a rough reproduction of the original crime scene is a\ ailable, submit a copy with your report. Show the base points and include the articles of evidence to indicate the scene area and the location of the evidence. Give the name and badge nmnber of the
officer Avho prepared the original sketch. Also include identifying
information on those ^vho assisted.
It is assumed that j)ersons who found e\ idence at the scene can
establish that fact. You shoidd l)e especially carefid to include the
name and other identifying information relating to any witness

218 Basic Police Report Writing

who can identily the evidence as stolen property or property belonging to the suspect, etc. This part of evidence identification is
often important in the prosecution of a case and more difficult to
establish than other facts. The means used by the witness to identify an article are most important; include this information in the
report. The following is a list of exhibits in a robbery report:
Exhibit A.
Man's, Y.M., Bulova, w.w. No. 1368739, widi brown leather band,
bearing monogram initials, F.N.H., on the back, can be identified by:
a. HUGHES, FRED N., Victim as having been taken from his person
by unknown suspect in a robbery on Tues. evening, Dec. 15, 1959.
Identification by monogram initials on back.
b. CASH, E. R., pawn broker, as having been purchased from suspect.
Smith, for $2.50 on Wed.. Dec. 16, 1959. Idenfified by serial number.
c. GREEN, OFFICER JOE, as identified from APB description and

numbers on Dec. 20, 1959, and recovered by him from Cash on that
date.
Exhibit B.
Man's signet ring, Y.M., with black stone, bearing initial "H" in Y.M.,
can be identified by:
a. HUGHES, FRED N., victim, as property taken from his person during robbery on December 15, 1959.
b. GREENE, OFFICER, JOE, as having been found on the person of
suspect. Smith, at the time of his arrest, Dec. 20, 1959.
Your prosecution report is intended to familiarize the prosecutor with the basic facts of the case so he can determine Avhether
there is sufficient evidence on which to base a complaint or information. After the Avarrant has been issued, it must be served on the
defendant; and the case is generally set for a preliminary hearing.
The information that you set forth in this report should be sufficient to present at the preliminary hearing. The magistrate conducting the preliminary hearing need only satisfy himself that just
cause exists to hold the defendant for trial or for grand jury action.
ADDITIONAL SUPPLEMENTARY REPORTS TO THE
PROSECUTOR
Between the time of the preliminary hearing and the trial of
the case or presentation to the grand jiny, you, as the investigator,
^vill have a sreat amount of ^vork to do. In addition to seeking new'

l''i)i<il fnvcsliiidtion RffxDls -1-'

evidciuc and new w itncsscs, yon slionld lollow thron.^Ii to sec that
all a\ailal)U' evidciK c has Ikcii snhjccted to proper examination.
Also von should assist in the i^rciwration of the case for presentation to the court and jury. In this re^^ard, it may become your duty
to prepare exhibits lor the court or to coordinate the preparation
ol this material. Von should rei)ort supplemental information and
preparatory procedures to the jjroset utor on supplementary investigation report forms. The following exhibits and reports may be
necessary: (1) a scale drawing of the crime scene for the courtroom. CI) photogiaphs, and (1^) reports of laboratory and other
examinatioirs conducted subse(|uent to the prosecution report.
Scale Drawing for the Courtroom
As the investigator in a case, you should see that a scale drawing is prepared for use by the prosecution in the courtroom, and it
must be exact in detail and measurement. If the services of a draftsman or architect are available, he should be considered best qualified to prepare this drawing. When no one with special training is
available, it inay be necessary for you to prepare the drawing. If

this becomes your responsibility, you should be extremely careful

in making measurements, checking and rechecking them. Measurements should be reduced to the selected scale and roughed in on
a separate sheet before you prepare the final drawing. The final
drawing should be made large so that the court and jury will have
no dilhculty in seeing it. Make the drawing on white drawing
paper. All lines and entries should be made in black India ink.
If you are not a draftsman, a brief resume of your experience
in this type of work should be included at any appropriate place
on the drawing. You may have had a course in mechanical drawing
or similar training, or you may have prepared these types of drawings for i^resentation on previous occasions. When the drawing is
in proper proportion and measurements are according to scale,
there is generally no objection to its acceptance. Its purpose is
to demonstrate to the court and jury the appearance of the room,
building, yard, or area where the crime was committed, and the
objects within the area and their location. It will indicate the location of objects at the scene as found by you and others on arrival,

220 Basic Police Reporl Writing

and will serve to supplement photographs of the scene and the
area. Remember, however, that the dra^ving can show only the
crime scene and objects other than evidence that it contained at
the time the rough sketch was made. Don't locate the evidence on
the drawing. This must be done during the giving of testimony
after the scale drawing has been accepted by the court. Each witness \vho found evidence may be requested to mark its location on
the drawing Avhile he is giving his testimony.
Photographs
Include, along ^vith your additional supplementary reports,
fair-sized enlargements of all photographs taken at the crime scene.
These should be marked by the person ^vho took them to show
their sequence. Also include the photographer's resume of the
pictures taken. If photographs are to be introduced as evidence,
they will be established by the oral testimony of the person W'ho
took them.
Scientific Examinations Conducted
You should include information in supplementary reports to
indicate what has been done toward increasing the value of evidence. If any e\ idence has been taken to the laboratory for examination subsequent to the submission of the prosecution report,
you need to report the results. Indicate on the supplementary report the case, case number, charge, ^vho found the evidence, ^vho
deli\ered it to the laboratory for examination, and Avhat examinations Avere requested. Attach a copy of the expert's report to
your sujjplementary report.
In most police cases where death results, or Avhere death occurs

under unusual conditions even in the absence of evidence of violence, the body is taken in charge by the coroner or medical examinar. The normal procedure is to have a complete post-mortem
examination (autopsy) conducted even though the cause of death
may be cpiite evident. This is considered proper procedure and
should include the examination of all of the organs and fluids of
the body for possible signs of violence or the presence of poisons.
In any case, ^vhere there is the slightest possible doubt as to

r'inal hivcsliu^dtloii Rrjfoils 221

the cause ol dcatli, you should \)v picscui (hniu^ tlic aut()j)sy. In
sonic cases, the autopsy suiL!,eon uiay waiH to re\ iew the case with
yon prior to eonclneting the examination. II you have a suspic ion
as to the cause of death, you should tell the suroeon about it so
special ai lent ion can be given to the suspected cause.
it is i)()ssil)le h)i you to gather a great amount of valuable information and take some notes while the autopsy is in progress. The
surgeon will often remark on his findings as he progresses. Most
surgeons are not only interested in the })olic c j)roblem. but are also
\ery cooperative.
If you did not attend the autopsy, you should note this on your
prtyseciition report. In any case, a copy of the surgeon's post-mortem examination re})ort should be requested for the prosecutcjr;
and, if available, you should attach it to a supplementary report
which you submit after your prosecution report has been received
by the jjrosecutor.

222 Basic Police Report Writing

BLANKVILLE POLICE DEPARTMENT

I - PROSECUTION REPORT

OFFENSE Burglary o'fli'E f-NO timeQc .;!._26^_1SS2_

=-- w COMM I TTEO
VICTIM .Henr3L_H._Rpe address 1224 -Jay: _Stt_
COMPLAINANT Same address Same

CASE NO. J23457

t-ween 9:30 P. I. and Us30 P.M.

SUSPECT !lolm_(yiarle3_Dpe ADDRESS_l'^4_Maple Aye., Bl ankville, Calif.

CRIMINAL RECORD OF SUSPECT Sae_cppy_gf_crimiiial_recgr^ Attached,

REASONS FOR THE CHARGE :

John Doe entered the residence occupied by Henry Roe and family at 1234
Jay St., City, between the hours of 9:30 P.M. and 11;30 P.M., on Wednesis./,
October 26, 1959, vd.thout permission and with the intent to ccmmit theft
(indicated by extensive search), by use of force applied to a bedroom window,
and was apprehended by Officers Black and White as he left the premises.
List Of Witnesses :
1. Roe, Henry, occupant of 1234 Jay St., will testify as follows:
"That at S:30 P.M. on Wed., October 26, 1959, he and Mrs. Roe left
their residence; that at that time the residence was properly secured,
door and windows lockedj and the bedroom window was not broken; that
the drawers, closets and cabinets were in their nonnal orderly condition; that when they returned shortly after 11:30 P.M. they found that
tha bedroom window had been forced, and the house had been ransacked;
that a screw driver found on the kitchen table, after the crime had
been discovered, was not his property and was not on the table vrtian he
left the house; that he observed the suspect, in custody of Officer Black,
but did not recognize him as anyone he knew or had ever given permission
to enter his dwelling."
2. Officer White, Joseph, badge 317, precinct 7, will testify as follows:
"That about 8:30 P.M. on Wed., Oct. 26, 1959, while on patrol on beat 16,
he observed people leaving the residence at 1234 Jay St.; that about 11:30
P.M., while again passing the residence, he observed the bedroom window
open; that he approached the open window, and Officer Black covered the
opposite side of the house; that shortly after airiving at the open window.
Officer Black called him, and he proceeded around the house to Officer
Black's position; that on arrival he noted that Officer Black had a man
in custody; that the suspect was searched, secured, and left in custody
of Officer Black; that White then entered and secured the interior of the
residence; that no other person was found on the premises with them, and
althou^ the house had been searched it appeared that nothing was missing;
that a screw driver found on the kitchen table could not be identified by
(Over)

I'inal hwestigation Reports 22.-i

Case No. 23457 ^^^e 2

Kr. Roe, and that this was marked for identification and turned over to
Sgt. Ralph Jones on his arrival; that White wrote the report."
3. Officer Black, Ralph, badge 6i3. precinct 7, wiU testify as follows:
"That his testimony will be basically the sair.e as that given by Officer
'rfhite, up to the time they approached the house after noticing the bedroom
window; that he apprehended the suspect, John Doe, as he left the pranises
by way of the back door; that he transported the prisoner to jail and
booked him for investigation of burglary."
4. Sergeant Jones, Roy, badge 27, Identification Officer, will testify
as follows: "That latent prints found on the top surface of the dresser
in the bedroom, near the point of entry, are the fingerprints of suspect
John Doe; that the screw driver, turned over to him by Officer 'rfhite, has
the same shape and size as the tool used to force the window in question
and could be the tool used for this purpose; that criminal records indicate
that the suspect was previously convicted of burglary in January, 1957,
and served a term in State Prison as a result." Copy of criminal record
of John Doe attached.)
I.i.st Of Sxhibits:
Zxhibit A : Criminal record of John Doe (attached).
Sxhibit 3 : Latent prints found on top surface of dresser in home of Heniy
Roe, 1234 Jay St., City. Identified by Sgt. Roy Jones as prints of suspect,
John Doe. Photographs of latent prints attached; original in custody of property
clerk.
Exhibit C : One 1/4" screw driver found on kitchen table of home of Henry
Roe, 1234 Jay St., City. Evidence in custody of the property clerk. Can be
identified by:
a. Officer 'rfhite, Joseph as having been found by him on kitchen
table at 1234 Jay St. Identification by "X" mark carved in wooden
handle by Officer White.
b. Sgt. Roy Jones, as the screw driver turned over to him by
Officer White ai the possible instrument used in gaining entry.

Chapter XIX
ARREST REPORTS

iRiNfiNAL INVESTIGATIONS OFTEN RESULT ill aiTcsts. When persons are arrested, adequate reporting procedures demand that reports shall be initiated which will provide institutional knowledge

of the location and condition of all prisoners at any time, assure

departmental care of prisoners, furnish adequate control of them
while they are in custody, and provide for their release at the
proper time by proper aiuhority. The reports necessary to the
accomplishment of these purposes include: (1) an arrest sheet
Avhich provides an arrest record, disposition sheet, commitment,
and order for release; (2) alcoholic influence report; (3) hold for
investigation report; (4) request to the court for change in the
booking of prisoners; (5) request for internment; and (6) injured
prisoner report.
THE ARREST SHEET
If you are the booking officer, you must record, in duplicate,
information regarding the offender, charge, and the circumstances of arrest before the prisoner is locked in jail or released on
bail. This information, along with other useful data, must be recorded on the "Arrest Record," Form 27.
In preparing the "Arrest Record," note that the first required
item is an arrest number. The number series for arrests starts on
the first day of the year and runs consecutively and continuously to
the end of the year, at which time a ne\v series starting with
number one is inaugurated. Use a numbering machine to record
arrest numbers; this eliminates most of the opportunity for error
in number selection.
Although the full name of the prisoner may be difficult to obtain, try to get it from his personal effects. Give the prisoner's complete address. State \\here he was arrested, the date and hour of
224

Arrest liel)orts

ARREST RECORD

Month

CeU

Arrest No
Name
Address

Where arrested
Platoon Beat
Date Hour
Age Sc^. Where born
Color Citizen Non-Citiien
Nativity of father Mother
Married Single Sep. Div. Wid.
Depents. Drinliing Drunk Narcts.
College

Dept.
Dept.
Dept.
Dept.

Bail $
Arrcsled by Officer
llow Arrested
Pick up
Radio Call
Warrant

Common Sch.
HighS
School Attending

Employed
Occupation
Time in City

County
Detainers:

1. Date
Case No.
2. Date
Case No.
3. Date
Case No.
4. Date
Case No. .

Report No.

Department Dispo.: Hold for D.D.

Other Dispositions
Finger Print No. Bur. Clearance by

Hold for Comp.

Self
For Whom Arrested
Outside authorities only
Outside tried here

Outside for outside offense

Charge
Original - Final

Letter
Citation
Police Notice
Result of Accd.

Felony

Misd

Det. Rl'sd by
Det. Rl'sd by
Det. Rl'sd by
Det. Rl'sd by

Rel. when sober

. Authority for Release by

Date
Date
Date
Date

Form 27. Arrest Record (8"x5") (Front)

How Released Ball Bond $

O R by authorlt> of
To Appear
Received by
Entered Plea of Gulltj of
Held to Answer

1
Found Guilty of - Length of Senteoce
Other Disposition

Judge
Del. to Co. Jail by
ContiouBjices .

19

otnc

Date
Date

Dept
COIRT DISPOa'nON
and Ceru to Superior Court tor Sentence Date
Charge Discharged
Pelonjr
Months TfTs. Fine - Probation

Date
Date

Reason for
Mlsd.

