ROMBLON STATE UNIVERSITY

INSTITUTE OF CRIMINAL JUSTICE

EDUCATION
Liwanag, Odiongan, Romblon

Module

In

1 single space of size 18

TECHNICAL REPORT WRITING 2 (CD5)
2nd Semester SY 2020 – 2021

Prepared by:

MELCHOR S. RUFON, LPT

UNIT 1
FUNDAMENTALS OF REPORT WRITING
At the end of this unit, the students should be able to:

LEARNING OBJECTIVES

o discuss the fundamentals of report writing;

o explain the nature of report writing;
o identify the points to consider in writing reports;
o follow the strategies in writing a good report;
o compare and contrast the three types of report writers;
o distinguish the importance and purposes of report writing;
o identify the qualities of a good report;
o describe the fundamental styles of police report writing; and
o use the basic requirements of police report writing (SW’s and 1H) in writing reports

INTRODUCTION
This unit focuses on the fundamentals of report writing. It aims to help learners familiarize with how
reports are written, as it points out to the fact that report plays an important role in the success of any
investigation. included in this unit are the points to consider in writing reports, the strategies in preparing
good reports, and the types of report writers.

One of the basic works of an investigator is writing reports, and with that the importance and
purposes of police report writing is also elaborated. Additional concepts are also emphasized like clarity,
accuracy, completeness, brevity, fairness, and specificity. Together with this are the basic requirements of
police report writing which are the 5W’s (Who, What, Where, When, Why) and iH (How) questions. These
are vital questions that should be answered by an investigator in completing his report.

DISCUSSION

THE NATURE OF REPORT WRITING

A report is an objective statement of the findings of the investigator; this is an official record of the
information that is relevant to an investigation. Therefore, a good report plays an important role in the
success of any investigations. But the fact remains that there are many reports that are haphazardly
written, and it results in jeopardizing the whole investigation process. There is a great demand for every
report writer to fully develop his writing skills so that the best written outputs will be achieved. Reports are
helpful and may influence the career of the investigator, or any law enforcer. Recognition and promotion
are mostly based on the quality of reports. The personality of an effective report writer is also reflected in
the kind of reports he writes. Well written reports show a favorable impression not only on the
competence of the writer but also on his credibility. In contrast, erroneous reports can damage the writer's
career, as it may also destroy the image of the agency or the organization he is connected with.

POINTS TO CONSIDER IN WRITING REPORTS

Well- written reports do not happen in a snap of a finger, but rather they are products of series of
writing activities that are perfected over constant practice. Good report writers are those who
painstakingly take the effort of writing and revising their work to achieve the best output. They follow
certain points of

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considerations and rules in writing reports like: using the best language, avoiding the errors of form, and
avoiding errors of substance.
The best language in report writing is one that could be easily understood by the target reader,
because not all reader has the time to read twice and decipher ambiguous reports. A report that contains
the best language includes the following characteristics! concise, clear, organized, thorough, accurate,
and adequate. Faulty report is awkward and ambiguous; and those with grammatical errors are an
additional headache to the reader, because it may present meaning aside from what it intends to convey.
Report writers are greatly expected to be well-versed in grammar and all its governing rules to avoid
errors in spelling, typographical forms, file number, and report format.
The substance of the report is the most important aspect in writing; this has something to do with the
exact content of the report with the completeness of the 5W’s and 1H. The accurate content of the report
is seriously considered because it can seriously affect the lives of people like a criminal being set free, or
an innocent person being convicted. in addition, the credibility of the writer will also be tarnished, along
with the reputation of the whole company or agency he is representing. To avoid this error, the writer must
not delay in investigating and reporting, he must include essential facts, must cover obvious leads, and
must conduct adequate interviews.

STRATEGIES IN WRITING GOOD REPORT

Just like any other activity, writing is a process that requires strategies. Good written outputs are the
products of carefully crafted writing activity. A writer can expect a favorable outcome in his report if the
written activity has been developed from a specific goal, and follows from a time-tested strategy. The
following are suggested strategies that a writer must adhere in writing a report:
 1. Check and re-check first whether notes on gathered facts are already complete and organized. 2. If
notes on gathered facts are insufficient, go back into the process of gathering more facts related to
the situation.
3. Make an outline of the report basing from the completely gathered facts.
4. Use the chronological order of writing in presenting facts and ideas in the written report. 5. The
outline of the report should basically answer the complete 5 W’s and 1 H. 6. Prepare a report that
could either be simple, brief, complex, or in memorandum form, depending on its required format.

