2023

TECHNICAL REPORT WRITING BSCRIM | 2023

1(INVESTIGATION REPORT AND
PRESENTATION)

INTRODUCTION

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 Today, the people are expecting much from the graduates of Criminal Justice Education in terms of delivery of
services for they know for a fact that they are well trained in terms of theory and practices and in other techniques
while they are in school. The preference now of the uniform sector is to hire graduates of Criminal Justice Education
knowing that they have already the background on how to handle their work. A basic training of course is necessary
to add on to what the agency would really want to do and for them to be once they are already in the service you can
see their performances and responsibilities it is fantastic.

OBJECTIVES

This module will be dealing with the Operational Reports which deals with the activities of Law Enforcement
Officers.

TOPIC 1 COVERED WHAT ARE THE PURPOSES OF POLICE

REPORTS?
  DEFINITION OF POLICE REPORT
  POLICE REPORT 1. Written report to serve as the raw materials
  IMPORTANT USES OF REPORT WRITING from which records system are made.
  CRITERIA IN REPORT WRITING
  PREPARING REPORT WRITING 2. Written report to guide police administrators
  TYPES OF POLICE REPORT for policy formulation and decision making.

DEFINITION OF POLICE WRITING 3. Written report to serve as a gauge/yardstick

for efficiency evaluation of police officers.
HOW DO YOU DEFINED POLICE REPORT?
4. Written report to guide prosecutors and courts
in the trial of criminal cases investigated by
 Police Report is any written matter prepared by the the police.
Police involving their inter action with the
community.
WHAT IS POLICE REPORTS? According to Dr.Oscar
Soriano, report is basically a story of actions performed by
 Police Report is an exact narration of facts man. A police report is a chronological or step-by-step
discovered during the course of crime investigation account of an accident that transpired in a given time, at a
which serves as a permanent written record for given place. It is also defined as an account of an
future reference. investigation, of an official statement of facts. Police
reports result from the fact that someone has asked for
them and needs them for immediate of future use. In any
 Police Report is a permanent written of police
event, police reporting has become one of the most
activities classified as informal and formal which
significant processes in modern police operations.
communicates important facts concerning people
involved in criminal activities.

WHAT ARE THE IMPORTANT USES OF REPORT 1. CLARITY The police report must be clear and it should
WRITING? be written directly and easy to understand.

I. Reports serve as records for police administration in 2. ACCURACY The police report must conform with the
planning, directing and organizing the unit’s duties. established rules of syntax, format, spelling and
grammar. The data presented must be precise and the
II. Reports can be used as legal documents in the information given must be factual.
prosecution of criminals.
3. BREVITY The police report must be short, with simple

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III. Reports are utilized by other agencies. sentences, common words and easy to understand.

IV. Reports can be useful to tri-media for public 4. SPECIFICITY The police report must be specific by
information purposes. using concrete examples. A good descriptive narration
gives life to the written words through particular terms
V. Reports can be utilized for research purposes. that project hues, movements, quantities and shapes.

VI. Reports improve the personality of the writer. 5. COMPLETENESS The police report must be complete
by using the 5W’s and 1H.
CRITERIA IN REPORT WRITING
6. TIMELINESS The police report must be submitted on
WHAT ARE THE CRITERIA TO BE CONSIDERED IN time. As much as possible immediately after the incident
REPORT WRITING? has happened.

THE LANGUAGE 7. SECURITY The police report must be considered

classified, hence ,transmission, handling ,and access to
these reports should be limited only to police personnel
1. Clarity who are granted by higher authority security clearance. It
is a top secret documents.
2. Accuracy
8. IMPARTIALITY The police report must know what
3. Brevity the receiving office needs to know important data must
not be omitted or added to conceal responsibilities, to
4. Specificity impute liabilities or to favor parties.

5. Completeness WHAT IS NEEDED IN PREPARING AND WRITING A

REPORT?
6. Timeliness
The police writer will make an outline from the facts of the
7. Security case and follow chronological sequence. After an outline has
been identified they will make sure that their notes will be
organized and reviewed first for completeness prior to the
8. Impartiality
actual writing of the report.

• According to the book of Dr. Oscar Soriano, One of the  The outline should answer 5Ws and 1H.The facts
most basic considerations of report writing is the presented in Report Writing should prove the
language used. Direct-to-the-point words are essential to importance of police report. The real answer lies in
good police report writing. Use of specific word also the quality of the result of accomplishment and
contributes to factual police reports. Every complete basic principles.
sentence must have at least one subject and one
predicate. Diction refers to the manner and style of
expression in words.   The police reports are from simple, brief
memorandum to a complex. Formal investigation
requires the application of basic standards such as
•  It is almost always necessary to use a paragraph in any clear, pertinent, brief, complete, current, accurate,
narrative report. A paragraph is simply a warning to the fair, properly classified, informative, and objective.
reader that a change in thought is about to occur, or that It should be submitted in proper format and should
a new subject explored. The report should be complete, be on time.
easily understood, brief and accurate.

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TYPES OF POLICE REPORT HOW ARE POLICE REPORTS CATEGORIZED?

WHAT ARE THE TWO TYPES OF POLICE REPORT? a. OPERATIONAL REPORTS

1. INFORMAL REPORT - Include those relating to the reporting of police incidents,

investigation, arrests, identification of persons, and a mass of
Usually is a letter or memorandum or anyone of many miscellaneous reports necessary to the conduct of routine
prescribed or used in day-by- day police operations. It police operations.
customarily carries three items besides the text proper; date
submitted, subject, and persons or person to whom submitted. It b. INTERNAL BUSNIESS REPORTS
may, however, contain many items of administrative importance
along with the subject matter of the text. Actually, most police - Relate to the reporting necessary to the management of the
reports may be placed in this category. agency and include financial reports, personnel reports,
purchase reports, equipment reports, property maintenance
2. FORMAL REPORTS reports and general correspondence.

Suggests a full address treatment, including cover, title page, c. TECHNICAL REPORTS
letter of transmittal, summary sheet, text, appendixes, and
perhaps an index or bibliography. - Presents 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.