Form 27. Arrest Record (Re\erse)

226 Basic Police Report Writing

arrest, name of the arresting officer, case number, ho^v arrested, for
whom arrested, and the charge. Record the departmental disposition as "hold for the detective division," "hold for a complaint,"
"release when sober," or other dispositions.
Necessary sociological data ^vhich you must record include
age; sex; place of birth; color; citizenship; nativity of father and
mother; marital status; dependents; physical condition (drinking,
drunk, or under the influence of narcotics) ; extent of education;
school attending; Avhere employed; occupation; and time in the
city, county, state, and nation.
If the arrest was made 'on sight" by an officer in the field, send
the complete record to the complaint clerk for the preparation of
a case sheet. Then for^vard it to the records division where clerks
will search the files in order to determine and insert the fingerprint number, criminal record, any "wants" on the prisoner in
other cases, and return it to the booking desk.
Recjuire any commanding officer ^vho authorizes outright release or release on bail to sign the report. If the prisoner is released on bail, insert the amount of bail on the front of the report
at the proper place and indicate on the back the name of the bonding company or the amount of cash bail. Get the officer \vho received cash bail to sign the report and record the date and hour
that he received it.
When the case must go to court for trial, forward the original
of the arrest record to the proper court; this provides information
necessary for the court clerk to prepare his docket. In any event,
file the duplicate copy of the arrest record in the jail file \vhere it
serves as a jail register.
The reverse side of the arrest record is a disposition sheet.
When the case is disposed of in court, the court clerk records all
information necessary for tabulating dispositions in the police
monthly statistical report. Space is provided for recording a plea
of guilty, certification to court, date of trial, charge, reason for discharge, the offense of which tiie prisoner was found guilty, length
of sentence, other dispositions, the judge and court in AvJiich the
prisoner Avas tried, ^vho delivered the prisoner to jail after commitment, and continuances. Forward the arrest record, with com-

A) rest Reports 227

pleted disposition, to the records di\ ision Avlicre, after monthly tabuhitions, it is filed with the ease.
When the prisonet is released Ironi your custody, send the
duplicate (jail file copy) to the records division where it will be
filed according to the arrest ninnber in a pending file. After the

disjjostion section has been completed, the record is filed in the

arrest file.
ALCOHOLIC INFLUENCE REPORT
Since experience has proxed that possible defenses of drunk
drivers are ninneroiis and drinik driving cases are difficidt to prosecute, yon shc:)idd, as an arresting officer, utilize the "Alcoholic
InHiience Report," Form 28, as a guide in the investigation when
the arrestee is a drmik drixer. This report, formulated by the
National Safety Coimcil's Committee on the Intoxicated Driver,
offers excellent security against the usual defense attacks. If you
keep an adequate supply of these report forms with you, your investigation and most of the report can be completed in the field.
Get a xvitness, conduct yom' investigation, and complete the report in accord xvith the steps as presented on the report form. Begin by designating the prisoner as either a driver, pedestrain, or
passenger. Record the incident as either an accident, traffic violation, or other situation. After recording the name, address, age,
sex, race, approximate weight, and dri\er license nimiber of the
prisoner, proceed to ask cpiestions and record answers on the form.
In completing the "examination" section of the report, observe
the subject carefully to determine alcoholic breath, color of face,
condition of clothing, attitude, unusual actions, and the condition
of his eyes. Draw^ circles around xvords on the form that describe
observed conditions. Add other Avords of your own which seem to
describe the arrestee's condition most adequately.
Instructions are given on the back of the form for administering a niuTiber of practical coordination tests. \V' ith the prisoner's
consent, administer the tests. Follow the instructions and record
the results of the tests in the "examination" section of the form.
Present your own opinions as to xvhat led you to suspect the
prisoner was inider the influence of alcohol, his imusual actions or

228

Basic Police Report Writing

(Chock)
(Check)
D Driver

D Accident
D Pedestrian
D Violation
D Passenger
D Other

A.M.

P.M.
D..ir ..n.i llnii' of
Accideot or Violstioa

ALCOHOLIC INFLUENCE
REPORT FORM

Case No
Accident No..
Arrest N'n

. What ? Quantities ?
A.M. A.M.
. P.M. Stopped P.M. Where ?

Name Address
Age Sex Race Approx. Weight Dr. Lie. No

QUESTIONS: NOTE: Get witnesses to prove driving.

Were you operating this motor vehicle ? Where were you going ?
Whei^ did you start from? When did you leave? Time now?
Have you been drinking?.
Commenced ....
Are you ill? Have you been to a doctor or dentist recently? If so, when?
Who? (name of doctor or dentist) For what?
Ai^ you taking medicine ? If so, what ? Last dose
Do you ha\c diabetes? Are you taking insulin? Ha\'e >ou used a mouth wash recently?
Are you hurt ? Did you get a bump on the head ?
How much sleep did you have last night ? How much today ?
Have you been drinking since the accident ? What ? Quantities ?
EXAMINATION: {Draw ciiclos around words describing observed conditions. Add other words of your
own.)

A.M.
P.M.

BREATH
Odor of alcoholic liquor
Apparently none
fain
moderate s
rong
COLOR OF FACE
Apparently normal

Flushed
Pale
(Other)

CLOTHES
Orderly Mussed
Soiled
Disarranged
Disorderly
(Describe)

ATTITUDE
Polite Excited
Cooperative Indifferent
Hilarious
Antagonistic
Talkative
Corky
Care-free
Combative
Sleepy
Insulting

(Other)
I'NU.SUAL ACTIO.NS
Profanity Hiccough
Belching
\-omiting
Fighting
(Other)

EVES
.Apparently normal
Watery
Bloodshot

1^
D PUPILS
.Apparently normal
Dilated
Contracted

Poor reaction to
light

n BALANCE
Sure Fair Swaying
Wobbling
Sagging Knees
Falling
(Other)

D WALK &
Sure Fair Swaying
Stumbling
Staggering
Falling
(Other)

TUR.M.VG
Sure Fair Swaymg
Uncertain

Staggering
Falling
(Other)

D FIiNGER-TO-NOSE TEST
Right Su
e Umertain
Left Sure
Uncertain
(Other)

PICKI.NG UP COINS
Sure
Slow
Uncertain
Unable
(Other)

m cprrfU 1 Fair Slurred

n SPEECH 1 ^,|^^;^^ ^, ^^,^^j^

Stuttering
Confused
Clearness and cc
Incoherent
rrcctness of enunci
(Other)
tion

What first led officer to suspect alcoholic influence?

Unusual actions or statements
Signs of illness or injury

CONCLUSION

EFFECTS OF ALCOHOL Apparently

ABILITY TO DRIVE Apparently fit

Slight
Ability imp

Examined by
SJgosIurc
Witnesses to examination .

Time Completed

A.NL
P.M.

NOTE: L'SE OTHER SIDE [OR REM.^RKS. Wbea pbyticia

for ciiemicjl lcI, record

Form 28. Alcoholic Influence Report Form (8i/2"xir') (Front). (Courtesy

of National Safety Council, 425 North Michigan, Ave., Chicago, Illinois.)

An est lie polls

229

REMARKS
Namw of Officers or persons making the remarks
INSTRUCTIONS FOR COORDINATION TESTS
Do not have suspect perform any lest action unless he is willint;.
When tests are made, record results and check squares on other
side. When tests arc not made, record conditions from general
observations but do not check the squares. .X square is to be
checked only if test is made.
1. Pupils of eyes flash a bright light in the eyes of the suspect and compare the reaction of his pupils
with the reaction,
obtained when a light is flashed in the eyes of another person. There should be the same reaction.
2. Balance Stand erect with heels together, eyes closed, and head back, to observe balance.
3. Walking and turning Walk a straight line, toe of one foot against the heel of the other, then turn
and .walk back again.
Watch closely for evidences of incooidination. especially when turning around.
4. Finger-to-Nose Test Stand erect, eyes closed, e.xtend arins horizontally to side, then, one arm at a
time, touch the tip
of nose with the tip of the index finger.
5. Coin Test Pick up coins from floor, ilf dcsiied have suspect place coins on table and arrange in order,
with largest
sized coins on right. Identify heads or tails. Observe ability.)
6. Speech Repeat the followin? test phrases; ELECTRICITY, METHOUIST EPISCOPAL. AROLNI) THE
RUGGED
ROCK THE RAGGED RASCAL RAN.

7. Handwriting Copy a sentence, or se\eral words (such as the test phrases in No. 6 above), or sign
name, so that handwriting can be compared. Space at top of this sheet may be used for this purpose.
PHYSICIAN'S REPORT
A.M.
Exatnining physician, if any P.M.
Name Addfvsi Time Examined
Physician's Diagnosis
Signature of Physician
CHEMICAL TESTS
Sample Material Date and Taken in Sample Date and Percent
No. Time Collected Presence of Sealed b\- Time Analyzed Alcohol

Tests made by.

Witnesses.

Nolioool SoJalr CougciJ. 42S North Michigan Ava . Chicago II. III.
Printed in U.S.A

Stock No. 311.!

Form 28. Alcoholic Iiinuciuc Report (Reverse)

230 Basic Police Repent Writing

statements, and signs of illness or injury. Circle the appropriate
words relating to your conclusions as to the effects of alcohol on tlie
prisoner as a driver and his ability to dri\e. Continue ^vith any
additional remarks cjn the reverse side of the form. Sign the report and ask your Avitness to aflix his signature to it.
When you reach lieadcjuarters, contact the complaint clerk,
booking officer, or jailer, and request that he administer the coor-

dination tests and complete the appropriate section of the second

"Alcoholic Influence Report." When the two of you concur, you
have established adecpiate reason to hold the prisoner on a drunk
driving charge.
With the priscjner's consent, it also is proper policy to have him
examined by a physician and to take blood samples for the determination of alcoholic content. When a physician has examined the
prisoner and blood samples have been taken, ask the doctor and
laljoratory technician to complete and sign the appropriate sections on the reverse of the form. Case, accident, and arrest numbers
will be recorded in the records division where the alcohol report
is filed with the case.
HOLD FOR INVESTIGATION REPORT
As an arresting officer you ^vill often find that immediate release of a prisoner on bail or permitting him to commtuiicate with
outside persons will interfere with continuous investigation which
must be done by the detective division. In this kind of situation
you should initiate a "Hold For Investigation Report," Form 29.
This form, when properly executed, assures the department that
the prisoner will be held by proper authority imder adequate restrictions according to law and the rules and regulations of the
department.
Prepare the "Hold For Investigation Report" in duplicate
when you think that the circinnstances justify holding the prisoner
for the detective division with or \vithout communication.
Give the full name of the prisoner, case ninnber, date and hour
of arrest, arresting officers, the charoe, reason for holdino the
prisoner, and instructions to the booking officer. Obtain the signature, and note the date and hoin" of the signatine, of the commanding officer who authorized you to hold the prisoner.

Arrest Reports 231

After the report has been si,t>nc(l by your (oiniiiancbn,^ ollucr,
present it to tlie bookini; olhccr, who will note the restri( tions on
the arrest record. Iile tlie (hii)h(ate in a "Hold For Investi.t^ation
File," and h)r\var(l the ori<j,inal to thf dc-leeti\e division.
HOLD FOR IWKSIK.A I ION

Name ^'-^^^ -^'"

Dale of .\iie.st . Hour of Arrest
Arresting Ofiicers _

Charge

Reason for Request

Investigation Authorized by

Date Hour

Investigation Released Date Hour

Form 29. Hold For In\estigation Report (8"x5") .
By the time the detective division receives the original, a duplicate of your investigation report will have arrived, explaining in
detail the reasons and extent of need for further investigation.
When the detective division has completed the investigation, the
detective who worked on the case will complete the line, investioation Released," and return it to the booking officer. The latter
will cross out the "hold for investigation" note made on the arrest
record, make changes in the charge as indicated by the detective,
and record his initials, time, and date as indication that he has
followed the prescribed procedure.
If you later discover tiiat there is need for further restrictions
on the prisoner, make a second set of "Hold For Investigation"
forms indicating the necessary restrictions.
The officer who has charge of tlie jail will make daily inspections of the "Hold For Investigation File" in an effort to discover
prisoners who are being held for in\'estigation longer than the
law or departmental policy allows. \'iolations of these regulations
are reported to the proper authority.

232 Basic Police Report IVritiiig

REQUEST TO COURT FOR CHANGE
As the booking officer, you ^vill often need to provide Avritten
notices to the court of booking changes which require alterations
in the court docket ^vhen the court is some distance removed from
your office. The prisoner may liave been released Avithout prosecution, his availability delayed, or the charge changed. A "Request
To Court," Form "M), is useful in forwarding this information.
REQUEST TO COURT

Defendant Arrest No. Case No.

Docket No. Date of Arrest .

Original Charge
Request for Dismissal Clontinuance Change in Charge
Charge Changed to

Continue to
Reasons

\Vas Court Clerk Notified bv Phone?

Unable to execute warrant on abo\e siiljject; please attach complaint anti return to
Records Division for filing
Date and Hour Booking Officer

Form 30. Request To Court (8"x5") .

When you need to pro\ide a ^vritten request for dismissal,
continuance, or chanoe in the charoe, oet the name of the defendant, docket number, arrest niunber, case nmuber, and original
charge from the arrest record and present this information on the
"Request To Court." Mark the request as one for dismissal, continuance, or change in charge. If the request is for a change in
charge, record the new charge, (iive the suggested date for trial, if
your recpiest is for a change in date. In any event, explain your
reasons for the request. If the change of circumstances came about
suddenly, you also ^vill want to indicate that the court clerk ^vas
notified by phone. ^V^hen a dismissal request is due to the inability
of your department to ser\e the warrant on the subject, request

Arrest Reports

283

that the (ouit attach i\\v c oiiipl.iiiit to yoin iccjucst and rclmii
both to the records dixision lor hlinj;. Record the date and hour
ot the rej)ort and si^n it.
On receij)t ol the rec]uest, the court clerk makes the proper
notation in his docket and staples the "Request To Court" to the
arrest record and disj)<)sition sheet, and returns them to you. Later
you will send them to the records di\ision lor fding.
REQUEST FOR INTERNMENT
Either state law or the policy oF your department will require
that prisoners sirspected of veneral disease shall be examined by
health authorities and that those who are diseased shall be treated.
II you are the arresting oflicer and you suspect or the prisoner
states that he is infected, initiate a "Request for Internment,"
Form 'H. This form, prepared in duplicate, gives your reasons for
requesting an examination, places responsibility for detention on
the cominanding officer, infonns the booking oflicer of restrictions
on the prisoner, and notifies health authorities that the person is
being held for examination.
Adequate space is provided for recording the date; case number; name and address of the prisoner; the prisoner's age, sex.

Date

Name of Prisoner
Sex Age

Married

Single

Place of Arrest
Charaie

REQUEST FOR IN I ERXMENT

Case No.
Address

Circumstances of Arrest

Color

Occupation

Di\ orced .

lime of Arrest

With W ho Arrested

Prior Record

Physician's Diagnosis

Date of Iiiternment .

Negative Results .