TYPES OF REPORT WRITERS

According to the Philippine National Police Investigative Manual, there are three types of report
writers: a) those who write without thinking; b) those who write and think at the same time; and c) those
who think first and write afterwards.
The writers who write without thinking are those who do not bother to gather facts and information
to support the written report. They are those who are not keen in observing and gathering facts to
supplement the written output. These are also writers who are not conscious of their grammar errors and
do not intend to correct what is grammatically wrong. They are lazy and careless in gathering specific
information. As a whole, they are not concern whether their readers will understand the written report or
not.
On the other hand, there are also writers who write and think at the same time, these are the
writers who gather information and facts and put them into writing. In addition, they review and verify their
works but they are in a hurry to write, therefore the gathered information is not properly documented.
These kinds of writers are also partially conscious of the grammaticality of their written output, and submit
their reports with average accuracy.
The last types of report writers are those who think first and write afterwards. These writers are
those who gather specific data, facts, and evidences carefully before they write, and they are very keen in

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observing and gathering information to back up their report. They are also very conscious of their
grammar and goes on correcting themselves to improve their written output. Because they are diligent in
collecting facts, their reports are accurate, complete, fair, concise, and specific. These writers are concern
about the conciseness of their report with the purpose in mind that their reader will be able to understand
everything they have presented. Lastly, these are the writers who present reports that are free from
biases, prejudices, subjectivity, and errors in any form, and thus, they submit reports with 100% accuracy.

THE IMPORTANCE AND PURPOSES OF POLICE REPORT WRITING

One of the basic works of an investigator is writing reports; he needs to remind himself that in every
activity that he engages himself with, there is always a corresponding report writing that comes along with
it. It is with the same reason that an investigator must write good reports because it is important not only
for himself, but for the whole agency and organization as well. Soriano (2005) stressed out the following
reasons why police reports are important: Reports may serve as records for planning, directing, and
organizing units’ duties for police administrators. In the prosecution of criminals, reports are used as legal
documents, as a reference used by other agencies, and as basis for researches. Reports may also help
local media, when they need access to public documents. And lastly, reports could serve as a reflection of
the investigator's credibility. An investigator can never be considered an effective writer if he does not
have a specific purpose in mind. It is essential that any report should serve its purpose to the readers.
Furthermore, Soriano - (2005) added that the police organization develops their reporting systems to
serve the following purposes: To account upward and outward for their activities, in order to justify their
programs. To report upward and outward information concerning progress, future needs, plans, and
decisions made. To report upward for purposes of administrative control. And lastly, to inform downward
{in the organization) concerning policies, programs, resources, procedures, and all other matters
concerning work in the police organization.

QUALITIES OF A GOOD REPORT

A well written report is also a result of carefully planned and designed writing. Good report writers
undergo the process of writing, editing, and revising their work. For a report to be considered as good, it
needs to possess certain qualities, like: Clarity, Accuracy, Completeness, Brevity, Fairness, and Specificity.
These are elaborated more with examples on the concepts below:

1. CLARITY. Clarity refers to the clearness of thought, style, or expression of the writer. An effective
writer must use correct English, and must point directly to the written communication to save readers from
reading unnecessary words.
Examples:
Unclear: The pump boat capsized because it was overloaded.
Clear: The pump boat capsized because it was overloaded. Rescuers confirmed that the pump
boat can only hold five people. Witnesses said that there were ten people when it capsized.

2. ACCURACY. Accuracy is the conformity to facts and representation of truth with precision and
exactness. In writing a report, all facts and information whether favorable or unfavorable to the concerned
subject should be included, and these facts are verified by statement of witnesses, and by reference to
official records or reliable sources. An accurate report is a true reflection and representation of the facts to
the best of the writer’s knowledge. An accurate report is also a specific report.
Examples:
Inaccurate: The child was hit by a Speeding motorcycle.

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Accurate: The child was hit by a blue Honda Wave motorcycle, which is approximately travelling
and estimated speed of 50 kph.

3. COMPLETENESS. Completeness refers to having all the necessary normal part, components, and
style of Writing in its entirety. In writing a complete report the elements of the crime should be established
and the additional facts should prove those elements. Documentation of the report should base from
important statement ‘and letters, findings of other agencies, and laboratory reports. This should also
answer the 5 W’s and 1 H questions.
Examples:
Incomplete: The missing boy was found.
Complete: The 5year old boy from Lapu-Lapu City who was missing for seven days was found
wandering in A.C. Cortes Avenue by a couple from Mandaue City.

4. BREVITY. Brevity has something to do with the quality or state of being brief and concise, with the
quality of terseness, and lack of wordiness. Brevity is achieved by omitting materials or information that is
useless, irrelevant, and redundant.
Examples:
Wordy: The victim telephonically contacted the police station right after the incident happened.
Concise: The victim called the police station after the incident.