TOPIC 2 COVERED d. SUMMARY REPORTS

  CLASSIFICATION OF LAW ENFORCEMENT - Furnish intelligence information necessary to the solution of

REPORT crime accident and police administrative problems. Finally,
  ANATOMY OF CRIME Dr. Gammage, in concluding his classification on the types of
police reports emphasized that his book-Basic Police Report
  POLICE VISIBILITY
Writing, is directed and centered only on the category of
operational reports; that these reports are the raw materials
CLASSIFICATION OF LAW ENFORCEMENT REPORT from which administrative reports are derived that in directing
efforts toward improving these reports, he believes that the
WHAT ARE THE CLASSIFICATION OF POLICE whole of the reporting process can be improved.
REPORT?
ANATOMY OF CRIME as explained by Commissioner
1. Performance report which contains information as to Dir. Gen. Miguel Coronel
the status of an activity, activities or operations.
 INSTRUMENTALITIES
2. Fact-finding report which involves the gathering and
presentation of data in logical order, without an attempt  OPPORTUNITIES
to draw conclusions.
 MOTIVES
3. Technical report which presents data on a specialized
subject
WHAT ARE THE ELEMENTS FOR A CRIME TO
HAPPEN?
4. Problem-determining report which attempts to find the
causes underlying a problem or to find whether or not a
problem really exists. For any crime to happen, there are three elements or
ingredients that must be present at the same time and place.
These are the MOTIVES, the INTRUMENTALITIES and the
5. Problem solution report which analyses the taught
OPPORTUNITIES.
process that lies behind the solution of a particular
problem.

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MOTIVES WHAT ARE THE THREE THINGS THAT WE SHOULD
CONSIDER IN POLICE VISIBILITY?
Are the reasons or causes why a person or group of persons
perpetuate a crime. Examples are disputes, economic gain, 1. Physical Presence,
jealousy, revenge, insanity and thrill. Intoxication, drug 2. The Patrolling Scheme, and
addiction and many others. 3. Response

INSTRUMENTALITIES PHYSICAL PRESENCE

Are the means or instruments used in the commission of the  At the area or at the crime scene is very important. It is
crime. It could be firearm, a bolo, a fan knife, an icepick, poison the immediate feedback to the public that their police
or obnoxious substance, a crow bar, a battery-operated hand is on the job. Although we may be actually present in
drill for carnapping, motor vehicle, etc. Both the Motives and the area but because oftentimes, we are not in proper
Instrumentalities belong to and are harbored and wielded police uniform, the community fails to physically see
respectively by the criminal. our police presence in the area. How many times have
we seen police personnel when respond in civilian
OPPORTUNITIES clothes, in T-shirts and shorts even.
 Because of the non-wearing of uniform, the police is
Consist of the acts of omission and/or commission by a person seen by the community to look more like criminals
(the victim) which enable another person or group of persons than police. Surprisingly too, the community when ask
(the criminal/s) to perpetrate the crime. Illustrative examples to pinpoint the nearest Police unit cannot actually
include leaving one’s home or car unattended for a long time, locate their nearest police units or headquarters. There
walking all alone in a well-known crime prone alley, wearing should be standard police sign easy to identify and
expensive jewelries in slum area, readily admitting a stranger recognize.
into one’s residence and the like. Opportunity is synonymous
with carelessness, acts of indiscretion and lack of crime PATROLLING SCHEME
prevention-consciousness on the part of the victim.
Various patrol components are joined together to complement
  Whether the crime incident would happen or not, it will and support one another to ensure a widespread and redundant
depend on the presence and merging of MOTIVES, coverage. We optimize the deployment of various patrol
INSTRUMENTALITIES and OPPORTUNITIES at elements to have a truly effective crime deterrence.
the same time and the same place. The absence of any
one ingredient, out of the three, will mean that there POLICE RESPONSE
shall be no crime.
The area where the PNP is most often criticized, is the third
  The most that could happen is an accident arising out of aspects of police visibility. Should be proper, adequate and that
reckless imprudence; since there is no motive. A freak it really satisfies the requirement, and most especially be timely
crime incident shall occur when all the three elements to compensate for non-presence.
are present and merged at the same time and the same
place; but the victim is not the intended one, due to
mistaken identity.

WHAT IS POLICE VISIBILITY?

When we talk police visibility, we should not limit ourselves to

just presence or being actually physically present. POLICE
VISIBILITY is more than that.

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POLICE VISIBILITY GUIDELINES IN THE PREPARATION &
CLASSIFICATIONS OF DEPARTMENT GENERAL
1. PHYSICAL PRESENCE ORDERS & ETC.
2. Visible as a police GUIDELINES IN THE PREPARATION AND
3. Easy to locate units CLASSIFICATION OF DEPARTMENTAL GENERAL
4. PATROLLING SCHEME ORDERS, SPECIAL ORDERS, CIRCULARS,
5. Mobile MEMORANDA GENERAL ORDERS
6. Integrated
7. Widespread, supportive and  Orders and/or directives covering organizational set-
8. Redundant coverage up, functional duties, constitution of committees,
9. RESPONSE including departmental commendations for officers,
10. Proper members and civilian employees. General orders are
11. Adequate prepared for signature of the Superintendent.
12. Time (ideal: 5 minutes)
SPECIAL ORDERS
TOPIC 3 COVERED
 Dealing on assignments, transfer, temporary duty or
   NOTEBOOK AND JOURNAL ENTRIES
special training, etc. of personnel. Special orders (SO)
are prepared for signature of the Deputy
   GUIDELINES IN THE PREPARATION & Superintendent under the correspondent line authority.
CLASSIFICATION OF DEPARTMENT GENERAL
ORDERS & ETC. NUMBERED MEMORANDUM

   CRIMINAL INVESTIGATION
 Is a department-wide directions or orders prescribing
guidelines, standing procedures, policies, rules and
NOTEBOOK AND JOURNAL ENTRIES regulations which are intended for
compliance/implementation on permanent or
WHAT ARE NOTEBOOK AND JOURNAL ENTRIES continuing basis. These orders are prepared for
FOR? signature of the Deputy Superintendent under the usual
line authority.
The NOTEBOOK is one of the basic piece equipment’s which a
number of policemen now a days fail to appreciate and utilize. MEMORANDA (UNNUMBERED)
The notebook shall be playing a significant role as all
subsequent actions expected of the Police Community Precints
Commander (and even personnel from higher headquarters) will  This is another form of dissemination of directives or
depend on matters recorded in the notebook which eventually orders which are intended for
will have to be reflected in the PBS journal. compliance/implementation on temporary basis or
lasting only for a short period. Memoranda are also
used for dissemination by quoting therein letters of
JOURNAL exclusively for the PBS shall be maintained at each
appreciation and other communications from other
Police Community Precints. While recording matters in the
offices or individuals, for informative purposes. They
journal shall be the individual responsibility of every Beat
are prepared either for signature of the Superintendent
Policeman, taking action and reporting matters reflected therein
or the Deputy Superintendent depending on the
shall be the duty of the Police Community Precints Commander.
importance of the matter.

Entries in both the notebook and journal shall answer the basic
questions of WHAT, WHO, WHEN, WHERE, WHY and HOW
of an incident or problem encountered by a Beat Policeman
particularly those problems to be discussed as you get along
with the problems you encountered.