Date 1 rcatment lerminaled

Signature

Date Besfin Treatment

Physician

Form 31. Rccjucst For Intcrnniciit (8"x5")

234 Ba.si( Police Report \\')ltl)iij!^

color, occupation and marital status; time and place of arrest; with
whom arrested; the charge; prior criminal record; and the circumstances ol the arrest. The most significant j^art of the report is your
reason for requesting the examination.
Complete the form, affix your signattue, and forward the report to your commanding officer for his approval.
The "Request For Internment," Form IM, is in essence an "internment order." Space is provided for the physician's diagnosis,
date of internment, negatixe resiUts, date of first treatment, the
date treatment \vas terminated, and the signature of the physician.
Send the approved report, both original and duplicate, to the
booking officer. The latter will insert the words "Held for Internment" in the space for "Charge" on the arrest record and place
both copies in the front of the jail file. Either the booking officer or
a clerk will send the original to the health department and the
duplicate to the rocords division to be filed '^vith the case.
At the health department the physician conducts the examination and records his diagnosis. If he gets negative restdts, he notes
this fact on the form and returns the signed report to the police
department. If the prisoner is found contagiously infected, the
physician records the date of internment and the date treatment
began, and retains the form. At the conclusion of the treatment,
he notes the date treatment \\'as terminated and returns the "Request for Internment" to the booking desk, w^here it is retained
initil a monthly report is prepared.
INJURED PRISONER REPORT
Prisoners often are injined before or din-ing an arrest or suffer
from some informity, prior injiny, or disease. Others may be injured in jail. If yoti have a prisoner in custody, as the arresting
officer or jaider it is yotir responsibility to have him examined by a
physician at a hospital or at tiie jail when he exhibits any evidence
of serious injury or illness. Take every imconscious person to a
hospital immediately. No prisoner shoidd be taken to a hospital
for examination or treated at the jail unless you have initiated
an "Injured Prison Report," Form 32. This report protects both
the prisoner and your department by giving assinance that the
former has been examined and treated.

Ayyr.st Reports 235

II you are the officer who has liini in custody at the time of the
examination, enter the ])risoner's name and the case number at
tlic top ol the report. Answer tlic (juestion. "Has the prisoner an
alcoholic l)reath?" Recjuest ot the jjhysician that he complete the
remainder ot the report, which includes the nature and extent of
injinies, treatment given, time entered hospital, date, time and
date discharged, and the names of the muses in attendance. The
most important (piestion to be answered by the physician is: 'In
your opinion is the physical condition of this prisoner such that
he may be held in custody in (name) Jail without endangering his
life or health?" Sign the report and request that the doctor sign it,
giving the name of the hospital Avhere the prisoner was examined
and treated. Forward the report to the records division where
it will be filed with the case. Make a supplementary investigation
report if you are in possession of facts not heretofore reported.
INJURED PRISONER REPORT
Name of Prisoner . Case No.

Has the Prisoner an Alcoholic Breath? . Nature of Injuries

Treatment gi\en

In Nour opinion is the physical condition of this prisoner such that he mav be held in
custody in the jail without endangerins; his life or health?
Answer yes or no
Time Entered Hospital Date Time Discharged Date
Nurses in Attendance _____^

Ofhcer Signed M.D. or Interne

Name of Hospital __^ .
Form 32. Injured Prisoner Report (8"x5") .

Chapter XX
PROPERTY CONTROL REPORTS

A.

.s IN CASES OF ARRESTED PERSONS, your department is the custodian of recovered and foiuid property, evidence, and personal
property which comes into its possession tlirough arrests, criminal
investigations, and other ^vays. In the performance of this custodial function, the department must maintain a system of reporting
^vhich will assure a chain of possession, identify property, provide
for its protection and safekeeping, prevent unaiuhorized release or
loss, and establish responsibility for release.
The combined reports necessary to proper property control
include 5"x8" property record, 5"x8" property envelopes, 5"x3"
property index cards, 5"x8" general and prisoner property receipts, 5"x3" aiUomobile receipts, and 8"xl0"' prisoner property
envelopes. Property records, tags, envelopes, and index cards are
prepared when the department receives any property of any kind
except property that it owns or prisoner's property of a size that
will fit into a prisoner's property en\elope. General and prisoner
property receipts are initiated ^vhen property is received at departmental headquarters, and aiUomobile receipts are prepared
when aiuomobiles are stored at police or public garages.
If you are the officer who brought property in to police headquarters, it is your responsibility to complete the property record,
property tags or envelopes, and a property index card.
THE PROPERTY RECORD
As stated earlier, the "Property Record," Form 33, is a 5"x8"
card designed as the fimdamental control record for all property
received by the department other than its own property and property of a size that \vill fit into the prisoner's property envelope.
Complete only one property record for all property on a case
turned in at any one time, regardless of the niunber of pieces.
236

Properly Cuntrol Re par Is 237

lU.ANKMI.I.F, POLICE OKPAR TMENT

PROPER IV RECORD ClARI)
Rctoul \u Hill No (->sc No.
Physical Ev. ( ) Personal Prop. ( ) Found Pro. ( ) Rcc. C.oods ( )
Name of Owner -Vddrcss

Description of Property

No. of Pieces ^
Ollicer -^ nate Hour
Form 33. Troperty Record Card (8"x5") .
On the report torm, record the tag niiniber and case number
and identity the property as evidence, personal property, found
property, or recoxered goods. Give the full name and address of
the owner of the property. Describe the property (see Appendix C
for information) , giving the number of pieces. Sign the property
record and give the date and hour that you completed the report.
If the property involves more than one piece or bundle, attach
the property record to one of the pieces. You can tie the other
pieces into the property record by the use of property tags.
PROPERTY TAGS AND ENVELOPES
Property tags and prf)perty envelopes are used to identify each
individual piece of property. Make use of the "Found Property"
envelope. Form M, or the "Evidence" envelope. Form .^5, depending upon the size of the article and the reason property is being
held. Tse the 'Found Property" tag. Form .'.(). or the "Evidence"

238

Basic Police Report Writing

FOUND PROPERTY
CASE NO.
Fd. By - DATE
Address Where Found
Arilcle -

Officer No.
Do+e Hour

Additional data or remarks

POLICE DIPT., PROPERTY DIVISION

3!<-/ 2v4 7-5

Form M. Found Property Envelope (5"x8")

I'ropoty i'.ontrol Rcfxiils

239

EVIDENCE

Deft Case No.

Name Dafe
Offense Date
Articles

Prop, of Def? Prop of Comp.

Prisoner Arr. by
Officer
Additional Remarks

POLICE DEPT. Property Division

3M-40I 2M 7-54

I'OkNf ib. Kvidcncc Knvelope (j"x8")

240

Basic Police Report Writing

tag, Form 37, to identify articles too large to fit into a "Found
Property" or "Evidence" envelope. Use a plain shipping tag or a
plain manila envelope to identity property that is neither "found"
or "evidence." Tags and envelopes are identical as to required
data. The required information on both is self-explanatory.
PROPERTY INDEX CARD
The property index card is a plain 5"x3" card. If you are the
officer who brought the property in, copy all of the essential information from the "Property Record" on this card (see Form 38) .

Fd. by

FOUND PROPERTY
CASE NO.
DATE
Address

^^^ Where Found

^^J

^^^

(OVER)
Officer
Date
No.
Hour
\^

POLICE DEPT., PROPERTY DIVISION

Form 36. Found Property Tag (3"x5") .

EVIDENCE
Defr Report No..
Victim Date
Offense Date in
Articles

Prop, of Def? Prop, of Comp?

Prisoner Arrested by
Officer

POLICE DEPARTMENT

Form 37. Evidence Tag (3"x5")

P)(>l)(')l\ Control Reports 241

Deliver the properly, alon;^ w iili the pri^perty record, property tags
or envelopes, and property index card to tlie person in the property
di\ ision who has been designated to receive it. Enter in a property
ledger a hriel description ol the projxnty and the tag or envelope
ninnber, and initial yoin- entry.
RECORDS DIVISION PROCEDURE
II proj)ertv is being held lor the prisoner, the receiving officer
\\'\\\ ciieck the property against the entries in the ledger and sign
his name innnediately below the last entry as evidence that he has
received the ]:)roperty. Each subsecjuent change in custody will be
recorded in the same manner initil the property clerk takes charge
of the property, and each change follows the same procedure.
The property clerk stores the property after noting the bin
number on all of the essential reports. He sends the Property Record to the records division, where it is filed with the case. He then
files the Property Index card in his own office according to the tag
or envelope number, class, or description. This file serves as the
property clerk's inventory of the property on hand.
If property is to be held as evidence, follow^ a slightly different
procedure. Make your entry in the property ledger and lea\e the
evidence and reports in a locked cabinet for the laboratory technician. The laboratory technician will handle the reports in the
same manner as the property clerk handles other property reports.
PROPERTY INDEX CARD
Record No. Bin No. Case No.
Ph. Ev. Per. Prop. Found Pro. Rec. (ioods
No. of Pieces
Description of Property

Name of Owner
Address

Date Claimed by Owner

Date Sold at .Auction _

Officer . Date Hoin

Form 38. Property Index Card (5"x3") .

242 Basic Police Report Writing

RECEIPT FOR AUTOMOBILE
Since an automobile can't be delivered to headquarters like
(jther property or evidence, you should take it directly to a police
or public garage. At the garage complete a "Receipt For Automobile," Form 39. In completing the face of the form, record the case
number; o^vner's full name (registered owner) ; the address where
the car is stored; the date and hour of storage; your name; the
make, type, model, motor niuuber, license number, and accessories on the aiuomobile; the name and address of the storage
garage; name and address of the company that towed the automobile, and the signature of the person at the garage who received
it. On the reverse side of the form state the condition of the automobile at the time of storage and the circumstances which necessitated the storage.
Deliver the "Receipt For Automobile" to the property clerk
as though it were the vehicle itself. Complete the same records
that you would complete if the car ^vere any other property.
The property clerk dates and signs the receipt, completes the
necessary index cards and files the receipt in his office. Once the
automobile is to be released, the receipt is delivered to the owner,
who presents it to the garage for release of the automobile to him.
The garage has instructions not to release the car except upon presentation of the receipt.
RECEIPT FOR AUTOMOBILE
Case No.

Name of Owner
Received at

Date Hour Officer

Make Type Model

Motor No. License No.

Accessories

Stored at Garage
.\ddress

Towed by
Address
Received bv

Form 39. Receipt For Automobile (5"x3") (Front)

Property Control Reports 2-lM

(loiulilion

Circumstances

Auto to l)c (lcli\ciccl to

Signature
Date By

Property Clerk
Form 39. Receipt For Automobile (Reverse) .
W'hen you find personal property in a stored automobile, remove the property from the car and complete the same reports
required for any other property or evidence. Make a notation on
the "Receipt for Automobile" in order that the property clerk will
release the other property when he releases the automobile. The
property record cards for both the personal property and the auto
are stapled together in the records division and filed with the case
record.

GENERAL RECEIPT FOR PROPERTY

Don't release any property from the possession of the police
department witliout obtaining a receipt. The "Receipt For Property," Form 40, is used for the release of all property other than
automobiles and the personal property taken from the prisoner
by the booking officer. This receipt assures the release of the right
property to the right person by proper authority. It also contains
an ackno^vledgment of the receipt of the property by the o\vner
and the conditions under which it was released.
If you are the officer who is ordering the release, identify the
property on the form by listing the case, record, and bin numbers
and a complete description. State the conditions of release, sign the
receipt on the line "Approved by," and require the person to

244 Basic Police Report Writing

whom the property is being released to sign his name and give
his address in order that the property clerk later may identify him
by the signatme.
The property clerk will indicate the name and address of the
])erson to ^\hom the property is released, sign his name on the line
"Released by," and require the person who receives the property
to sign for it. Later he will forward the receipt to the records division where it is filed with the case record.
BLANKVILLE POLICE DEPARTMENT
RECEIPT FOR PROPERTY
Case No Bin No Record No . Date Time

Physical Evidence ( ) Personal Property ( ) Recovered Property ( )

Foimd Property ( )
Name Address
Description of Property Released

Circumstances of Release

Released to . Address

Released by Approved bv Rank

Received from the Blankville Police Department, this date, the above described
Property.
Signed
Form 40. Receipt For Property (8"x5") .

I'lojjcyty Ctjulyol Reports 245

PRISONER'S PROPERTY RECIEIPT
If you are the booking officer, it is your responsibility to initiate a "Prisoner's Property Recei|)t," Form 41, lor all small
property and cash taken Irom the jjrisoner at the time ol hooking.
This receipt, picparcd in (lipiicate, serves lour j)in poses: (1) it
provides the prisoner a list ot the property taken from him, (2) it
protects you agaiirst any claim that you took more property from
the prisoner than was delivered on release, (.'V) it gives you any
opportunity to ciu'( k property with nund)ers and inscriptions
against the stolen property file, and (4) it may help in identilying
evidenc e in the j:)resent or subsequent cases.
At the time tiie jirisoner is searched, list the name and address
ol the prisoner on the fiist line of the receipt. Follow the name and
address with a complete list and description of all property found
in his ]>ossession (see Appendix C for instriu tions on description
of property) . Present the receipt to the prisoner for his signatme.
If he is unable to sign, write "Unable to Sign" and initial the line
designated for the prisoner's signature. Utilize the arresting officer
as the searching ofiicer and ask him to sign the receipt witnessing

PRISOIVER'S PROPERTY RECEIPT

POLICE DETAHTMENT
Sidtion .19
In compliance with Ihe provisions ol Section 1412 ol Ihe Penal Code, 1 have this day taken from
the lollowing personal properly, to-wit:

To be signed in presence ol searching ollicer.

5arctilng Oitlci

Wltnen

Received the above described property this date

Date
SETURNED BY:

^Qy^. This receipt is NOT transierable. Must be presented by Owner.

under provisions of Ora. J973N5. property of ,. defend. m; cjrnot .'e Jelivereo lo inj person other than tne
defenda

Form 41. Prisoner's Property Receipt (8"x5")

246 Basic Police Report Writing

the fact that the listed and described property was taken from the
prisoner. Sion the receipt yourself as the second witness.
Deli\er the original to the prisoner, retain the dnplicate in
a file at the booking desk. If the prisoner has property which is
clearly identifiable by number or inscription, send the triplicate
copy to the records division to be checked against the stolen property file.
In the event that an identification is made in the records division, the clerk ^vho made the identification will prepare an investigation report in duplicate. The original of the investigation report
NAME RECORD NUMBER DATE

Form 42. Prisoner's Property Envelope (8"xl0")

Profwrty Conhol licpovls

247

will be sent to his (oinniandino oflicer who will cause the property
so identified to be held lor evidence and send the duplicate to be

sent to the detective division.

On release, recpiire the jirisoncr to produce his "Prisoner's
Property Receipt." Sjxue is jjrovided on the lorm for hint to si^n
his name as acknowledgment ot receipt ot the property. Record
the date of release of the property, and sign the receipt yourself,
giving your badge number and the address of the prisoner.
Keep the jDrisoner's receijjt and for^vard it to the records division where it will be filed with the case record. In the event that
the prisoner has lost or destroyed his original receipt, make a supplementary investigation report containing a list of the property
obtained from the duplicate copy on file, and a note that the original receipt \vas lost or destroyed.
PRISONER'S PROPERTY ENVELOPE
After you initiate the prisoner's property receipt, place the
prisoner's property (property taken from his person) in a "Prisoner's Property Envelope," Form 42. Space is provided on the
property envelope for the prisoner's name, the property receipt
number, and the date. Spaces are provided over the entire face of
the envelope for the insertion of this information in order that it
may be used a ninnber of times.