5. FAIRNESS. Fairness in writing is having or exhibiting a disposition that is free of favoritism, bias,
impartiality, self-interest, or preference in judgment. A fair writer should always base his report on facts,
and if there are theories, these theories should be verified first and be consistent with facts. Examples:
Biased: If a fireman couldn’t fireproof his own home how can he save another man’s house?
Unbiased: If a firefighter couldn’t fireproof his or her home, how can he or she save other people’s
house?

6. SPECIFICITY. Specificity is the quality of writing pertaining to being explicitly definite and specific
rather than general. A good writer must be precise and specific in writing his or her report, and should
avoid ideas that could mislead the readers.
Examples:
Unspecific: She died of stab wounds.
Specific: She died of five stab wounds in her chest, and another five stab wounds in her upper right
rib cage.

FUNDAMENTAL STYLES OF POLICE REPORT WRITING

The writing of police report is a tough job. It demands constant practice and application of some
fundamental principles of writing like perspective, selection, and organization.
Perspective refers to the point of view from which the investigator presents the findings of his report
based from gathered evidences. For maintaining the objectivity of the report, the third person point of view
should be used; the writer should refer himself or herself as the “investigator” or “the police officer.”
Selection of information relates to the gathered data in connection with how the writer presents these
in his report. Selectivity Is vital since this will affect the investigator's decision on the facts and information
that he will include. He should discard irrelevant details to arrive at a coherent report, and should only
report

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information that are composed of physical evidence, statement, and complete investigation. An effective
writer should be able to make a distinction between facts and opinions.
Organization is the process of how a report is put together after the specific details of facts have been
gathered. Organization of the report should follow after the investigator had conducted and gathered the
evidences necessary in the investigation. The chronological order of narrating events should be used in
writing the report. Basing from a specific and detailed outline, the report shall follow the rules of writing
and stylistics.

THE BASIC REQUIREMENTS OF POLICE REPORT WRITING

In police report writing the WHO, WHAT, WHERE, WHEN, WHY, and HOW are the most important
questions that an investigator must take into consideration. These questions basically cover the essentials
of the whole process of police report writing.
Below are sample questions that should be answered as guide to writing the report:

WHO?
This question answers all about the persons involve in the investigation, their complete and
correct names, and their exact addresses and contact numbers. Below are sample questions using WHO:
• Who is the culprit?
• Who are the victims?
• Who is the aggravated party?
• Who is the leader of the suspected group?
• Who are the suspects?
• who are the witnesses?
• Who are the complainants?
 • Who discovered the crime?
• Who are the accomplices of the crime?
• Who worked on the case?
• Who responded on the alarm?
• Who searched and gathered the evidence?
• Who reported the crime?
• Who cordoned the area?
• Who controlled the crowd?
• Who is the prosecutor?
• Who is the legal counsel?
• Who investigates the crime?
• Who has a contact number of the victims?
• Who knows where the suspect lives?
• Who is being attacked?

WHAT?
This question answers about what offenses are committed, what kind of evidence was retrieved,
what properties are stolen or burglarized, and what are the possible motives of the crime. • What law was
violated?

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• What did the suspect do to the victims?
• What was the reaction of the victim’s family?
• What was the motive of the criminal?
• What did the police do with the victims?
• What was the response of the victims?
• What type of property was attacked?
• What was stolen, lost, or found?
• What was committed?
• What evidences are recovered from the crime scene?
• What are the elements of the crime?
• What kinds of weapons were used in the crime?
• What did the police officer do after being notified about the crime?
• What agencies are notified about the crime?
• What evidences are presented in court?
• What is the verdict of the case?
• What made the suspect confess?
• What type of vehicle was used by the culprits?

WHERE?
This question answers about the geographical location of the crime scene, the property, or the
evidence that are related to the incident.
• Where was the crime committed?
• Where did the crime take place?
• Where was the victim found?
• Where was the Suspect during the crime?
• Where is the suspect now?
• Where are the evidences of the crime?
 • Where are the entry and the exit points of the crime scene?
• Where can the witnesses be found?
• Where is the location of the body?
• Where is the location of the explosives?
• Where is the police station?
• Where is the investigator now?
• Where was the body found?
• Where did the marked-money go?
• Where did you see the subject?

WHEN?
This question answers about the exact time and date when the offense was committed, the
properties found, and the suspects apprehended.
• When was the exact time that the crime was committed?
• When did the crime happen?
• When was the body of the victim recovered?
• When was the suspect arrested?
• When did the police arrive?