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CRIMINAL INVESTIGATION WHAT ARE THE TOOLS OF AN INVESTIGATOR IN
GATHERING FACTS?
 It is the collection and analysis of facts/truth about
persons, things, places, subject of a crime to identify INFORMATION
the guilty party, locate the whereabouts of the guilty
party, and provide admissible evidences to establish the  Data gathered from other persons, the victim and from
guilt of parties involved in a crime. other records such as public records, private records.
Module Operandi file.
 Criminal Investigation covers a activity concerning
crimes against persons, property, security of the state INTERROGATION
and other crimes such as syndicated organized crimes
of kidnappings, illegal drug trade and trafficking,
assassinations, bank robberies, carnapping, computer  Skillful questioning of witnesses and suspects.
crimes, money laundering, religious crimes, white
slavery among others. INSTRUMENTATION

 In investigation work, the investigator’s effectiveness  Scientific examination of real evidence, application of
rest on his adequate knowledge, skills and the instruments and methods of the physical sciences in
experience about investigative techniques, methods, detecting crime such as microscope, dactyloscopy,
procedures, rules and policies to include 5 W’s and 1 ballistics, photography, polygraphy and others.
H. He must be able to find the truth about a crime as he
persistently endeavors to seek answers to the WHAT ARE THE METHODS OF IDENTIFYING THE
following; OFFENDERS?

1. WHAT offense has been committed? The criminal investigator makes use of the following:

2. WHERE was the offense committed? 1. Confession

3. WHO committed the offense? 2. Eyewitnesses

4. WHEN was the offense committed? 3. Circumstantial evidence

5. WHY was the offense committed?
4. Associate evidence

6. HOW was the offense committed?

WHAT ARE STANDARD METHODS OF RECORDING
INVESTIGATIVE DATA?
WHAT ARE THE GOALS OF CRIMINAL
INVESTIGATION?
1. Photographs
2. Sketches of crime scene
The criminal investigator must not forget and bear in mind the 3. Notes about the crime
goals of why he is investigating, namely; 4. Fingerprints found at the scene
5. Physical evidence gathered
1. To determine if crime has been committed 6. Plaster cast
7. Tapes of sounds or voices
2. To legally obtain information and evidences to identify 8. Video tape record of objects or sounds
persons responsible 9. Written statements of subjects and witnesses and
10. Computerized and programmed
3. To arrest suspects

4. To recover stolen property, and

5. To complete presentation of case to appropriate

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 authority

WHAT ARE THE QUALIFICATION OF AN WHAT ARE THE CONTENTS OF THE BASIC OR
INVESTIGATOR? INFORMAL REPORT?

The investigator must possess a well-rounded educational a) The heading or the letter head of the organization
background, a lot of experiences in the job and the right attitude.
This includes other qualifications: b) The date of preparation or submission

1. Capable of observation c) The person or office to whom it is addressed or submitted

2. Rational thinker
3. Knowledgeable about the laws on crimes, evidences, d) The name of the writer or source of the report
arrest, investigative concepts, techniques, scientific aids,
laboratory services and about criminals and their modus
operandi HOW ARE THE LAW ENFORCEMENT REPORTS
CLASSIFIED?
4. Power of intellect on the sp called 6th sense
5. Cooperative and can work with others
6. Observant of professional ethics 1. ADMINISTRATIVE REPORTS
7. Has leadership potential, and
8. Reliable, hones, and physically and mentally fit - Deal with the routine functioning of the department of agency.
Such reports may cover proper uniform, reporting procedures
WHAT ARE THE BASIC FUNCTIONS OF AN and grievances.
INVESTIGATOR?
2. OPERATIONAL REPORTS
The numerous functions among others performed by investigators
include: - Deals with the activities of the law enforcement officers.

1. Providing emergency assistance WHAT ARE THE BASIC FUNCTIONS OF THE

2. Securing the crime scene PHILIPPINE NATIONAL POLICE?
3. Photographing, videotaping and sketching
4. Taking notes and writing reports 1. CRIME PREVENTION
5. Searching for obtaining and processing physical
evidences 2. CRIME SOLUTION
6. Obtaining information from witnesses and suspects
7. Conducting raids, surveillance, stakeout and undercover
assignment 3. TRAFFIC CONTROL
8. Testifying in court
9. Investigation monitoring and research WHAT IS THE CONCEPT OF POLICE REPORT?

WHAT IS POLICE REPORT WRITING FORM? 1. Generally, the common thinking about police report is any
written matter prepared by the police involving their
interaction with the community.
• Every agency has its own forms and procedures for
completing operational reports. But there is a standard
format on how to prepare a report that is simple yet 2. Another concept is that a police report is an exact
complete. narration of facts discovered during the course of crime
investigation which serves as a permanent written record
for future reference.
• We have what do you call a basic or informal report that
deals with the ordinary miscellaneous, day to day
memorandum, letter or form accomplished by any 3. Likewise, it is a permanent written record of police
member of the unit, section, precint/station or activities classified as informal and formal which
department in accordance with the prescribe general communicates important facts concerning people involved

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 orders, special order, circular, numbered memoranda in criminal activities

WHAT ARE THE FOUR TYPES OF OPERATIONAL

REPORTS?

1. Patrol Service Reports

2. Arrest Reports

3. Preliminary Investigation Reports

4. Supplemental Progress Reports/Follow-up Reports

TOPIC 4 COVERED g. All duplicate copies of reports must be legible, clearly

readable
  PURPOSES OF CRIMINAL INVESTIGATION REPORT
  MIRANDA WARNING h. When necessary, duplicate copies of reports must be
  CARDINAL PRINCIPLES OF GOOD REPORT WRITING legible, clearly readable
  TYPES OF REPORT TO BE PREPARED
i. Contents of reports must be factual and devoid of bias or
PURPOSES OF CRIMINAL INVESTIGATION REPORT prejudice on the part of those making the report..

• Criminal Investigation reports provide facts to competent MIRANDA RIGHTS BELOW

authorities and serve as a record of investigative activity.
Criminal Investigation units are essentially responsible for •
collecting facts and preparing written reports. Factual •
informations are collected and reported on time to allow •
immediate appropriate action. •
•
•
WHAT ARE THE BASIC PURPOSE OF CRIMINAL
•
INVESTIGATION REPORTS?
•
•
1. To preserve knowledge/information about a case •
•
2. To provide accurate details about the case •
•
3. To aid other investigation and other agencies concerned •
•
4. To coordinate investigation activities within the •
organization •
•
•
5. To serve as reference by competent authorities.
•
•
STYLE All reports are written in such a manner that it clearly •
presents only the relevant facts. The presentation of these facts •
must not be distorted or confused by the writer’s manner of •
expression. Clarity, accuracy and brevity are emphasized based on •
facts. •
•

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 •
CRITERIA Reports being permanent records of investigative •
efforts, are subject to close scrutiny at all levels of the police •
organization including other concerned agencies of the government. •
Reports must meet certain standards or criteria, some of which are •
as follows: •
•
a. Reports must not contain vague or unclear terms •
b. Reports must be original and correct in both composition and •
grammar •
c. Abbreviation must be used appropriately and correctly •
d. The use of slang, colloquialisms or unnecessary technical •
terms should be avoided
e. Reports must not contain any erasures or alterations
f. If any correction is to be made, then it must be corrected by
changing the entire page to contain what is correct.