Chapter XXI
IDENTIFICATION REPORTS

T,

HE COMPLETION OF IDENTIFICATION reports is often the last imjjortaiit phase of operational reporting. These reports are the very
lounclation of the identification phase of any criminal investigation. Once they are incorporated into the records of a police
agency, they become a veritable storehouse of information useful
in the determination of the identity of dead persons and prisoners
and in establisliing identity in relation to traces left at the scenes
of crimes.
In recent years tiie fingerprint report form has become the
most significant of a number of reports in this category. However,
this report is not always available to establish identity or the re-lationship between the suspect and the crime scene. Description
cards, photographs, and criminal history or "rap sheets" also serve
their purpose in fulfilling the intention of identification reports.
Some agencies also require the completion of single-fingerprint
report forms in partictilar situations; and, in iniusual circumstances, a photograph order may be necessary to cause photographs
to be taken when otherwise departmental policy does not require a
photograph.

Regardless of the type of identification report, there is one

item that is common to all of these reports the identification number. An identification number is assigned to each subject and is
placed on each identification report in order that separate files
may be maintained for identification purposes. This number,
usually inserted in the upper right or left-hand corner of the report, is assigned to each criminal to identify all identification rejKHts relating to him. He retains this number regardless of how
many times lie may be arrested, fingerprinted, or photographed.
THE FINGERPRINT CARD
The fingerjjrint report form or ftngerjjrint card, Form 4^^, is the
most important of all identification records. It combines the quali248

IndoilifK (ttion Re ports

249

ties ot simplicity, speed, aaiiraty, and ohjcctiNity wliidi are so

necessary to identification records.
The standard fingerprint card, 8"x8" in size, is used in alnicjst
all jurisdictions throughout the country. This card, made ot durable material, provides adequate space tor essential information
and withstands natural wear and tear trom use in the police files.
Although police agencies difter as to the required number of
copies of this report, adequate fingerprint reporting demands
tlnee: one for the local files, one for ttie state bureau tdes, and a
final copy for the Federal Bureau of Investigation. Additional

STATE BUREAI

Form 43. Standard Fingerprint Card (8"x8") (Front) . Conrlcsv ol State

Bureau ol Criminal Identification And Investigation Sacramento. Calilornia.)

250

Basic Police Report Writing

DEPARTMENT OF JUSTICE
BUREAU OF CRIMINAL IDENTIFICATION AND INVESTIGATION
p. O. BOX 18S, SACRAMENTO S, CALIFORNIA

CURRENT ARREST OR RECEIPT

Nearest relative
Name

Crime and/or arrest report number

Social Security number
Drivers license number -

INSTRUCTIONS
1. TYPE OR PRINT all information.
2. Note amputations in proper finger squares.
3. REPLY WILL QUOTE ONLY NUMBER APPEARING IN THE BLOCK MARKED 'CON.
TRIBUTOR'S NO."
4. Indicate any additional copies for other agencies
in space belosi' include their complete mailing
address.

Ithhold submission of fingerpri

ng for development of photograph.

Do

SEND COPY TO:

Form 43. Standard Fingerprint Card (Reverse) .

copies may be provided if the agency maintains an exchange of

prints with other local, state, or federal agencies.
Who Should Be Fingerprinted?
Police agencies also di.sagree as to who should be fingerprinted,
but proper reporting seems to dictate that all persons, with the exception of traffic violators and those charged with the \iolation
of city and county ordinances, should be subjected to the process.
Any prisoner \vho is subject to fingerprinting on the basis of an
offense for which he is arrested should be printed each time he is
arrested in order that his criminal record may be kept current and

I ikIi'iiIi linilioii l{rl)i))ls 251

coiiipk'tc. A police a,i;fiuy lii;it docs not liaxc fslahlislicd iiilcs regardiiiL; iliis mattci would do well lo ado|jt those- indicated above
since all other identification reports depend, to a great deoree, on
settled j)oli( ies in relation to the finoerprint record.
\Vho Should Be Responsible lor the Fingerprint Report?
Many police agencies rcxjuire that the matter ot completing
the fingerprint card shall be the responsibility of the identification
bureau in the records division. Others place this responsibility on
the ariestiiig officers. Either oi these jjolicies residts in the loss of
time and energy, increases the possibilities of escape, and has other
genera] inconveniences. A number of progressive agencies have
discoxered that the jobs of fingerprinting and photographing prisoners can be performed effectively by members of the jail force.
Neither of the jol)s is difficidt and both can be performed by jailers
with a great amoimt of efficiency after some training in these procediues.
Fingerprinting Procedure
After tiie completion of the booking procedure and before
processing for incarceration in jail or release on bail, you shoidd,
if you are the jailer on duty, take the prisoner into ctistody for the
pinpose of fingerprinting and photographing through facilities
provided inside the jail.
The matter of completing the fingerprint card is not a difficidt
task, but the value of this report depends upon the legibility of
the ridge detail of the prints that you take. Faidty or careless taking
of the prints will render the report useless.

The inked impressions of the fingers that you shoidd record on

the standard fingerprint card fall into one of two categories rolled
or plain. The card provides for ten individual squares in txvo rows;
place rolled impressions in these squares. Make these impressions
by a rolling motion of each individually inked finger of the suspect,
rotating the finger approximately 180 degrees.
Generally, it is possible for fingerprint technicians to arrive at
a proper classification of fingerprints from these rolled impressions;
but, since this is not always possible, provision is made for includ-

252 Basic Police Report Writitiiy

ing plain impressions on the same card. Take plain impressions of
all lour fingers ot a hand sinudtaneoiisly on the bottom of the
fingerprint card. Make impressions of the left foin- fingers on the left
side of the card and the right four on the right. Take thimib prints
separately to the right and left of the midline of tlie card in a position on the card corresponding to their position on the hands. It
is also good practice to take the plain impression at a slight angle
to the verticle in order to luring the short little finger up into a
position where it Avill shoAv on the fingerprint card. When you take
plain impressions, you should be carefid not to superimpose the
impressions over the area designated for the signature of the prisoner on the card; the signature is often used for purposes of hand\vriting comparisons. Finger impressions conflict with and detract
from handwriting specimens.
These plain impressions serve at least two usefid purposes in
estal)lishing the fingerprint card as a valid identification record.
The person who classifies the prints often uses them as a means of
verification of the position and sequence of rolled impressions. If
the ridge detail is not clear in the rolled impressions, the plain
impressions afford another opportunity for finding clear ridge detail necessary to correct classification.
Although you need not be an expert in fingerprinting, you
shoidd have the kno^vledge of ^vhat constitutes a fingerprint pattern and what constitutes a single, legible, classifiable pattern.
Knowledge of the points required for proper classification is also
an aid in the taking of good impressions. Points ^vhich are often
missed in rolled impressions, and Avhich are very essential to correct classification, are the deltas. If, in taking the prints, you have
Ijeen taught to look for the deltas in those which contain deltas
and to make sure that they are clear in the rolled impressions, the
{patterns shoidd ])e classifialjle.
How To Take The Prints
The following rules should proxe helpful in the taking of good
imjiressions:

1. Be sure tluit the inking plate, card holder, and roller are
thoroughly clean. Denatured alcohol is a good cleaning fluid.

Indcniiludlioii lifpovts 253

TIk- film on tlu' \Aaw must l)i' Ircsli; good iiii|jrcs^ioiis c;iiiiiol be
iiKidr witli ;i lilni ol ink ili;it is dry or hard.
2. Daub a small amount ol piintcr's ink on the plate, roll the ink
and cross-roll it in order to prevent excessive inking.
3. Insert the lingerprint card secinely in the cardholder.
4. Instruct the subject to relax and to allow you lo do the work.
5. Have the person being printed stand immediately in iront ol
the cardholder or between the inking i^laie and the cardholder
in order that impressions will be straight on the card when rolled,
(i. Roll each finger individually on the inked slab, making certain
that it is inked over the main surface ol the finger tip and below
the first joint.
7. Roll each finger on the designated scpiare from "nail to nail"
on the fingerprint card, beginning with the thumb of the right
hand.
8. Roll all four fingers toward the little finger of tlie subject's hand.
9. The thumbs may be rolled either way since there is no particular strain on them when extended.
10. The four fingers should remain together and extended for the
taking of plain impressions. Re-ink the fingers before taking the
plain impressions. Place the plain impressions in the appropriate
places on the fingerprint card. Press tightly on the subject's hand
with your free hand in order to cause the impressions to be clear.
11. Be sure to sign the card and have the subject sign it at the appropriate places on the face of the card.
THE DESCRIPTION CARD
Although the "Description Card." Form 44, at first glance,
may seem ininecessary rejx)rting and a repetition ot information
prov ided on the fingerprint card (reverse side) , yon shonld comPHY.SIC.AL descriptk:)\ card
Ident. No (I) Taken h\ Case No.
Name (2) .Address _
Aliases Nickname _

Date .\rrested F. P. Class .

Crime Sex (3) Color (4)
Height _(3)_ ^^eight _ (6) _ Build _ (7) _ -Age (8) Hair (9)
Eyes (10) Complexion (11) Teeth (12).
Marks (13) Scars (14)
.Amputations (15)
Dress (16) Habits (17)

Form 44. Physical Description Card (8"x5") (Front) .

254 Basic I'oUce Report Writing

j)lc'te this loriii in ink Avhen you do the finoerprinting and photo;4raphin<>. 1 he description card, if properly constructed and maintained, may be used as a guide in completing the descriptive information on the fingerprint card once it reaches the records division. The original copy shoidd later find its Avay to the case file to
be used by officers in the overall investigation of the case; and, if
separate j^ersonal description files are maintained, it can be usefid
in establishing identification in suf:)seciuent investigations.
Identification Number (1)
The identification nund)er is the same as that which appears
on the fingerprint card. This number is inserted by the fingerprint clerk in the records division.
Name, Address. Aliases, Nicknames, Date Arrested, Charge, and
Case Number (2)
Obtain the name of the prisoner, his address, aliases, nicknames, date arrested, charges, and case number from the arrest
sheet. In addition, you shotdd question the prisoner regarcfing
most of these matters in order to detect any discrepancies recorded
at the time of booking. In case the prisoner is a woman, exercise
care to record her given name, maiden name, and married name.
Capitalize the fiUl name of the prisoner.
Sex (3)
Indicate whether male or female.

Peculiarities (18).

Mannerisms ( 1 9) . .
Occupation (20)
Birthplace (21) Date of Birth
Home Town (22) Prior Addresses (2.'5)

Names and addresses of relatives (24) .

Names and addresses of associates (24) .

Form 44. Physical Description Card (Reverse) .

Indenlification Reports 255

Color (4)
Color indicates race and may be presented at white (W) ,
Negro (N). Oriental (O) . or Indian (I) . Note that abbreviations
are jjerniitted.
Height (5)
Do not guess at height. Facilities tor nieasnrement of exact
height shonld be available in the jail.
Weight ((>)
Determine the exact weight ot the prisoner. Scales should also
be a\ailable in the jail.
Build (7)
The prisoner may be described as large, medium, slim, or
stocky. A large person may be described further as stout or very
stout. Any person may be described as stooped or square-shouldered if either of these characteristics exist.
Age (8)
Take the prisoner's word for his age; for example, record the
age as '25 years, claimed."
Hair (9)
This descriptive item calls for color and condition of the hair.
Hair may be described as light blond, blond, dark blond, brown,

black, red, white, mixed grey, or grey. Baldness and degree of

baldness should be specified as frontal, occipital, top of head, or
total. If the prisoner is a woman, you may need to note artificial
coloring of the hair.
Eyes (10)
Indicate the color of the iris of the eye as blue, grey, maroon,
yellow, light brown, brown, or dark bro^v'n.
Complexion (11)
Complexion may be described generally as dark, fair, or ruddy.
Peculiarities such as freckles, pockmarks, or pustulous skin shoidd
be noted.

250 Basic Police Report ]Vyiti)ig

Teeth (12)
Don't i^ixe a clesc ription ot tectli unless you observe a ])eculia1 iiy or pe( uliarities sutii as missing, false, or gold teeth.
Marks (13)
Notations of marks should include distincti\'e marks such as
large moles, tattoo marks, and birthmarks. Be careful to note the
exact location of these marks.
Scars (14)
Indicate the type of scar, length, and the exact location.
Amputations (15)
State the exact member of the body that is missing and whether
the loss was accidental of by surgery. Note missing fingers, toes,
arms, or legs.
Dress (16)
The manner of dress may be described in general as neat or
careless. Specific information may include "^vears hat. casual or
sport clothes, often dresses formally," etc.
Habits (17)
Personal habits of the prisoner may include drug addiction;'
heavy drinker or smoker; gambler; freqtienter of race tracks, pool
halls, dance halls, baseball parks, resorts, etc.
Peculiarities (18)
The prisoner's peculiarities may include lameness, bowlegs,

pigeon toes, knock-knees, caidiflo^ver ears, t^vitched featines, rapid

or slow gate, wearing of glasses, carrying a cane, and stuttering or
other speech defects.
Mannerisms (19)
Classify as mannerisms any iniusual gestures such as contintiotis pulling of the ears, picking or scratching the nose, or scratching the body. Unusual signs or gestures \vith the iiands and arms
may also be listed in this category.

I udoiiijtt (tlioii J{(l)(j)ls 257

Occupation (20)
List the |)ii,s()iu'i's occupation as laniicr, rancher, carpenter,
jeweler, etc. Take his ^vorcl as to liis occupation. 11 the prisoner
states that he has no occupation, list the oc( upation \vhi( h he states
that lie has lollowed in the })ast. In the e\eiU that the prisoner
gives no inlorniation as to his occu|)ati()n, list it as 'unknown."
Birthplace and Date of Birth (21)
As in the case of the occupation, take the prisoner's word for
this inlorniation. Indicate the city, state, or nation and the date
and year of birth. For example: "Oklahoma City, Oklahoma
(claimed), August 24, 1914 (claimed)."
Home Town (22)
Gi\e the location of the city or conuuunity in \vhi( h the prisoner states that he lived during his youth or the place that he
names as his home town: for example, "Kansas City, Kansas
(claimed) ."
Prior Addresses (23)
List the prisoner's complete addresses for the past five years. If
enough space is not provided on the face of the form, make a notation and give the added information on the reverse side of the
form.
Names and Addresses of Relatives and Associates (24)
Like much of the other identifying data, you must get this information from the prisoner. In listing relatives give complete information, including full name, relationship, street, house iiuinber, and city. Give like information for associates. Personal associates include those with whom the prisoner was arrested or those
he gives as his personal friends.
THE PHOTOGRAPHIC REPORT
The j)hot()graj)hic report necessary to ideniilication records in-

cludes both a front and profile "mug shot" of the prisoner and the
"Mug Form" which is stamped on the reverse side of the "mug
shot." (See Form 45 and Form 46.)