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• When did the suspects surrender to the authorities?
• When are they going to investigate?
• When will they file a complaint?
• When will be the hearing?
• When will be the deadline of the investigation?
• When are you going to submit your investigation report?
• When will the suspects be prosecuted?
• When are we going to discuss about your testimony?
• When are you going to appear in court?

WHY?
This question answers about the objects or desire which motivated the offense or the crime. For
crime against persons, the possible object of the attack might be: revenge, ransom, sexual pleasure, or
hatred. For crime against property, the possible object of the attack might be: to obtain money to sustain
vices, or simply to acquire property.
• Why did the suspect commit the crime?
• Why did the witnesses report the crime?
• Why are the witnesses afraid to divulge information about the suspect?
• Why is the suspect lying?
• Why did the suspect commit the crime at such particular time, date, and place? Why did the suspect
attack the victims?
• Why is the crime committed?
• Why are there no witnesses to the crime?
• Why did the suspect hide from the authorities?
• Why did the suspect surrender to the authorities?
• Why did the suspect conceal the evidences?
 • Why did you not report the crime?
• Why are these crimes happening?
• Why are you going to pursue the case?
• Why are you going to file a complaint?

HOW?
This question answers the general manner in which the crime was committed.
• How was the offense or the crime committed?
• How did the policemen respond?
• How did the suspect react to the authorities?
• How did the investigator handle the case?
• How did they discover the evidences?
• How was it reported?
• How are you going to answer the accusations?
• How are you going to explain everything to the police?
• How did the law enforcers arrest the criminal?
• How much was the damage of the property?

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• How much money was stolen?
• How was entry gained in the property?
• How many people are involved in the commission of the crime?
• How are you going to give your alibi?
• How will you plead, guilty or not guilty?

____________________________________________________________
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_

Note: Provide new blank document for your answers and upload it to the intended “Submission Bin”
posted at Google Classroom. Kindly follow the format below. This is applicable to all activities given.
Name: _____________________________________ Score: ________________ Course/Year:
________________________________ Date: _________________ Time Schedule:
______________________________
Activity 1.1
Directions: Compose a brief and compact synopsis of what you have gained from learning Unit 1. Minimum of 500 words and
maximum of 1000 words. Please refer to the criteria posted below.
Areas of Assessment GIFTED (10 pts.) PROFICIENT (8pts) TALENTED (6pts) APPRENTICE (5pts)

Ideas Presents thoughts Presents Ideas are too general Ideas are
in a unique way thoughts in a incomprehensible or hazy
consistent
manner

Organization Solid and Schematized Some No organization; lack

organized beg/mid/end organization; beg/mid/end
beg/mid/end attempt at a
beg/mid/end

Understanding Writing shows Writing shows a Writing shows Writing shows little
strong clear adequate understanding
understanding understanding understanding

Word Choice Sophisticated use of Nouns and verbs Needs more Little or no use of
nouns and verbs make essay nouns and nouns and verbs
make the essay informative verbs
very
informative

Sentence Structure Sentence structure Sentence Sentence No sense of sentence

enhances structure is structure is structure or flow
meaning; flows evident; limited; sentences
throughout the sentences mostly need to flow
piece flow

Mechanics Few (if any) errors Few errors Several errors Numerous errors

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Activity 1.2
Directions: Explain each item extensively: 35Pts.

How does the following concept affect the quality of a report?

o Using the best language
o Avoidance of errors of form
o Avoidance of errors of substance

Directions: Explain in your own words the following concepts:

o Report writers who write without thinking
o Report writers who write and think at the same time.
o Report writers who think first and write afterwards.
o Among the three types of writers mentioned above, which do you think is the type that could
best describe you as a writer? Explain.

UNIT 2
CLASSES, CATEGORIES, & TYPES OF POLICE
REPORTS
 At the end of this unit, the students should be able to:

LEARNING OBJECTIVES

o classify different police reports;

o categorize the different police reports used in law enforcement;
o distinguish the two general types of police reports;
o identify the specific types of police reports;
o examine actual and authentic samples of police reports;
o utilize actual report samples and formats for writing exercises;
o write reports using actual formats of different police reports.

INTRODUCTION
This unit is geared towards helping the learner identify and distinguish the classes, categories, and
types of police reports. It is necessary that the learners will be exposed to the classification, categories,
and types of police reports. The classes of reports that are elaborated in this unit are: Technical Reports,
Problem Determining Reports, Problem Solution Reports, Fact Finding Reports, and Performance
Reports. Moreover, the categories of reports like Operational Reports, Internal Business Reports, and
Summary Reports are also emphasized.
The specific types and examples of police reports are also discussed in this unit. The learners will be
exposed to all of these reports, specifically, they will be able to identify its importance, and refer to
authentic examples used in law enforcement and its related agencies. At the end of this unit, they will be
able to compose their own reports basing from the conventions, requirements, and rules of police report
writing.