AS INVESTIGATOR YOU SHOULD REMEMBER AND MEMORIZE THE MIRANDA WARNING

1. YOU HAVE THE RIGHT TO REMAIN SILENT. Anything you say can be used against you in the court.

a. Do you understand and invoke your right to remain silent? Yes____ No____

b. Understanding that right, do you wish to talk to me now? Yes____ No_____

2. YOU HAVE THE RIGHT TO AN ATTORNEY of your own choice and have him present before and during
questioning. If you cannot afford, one will be appointed free of charged to represent you if you desire.

a. Do you understand, you have the right to an attorney of your own choice? Yes_____ No_____

b. Understanding that right, do you wish to talk to me now? Yes_____ No_____

_______________________________________

(Name/signature of person under investigation)

Witnesses:

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 1. _____________________________ 2. _____________________________

_____________________________

WHAT ARE THE CARDINAL PRINCIPLES OF B. SPOT REPORT

GOOD REPORT WRITING? Spot report refers to initial report written by a police officer
after an important incident and submitted immediately to
ACCURACY The writer or investigator must conform to the higher authorities for further investigation and appropriate
truth action.
COMPLETENESS This requires the inclusion of all C. PROGRESS REPORT
relevant pertinent and material information. Progress report refers to a follow-up report submitted by a
BREVITY Eliminate all irrelevant, unessential and police officer after conducting further investigation of a
unnecessary materials. It includes the ability to make the particular incident. Progress report can simply be an
report unified, coherent and emphatic accomplishment report which may be analytical and may be
FAIRNESS The investigator should take the facts as he comparatively longer than a spot report.
finds them and if ever he has theories, it must be consistent D. FINAL REPORT
with these facts. Final report refers to an accomplishment report written by a
FORM AND STYLE The arrangement of the materials police officer after the investigation is completed and the
presented should be in a manner that will make the report case has been filed against the suspect/s. In some cases,
easy to read. Form includes proper paragraphing, proper progress report can also be the final report especially if the
underscoring, proper capitulation and proper heading. The investigation has been terminated at that level.
report should be written in the third person, the investigator E. INVESTIGATION REPORT
referring to himself as “The investigator”. Investigation report refers to a report such as in criminal
investigations. The arrangement of the parts follow a
specific pattern to be easily found and read.
The format is similar to memorandum format except the text
WHAT ARE THE TYPES OF REPORT TO BE or body should have the following parts: AUTHORITY,
PREPARED? MATTERS INVESTIGATED, FACTS OF THE CASE,
DISCUSSION, CONCLUSIONS, and
INITIAL OR PRELIMINARY REPORT - This is done RECOMMENDATIONS. The parts are capitalized followed
as soon as complaint is received . reporting process begins by colon (:). Paragraphs are number consecutively using
when officer completes preliminary investigation report Arabic numbers such as 1, 2, 3, and 4, among others.
referred to as case report. The investigator signs the report. On top of the letterhead
and on the lower fold of the paper, the word
CASE REPORT - Refers to the initial detailed listing of the CONFIDENTIAL is typed or stamped (Soriano, 2005).

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facts of the case. TERMINATION OF INVESTIGATION MAY BE
DONE DUE TO:
THE PRELIMINARY REPORT CONTAINS THE 1. Lack of leads, hence case is suspended
FOLLOWING:
2. Awaiting for further developments and gathering of
1. The offense evidences

2. Current date/time 3. Closed-perpetrator(s) arrested and case filed in the

proper court of jurisdiction.
3. Date and time of offense if known
THE 5Ws AND 1H OF POLICE REPORTS
4. Identification date pertaining to victim or other A. Who?
reporting party These questions include the complete and correct name of all
those who were involved in the incident such as the victim/s,
suspect/s, witness/es and whosoever may be listed as present
5. Location of offense
during the incident, or may not be present, but have
knowledge about the said incident. The wrong name results
6. Method of operation in failure to locate a witness or apprehend a suspect. The
spelling should be correct including the middle name, exact
7. Identification of data pertaining to suspect(s) home addresses/es whether residence or hotel, telephone
number, cellular phone number, and other contact details
8. Identification of officer(S) (Soriano, 2005).

A. POLICE BLOTTER
Police blotter refers to a logbook that contains the daily
registry of all crime incident reports, official summaries of
arrest, and other significant events reported in a police station
(PNP Police Operational Procedure 2013).

1. Who was the victim? 10. What evidence was obtained?

2. Who was the complaint? 11. What was done with the evidence?
3. Who discovered the crime? 12. What tools/ weapons were used in the commission
4. Who saw or heard anything of importance? of the crime?
5. Who had a motive for committing the crime? 13. What did the officers take?
6. Who helped in the commission of the crime? 14. What further action should be taken?
7. Who had access to the means for committing the 15. What knowledge, skill, or strength was needed to
crime? commit the crime?
8. Who worked on the case? 16. What other agencies were or need to be notified?
9. Who had access to the crime? 17. What type of transportation was used?
10. Who committed the crime? 18. What was the motive or suspected motive for the
11. Who searched for, identified, and gathered the crime?
evidence? 19. What other crimes/s could be associated with this
12. To whom did they turn over the evidence? one?
13. With whom did the victim associate? C. Where?
14. With whom did the suspect associate? These questions are concerned with the geographical
15. With whom was the victim last seen? location of the crime scene, property, or evidence. Describe
16. With whom with the witness/es associate? in detail where the incident exactly happened, e.g. “In the
17. With whom did the suspect commit the crime? master’s bedroom of a two-storey brick house located at 69
B. What? Rizal Street, Villa de Calamba, Brgy Halang, Calamba City,
These questions are directed to the crime being committed. Laguna PNP SOP No. 2012-001; Soriano, 2005.
Police reports sometime indicate the crime committed 1. Where was the crime committed?
based on the Revised Penal Code (RPC) like Murder, 2. Where was the crime discovered?