258

Basic Police Re port Writing

Who Should Be Photographed?

Police agencies differ as to their policies on photographing
prisoners. However, one thing is certain: a department shoidd
establish a specific policy regarding this matter and include definite rules in its manual of procedure. It is the opinion of most
authorities that it is sound policy to photograph all persons
charsed with felonies; misdemeanants who are charged with larceny, confidence games, and prostitution; and all persons upon
whom photographic orders have been issued.
A photograph order such as the one which appears below.
Form 47, should be completed by the investigating officer in situations where photographs are needed and departmental policy does
not other\vise provide for the taking. The order includes the date,
case number, the capitalized name of the person to be photographed, and the charge. The commanding officer must affix his
signature before the order is valid. You, as the photographer,
should complete the form, after taking the photograph, by signing your name on the line, "Taken by," and inserting the date,
mug number, and comments in the appropriate places.

Form 45. Mug Shot (5"x3")

In(iciitili((iti(jn lirjj<j)t.s 259

NFl (; !()RM
i.usc No.
Name Ideiit No.

Sex Color . .Age Ht.

\Vt Build Hair

E\cs Conip. Occup.

Marks, .scars

Date Arrested Charge

Criminal Specialty F. P. Class

Form 46. Mug Form (Reverse of Mug Shot)

PHOTOGRAPH ORDER
Case No.
Please take a photograph of

Held on charges of

Commanding Officer
Date
Taken by
Date
Mug Number

Form 47. Photograph Order (8"x5") .

The Procedure

Your first step in the ])h{)tographing of the prisoner is to clieck

with the records division to determine \vhether the prisoner has
been previously pliotographed by the department. If previous

photographs were taken over three years ago, or the existing "mug
shots" are a poor likeness of the prisoner as of tlie present time,
departmental policy siioiild allow you to take new photogTaphs
withoiu a j)hotograph order.
Photograph the prisoner in a frontal view and in profile on the
same film. The front view permits ready recognition of the indivi-

260 lid.sic Poller Report W riling

dual by ^vitnesses, but the profile is necessary to certain other identification.
One ol the secrets of good "nuig shots" is the proj)er position
of the head of the subject. In order to obtain this position, draw
two lines crossing each other at an angle of 75 degrees on the
ground glass with a pencil. The head of the subject in the profile
photograph should occupy such a position that the intersection of
the lines is at the outer corner of the eye and the horizontal line
passes through the center of the ear. In the frontal view the lines
should intersect at the point where the nose meets the forehead.
A black background will prove most satisfactory for photographing \vhite persons. Use a grey background for photograj^hing
colored people. If possible, the light should be uniform for all
photographs. You can accomplish this by using artificial light,
which should come chiefly from above with some from the front
and sides.
Place a 4" by 5" studio camera ecjuipped with a portrait lens
on a studio camera-stand. Seat the sidjject in a straight-backed
chair looking immediately for^vard. The camera lens shoidd be
approximately on a level with the eyes of the subject. It is very
important that you adjust speed and lens openings and that the
camera is properly focused, but these adjustments must be made
in accord with the conditions under which the photographs are
taken.

APPENDICES

Appendix A
ELEMENTS OF GRAMMAR

oRDs ARK 11 IF, Mosi iMFORTAN T tools of report Writing. They

are \ isiblc e\ idence ol tliouohts, and the means whereby thoughts

are conveyed to others. Your success in writing depends upon the
confidence with \\iu(h you approach llic writing oi a report as
well as the clarity with which you express your ideas. Since success
is yoiu goal, you must be effective in your choice of words, construct your sentences properly, and punctuate to the advantage
ot the reader. The very toundation of such accomplishments is
the knowledge which you possess of the parts of speech.
Nouns
A }iou)i is a name word; it names a person, place, thing or
quality.
The suspect gave us a sUilonenl.
A proljcr noun is the particular name of a person or thing.
Raymond Holt ga\c us n statement.
A coitnnou }iuuu is the name of a class of persons or things.
S..'veral trees were srr(nvin,<> along the roadside.
Pronouns
A j))0)i()ini is a word used in place of a noun.
He came to the door of the caliin and shouted at the group.
A personal pronoun indicates the person speaking, the person
spoken to, or the person or thing spoken of.
/ am asking yon to drop //.
The rcldlivc projtoun refers to a noun or jjronoiui used pre\ ioiisly in the sentence.
All articles which were on the talile were checked for fingerprints.
He who was injured was transported to the hospital.
263

264 Basic Police Report IV ri ting

The interrogative pronoun is used to ask a question.
The suspect shouted, "Who are you?"
The demonstrative pronoun points out directly a person, place,
or thing.
T/iis is the best report that I have written.
The indefinite pronoiDi points out a person or thing less exactly than a demonstrative pronoun does.
Everybody left the scene at two o'clock.

Compound personal or reflexive pronouns are used to emphasize or to indicate reflex action. They are always used ^vith nouns
or othei pronouns.
The suspect liiniself admitted responsibility for the accident.
The gun itself was in full view.
Adjectives
An adjective is a ^vord which describes or limits the meaning
of a noun or pronoun.
The victim described the suspect as a tall^ lieavy man dressed in
dirty, nnketnpl clothing.
The boy was large for his age. [His is a possessive adjective) .
Adverbs
An adverb is a word "which describes or limits a verb, adjective,
or another adverb.
The ^ictim stated that a rather tall boy ran very quicklx down the
street.
Verbs
A iferh is a word \\luch expresses action, being, or state of being.
Hendrix called the police station. (Action)
These -were his last words. (Being or state of being)
A verbal (participle, infinitive, or gerund) is a word formed
from a verb, but used as another part of speech. A participle is
a verbal adjecti\e; an infinitive is a verbal used as a noun, adjective or adverb; a gerund is a verbal noun.
Longing (participle) for liis freedom, he tried to improi^e (infinitive) his lying (gerund) .

Af)l)i'ii(li.\ .1

265

Conjunctions
A ((>)ijun(li())i is a word wiiidi connects words. ])hrases, or

clauses.
CooxUiKilini!, (otijinu lions connect \\-()rds, phrases, or clauses
ol e(|iial value.
Roberts and Rhclin arrived at the stene. but they did not investii^ate the storeroom.
Suhordinalino^ (onjiinctioths connect clauses ol miecjual value.
The detectives were late because they chec ked the suspect's criminal
record Ijefore their departure.
Prepositions
A preposition is a word used to show the relationship between
a noun or pronoun (the object of the preposition) and some other
word in the sentence.
The prowler hid under the house.
Considerable evidence was discovered in the automobile.
Interjections
An interjection is a word Avhich expresses strong or sudden feeling and has no graiumatic al connection with the rest of the
sentence.
The witness exclaimed, Oh, what a terrible accident!"
CASE
Case is the form or use of a noun or pronotui that shows its
relation to other words in the .sentence. There are three cases:
nominative, possessive, and objective.
Nominative Case
The subject of a verb is in the nominative case.
The victim was a juvenile.
He was a ju\enile.
Caiuion: Do not be confused by intervening parenthetical
expressions.
Wrong: Whom did you say investigated the case?
Riglil: Will) did you say investigated the case?
The predicate nominative or sul>ject comjAement is also in

266 Basic Police Report Writiiig

the nominative case. This is a word that completes the verb and
refers back to the subject.
It is /.
The culprit inij^ht ha\f been he.
Objective Case
The direct object of a verb or verbal (a word that receives the
action of the verb or verbal) is in the objective case.
The witness told the officers her story.
To give the public good service was the officer's only desire.
The object of a preposition is in the objective case.
A group ol ;/.s officers went to the game.
The subject and the object of an infinitive is in the objective
case.
We want lilin to be an officer's friend (subject) .
The witness believes the suspect to be him (object) . (In this sentence him is in the objective case to agree with suspect, which is the
subject of the infinitive.)
Possessive Case
A noini or pronoini expressing ownership is in the possessive
case.
The suspect's fingerprints were taken.
The gun was his.
Catition: Ordinarily, do not use the possessive \vith intangible
terms.
Wrong: The suspect's appearance was deceiving.
Right: The appearance of the suspect was deceiving.
A noini or pronoim which modifies a gerimd (verbal noini) is
in the possessive case.
The authorities were surprised about the prisoner's leaving.
Certain expressions, such as those of time and measine, recjuire
the possessi\'e form.
After two days' work we located the witness.
The suspect bought the child a dollar's worth of candy.

Appendix A 267
AGREEMENT
Agreement is tlie graniniatical relationship of words in respect
to their person, number, oender, or case. The person of a pronoun indicates whether one is speaking (I) , is spoken to (you) , or
is spoken of (he, she, it) . Xiunhcr is the form of a noun or pronoim \vhich indicates wliether one or more persons or things are
named. (Tlie singular indicates one; the plural, more than one.)
Gender indicates the sex or sexlessness of a person or thing named
hy a nt)iui or pronoun.
A suljject and its \erb must agree in ninnber and person, regardless of intervening modifiers (adjectives, ad\erl)s, etc.) .
A large group of cars was parked outside the hideout.
This offieer. as well as his associates, /.v interested in the public.
Singular subjects joined by and take a plural verb: however,
if the singular subjects represent a collective idea, a singular verb
should be used. The singular verb is also used if a compound subject is modified by each or every.
The gun and cartridge ivere on the floor.
Your friend and protector is here to serve you.
Each boy and girl in the class loas questioned.
Every man and woman at the scene leas cjuestioned.
Singular subjects joined by either . . . or, neither . . . nor take
a singular verb; however, if the subject is made up of a singular
and a plural noun or pronoun, the verb agrees with the nearest
subject.
Neiltier the witness nor his employee is sure of the facts.
Either he or his associates are responsible.
A collective noun takes a singular verb when the gTOiip is regarded as a unit, but phnal verb when it indicates individuals
within the group.
The crowd fias dispersed.
The crowd were on their respective ways to their homes.
In a sentence containing there is or there are, the verb should
agree with the subject which follows:
There are a loop, whorl, and an ardi in the fingerprint patterns.
There is a number of witnesses available.

268 Basic Police Report Writing

A jjronoun must agree w'nh its antecedent in number, gender,
and person.
Every boy in the ncighhorhood voluiitccred liis assistance.
Demonstrative adjectives (this, that, these, those) must agree
in numl)er with tlie nomis they modify.
The ]K)li(e department wants this kind of pictures.
The ^Joliee department wants tliesc kinds of pictures.
FORMS OF THE VERB
The various forms of the verlj indicate time.
Principal Parts
The princijxil parts of a verb are the present tense, the past
tense, and the past pa) ficiple. From these all other forms are derived.
A regidar verb forms its third person singidar by adding s or es;
it forms its past tense and past participle by adding d or ed.
desire .... desires desired .... desired
drown .... drowns drowned .... drowned
flow .... flows flowed .... flowed
reach . . reaches reached .... reached
An irregular verb fcnms the past tense and the past participle
by changing its vo^vel or by changing its form completely,
am, is was, been
come, comes came, come
drink, drinks drank, drunk
hide, hides hid, hidden
Caution: Do not confuse the past tense and the past participle
of irregular verbs. The past tense is used alone; the past participle
is used ^vith some form of the auxiliary verb he to form the passive
voice and the auxiliary verb have to form the perfect tenses.
Principal Parts of Commonly Used Verbs
Past .Participle
arisen
awaked

borne
become
beeun

Present
Past
arise
arose
awake
awoke
bear
bore
become
became
begin
Ijegan

Appendix A

2(39

Present

Fast
l)it
bet
l)l()\V
blew
break
broke
bring
brought
burst
burst
choose
chose
climb
climbed
(live
dived
do
did

(haw
drew
(hiveii
drove
eat
ate
fall
fell
fly
flew
freeze
froze
get
got
give
gave
go
went
grow

grew
hang (to execute)
hanged
hang (to suspend)
hung
know
knew
lay
laid
lie
lay
pro^e
proved
raise
raised
rise
rose
ride

rode
ring
rang
run
ran
see
saw
shake
shook
shine
slionc
shrink
sluank
sing
sang
sink
sank
sit
sat

speak
spoke
spring
sprang
steal
stole
swear
swore
swim
swam
take
took

Pdst I'nYticifyle
bet
blown
broken
i)r()iight
burst
chosen
climbed
dived

<lone
drawn
driven
eaten
fallen
llown
frozen
got
given
gone
grown
hanged
hung
known
laid
lain
proved
raised
risen
ridden
rung
run
seen
shaken
shone
shrunk
sung
sunk

sat
spoken
spriuig
stolen
sworn
swum
taken

270 Basic Police Report Writing

Present Past Past Participle
teach taught taught
tear tore torn
throw threw thrown
wear wore worn
weave \vo\e woven
wring wrung wrung
write wrote written
Tense of the Verb
The tense of a verb means its time. The present, past, and
future tenses (the simple tenses) indicate action, being, or state
of being that is or was or luill be.
He practices with his revolver each chiy. (present tense)
He practiced every ciay. (past tense)
He icill practice every day. (future tense)
The perfect tenses (the (present perfect, past perfect, and future
perfect) are used to express action which is completed in the present, was completed in the past, or will be completed in the futtire.
These tenses are formed with the corresponding form of the atixiliary verb have plus the past participle.
He has practiced an hour, (present perfect)
He had practiced an hour, (past prefect)
He iL'ill have practiced an hour at this time tomorrow, (future

perfect)
The future tenses make the following distinctions between
shall and will:
To express a simple future tense, shall is used in the first person and will in the second and third.
I shall investigate the case tomorrow.
W'e shall investigate the case tomorrow.
You will investigate the case tomorrow.
He (or they) will investigate the case tomorrow.
To express determination, threat , or promise on the part of the
speaker, ivill is used in the first person and shall in the second and
third.
I promise that I wilt write the report t(jmorrow.
We are determined that he shall write his report within three days.

Appoidix A 271
Xotc: The same rules a|)|)ly to .should and -would, ex(ej)t when
should implies an obligation or \vhen xi'ojild implies habitual action or a wish.
\()u should write your report.
l-.\crv i'\enint> we xi'ould write our reports.
Would tliat I IkkI (oinpleted my shift.. .
A progressive verb phrase indicates action (ontimiing at the
time referred to.
He is 7(ir;7;^ his report, (present progressive)
He -aui.s uniting his report, (past progressive)
He u'ill be writing his report, (future progressive)
He has been luriting his report, (present perfect progressive)
He had been luriting his report, (past perfect progressive)
He xt'ill have been uniting his report, (future prefect progressive)
Transitive and Intransitive Verbs
Verbs may be classified as transitive and intransitive.
A verb is transitive if it has an object (active voice) or if the
subject is acted upon (passive voice) . All other verbs are intran-

sitive.
He l(n(l liis gim on tire table, (transitive verb, active voice)
The gun loas laid on the table, (transitive verb, passive voice)
The gims icere lying on the table, (intransitive)
Lie^ sit, and rise are intransitive verbs; lay, set, and rise are
transitive verl^s.
Mood of Verbs
Mood, or mode, indicates the manner in Avhich a verb states
its action. \^erbs are classified also according to mood as indicative,
imperative, and subj}uictive.
The indicative mood states a fact or asks a question.
The officer wrote his report.
Has the gun been fired?
The imperative mood expresses a command or a recjuest.
Cease fire.
Please be cpiiet.
The subjunctive mood expresses a \visli, a condition contrary
to fact, a demand, or a state of necessity.