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CLASSES OF REPORTS
In every activity that a law enforcer engages himself in, it is expected that there will always be a
corresponding report. Therefore, it is expected that he is an expert in writing and utilizing any of the
report’s classes, categories and types of police reports.
Reports are classified into any of the following: Technical, Problem Determining, Problem
Solution, Fact-Finding, and Performance reports. These are mentioned by Soriano (2005), and are further
elaborated below:
1. Technical Reports - These are written reports dealing with technical and specialized subjects 2.
Problem Determining Reports -These are written reports identifying the existence and causes of
certain problems. Examples of these are case reports on Causes of Juvenile Delinquency, Causes of
Drug Addiction, and Causes of Human Trafficking.
3. Problem Solution Reports- These are written reports identifying the processes and solutions of
certain problems. Examples of these are case studies on preventive measures against Juvenile
Delinquency, Drug Addiction, and Human Trafficking.
4. Fact-Finding Reports - These are written reports on the methods of logical ga g presentation of
data. Examples of these are reports about Facts and Figures of Terrorism, Drug Trafficking,
Human Trafficking, etc.
5. Performance Reports - These are written reports referring to information on the status of an
activity or operation within a unit or organization.
CATEGORIES OF REPORTS
Foronda (2009) enumerated those reports as categorized according to whether they are
Operational. Internal Business, or Summary reports. Below are the descriptions of these reports: 1.
Operational Reports - these are written reports about police incidents, investigations, arrests,
identification of persons, and other miscellaneous reports for routine operations of police organization.
2. Internal Business Reports - these are written reports on financial, personnel, purchase, equipment,
property maintenance, and general correspondence which are important in the agency or
organization’s management.
3. Summary Reports - these are reports that are furnished for the necessity of the solution of crime
accident, and other police administrative-related problems.

TWO GENERAL TYPES OF REPORTS

There are two general types of police reports as stated by Guevarra, et.al. (2008), these are the Basic
or Informal Reports, and the Investigative or Formal Reports. These two types are elaborated below: 1.
Basic or Informal Report - these are reports that are mostly related with ordinary, miscellaneous
incidents, usually in letter or memorandum form. These are accomplished by any member of a unit,
section, bureau, or division within a department in accordance with prescribed regulation. Basically, these
reports contain the generic format like the heading, the person or office to whom it is addressed or
submitted, the text or the body, and the name of the writer or the source of the report. 2. Investigative or
Formal Reports - these are reports that cover all the exact and exhaustive narration of facts. These
reports are classified as Initial or Advance, Progress or Follow-up, and Final or Closing Reports. (Each of
these reports will be discussed in details on the topic about Specific Types of Police Report)

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SPECIFIC TYPES OF POLICE REPORT
The world of police work is always confronted with tons of writing requirements to be submitted to
superiors. In preparation for this police work, it is important that a criminology student will be familiar with
all the format, description, styles and conventions of the different types of police reports. Some examples
of police reports are: Spot Report, Special Report, Beat Inspection Report, Situation Report, Wanted
Persons Report, Miscellaneous Incident Report, Arrest Report, Investigation Reports, and Traffic Accident
Report. Each type of report is discussed in the following concepts:

1. SPOT REPORT. This is a verbal or written report done within twenty-four hours after an important
incident. This report is written to inform an immediate chief or those in higher position of particular
occurrences in his command of responsibility. This report should be acted upon within 24 hours. In
some cases, a spot report may be in the form of a radiographic message if the reporting unit is far
from the receiving office. The following are indicated in a radiographic message: Originating office,
Addressee, cite numbers, Precedence actions, Precedence info, Date-time group, Text written in
capital letters.

2. SPECIAL REPORT. This is written by a police unit or office based from a directive or instruction
from higher police officers. This type of report follows the memorandum format of correspondence.
The commander or chief signs this report, or an authorized person signs if the commander is not
around. This report should contain the ‘rationale’ and the ‘action’. The rationale is the specifications
and details related to the problem, and the action is the expected action or response the receiver or
reader will do after reading the report.
 3. BEAT INSPECTION REPORT/AFTER PATROL REPORTS. This is one of the widely
practiced written forms of communication in a station. This is a routine report because the duty beat
supervisor submits this report daily; those assigned on beat inspection do their routine check on
foot, while those on patrol sectors use patrol cars. The Beat Inspection and After Patrol reports use
the memorandum format.