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Homicide, or Rape, among others. In initial reports such as 3. Where was the entry made?
Spot Report, which does not require a thorough 4. Where was the exit made?
investigation yet, this is not essential. A report of a 5. Where were the tools that were used in the crime
Shooting Incident may be sufficient. It is the duty of the obtained?
Investigator-on-Case to determine what crime was 6. Where was the victim found?
committed. What is more important is to present the 7. Where was the suspect seen during the crime?
detailed facts and circumstances of what happened (PNP 8. Where was the victim the victim last seen?
SOP No. 2012-001; Soriano; 2005) 9. Where was the last suspect seen during the
crime?
1. What type of property was attacked, e.g. building, 10. Where were the witnesses during the crime?
residence, car, etc? 11. Where did the suspect live and where does he
2. What type of property was stolen, lost, or found? live now?
What items related to the crime were found at the 12. Where is the suspect now?
crime scene? An accurate description of all such 13. Where is the suspect likely to go?
property should be entered in the report. 14. Where was the evidence marked?
3. What felony/offense/infraction was committed, e.g. 15. Where was the evidence was found?
murder, homicide, rape, physical injuries, robbery, 16. Where was the evidence stored?
theft or violation of special law such as RA 7610 , D. When?
RA 9262, etc? These questions include the date and time when the
4. What type of evidence was found or recovered? felony/offense/infraction was committed, property found,
5. What was the crime committed? suspect apprehended, etc. (Soriano 2005).
6. What are the elements of the crime?
7. What actions were performed by the suspect/s
before and after the crime?
8. What actually happened?
9. What do the witnesses say and know?

1. When was the crime committed? 10. How much property or money was taken?
2. When was it discovered? 11. How much known information is being withheld?
3. When did they report the crime?
4. When did the officers and investigators arrive at the TOPIC 5
crime scene?  STANDARD ENGLISH
5. When was the victim last seen?  MECHANICS IN POLICE REPORT WRITING
6. When was the arrest made?
7. When will a complaint be signed? STANDARD ENGLISH
8. When did the witness hear anything unusual? Standard English is the most widely accepted form of the
9. When did they contact the witness? English language. It is generally used in media, business and
E. Why? professional correspondence, private and government agencies
including academic institutions. It is usually described by its
These questions provide the object or desire which motivated conventions in the language and rules on grammar and
the commission of the crime. In crimes against persons, the mechanics such as agreement, antecedent, number, correct
usual object incudes revenge , ransom, and sexual pleasure, usage, spelling punctuation, and sentence structures, among
among others. In crimes against property, the reason may be to others.
acquire money and property (Soriano,2005).
Police report writing is just like other forms of communication
1. Why was the crime committed? which is the transmission of information and understanding
2. Why were certain tools/weapons used? from one person or group to another. Therefore, it is not
3. Why was the crime reported? exempted from the requirement of effectiveness which is
4. Why was the crime reported late? anchored on common understanding. Common understanding
5. Why were the witnesses reluctant to give information? is when both sender and the receiver involved in the
6. Why is the suspect lying? communication have a mutual agreement not only as to the
7. Why did the perpetrators prefer that time and day to message, but also to the meaning of the message. As a result,
commit the crime? there is a need to use Standard English in all police

14
GPP.RCRIM
 F. How? correspondence.
These questions pertain to the manner in which the crime was The examples below provide variety of examples of standard
committed. The narrative on how the incident happened shall and non-standard language being used at the different police
be indicated to show the description of the chronology of stations. In order to avoid the use of non-standard language, the
events that led to the incident and all the circumstances standard version is provided.
thereafter. The actions taken during the initial investigation at
the scene shall also be included. This shall include the
weather, lighting, sounds, activities in the vicinity of the
incident, a description of the circumstances prevailing before,
during, and after the incident and all other peculiar details that
come to the senses of the trained police responder. There is no
limit to what to include in the “How” portion of the narrative
(PNP SOP No. 2012-001;Soriano 2005).
1. How was the crime committed?
2. How did the suspect/s get to the scene?
3. How did the suspects leave the scene?
4. How did the perpetrator obtain the information
necessary to commit the crime?
5. How was the crime discovered?
6. How were the tool/s weapon for the crime
obtained?
7. How were the tools/weapons used?
8. How was the crime reported?
9. How much damage was done?

NON-STANDARD STANDARD
A n/o of A native of
15 y/o 15 years’ old
A res. Of A resident of
A res. At #65 A resident of No. 65
OOA On or about
ICOW In connection with
KIA Killed in action
MIA Missing in action
DOA Dead on arrival
NLT Not later than
MM METRO MANILA
Can’t Cannot
Isn’t Is not
Ain’t Am not

15
GPP.RCRIM
 It’s It is
There’s There is
In May 24, 2015 On May 24, 2015
In May 24 On May 24
On 2013 In 2013
In Monday On Monday
On November In November
A resident at Rizal Street A resident on Rizal Street
A resident on #69 Rizal A resident at No. 69 Rizal
A resident at Calamba City A resident in Calamba City
A resident at Laguna A resident in Laguna
A resident at the Philippines A resident in the Philippines
Case terminated Investigation is terminated
Case is terminated Investigation is terminated
Disposition Disposition of the Case
On case Investigation-on-Case
Investigator on Case Investigator-on-Case
Trainings Training programs
Evidences Pieces of evidence
Informations Pieces/bits of information
equipments Pieces of equipments

WORDY BRIEF AND CONCISE

18 years of age 18 years old
2:00 PM to 5:00 PM 2:00 to 5:00 PM
In the morning A.M./AM
In the afternoon P.M./PM
In the evening P.M./PM
A native of Quezon City and resident of A native and resident of Brgy. Holy, Quezon
Brgy. Holy, Quezon City City
In my political point of view Politically speaking,…..
INCORRECT CORRECT
18 years old 18-year old
One of the police officer One of the police officer
One of the police officers are One of the police officers is
One of the police officers were One of the police officers was
One of the police officers who is One of the police officers who are

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GPP.RCRIM
 One of the police officers who was One of the police officers who were
To follows To follow
To followed To follow
To be follow To be followed
Will follows Will follow
Will be follow Will be followed
To recieve To receive
To received To receive
A full-pledged police officer A full-pledged police officer
PNP PS9 Blotter entry no. 1959 Page no. PNP PS9 Blotter Entry No. 1959 Page No.
942 volume II series of 2013 942 volume II Series of 2013