272 Basic Police Re port Writing

I loish I were a sergeant.
If he luere my partner, I would disown him.
It is necessary that a report be made.
I demand that the subject have another chance.
Caution: Do not use the subjinictive after if when the idea is
not definitely contrary to fact.
The witness stated, "It he ivas there, I did not see him."

Appendix B
UNIFORM CLASSIFICATION OF CRIMES
PART I CASESi
1. Criminal Homicide
a. .\funler and XonnegligL-nl Mansiaughler
I). Manslaugluci bv negligence
2. Rape

a. Forcible
b. Statutory
3. Robbery
a. Highway
b. Commercial house
c. Oil station
d. Chain store
e. Residence
f. Bank
g. Miscellaneous
4. Aggravated Assault
a. Assault with intent to kill or murder
b. Assault with a dangerous or deadly weapon
c. Maiming, mayhem, and assaidt with intent to main or commit
mayhem
d. Assault with explosives
e. W'illlul obstruction ot railroad
1. All attempts to commit any of the above
5. Burglary Breaking or Entering
a. Residence
1. Night time burglary
2. Day time burglary
b. Nonresidence
1. Night time burglary
2. Day time burglary

^Federal Bureau of Investigaliou: I'uifonn Crime Reporting Handbook. Washiiigioi

D. C, Federal Bureau of Investigatiou, 1955, pp. 11-45.
273

274 Baste Police Report IVrititig

6. Larceny Theft
a. $50 and over
b. Under $50
7. Auto Theft
a. Joy riding
b. All other
PART II CASES2
8. Other Assaults
a. Simple Assault
b. Assault and battery
c. Pointing a gun in jest
d. Injury caused by culpable negligence
e. Intimidation
. Coercion
g. Resisting or obstruction of an officer
h. Hazing
i. VV^ife beating
j. Drawing a dangerous weapon
k. All attempts to commit the above
9. Forgery and Counterfeiting
a. Forgery (except checks)
1. Forging wills, deeds, notes, bonds, seals, trademarks, etc.
2. Possessing or uttering forged instruments
3. Using forged labels
4. All attempts to commit the above
b. Counterfeiting

1. Counterfeiting coins, plates, bank notes, checks

2. Coimterfeiting instruments
3. Possession, manufacture, etc., of counterfeiting apparatus
4. Selling goods with counterfeited trade-marks
5. All attempts to commit the above
c. Checks (forged and fictitious)
10. Embezzlement and Fraud
a. Embezzlement-conversion
b. Confidence games
c. Frautl
1. Fraudulent conversion, appropriation, conveyance, entries
accounts, registration, use of trade-marks, emblems, misbranding, etc.
-Ibid., pp. 44-47.

Appendix li 275
2. False personation, pretense, slatenieni, dociniient, representation, claims, evidence, etc.
3. Gross fraiul, cheat, or swindle
4. Checks (insufficient linuls or no account)
5. Fraudulent use ol telephone, telegraph messages
6. Insurance frauds
7. Use ot false weights and measures
8. False advertising
d. All attempts to conunit the above
1 1 . Stolen Pro[)erly
a. Buying
b. Receiving
c. Possessing
d. All attemj)ts to commit any ol the above

12. Weapons
a. Carrying
b. Possessing
c. Manufacture or sale
d. Using, manufacturing, etc. silencers
e. Furnishing deadly weapons to minors
f. All attempts to commit any of the above
l.S. Prostitution And Commercialized Vice
a. Prostitution
b. Keeping bawdy house, disorderly house, or house of ill fame
c. Pandering, procuring, transporting or detaining women for
immoral purposes
14. Sex Offenses (except rape and prostitution)
a. Adultery and fornication
b. .Abnormal sex relations
c. Intercourse with insane, epileptic, or venerally diseased person
d. Indecent liberties
e. Miscellaneous
f. All attempts to commit any of the above
15. Offenses Against the Family and Children
a. Desertion, abandonment, or nonsupport of wdfe and children
b. Neglect or abuse of child
c. Nonpayment of alimony
d. All attempts to commit the above
If). Narcotic Drug Laws
a. Unlawful possession, sale, etc. of narcotic drugs
b. Keeping or frequenting an opiimi den

270 Basic Police Report Writing

c. Habitual users

d. All attempts to commit any ot the above

17. Liquor Laws
a. Manufacture, sale, transporting, furnishing, possessing, etc,
intoxicating liquor
b. Maintaining unlawful drinking place
c. Advertising and soliciting orders for intoxicating liquor
d. Bootlegging
e. Operating still
f. F"urnishing liquor to a minor or intemperate person
g. Using a vehicle for illegal transportation of liquor
li. Drinking on train or public conveyance
i. All attempts to commit any of the above
18. Drunkenness
a. Drunkenness
b. Drunk and disorderly
d. Omimon or habitual drunkartl
d. Intoxication
19. Disorderly (Conduct
a. Affray
b. Unlawful assembly
c. Disturbing the peace
(1. Disorderly conduct
e. Disguised and masked persons
f. Prize fights
g. Blasphemy, profanity, and obscene Language
h. Desecrating flag
i. Refusing to assist an officer
20. Vagrancy
a. Begging
b. Loitering

c. Vagrancy
d. Vagabondage
21. Gambling
a. Keeping gambling place
b. Common gambling
c. Owning gambling resort
d. frequenting gambling resort
e. Lotteries
f. All attempts to commit any of the above
22. Driving While Intoxicated
a. Operating a motor vehicle while intoxicated

ylj>l>rn(lix n '111
\). C)|Ki;iliiig ;m ciij^iiif, Uaiii, strccl car, slcamboat, etc., while
iiitoxicatod
T'). V'iolatioii ol Roiid ;in(l l)ii\inj; Laws
a. Speeding
b. Reckless dii\iiig
c. Right oI way
d. \/iolation of signs and signals
e. Other violations
21. Parking Violations
a. Overtime
b. Other illegal parking
25. Other Violations ol Traffic and Motor Vehicle Laws
a. Hit and run personal injury
b. Hit and run property damage
c. Leaving scene of accident
d. All others

20. All Other Offenses (not classilied aliove)

a. Abduction and compelling to marry
b. Afjortion
c. Admitting minors to improper places
d. Arson
e. Bigamy and polygamy
f. Blackmail and extortion
g. Bribery
h. Burglary tools (possession, etc.)
i. Malicious mischief
j. Obscene literature
k. Parole violation
1. Public miisances
m. Subversive activities
n. Trespass
o. Miscellaneous (not otherwise classified)
27. Suspicion

PART III CASES

(LOST AND FOUNDS)

2S. Lost
a. Persons
b. Animals
c. Property

'O. VV. Wilson: Fulice Records. Chicago, Public Adininistiatioii Service, 1942, p. 257.

278 Basic Police Report Writing

29. Found
a. Persons
b. Animals

c. Property
PART IV
(CASUALTIES')
30. Fatal Motor Vehicle Traffic Accidents
a. C^ollision with pedestrian
b. Collision with another motor vehicle
c. Collision with railroad train
d. Collision with street car
e. Collision with animal-drawn vehicle
f. Collision with bicycle
g. Collision with animal
h. Collision with fixed object
i. Non collision; overturned on roatlway
j. Non collision; ran oft roadway
k. Other non collision
1. Miscellaneous
31. Personal Injury Motor Vehicle Traffic Accidents
(Same subdivisions as appear under Item 30)
32. Property Damage Motor Vehicle Traffic Accidents
(Same subdivisions as appear under Item 30)
33. Other Traffic Accidents (except motor vehicle)
a. Railroad accidents
b. Street car accidents
c. Other traffic accidents
34. Public Accidents (except firearms and dog bite)
a. Drownings
b. Falls
c. Burns, conflagrations, explosions
d. Motor vehicle non-traffic

e. Other vehicular non-traffic

f. Other types
35. Home Accidents (except firearms and dog bite)
a. Falls
b. Burns, scalds, conflagrations, explosions
c. I^oisonous gas

'Ibid., 257-259.

Al>l>ru(li\ r, 21'.)
(I. Mcdiaiiiciil siilloialion
c. Poison (cx(C|)t gas)
1. Motoi Nchidc
li. (iiit or scratch
g. Other lypc's
36. Oaupalioiial A((i(lc'iils ((.'xccj)! (rallu and olhi r ])u!)Ii( , (ii cai ins,
and tlog bile)
a. Handling objcxls
b. Kails
c. iNfachinciy
d. Motor vehidcs
c. Other vehicles
f. Falling objects
g. Using hand tools
h. Burns, conflagrations, explosions
i. Other ty[)es
37. Firearm Accidents (not suicide)
a. Home
b. Occupational
c. Pid^lic
38. Dog Bites
a. Home

b. Occupational
c. Public
39. Suicides
40. Suicide Attenijjts
41. Sudden Death and Bodies I'ound
42. Sick Cared For
43. Mental Cases
PART V CASES
(MISCELLANEOUS)
44. Miscellaneous Service Rej)orts
45. Miscellaneous Public Reports
46. Special Orders
47. General Orders
48. Rules anil Regulations

Hbid., p. 259.

Appendix C
DESCRIPTION OF PROPERTY

'ne of the five principal activities of the police, along with

prevention and repression of crime, apprehension of criminals,
and regulation of conduct, is the recovery of lost and stolen property. This function serves the public well by cutting down the
cost of crime, aiding the department's public relations, providing
good officer contacts and furnishing leads which frequently result
in the apprehension of theives. The efficiency of an individual officer, and consequently his department, in the recovery of property
depends almost entirely upon how accurately property is described
in field notes and subsequent investigation reports.
System and logic are especially important in describing property. Since most people naturally take familiar things as a matter

of course and pay very little attention to them, it is frequently

necessary, figuratevly, to drag from them descriptions of their most
prized possessions. It is commonplace for officers to have to interrogate at length the victim of a burglary to obtain even the most
meager description of the property he has lost. Thus, in order that
none of the questions which might disclose some point of identification is overlooked, a formida for the description of property has
been developed.
THE FORMULA
1. Assign a number to each article in the list of lost or stolen
articles.
2. State the quantity of the article.
?). Indicate the kind of article.
4. Note the material from which the article is made.
5. Record the physical description of the article.
G. State the physical condition of the article.
7. Determine and record the value of the article.
280

/Il)l)rii(lix C 281
The above loinuila may be applied lo describe any article,
even a domestic animal; it may be pasted in the front of the officers
Held notebook as a guide while interrogating a victim.
The Order of Articles Listed in a Report
In carrying out ihc theme of system and logic in property descriptions, some recognition must be given to importance, value,
and ease of identification of articles by listing them in predetermined order in the report. Art ides shoidd be listed in order as
lollows:
1 . Articles bearing nmnbers.
2. Articles bearing initials or personal names,
i. Articles bearing identifying marks.
4. Articles bearing identifying characteristics.
5. Articles without market value.
Number of the Article in the List of Articles
Each separate article must be given a list number in the entire
list of articles. This number identifies the article should it become
necessary to refer to it in other reports, correspondence, and tele-

types. For example, list the articles as follows:

I
2
.S
Number of the Quantity of the Article
A number should follow the number of the article in the list of
articles. This number indicates the quantity of the article. If one
arti( le was lost or stolen, the (juantity of the article is (1) . Note
that this number is placed in parenthesis. For example:
1. (1) WATCH.
Kind of Article
The number of the article in the list of articles and the nimiber
of the quantity of the article should be followed by the kind of
article. This includes the name, designation of whom or what the
article is designed lor, trade name, maiuifacturer and/or seller.
For example:
1 . (1) WA TCH, man's wrist, Elgin

282 Basic Police Report Writing

Material
The kind of artic Ic is follow cd Ijy the material from which it is
roiistructed.
If the material is metal it should be designated as yellow metal,'
white metal, gold metal, green metal, brass, copper, etc., followed
by the kind of metal claimed by the victim, for example: WM, platinimi claimed. It is unwise to take the responsibility for judging,
from the victim's description, exactly what kind of metal is in\()lved. Note that the material may be abbreviated.
In the identification of jewels, the same procedure is followed:
red stone, green stone, etc., followed by the kind of stone claimed.
Diamonds are designated as white stones." When a white stone
is taken to a pawnshop, the pawnbroker will call it a diamond if it
is a diamond; however, if it is not he will usually show it as a white
stone in his records. For example, describe the material as follows:
1. (1) WATCH, man's wrist, Elgin, YAL 2-1K gold claimed ....

Great care should be exercised in describing other materials.

Cloth generally is described by the victim as "silk" may be rayon,
bemberg, taffeta, pongee, shantung, satin, crepe, or nylon.
"Leather" may be artificial leatherette, cowhide, horsehide, sealskin, ostrich, alligator, snakeskin, calfskin, or a number of others.
"Wool" may be all wool, half wool, virgin wool, or reclaimed wool.
^Solid gold is 24 karat gold. "Karat," when used as a designation for gold, is a unit of
quality of fineness and means that, in the case of 24 karat gold, there are 24 grains a
unit of weight to the pennyweight, also a unit of weight. Since pure gold is soft, it
is mixed with a base metal to give it better wearing quality. Therefore, 18 karat gold
means that there are 18 grains of gold and 6 grains of base metal to the pennyweight.
"K" is the abbreviation for karat. Twenty-four grains equal pennyweight in Troy
measure. Metals may be gold-filled, rolled gold, gold-plated, or gold-washed. Goldfilled and rolled gold articles are those with a veneer of gold metal on a base metal,
lioth processes are the same except that the gold on a gold-filled article is of greater
karat value than on a rolled gold article. A gold-filled article is .03 K or more. A
rolled gold article is .01.5 K to .0.'? K. Gold-plated or gold-washed articles are electroplated with gold of below .Ol.'S karat value.
-A "carat," when used in connection with diamonds or other precious stones, is a unit
of weight amounting to about ?)-\j\() grains, which makes slightly more than 15.5
carats equal to 1 ounce. The carat in diamonds and other stones has nothing to do
with quality. Diamonds are often designated as so many points, and a "point" means
1/100 of a carat. The abbreviation for the stone carat it "ct."