4. WANTED PERSON REPORT. Using the notice on Wanted Person, this report is about those
persons who are wanted by the police. Information of wanted persons are flashed on local and
national television, as well as posted in conspicuous areas as a notice to the public. This report is
done in four (4) copies to be submitted to the following: To the PNP Provincial Director, or to the
PNP Chief in Camp Crame if the province is not under the provincial commander, to the
Department concerned which will have the original copy in the “Persons Wanted File”, to the
National Bureau of Investigation which will have one copy, and the Rogues’ Gallery will have the
fourth copy.

5. ARREST REPORT. This is a report that documents all the events in arresting a suspect including
personal information, jail bookings, information about control and release of prisoners, and court
proceedings. This report is based on information received, ensuring probable cause for a
warrant/warrantless arrest.

6. CRIME REPORT. These are reports written after the conclusion from the preliminary investigation
that a crime truly happened. This report also includes important factors like corpus delicti (elements
of the crime), suspect descriptions, properties taken, evidences collected, property damages,
victims’ injuries, and suspects’ modus operandi. See samples of crime report format on page.

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7. SITUATION REPORT. Also known as SITREP, this is similar to patrol report which is submitted
every eight hours but, on a need, -only basis. itis important when reporting on a situation to higher
authorities, to present the information in a way that is concise, easily transmitted on unreliable radio
or telephone systems, easily read and which covers key areas. Normally, they are sent to some
central control authority at set times of the day or week, to provide a ‘snapshot' of the situation as it
develops. This also helps to cut down the pressure on communications that may themselves be
disrupted or reduced. The value of the SITREP is to help both the area affected, and the local
government authorities to deal with the disaster and ongoing developments in it.
(Source: http://www.dalbeattie.com/domesticcivildefence/sitrep.html)
The importance of a SITREP
• Completing the SITREP covers all key aspects of community survival.
• A structured message is easier to carry as a document or to send over radio or the telephone. • The
SITREP can be copied to organizations with different responsibilities, to initiate action and ensure
that action is coordinated.
• SITREPs from various parts of an affected area can be used to detect variations in general need
and so assist in allocating resources most effectively.
• SITREPS form a record for the future of the actual situation and the results of action to deal with.

Steps in Preparing a SITREP

1. Gather information on each aspect covered by the SITREP. Remember that this can be done by
several people and the information assembled centrally.
2. Draft the SITREP at an agreed time, preparing one copy to file locally and one to be taken or
transmitted to higher authorities.
 3. If possible, arrange for the message to be sent through secure official channels (e.g., Fax, Police
radio, local authority radio) that are hard for others to interfere with or to monitor for a malicious
purpose.
4. Alternatively, send a copy of the SITREP by messenger or transmit by the most secure channel
available (in order of security - line telephone, mobile telephone, amateur radio, CB radio). 5. Prepare a
modified version of the SITREP as headed paragraphs for a news bulletin for local Rest Centers and
official notice boards.

Parts of a SITREP:
In view of the Government advice, it is wisest to adopt these parts, which match the effects of the
disaster rather than the cause. The following classifications are advised but may need to be modified
according to events.
1. To: (The Police or local authority control center in charge of relief operations).
2. From: (Author of the Report e.g., Community Council, Community Volunteer)
3. Date and Time of Sitrep draft.
4. Area referred to in the Sitrep (e.g., street, community council area, village, town
5. Nature of the Emergency (e.g., location, type and scale of crisis)
6. Law and order situation (Used ONLY in the absence of any Police presence) 7. Medical Situation
(e.g., persons killed, missing or injured, medical support or ambulance needs, vulnerable people
needing support)
8. Feeding Problems (e.g., food or drinking water shortages, emergency feeding or delivery
requirements)
9. Welfare Problems (e.g., accommodation, rest center, social service needs, vulnerable groups
needing support)
10. Road Access (e.g., roads blocked, best routes in).
11. Telephone and Radio Communications (e.g., systems available and any disruptions).

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12. Public Utility Availability (e.g., disruptions to water, electricity, gas and sewerage). 13.
Organizations Active (e.g., Emergency Services, Voluntary Aid Societies, WRVS, Emergency
Volunteers, local authority services and commercial firms)
14. Local assessment of the general situation (keep it brief).

8. MISCELLANEOUS INCIDENT REPORT. Also known as MI! Report, this is used to document
any incident, situation, or circumstances that are not crimes, or may not be designated by a
particular title. The purpose of this report is simply to maintain the integrity of the department’s
reporting system.