MECHANICS IN POLICE REPORT WRITING Two Components of a Sentence

1. Subject – wherein you must name what you are talking about.
2. Predicate – wherein you must tell about the subject.
Vocabulary – the word of language or the supply of words Four General Kinds of Sentences
which we know and which we use, whether speaking or writing. 1. Declarative Sentence – declares or states a fact. It ends with a period.
Diction – the correct choice of words, selecting the exact, 2. Interrogative Sentence – asks a question and ends with a question mark.
precise, objectives words to convey a meaning. 3. Imperative Sentence – expresses request or command and ends with a period.
Words – the only tools of communication and the first integral 4. Exclamatory Sentence – exclaims a strong feeling or emotion and usually
part which make up the whole narration of facts. ends with a exclamation mark.
Police Sentence – a grammatically narration of facts with the usual subject,
Antonyms – words with opposite meanings.
predicate and verb. It is distinctive because of the use of police words, phrases,
Synonyms – words with similar meanings but of different clauses and other terminologies without however, being too technical, legal and
sounds and spelling. vulgar.
Homonyms – words with similar sounds but with different Topic Sentence – is the first sentence immediately at the beginning of the next or
ensuing or following paragraph.
meanings and spelling. A. Paragraph Construction
Sentence Construction A paragraph is a sentence group of properly related sentences expressing a single
Sentences should be short, simple and direct because the longer idea. In most cases, the writer must distinguish one paragraph from another by
leaving a blank line between them, giving the written page the appearance of
the sentence is, the more difficult is for the reader to follow it, having breathing spaces between paragraphs. Normally, this is done by
and that leads confusion to your report, whereas, short numbering each paragraph consecutively.
sentences lend emphasis, clarity an communication, which is Introductory Paragraph
what this text is all about, and as example, this entire paragraph In Investigative report writing, it is the first paragraph or opening paragraph.
The objective is to readily point out to the reader the statement or objective of
is one sentence with no periods, and at this point, you should the report, or the subject of the report, or what the case is all about.
feel as though you are smothering in words and wish there Characteristics of a Paragraph
1. Write short photographs.
would be a period so you could take a breath. 2. Give your reader a rest.
3. Recapture your reader’s attention.
On the other hand, short sentences are easy to read. They allow
for much needed breathing spaces. Short sentences also provide B. Spelling – is the act of forming words by letters. If you are a poor
a refreshing directness seldom found in longer sentences. report writer and a lousy speller, do not aim to be an investigator. You will just

17
GPP.RCRIM
Notice torture your reader. A good investigator must also be a good report writer.
“The suspect accused the arresting officer of kicking him while
the former was being forced into the police van and when the C. Division of Words – technically, the improper division of words is not
suspect was thrown to the ground, the arresting officer hit the an error in spelling. Nevertheless, a mistake committed makes the reader of the
suspect again in his face with his pistol.” report confused, with the impression that the word has been misspelled.
Against
“The suspect accused the arresting officer of kicking him while D. Capitalization – some writers have the tendency to over capitalize,
he was forced into the police van. When the suspect was thrown especially when the objective is to emphasize. This is most common in police
to the ground, the arresting officer hit him again in his face with report writing.
his pistol.”
1. Correctness in a Sentence – Crimes are investigated E. Abbreviations – brevity is one of the principles in good report writing
so that in some instances, in order to conserve energy and space, the use of
after it is committed, and reports should be written after the
some abbreviations is allowed. However, clarity should never be sacrificed for
investigation, therefore, a report should be written in PAST brevity and the use of abbreviations must be confined only to those words of
TENSE common usages and widely accepted, whether locally or internationally.
2. Three Essentials Elements of a Narrative
a. Setting – When? Where? F.Punctuations – are the customary little marks that determine whether the
sentence is clear or has a doubtful meaning.
b. Characters – Who? – victims, suspects, witnesses
c. Action – What? Why? How?

“POLICE BLOTTER” CONTENTS OF POLICE BLOTTER ENTRY

Maintenance of a Police Blotter A. ENTRY NO.
B. DATE
Each PNP operating unit shall maintain an official C. TIME
police blotter where all types operational and D. INCIDENT/EVENTS(5W’S & 1H)
undercover dispatches shall be recorded containing the E. DISPOSITION OF THE CASE
five “W’s” (who, what, where, and why) and one “H”
(how) OF AN INFORMATION. POLICE BLOTTER BELOW
A Police Blotter is a logbook that contains the daily •
registry of all crime incident reports, official •
summaries of arrest, and other significant events •
reported in a police station (PNP Police Operational •
Procedures 2013). •
Police Blotter for Cases involving Women and •
Children. •
A separate Police Blotter, however, shall be
maintained for crime incident reports involving
violence against women and children and those cases
involving a child in conflict with the law to protect
their privacy pursuant to Republic Act (RA) 9262
(Anti-Violence Against Women and Children Act of
2004) and RA 9344 (Juvenile Justice and Welfare Act
of 2006), respectively (PNP Police Operational
Procedures 2013).

POLICE BLOTTER SAMPLE

ENTRY NO. DATE TIME INCIDENT/EVENTS DISPOSITION

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 01 08-08-23 8:10 AM For referral to the
At the stated date and
Investigation Section
times, an alleged
shooting incident
transpired along National
Highway, Brgy. Sumacab
Este Cabanatuan
City.Upon receipt of
information, the
operatives of this office
responded immediately
to the crime scene. The
victim was identified as
Romeo S. Tigasin, 38
years old, married,
carpenter, and a resident
of Brgy. Sumacab Este
Cabanatuan City.The
suspect left immediately
after the commission of
the crime heading toward
unknown direction. The
victim was brought to
nearest hospital at
Doctors Hospital for
medication..

Blotter Procedure b. Reporting Jurisdiction

Before entry into the blotter book, the Duty Officer (DO) The police unit with the territorial jurisdiction where
should first evaluate if the report is a crime incident, arrest or the crime was committed shall have the primary
event/activity, which is for records purposes only. If thr report responsibility to record and report the same. If a
is a crime incident, the DO shall first accomplish the incident continuing crime is committed in various areas of
Report Form (IRF) from which the entry in the blotter book responsibilities, it should be recorded and reported as a
and IRS shall be extracted. All other reports shall be recorded single crime by the unit taking cognizance of the crime
directly to the blotter book (PNP SOP No. 2012-001 “Incident (PNP Operational Procedures 2013).
Recording System”) MEMORANDUM FORMAT
The following incidents or transactions, among others, are
entered in the police blotter. (Soriano, 2005) The PNP uses memorandum type as the common medium of
1. Violations of laws and ordinances reported and communication and correspondence within the organization.
recorded; This type of communication is used in inter-office
2. All call in which any member f the PNP is communications dealing with official matters such as requiring
dispatched or takes official action; performance of an action by an individual or group of
3. All firearms, reports and information received by the individuals within a specific police unit, region, province,
stations; district, station, section and office.
4. Movements of prisoners with corresponding In writing and submitting police reports in the PNP,
notations on the authority for such movements; memorandum types is required. It has the following basic parts
5. Cases of missing and found persons, animals, and such as letterhead, addressee (sometimes with the use of
property; attention line), sender , subject, date, the content, and the
6. Vehicular and other types of accidents which require signature. The letterhead is usually printed using the official
police action; stationery of the PNP office or station concerned. In the
7. All personal injuries, bodies found, and suicides; absence of the printed stationery, an encoded letterhead is
8. Damage of properties; enough including the official logo of the PNP (usually
9. All cases in which police member is involved; positioned on the left side) and the logo of the office or station
10. All arrests and returns made; and concerned (usually placed at the right side) such as the one
11. Miscellaneous cases, general and special orders, below:
violations of rules and regulations and other
reportable accident that the substation, station •
commander, or higher authority desires to be •
recorded. •
Recording