Appi'udix C 283
Sihcr ware may 1k' stci iin<;, which is 25/100 pure silver and 75/100
copper or other metal, or it may be plated ware.
Physical Description
In the interest of accuracy and increased possibilities of later
identification, the jihysical description of property should include
such items as model, size," shape, color, pattern,* measurements,
style, and identifying marks.
Identifying marks may include numbers,'' initials, marks placed
on the article l)y the owner, damage, repairs, and scratches.' For
example:
1. (1) WATCH, man's wrist, Elgin, YM, 24K gold claimed, size
10, "Lord Elgin," case#675342, movement #365471
Physical Condition
Noting the condition of the article involves recording the time
when it was purchased; ^vhether new or used when purchased; the
state of repair, such as shabby, dirty, worn, mended, patched, clean,
etc. For example:
I. (1) WATCH, man's wrist, Elgin, YM, 24K gold claimed, size

10, "Lord Elgin," case #675341, movement #3 6547 1 purchased Robert Jewelry Co., 1210 Main St., St. Louis, Missouri
1950, several scratches on back of case.

^For example, watches come in sizes classified by the diameter of the face and the
thickness of the movement. Swiss watches are measured in lignes (1 ligne equals 1/32
inch) . Swiss watches are manufactured in sizes from 3-3 4 to 14 lignes. American
watches are assigned arbitrary numerical sizes from 26/0 to 18.5. Most common
American pocket watch sizes are 12, 16, and 18.
*Flat silver, which is table silver, has a pattern name; it is important to know what
company made the set, since there are duplications of names among the various lines.
Whether the set is sterling or plate should be ascertained.
^Typewriters, tools, radios, television sets, and many pieces of equipment have serial
numbers. For example, the popular American-made watches, such as Elgin, Howard.
Hamilton, \Valtham, and Illinois, have both a case number and a movement number.
Cheap watches do not have either. Bulova, Gruen, Tavannes, VVestfield, and some
others have a case number only. Silver services, silver dishes, and trays have a lunnber
on the bottom and usually a hallmark or trademark.
"Expensive jewelry frequently will have a jeweler's .scratch mark engraved by the
inauufacturer near the trademark under a 10 power glass, which makes it practically
iiuisihle to the naked eye. The seller will usually have a record of this nundjer.
Jewelers usually mark watches with a distiiulive mark at the time of repair.

284 Basic Police Report Writing

Value
Recording of tlie value of an article involves a listing of insurance coverage and name of the insurance company if the article
is insured, original cost, and current market value.
Example of Complete Description
An example of a complete description of a lost or stolen watch
might be as follows:
1. (!) WATCH, man's pocket, Waltham, hunting case, purchased
at Kay Jewelry Co., 25 6th St., S.F., in 1940, YM, 18K gold
claimed, "Vagabond," size 16, 23 jewel, double back inner snap,
hinged outer screw back, screw crystal, stem wind, white face,
.Arabic numerals, second hand at 6 o'clock, back bearing embellished script initials ".\BC." Case #1234567, movement
#765431. Last repaired by A. R. Brown, 146 Powell St., in 1947.
Owner's own mark, three dots in triangle above inside inner
back cover. Small dent on left edge. Purchase price SI 10.00.
Market Value S65.00.
Directory of Descriptions of Articles Most Commonly Lost or
Stolen

Police records indicate that the following kinds of articles are

most frequently lost or stolen: (1) binoculars; (2) cameras; (3)
clothing; (4) firearms; (5) handbags; (6) jewelry; (7) luggage;
(8) musical instruments; (9) radios; and (10) tools. Due to the
difficulty most persons, including police officers, experience in
describing these common articles, a directory of descriptions follows:
Binoculars
1. Xtnnbcr of I lie article in the list of articles.
2. Quantity of the article.
3- Kind of article.
4. Material.
5. Physical description.
Poioer and size. The first number indicates power; the
second number indicates the size of the lens in millimeters,
for example: 8x30.
Type of focusing. Central or single eye.
Bridge. Hinged or solid bridge.

Apjjcndix C 285
Barrels. Describe tlic k'n<rili aiul covering material of the
l)arrels.
Lens. Coated, etc.
Description oj the carryiri^a^ case (if any) .
(). ConditioJi
Marks.
Damage.
Signs of wear.
Repairs.
7. I'dhie
Where and xvhen purchased.
Purchase price.

Market value.
Cameras
1. S umber oj the article in the list of articles.
2. (hiantily of the article.
3. Kind oj article.
4. Material.
5. Physical description.
Numbers. Locate and record two numbers on valuable
cameras: one on the lens, another on the camera itself.
Owner's Description. Accept and record the owners description of the camera.
Description of the carrying case (if any) .
(3. Conditio}}.
Marks.
Damage.
Signs of wear.
Repairs.
7. J'alue.
Where and ivhen purchased.
Purchase price.
Market value.
Clothing
Suits nien's and leoujen's.'
1. Xuniber of the article in the list of articles.
2. Quantity of the article.
3. Kind of article.

'\\'omen's tailored suits and coats have the same general identifving chaiacterisiics as
mens suits and overcoats. The word "tailored." when applied to anv article of
women's wear, means plain or without decoration.

286 Basic Police Report Writing

4. Material.
Description of pattern in iveave.
Describe as: whipcord, serge, gabardine, flannel, tweed,
broadcloth, worsted, etc.
5. Physical description.
Color. Get color as exactly as possible.
Size. Women's suits are described by size number.
Men's suits come in three lengths: short, medium, and long,
plus the size number. For example, size 40 will be found in
short, medium, and long.
Labels. State the manufacturer's label, usually found inside
of inside coat pocket of men's suits. State the retailer's
label, usually found outside of inside coat pocket or at the
nape of neck of men's suits. In women's suits there is no
uniform placement of labels."
Cleaning marks.
Owner's name.^
6. Condition.
Damage.
Repairs. Mended, patched, etc.
Signs of wear.
7. Value
Where and when purchased.
Purchase price.
Market value.
Coats men's and women's suit coats," overcoats, or topcoats.
1. Nutnber of the article in the list of articles."
2. Quantity of the article.

3. Kind of article.
Jacket.
Cardigan, etc. Men's sport coats and women's suit and top
coats are of this kind.
4. Material.
Describe as in the case of suits.
5. Physical description.
Style.
Single or double breasted. Record how many buttons

*See further description of coats and trousers for additional description of suits.
Include description of coat and trousers in the suit description when an entire suit
is lost or stolen.
"Tailor-made suits frequently have the owner's name or initials on the inner coat
pocket. Some tailors and furriers have the customer sign the inner lining of the coat
near the front; it is necessary to loosen the lining to see the name.
i^Describe any coat of waist length as a "jacket."
"If the coat is a part of a suit, describe the coat along with the entire suit.

Appendix C 287
and how many buttons will button in double breasted
coats.
Lapels. Peaked, semi-peaked, notched. Woman's toals
may have a wing lapel.
Shaxol. On tuxedos.
Button holes in one or more lapels.
Pockets. Patch or inset; with or without flaps; piped: extra
cash pocket; number and location of inside pockets.
Lining. Color and type of material; full, half, or (juarter
lined.

Back. Box, with or without seam; conservative, slightly

form fitting; form fitting; pronounced form fitting; drape,
extremely form fitting; lounge, hangs from shoulders to
hips, where it is snug; wedge shaped, non-form fitting at
waist; sport back, half belt with pleats-may or may not
have "free swing or vent" may have two vents.
Stitched or welted edge.
6. Condition.
See men's and women's suits.
7. Value.
See men's and luomen's suits.
Overcoats and topcoats men's and women's
1. Number of the article in the list of articles.
2. Quantity of the article.
3. Kind of article.
Overcoat.
Topcoat.
4. Material.
Describe the same as men's and xuomen's suit coats.
5. Physical description.
Describe generally as you would a suit coat.
Lining. May be removable, zipper, or button.
Pockets. May be slashed.
Sleeves, May be split, adjustable cuff tabs. In women's coats
only, they may be leg-o'-mutton, fitted to elbow, or all the
way; length of sleeve short, elbow, three-quarter or long.
Trim. May be found on women's coats only. The trim may
be different collar, cuffs, bottom. The trim may consist of
pleats, front or back.
Fly front.
Vent.
Reversible.

Region shoulders. Hangs from the shoulders.

Chesterfield.

288 Basic Police Report Writing

6. Condition.
See men's and women's suits.
7. J'aluf.
See men's and women's suits.
Trousers men's and women's slacks.^1. Xumber of the article in the list of articles."
2. Quantity of the article.
3. Kind or article.
Men's trousers.
Women's slacks.
4. Material.
Describe as in the case of suits.
5. Physical description.'*
Waistband. Regular, with waistband and loops at the top:
drop belt loops, with waistband and bek loop on waistband
and the other end below;
French icaistband, no visible waistband and belt loops below the top of trousers; extended xoaistband, waistband continued beyond fly, and buttoned.
Cufjs or none.
Pleats. Give the number and whether turned in or out.
Pockets. Patch or inset, with or without flaps, etc.
6. Condition
See men's and women's suits.
7. Value.
See men's and women's suits.

Women's Clothes, generally

1. Number of the article in the list of articles.
2. Quantity of the article.
3. Kind of article.
Dress.
Blouse, etc.
4. Material.
Kind.
Color. Plain or figured, including color and design of figure.
5. Physical description.
Size.
Trim .
Color.
Buttons.

'-Men's and women's tailored slacks in many cases are similar even to the front Hy.
"If the trousers are a part of the suit, describe them along with the entire suit.
"Apply the physical description of trousers to the description of tlie entire suit if
they are a part of a suit.

A()j)('n(li.\ C 289
Braid or pipiiifr.
Eiiil)r()i(lcry or ( lit work.
Skirt.
Describe as pari of a suit if such is the case.
Lenglli.
Fit.
Slashed or slitted. Give Icjcatioii and length of slit.
Pockets.
Niunber of panels or gores.
(3. CotuUdon.
Neic or used.

Signs of IV ear.
Repairs. Mended, etc.
7. Value.
Where and when purchased.
Purchase price.
Market value.
Hosiery
1. Xumber of the article in the list of articles.
2. Quantity of the article.
3. Kind of article.
Lady's
Man's
Child's
4. Material.
Silk.
Nylon.
Rayon.
Silk and ivool.
Wool.
Cotton top and I or feet.
5. Physical Description
Size.
Foot size.
Length.
Color. Clocks or heel decorations.
Weight.
Sheer.
Medium weight.
Service weight.
Denier or gauge.
Weave.

Run-proof weave, etc.

Seam or seamless.

290 Basic Police Report Writing

6. Condition.
New.
Signs of wear.
Repairs. Mended, etc.
7. Value.
Where and zohen purchased.
Purchase price.
Market price.
Jackets, men's.
1. Number of the article in the list of articles.
2. Quantity of the article.
3. Kind of article.
4. Material.
Gabardine.
Melton.
Leather. Describe the kind.
5. Physical description.
Color. Design and weave.
Size.
Pockets.
Number. Inside and outside.
Kind. Slash, inset, patch, muff-type, flap.
Fastenings. Zipper or button.
Collar.
Knitted. Also describe cufl:s on leather jacket.

Fur or pile.
Lapels. Describe as in coats.
Detachable.
Parka hood.
Lining.
Color.
Material. Rayon, quilted, sheepskin, blanket.
Back.
Plain, half-belt, swing shoulders.
6. Condition.
Damage.
Signs of loear.
Repairs.
7. Value.
Where and when purchased.
Purchase price.
Market price.
Shirts, men's
1. Number of the article in the list of articles.

Appendix C 291

2. (luaritily of the article.

3. Kind of article.
Dress.
Work.
Coioboy.
4. Material.
Cotton.
Wool.
Rayon.
Rayon gabardine.

Nylon.
Oxford weave.
'). Physical description.
Color.
Pattern.
Brand.
Collar style.
With or without collar.
Size."
Collar size.
Sleeve length.
Buttons. Number on cuffs if more than one, as cowboy
shirts; button down collar; number of buttons down the
front.
Pockets. Number, with or without flaps.
Cufjs. Regular, for cuff links, French cuffs.
6. Condition.
Damage.
Signs of wear.
Repairs. Mended, etc.
7. Value.
Where and ivhen purchased.
Purchase price.
Market value.
Siv eaters
1. Number of the article in the list of articles.
2. Quantity of the article.
3. Kind of article.
Man's.
Woman's.
Child's.
4. Material.
All wool.

'^Sport shirts come in small, medium and large.

292 Basic Police Report Writing

Half u'ool.
Virgin wool.
Reclaimed wool.
Cotton.
Nylon.
Orion.
Angora.
Cashmere.
5. Physical description.
Size.
Style.
Coat. Button or zipper.
Pull over.
Pattern.
Color.
Design.
Weave.
Neck.
Crew neck.
Turtle neck.
V neck.
Roll collar.
Sleeve or sleeveless.
6. Condition.
Damage.
Signs of wear.
Repairs. Mended, etc.
7. Value.
Where and when purchased.
Purchase price.
Market value.
Furs"'
1. Number of the article in the list of articles.

2. Quantity of the article.

3. Kind of article.
Coat.
Stole, etc.
4. Material.
Rabbit."

^'Since furs are so difTicult to recover, it is very necessary to get as complete a description of the piece as possible.
'"Rabbit has been gi\en many trade names: coney, beaverette, lapin, scalene. Arctic
seal, Belgium beaver, bluette, casterette, chinchillette, erminette. French sable, Galland
squirrel, marmotinc, minkony, moline, nutriettc. twin beaver, or Baltic leopard.

Appendix C 293
Skurik."
Manchuniin dog.'^
Hudson seal. ( Hiis is plucked, dyed nuiskrat.)
Mouton. (This is sheared himb and looks like beaver) .
Squirrel.
Fox.
Mink.
etc.
3. Physical description.
Color. (Indicate ^vhether dyed or natural.)
Lining.
Material. (Color, bindings and piping.)
Pockets.
Labels.
Leuirth. The length is measured from the bottom of the
collar down the back. It may be 3,^ length, fingertip, or a
"chubby."

Fasteners. Frogs, hooks and eyes, buttons, or snaps.

How wany skins. If the fur is a neckpiece, are heads and/or
tails sewed on.
6. Condition.
Xeio or used.
Signs of wear.
Repairs. Who made the repairs.
7. Value.
Where and when purchased.
Purchase price.
Market value.

Firearms

1. Xuinber oj the article in the list of articles.

2. Quantity of the article.
3. Kind of article.
4. Material.
5. Physical description.
Make.
Caliber.
Serial number. Some guns have hidden serial numbers
Manv foreign makes have no serial number at all.
Finish. Nickel plated, blue, rough, or sandblasted.
Lenoili of barrel. 2in., 4in.. 6in., etc.

'\Skunk may be called civet cat, .\laska sable, black marten.

'"Manchurian dog is often called Belgium lynx, black poiict fo.\.

294 Basic Police Report Writing

Grips. Give the material, color, and type.