9. THE TRAFFIC ACCIDENT REPORT. This report is written by the officer who investigates the
accident. This type of report documents all the facts and information about any vehicular accident
whether it is fatal or nonfatal. This also examines the nature of the damage of any property, the
location of the accident and its causes. Included in this type of report are statements of witnesses,
diagrams, and photographs. Delizo (2008) pointed out that the officer of the case should do the
these: Follow the uniform traffic accident reporting system, prepare the traffic accident report from
evidences, diagram, sketches, and sworn statements of witnesses. The traffic investigation report
will be accomplished in five copies to be submitted to: The court or prosecutor's office, TRAFCOM
(TMG) or Traffic Division, the investigator, the Insurance Company for party involved # 1, and the
Insurance Company for party involved # 2.

10. THE INVESTIGATION REPORT. An investigation report is written to investigate a particular

case or crime. This is an internal form of communication that requires the addressee, the
officer-on-case, and the chief of investigation section. The addressee of investigation report is the
 chief or head of a police unit, the officer-on-case will write and sign the report, and it will be noted
by the chief of investigation section. An investigation report is important in court proceedings, the
prosecutor's office can use this in filing appropriates cases, while the court can use this for minor
offenses and for determining whether the accused is guilty or innocent.

The investigator writes an investigation report to achieve these objectives for Record, Leads, and
Prosecution. An investigation report provides a permanent official record of the pertinent information
procured during the course of the investigation, it also provides other investigators the lead and
information relevant to further advance their own investigation, and provides statement of facts for
prosecution action on which designated authorities may base a criminal, either for corrective or
disciplinary action.
Like any other reports, an investigation report is subject to close scrutiny at all levels of command,
therefore it must be grammatically correct, it must use correct and appropriate abbreviations, and it must
be free from slang, colloquialism, and unnecessary technical terms.
Classification of Investigation Report:
There are three classifications of investigation report namely: the Initial or Advance Report, the
Progress or Follow-up Report, and the Final Report.

A. Initial or Advance Report - this is an advance information on a new or fresh case assigned to an
investigator. Data in this report is not yet complete, but it is written and immediately submitted
after the preliminary investigation of the case.

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Points to Remember in Writing: The Initial Advance Report
• Paragraph No. 1 is the introductory paragraph of an initial report
• The objective of the introductory paragraph is to point out to the reader the statement of the
objective, and the subject of the report.
• After presenting the introductory paragraph, the report writer will proceed with paragraph No. 2,
narrating the facts gathered in the course of the ongoing investigation.
B. Progress Report - this is a written narration of facts developed by the investigator in the course of
the follow-up investigation. This is a report on subsequent details which are very vital to the case
but have not been incorporated in the initial report. This report should be submitted within three
days after the initial report has been submitted, and consequently a monthly report thereafter.

Points to Remember in Writing the Progress Report

• In the Progress Report, the statement of the objective or the subject of the report is changed. •
The opening statement of the introductory paragraph is also changed from Initial Report to
Progress Report
• For administrative purposes, the case number is not mentioned, an original number is assigned
to every new fresh case throughout the investigation until it is solved.
• The report progresses through the follow-up investigation done by the investigator.

C. Final Report - a complete written narration of facts based from a thorough investigation of the
case. This is a result of evaluation, summation, and analysis of all facts and circumstances of the
case, and the complete accumulation and collection of data.

Points to Remember in Writing the Final Report

• The final report bears the mark “CASE SOLVED/CLOSED”
 • The heading has the same letterhead, case number, date, nature of the crime. The introductory
paragraph presents the original facts of the case.
• The body has the main contents of the report and related facts about the crime and the final
sequence of events are unfolded here.
• The ending has the usual administrative data like the signature of the report writer, the official
endorsement of the section, and the department offices.

PARTS OF AN INVESTIGATION REPORT

An investigation report has the following parts: Authority, Matters Investigated, Facts of the Case,
Discussion, Conclusion, and Recommendation. Each of this part is elaborated as follows: 1. Authority -
this is the part where the investigator cites the authority for making the report, and he states briefly the
date, the place, and the person by whom the investigation is made. cot 2. Matters Investigated - this is
the part where the investigator writes the purpose of his report by generally stating what the investigation
is all about. Included in this part are the complaints, and the allegations of committed crimes.
3. Facts of the Case - this part is the coherent presentation of all the important facts supported by
evidences involving the whole investigation.
4. Discussion - this is the part indicating all the factual information related to the investigation. The
investigator discusses all the circumstances to give the reader a clear picture of the whole
investigation in order to establish the conclusion and recommendation of the report.
5. Conclusion - this is the part indicating the summary of the result of the whole investigation
process. The summary should be supported by facts basing from the order of statement of
allegations.