19
GPP.RCRIM
 a. Incident Reports •
All crime incidents whether reported by the victims, •
witnesses or third parties must be recorded in the •
police blotter, even under the following
circumstances. •
1. When offender is ill and is unlikely to •
recover or is too senile or too mentally disturbed •
for proceedings to take place;
•
2. When the complainant or an essential
witness is dead and the proceedings cannot be •
pursued; •
3. When the victim or an essential witness
refuses, or is permanently unable to stand as a
witness; and
4. The victim or complaint or witness is a
minor.

Republic of the Philippines

Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
POLICE PROVINCIAL OFFICE 3
NUEVA ECIJA POLICE PROVINCIAL OFFICE
AH26, Cabanatuan City, Nueva Ecija
Tel. Nos. 0916 334 3853

The addressee is addressed to the chief or head of unit or office or an installation by his title. If the
memorandum is addressed to a higher authority, the word “FOR” is used whereas when the memorandum is directed
to the subordinates, the word “TO” is written such as the one below:

For higher authorities:

MEMORANDUM

FOR : The Chief of Police

To subordinates:

MEMORANDUM

TO : All Concerned

Aside from the chief or head of office whom your letter is addressed, sometimes the attention line is used to inform
other section heads or individuals in the unit or office for information or action such as the one below:

MEMORANDUM

FOR : The Chief of Police

(Attn: Chief Investigation Section)

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GPP.RCRIM
 The sender is the one who sends the memorandum and usually uses the word “FROM”. The designation or
position of the sender is usually used to identify where the report originated such as the one below:

FROM : Investigator-on-Case

The subject is usually the title or topic of the event or report such as the example below:

SUBJECT : Spot Report re: Shooting Incident

SUBJECT : Progress Report re: Shooting to Death of Juan de la Cruz

Casimiro of Brgy. Anos, Los Banos , Laguna

SUBJECT : Final Report re: Filling of a Case of “MURDER” Against Pedro

Panganiban Pilaspilas of Brgy. Lalakay, Los , Banos, Laguna.

The date may refer to the date of submission of the report or the date when the report is signed such as the one below:

DATE : July 21, 2020

The content of the memorandum on police reports such as spot report, progress report, and final reports is the most
important part because it contains the details of the event or incident. The parts of these reports may vary. The succeeding
pages present the different parts of the said reports. The parts of the memorandum or report are consecutively numbered
using Arabic numbers such as 1, 2, 3, and 4, among others.
The signature of the memorandum or report is signed by the sender. The memorandum or report is not valid without the
signature of the sender. According to the Memorandum 08-41 “Revised Guidelines for the Standard Preparation and
communications” issued by the office of the Directorial Staff dated August 16, 2012 names of uniformed personnel of the
PNP is now written with appropriate punctuation marks such as the examples as the below:
PSINSP JUAN C. DELA CRUZ
PO3 Mark Jayson T. Agdeppa
For police commissioned officers, the names should be encoded all uppercase while the names of police non-
commissioned officers are typed in uppercase and lowercase such as the one above.
In the said TCDS Memorandum 08-41 dated August 16, 2012 and reiterated in Memorandum dated April 1, 2014, the
official font style to be used within the PNP communications and correspondences is Arial and 12 as the font size (Please
see Appendix for s comprehensive discussion).
When preparing a memorandum, report, or any form of communication and correspondence in the PNP organization, it
should be presentable and printed clearly. If the report requires several enclosures or attachments, they should be properly
arranged and labeled. Finally, before the report is submitted it should be thoroughly edited and proofread for grammatical
and typographical errors.
In the next page is a sample of a police report particularly spot report. The report may not be a prefect one, but it
provides the basic information required for a spot report. Study the report and provide comments and suggestions to further
improve the said report.
SPOT REPORT FORMAT
•
•
•
•
•
•

21
GPP.RCRIM
 •
•
•
•
•
•
•
•
•

SAMPLE FORMAT OF SPOT REPORT FROM PNP DIDM

Republic of the Philippines

Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE

MEMORANDUM

FOR :
FROM :
SUBJECT : Spot Report
DATE :

1. Reference/s:
2. (Indicate briefly the Date/Time, and Place of Occurrence)
3. (Brief Facts of the Case)
4. (Other Facts)
5. (Requested/Recommended Actions from Headquarters)

22
GPP.RCRIM
 6. Progress report will follow.

SAMPLE FORMAT OF PROGRESS REPORT FROM PNP DIDM

Republic of the Philippines

Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE

MEMORANDUM

FOR :
FROM :
SUBJECT : Progress Report
DATE :

1. Reference/s: (Previous Related Memorandums)

2. (Indicate briefly the Date/Time, and Place of Occurrence)
3. (Brief Facts of the Case)
4. (Other Facts)
5. (Requested/Recommended Actions from Headquarters)
6. (Disposition/Action Taken)
7. Final report will follow.

23
GPP.RCRIM
 SAMPLE FORMAT OF FINAL REPORT FROM PNP DIDM

Republic of the Philippines

Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE

MEMORANDUM

FOR :
FROM :
SUBJECT : Final Report
DATE :

1. Reference/s: (Previous Related Memorandums)

2. (Indicate briefly the Date/Time, and Place of Occurrence)
3. (Background/Brief Facts of the Case)
4. (Sequence of the events)
5. (Summary of Action)
6. (Recommendation/Conclusion)
7. (Disposition/Findings)
8. For your information.

24
GPP.RCRIM
TOPIC 6 COVERED
BELOW EXAMPLES OF INVESTIGATION FORMAT NO. 1
 LIST OF EXHIBITS AND NO. 2
 LIST OF PLEADING/ COURT ORDER
 SAMPLE OF INVESTIGATION REPORT FORMAT •
NO.1 •
 SAMPLE FORMAT NO. 2 •
•
•
•
•

LIST OF EXHIBIT/ANNEXES TO FINAL INVESTIGATION REPORT

“A” Complaint Slip

“B” Authority to Investigate
“C-1” Sworn statement of witness 1
“C-2” Sworn statement of witness 2
“D-1” Sworn statement of suspect 1
“D-2” Sworn statement of suspect 2
“E-1” Arrest Booking Sheet
“E-2” Laboratory Reports
“E-3” Photographs
“E-4” Other documentary evidence

25
GPP.RCRIM
(List of Exhibtis/Annexes – only five letters are used or in case of additional sworn statements,
add annex ‘C-3’, etc and “D-3” etc. as the case may be.)