Loaded or unloaded.
('). Condition.
Marks.
Damage.
Repairs.
Signs of wear.
7. Value.
Where and ivhen purchased.
Purchase price.
Market value.
Handbags
1. Number of the article in the list of articles.
2. Quantity of the article.
3. Kind of article.
4. Material.
Leather.
Patent leather.
Suede.
Sealskin.
Ostrich.
Calfskin.
Cowhide.
Reptile. Alligator, lizard, snake.
Cloth. Cord, petit point, moire, etc.
Plastic.
5. Physical description.
Style. Pouch, box, envelope, underarm, shoulder strap.
Handles. Pannier and double pannier, cuff, wrist, plastic,
chain, etc.
Fasteners. Zipper, turnlock, lift lock, snap lock.
Inside description. Lining, material and color; label: num-

ber of divisions; attached coin purse, etc.

Contents. Accessories, comb, lighter, lipstick holder, address
book, etc. Give a complete list of contents.
6. Condition.
Marks.
Damage.
Signs of ivear.
7. Value.
Where and when purchased.
Purchase price.
Market value.

Appendix C 295
Jewelry, Generally'-"
1. Xunibcr of the article in the list of articles.
2. Quantity of the article.
3. Kind of article.
Figure.
Charm.
Scatter pin.
Breastpin or brooch.
Clip.
Cuff buttons.
Cuff links.
Studs.
Locket.
4. Material.
Yellow metal.
White metal.
Other material.
5. Physical description.
Kind.

Novelty.*^
Costume.^
Size.
Shape.
Design.
Stones.
6. Condition.
New.
Damaged.
7. Value.
Where and when purchased.
Purchase price.
Market value.
Bracelets and Anklets
1. Number of the article in the list of articles.
2. Quantity of the article.
'^Jewelry, in general, includes all types of jewelry except rings, necklaces, earrings,
bracelets, and watches.
=^Novelty jewelry may include figures, charms, scatter pins, bracelets, necklaces, rings
or any other jewelry. Novelty jewelry is of little value and is usually gaudy and set
with cheap rhinestoncs of various colors.
"Costume jewelry is difficult to distinguish from novelty jewelry. That novelty
jewelry which is more expensive and indicates better workmanship may be called
costume jewelry.

296 Basic Police Report Writing

3. Kind of article.
Bracelet.
Anklet.
4. Material.

Yelloii' metal.
White metal.
Gold metal.
5. Physical description.
Kind.
Expansion.
Link.
Bangle or charm.
Novelty.
Costume.
Settings.
How the settings are mounted.
Distance between sets.
Number of sets.
Kind and color of sets.
6. Condition.
New or old.
7. Value.
Where and zvhen purchased.
Purchase price.
Market value.
Earrings
1. Xumber of the article in the list of articles.
2. Qiiantity of the article.
3. Kind of article.
4. Material.
Yelloiv metal.
White metal.
Other material.
5. Physical description.
Kind.
Novelty.

Costume.
Type.
Clip.
Screw.
Hoop.
For pierced ears.
Style.
Teardrop.

Appendix C 297
Dangle.
Petal.
Button.
Design. Describe the design.
Stones.
(i. Condition.
Sew or Old.
7. Idluc.
Where and when purchased.
Purchase price.
Market value.
Necklaces
1. Number of the article in the list of articles.
2. (luantity of the article.
3. Kind of article.
Costume.
Novelty, etc.
4. Material.
Yelloiu metal.
White metal.
Gold metal, etc.
5. Physical description.
Kind.

Chain. Give size and design of links.

Snake.
Lariat.
Pearl.
Crystal. Artificial, tin cut, rock.
Stones. Number of stones and space between them.
Number of Strands.
Length of Strands.
Knotted.
Choker.
6. Condition.
New or Old.
7. Value.
Where and when purchased.
Pun liusc price.
Market price.
Watches
1. .Xuuiher of the article in the list of articles.
2. Ouantity of the article.
3. Kind of article.

298 Basic Police Report Writing

Lady's.
Wrist.
Lapel.
Man's.
Wrist.
Pocket.
4. Material.
Yellow metal.
White metal.
5. Physicial description.

Name of manufacturer.
Name of the watch, (brand)
Distinctive brand name.
Lord Elgin
Vagabond, etc.
Size.
Shape.
Number of jewels.
Descriptive characteristics of case and movement.
Case number.
Movement number.
Initials or engravings.
6. Condition.
Scratches.
Dents.
Identifying marks.
Damaged.
Repairs. The person who last repaired the watch.
7. Value.
Where and when purchased.
Purchase price.
Market prcie.

Rings

1. Number of the article in the list of articles.

2. Quantity of the article.
3. Kind of article.
Man's.
Woman's.
Baby's.
4. Material.

Yellow metal.
White metal.

Appendix C 299
5. Physical description.
Kind.
limbleni. Lodge, fraternity, class, school.
Signet. Give initials and type of letters.
Block.
Old Knglish.
.Script.
Seal ring.
Dinner ring.
Wedding ring.
Engagement ring.
Size. Size 1 is 15/32 in. inside diameter;
each size increases 1/32 in.
Mounting.
Belcher.^
Bezel.=*
Gypsy.==
Tiffany.^
Claw.='
Basket.^
Settings.
White stone.*"
Birthstone.^ Describe as red stone, green stone, etc.
Cameo."
Intaglio."

'"The Belcher mounting involves a round stone set into a slightly raised mounting
consisting of six heavy prongs holding the set in place.

^*A Bezel mounting is one in which the set is held in the ring, brooch, or pin by a
groove or flange. The groove or flange may extend all around the mounting or be on
the corners or sides only.
^A Gypsy mounting is one in which the stone is set directly into the ring all the way
around by use of the Bezel or groove.
''"A Tiffany mounting is one in which the stone is set on a high mounting and held
in place by 6 to 8 rather delicate prongs.
-"A claw mounting is any prong mounting other than a Tiffany.
^In the Basket mounting the stone is set into the mounting as in the Gypsy mounting
but has filigree work around the stone.
=^A11 diamonds must be described as white stones. There are some black, pink, blue,
green, and brown diamonds, but these are so rare; they are museum pieces. Describe a
diamond as white stone, diamond claimed.
'"Birthstones may be garnet, amethyst, bloodstone, aquamarine, emerald, or others.
^'A Cameo setting is a carved, raised figure, usually a head.
^An intaglio is a figure carved into a stone.

300 Basic Police Report IVritiiig

Type of (III.
Baguette
Cliip
Cut stone.
Marks, engraiiing.s, etc.
6. Condition.
Scrtiiches.
Signs of wear.
Repairs. Give name of jeweler.
7. J' a I lie.
Wliere and xolien purchased.
Purchase price.

Market value.
Luggage
Bags.
1. Number of the article in the list of articles.
2. Quantity of the article.
3. Kind or article.
Gladstone. A suitcase-size bag which opens flat.
Club bag. A box bottom bag with the top forming the apex
of a triangle, closes with zipper or locks.
Week-end bag. May be fitted or fortnighter-a small trunk
carried like a suitcase.
4. Material.
Leather.
Patent leather.
Plastic.
Top grain cou'hide.
Split cowhide.
Rawhide, etc.
5. Physical description.
Size or measurements.
Handles.
Fasteners.
Inside description. Lining and color, number of partitions,
pockets, etc.
fi. Condition.
Winic or initials.
Marks.
Damage.
Signs of wear.
7. Value.
Where and irlicn purchased.

A l>l>cn(lix ('.

301

/';/)( liiisr j)yii ('.

Mm hcl I'lilur.
'l~) links
1. Xiinihc) of tlif intiilr in the list of articles.
2. Oiunilit\ of III!' article.
"i. Kind or article.
Foot locker. With or without tray.
Steamer or wardrobe trunk. Niimhcr of hangers and
drawers.
Box trunk.
4. Material.
Leather.
Metal, etc.
5. Physical description.
Size or measurements.
Handles.
Fasteners.
Locks.
Inside description. Lining and color, number of compartments, etc.
Name or initials.
6. Condition.
Marks.
Dents.
Damage.
Signs of wear.
7. J'alite.
Where and when purcha.sed.
Purchase price.
Market value.
Brief cases and brief bags

1. Number of the article in the list of articles.

2. (Quantity of the article.
3. Kind of article.
Brief case.
Brief bag.
4. Material.
Leather. Top grain cowhide, split cowhide, rawliide, etc.
Patent lenllier.
Imitation leather, etc.
5. Physical description.
Size or measurements.
Handles. Single or double handles.
Fasteners.

302 Basic Police Report W'ntmo^

Straps. With or without straps. Do the straps go all the way
around?
Inside description.
Number of compartments.
Contents.
Musical Instruments
1. Number of the article in the list of articles.
2. Quantity of the article.
3. Kind of articles.
Saxophone.
Clarinet.
Flute.
Trumbone, etc.
4. Material.
5. Physical description.
Make. Manufacturer.
Serial Number.

Pitch. Most wind instruments are made in varying pitch;

e.g., saxophones are in C, E flat tenor, and B flat baritone. Clarinets are in A, B flat tenor and bass. The same
applies to many string instruments.
Finish. Brass, silver, gold, rough or sandblasted. Gold or
brass with silver design or vice versa, silver with gold bell.
Description of case. Give complete description, including
attachments and other articles in the case.
6. Condition.
Marks.
Dents.
Scratches.
Signs of wear.
7. Value.
Where and when purchased.
Purchase price.
Market value.

Radios^^

1. Number of the article in the list of articles.

2. Quantity of the article.
3. Kind of article.
Portable.

^In descriptions of television sets use the same information as radios. In addition, give
size of screen and number of control knobs under physical description.

Appendix C 303
Table model.
Console, etc.
4. Material.
Wood.
Metal.

Plastic.
X umber oj lubes.
5.. Physical description.
Brand or Make.
Table model.
Dud. Hori/onal or vertical slot, round, slide ride or halt
cin Ic.
Brauds. AM. KM. sliorl wave.
Xumber of knobs.
Drscnption oj case. Color and material.
Recordplayer (if any) .
Serial number. In small radios the serial nund)er is usually
inside, out of sight.
6. Condition.
Marks.
Dents.
Scratches.
Signs of iL'ear.
7. Value.
Where and luhen purchased.
Purchase price.
Market value.

Tools

1. Xumber of the article in the list of articles.

2. Qiiantity of I he article.
3. Kind of article.
Hammer.
Handsaw.
Carpenter's level, etc.

4. Material.
5 Physical description.
Standard information. Include all standard information as
obtained from the owner. The owner usually knows such
tools, their names and uses.
Description of chest or box (if any) .
Serial numbers. Give serial numbers of those tools that have
them.
Electrically operated. Designate any tool that is electrically
operated.

304 Basic Police Reporl lVriti}ig

6. Conditio?!.
Damage. Indicate marks and scratches, stating what and
where.
7. Value.
Where and luhen purchased.
Purchase price.
Mnrlict -iUilue.

BIBLIOGRAPHY
Alcliciiv, Llc'whii \\ .. and Brook, F.: Modii.s Opexindi. London. His
Majesty's Stationery Office, 1932, <)() jjjx
Aurner, Robert R.: Effectix'e Business Enii^lish. ''Md ed. Cincinnati, Soutli\Vestern. 19-19, 582 pp.
Bristow, Allen P.: Field Interroiidtiou. Springfield, Charles Q\ Thomas,
Publisher. 1958, 101 pp.
Brooks. Philip C: Public Records Maiuigetnerit. Chicago, Public Administration Service, 1949, 19 pp.
Calilornia Department of Education, Bureau of Trade and Industrial
Education: Description of Property. Sacramento, 1952, 24 pp.
, Field Notetaking. Sacramento, 1950, 24 pp.

, Modus Operandi Report Writing. Sacramento, 1949. 22 pp.

, Police Records. Sacramento, 1949, 28 pp.
, Traffic Accident Records and Analysis. Sacramento, 1949, 14 pjj.
, I'se of Records. Sacramento, 1949, 28 pp.
California Department of Justice, Division of Criminal Identification
and Investigation: Modus Operandi and Crime Reporting. Sacramento, 1955, 23 pp.
Dienstein, William: TecJinics for the Crime Investigator. Springfield,
Charles C Thomas, Publisher, 1952, 182 pp.
Gabard, E. Caroline and Kenney, John P.: Police ]Vriti)ig. Springfield,
Charles C Thomas, Publisher, 1957, 93 pp.
Gregg Publishing Division: Tioenty Thousand Words. New York. McGraw Hill Company, 1951, 244 pp.
Hazlett, JohnC: Police Report Writing. Si)ringfield, Charles C Thomas,
Publisher, 1960,238 pp.
Hefifron, Floyd N.: Evidence for the Patrolman. SjMingfield. Charles C
Thomas, Publisher, 1958, 182 pp.
Hollywood Police Department: Summary ExpUniation of Report Forms.
Hollywood, Florida, Hollywood Police Department, 1957, 67 pp.
International Association of Chiefs of Police, Committee on Uniform
Crime Records: Uniform Crime Reporting, Rev. ed. New York, The
Association, 1949, 464 pp.
Leonard, V. A.: Police Communications Systems. Berkeley. University
of California Press, 1938, 589 pp.
305

306 Basic Police Report Writifig

Nortlnvcstern University Traffic Institute: Accident Itivestigation
Ahniiial. Evanston, Northwestern University Traffic Institute, 1948,
2H pp.
Odell, Margaret K. and Strong, Earl P.: Records Management and Filing
Operations. New York, McGraw-Hill Company, 1947, 342 pp.
O'Hara, Charles E.: Fundamentals of Criminal Investigation. Springfield, Charles C Thomas, Publisher, 1956, 722 pp.

Perrin, Porter G. and Smith, George H.: The Perrin-Smith Handbook

of Current English. Chicago, Scott, Foresman and Company, 1955,
591 pp.
Ross, J. L.: Suggested Rules for Report Writing. Berkeley, Berkeley
Police Department, 1957, 4 pp.
Santmyers, Selby S.: Practical Report Writing. Scranton, Laurel Publishers, 1950, 120 pp.
Scott, Walter R.: Fingerprint Mechanics Handbook. Springfield, Charles
C Thomas Publisher, 1951, 442 pp.
Soderman, Harry and O'Connell, John J.: Modern Criminal Investigation. New York, Funk and Wagnalls Company, 1952, 557 pp.
U. S. Department ot the Air Force. Air Force Manual A^o. 11-3, Guide
for Air Force Writing. Washington, D. C, Department of the Air
Force, 1953, 133 pp.
U. S. Department of Justice, Federal Bureau of Investigation. Manual of
Police Records. 1953, 56 pp.
-.Uniforrn Crime Reports, a quarterly bulletin. Washington, D. C,
Federal Bureau of Investigation.
: Uniform Crime Reporting Handbook. Washington, D. C, Federal
Bureau of Investigation, 1955, 55 pp.
Wilson, O. W.: Police Administration. New York, McGraw-Hill
Company, 1950, 540 pp.
: Police Records: Their Installation and Use. Chicago, Public Administration Service, 1942, 336 pp.
Young, Richard: Report Writing and Descriptions. Berkeley, Berkeley
Police Department, 1954, 28 pp.