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6. Recommendation - this is the last part which is consistent with the conclusion. This is where the
investigator writes his judgment and the practical suggestions for appropriate actions to be taken,
for proper disposition of the case, for remedy of unsatisfactory situation, and for a
recommendation that a case be closed.

STEPS IN WRITING AN INVESTIGATION REPORT

In order for an investigator to write a good and complete report, he needs to follow certain steps, and
these steps are discussed below:
1. Initial preparation is the first step of writing the investigation report where the investigator
determines his purposes and objectives in writing the report. He then gathers the facts and
circumstances related to the case.
2. Final Organization of the collected data using chronological order, all the gathered facts, and
evidences related to the case should be sequentially presented.
3. Preparation of the first draft just like the second step, the first draft should also follow the
chronological order of presentation. The draft should be based from the outline and should be
presented in a clear manner with the use of appropriate transitions to maintain the coherent flow
of ideas.
4. Rewriting and polishing the report is the step where the investigator will recheck, edit, and review
the rough draft to check and correct the errors, and goes on rewriting to improve the whole report. 5.
Finalize the report is the last step where the investigator prepares the final report based from the
rewritten and corrected draft.
____________________________________________________________
----------------------------------------------------------------------------------------------------
_

Note: Provide new blank document for your answers and upload it to the intended “Submission Bin”
posted at Google Classroom. Kindly follow the format below. This is applicable to all activities given.
Name: _____________________________________ Score: ________________ Course/Year:
________________________________ Date: _________________ Time Schedule:
______________________________

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EXERCISE 2.1
Directions: Compose a brief and compact synopsis of what you have gained from learning Unit 2. Minimum of 500 words and
maximum of 1000 words. Please refer to the criteria posted below. 10 pts.
Areas of Assessment GIFTED (10 pts.) PROFICIENT (8pts) TALENTED (6pts) APPRENTICE (5pts)

Ideas Presents thoughts Presents Ideas are too general Ideas are
in a unique way thoughts in a incomprehensible or hazy
consistent
manner

Organization Solid and Schematized Some No organization; lack

organized beg/mid/end organization; beg/mid/end
beg/mid/end attempt at a
beg/mid/end

Understanding Writing shows Writing shows a Writing shows Writing shows little
strong clear adequate understanding
understanding understanding understanding
 Word Choice Sophisticated use of Nouns and verbs Needs more Little or no use of
nouns and verbs make essay nouns and nouns and verbs
make the essay informative verbs
very
informative

Sentence Structure Sentence structure Sentence Sentence No sense of sentence

enhances structure is structure is structure or flow
meaning; flows evident; limited; sentences
throughout the sentences mostly need to flow
piece flow

Mechanics Few (if any) errors Few errors Several errors Numerous errors

EXERCISE 2.2
Directions: Applying the concepts of Investigative Report writing, write the following:
a. Initial Report
b. Progress Report
c. Final Report

Base the contents of your report from the news story below. For information that are not found in
the news you may supply your own fictional data to complete the report.

Homicide Rap up vs. Brod-in-law Killer

Source: http://www. thenewstoday.info/2009/03/02/homicide.rap.up.vs.brod.in.law.killer.html
Updated March 02, 2009 Noilo City, Philippine
By Serge C. Santillan

BACOLOD CITY ~ A case of homicide will be filed today against Peter Gallaza, 32, a
security guard who killed his brother-in-law Police Officer 1 Federito Armateo Jr., member of
PNP Special Action Force assigned in Iligan City.
Senior Insp. Eduardo Corpus, police chief of San Enrique said they are waiting for the result
of the paraffin test, expected to be out today, before the filing of the case. Police investigation
showed that Armateo, armed with two .45 caliber pistols, shouting bad words against their family
and forced his way into the house of Gallaza, by destroying the door at about 2:30 a.m.
Saturday.
Gallaza tried to pacify Amarteo, who is under the influence of liquor but he failed until he
shot the victim in his left chest using his .357 revolver. “Armateo reportedly threatened Gallaza
and his family that they will all be killed, and he would “drink their blood,”
Corpuz said. The victim was immediately brought to Don Salvador Benedicto Memorial
Hospital in La Carlota City but pronounced dead on arrival by the attending physician.
Recovered from the crime scene were two .45 caliber pistols with live ammunition and a gun
recoil spring while unfortunately the unlicensed .357 revolver was not found after the suspect
thrown it to the rice fields. Police said Armateo was having personal problem with his wife who
is having custody of their children. Armateo went home in Brgy, Sibucao, San Enrique to attend
the court hearing in Valladolid regarding the charges of alarm and scandal filed against him
recently.

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