INDEX TO WITNESSES/SUSPECTS

NAME EXHIBIT PAGE NO. QUESTION NO.

WITNESS 1 C-1 1-3 1-36
WITNESS 2 C-2 1-6 1-47
SUSPECT 1 D-1 1-4 1-50
SUSPECT 2 D-2 1-6 1-56

F-1 COMPLAINT/LETTER TRANSMITTAL

F-2 INFORMATION
F-3 WARRANT OF ARREST
F-4 MOTIONS/PETITIONS
F-5 MEMORANDA
F-6 RESOLUTION/DECISION

LIST OF PLEADING/COURT ORDER

NOTE:

This portion of the report is included when necessary but a “must” when rendering a final
investigation report

26
GPP.RCRIM
SAMPLE FORMAT NO. 1 OF INVESTIGATION REPORT

Republic of the Philippines

Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE

MEMORANDUM

FOR :

FROM :

SUBJECT : Investigation Report on

DATE :

I. AUTHORITY

(This portion should contain a brief statement of when, where and by whom the investigation was made
and should cite the authority for making it. If the investigation was made on the basis of oral orders, this
should be stated naming the individual issuing the order and date thereof. If made pursuant to written
orders, specific reference to the document, stating date and the original directing authority, whether local
or higher authority.)

II. DETAILS

(This part of the report contains all relevant investigation activities conducted by the investigator in his
search for final answers to the 5W’s and 1 H in solving the case it constitutes the narration of work done
on a case. It is the story of everything done on the matter in making the report writing are followed.
Accuracy, completeness, brevity, style and form and fairness should be observed. It enumerates sourcces

27
GPP.RCRIM
of information presented and including actions taken by an investigator and the facts gathered during the
investigation.)

(Details should be presented in a logical chronological arrangement, that is, which one should be
presented first, and the next, etc.)

III. RECOMMENDATIONS

(This part of the report contains appropriate recommended actions to be taken by the one
authorized to make decision regarding disposition of all phases of the case depending on whether
report is initial investigation report, progress investigation report and final investigation report)

(Investigating Officer)

SAMPLE FORMAT NO. 2 OF INVESTIGATION REPORT

Republic of the Philippines

Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE

MEMORANDUM

FOR :

FROM :

SUBJECT : Investigation Report on

DATE :

I. AUTHORITY

(This portion should contain a brief statement of when, where and by whom the investigation was made
and should cite the authority for making it. If the investigation was made on the basis of oral orders, this
should be stated naming the individual issuing the order and date thereof. If made pursuant to written
orders, specific reference to the document, stating date and the original directing authority, whether local
or higher authority.)

II. MATTERS INVESTIGATED

(This section represents the mission of the investigator/ investigating officer. In essence, it
answers the questions: “What is the investigation about?” Most of these are written complaints or
reports alleging that some persons have committed some crimes or impropriety, or the
complainant has been unjustly treated. If the allegations are too long to cite, a summary may be
made with appropriate references to documents placed as appendix upon which the investigation
was based.)

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GPP.RCRIM
 III. FACTS OF THE CASE

(This contains a presentation of the real truth about the case or cases investigated. Appropriate
descriptions, completeness and clarity are particularly applicable to this section. It contains a
coherent presentation of all pertinent facts free from further arguments and bias and fully
supported by evidences. This facts regarding several matters at issue should be presented in the
same manner as that presented in the preceding section under “Matters investigated”. If there are
several allegations to be handled, the presentation should be such that the reader will know at all
times which allegations is being considered. The facts of each allegations should be put together
to tell the story, especially if the investigating officer is reporting orally. Short cuts for the sake
of brevity are never permissible if they involve the omission of a single fact necessary to
establish the truth and to convey that conviction to a careful reader. Where the only evidence
procurable concerning an element of the case is the conflicting statements of two witnesses who
seem to be entitled to equal the credence, the investigating office may quote from the testimony
of the witnesses. But this procedure should be exceptional and not used in lieu of making a
determination of the facts based on the study, analysis and weighing of evidence.)

IV. DISCUSSION

(This section should indicate the presumption and inference from all the circumstances in the
case to give the directing authority the clearest possible picture. It should contain such related
factual matter of argument as may be necessary, to establish the conclusions and
recommendations based thereon. In simple cases, requiring no explanatory matter and meriting
no mention of mitigating or extenuating circumstances this section must be avoided. In that event
this section should be indicated and worded substantially as follows: “This case possesses no
aspects or conditions requiring special discussion; and there are no mitigating or extenuating
circumstance.” Frequently, however, the evidence is so evenly divided, pro and con, to the
attending circumstance are so unusual that some explanation justifying conclusions reached is
necessary. In the event acts of irregularity or misconduct are establish in the case of a person
whose past record has otherwise been such excellence, justice requires that it should be included
in the discussion. When the only obtainable evidence is that contained in the testimony of the
informant and of the person accused, the facts cannot positively be established. However, the
records and character of the accuser may be used to assist in determining the appropriate action.
In such cases the investigating officer’s observation and opinions may appropriately be presented
in this section of the report. Whenever the available evidence is scanty and conflicting but the
investigating officer has strong and well- supported convictions on the matter, the basis for the
conclusions he made should be presented in the discussion)

V. CONCLUSIONS

(This represents a concise summary of the results of investigation directly consequent from and
supported by the facts. There should logically follow form the facts of the case as found and set
forth in the report, and should contain no item not supported by the facts contained in the
preceding parts of the report. They are usually stated in the order naturally suggested by the
statement of the allegation or facts. Conclusions should not be a repetition of the facts merely
worded differently. Since the facts upon which they are based will have preceded this section, no

29
GPP.RCRIM
further statement of facts or repetition is necessary or desirable in the conclusion. They should
represent the investigating officer’s honest, well-studied opinion as to the real truth of each of the
matters at issue. As such, they should contain no apology, or qualification such as “it appears”,
‘it is believed’, or ‘it seems probable’)

VI RECOMMENDATIONS

(This should contain the practical suggestions as to appropriate action to be taken to make
suitable disposition of all phases of the case. They should follow, as fast as practicable, the same
sequence as was used in the presentations of the conclusions. Recommendations should be
consistent with and appropriate to the conclusions. They constitute the investigating officer’s
judgement, based on the facts he has established, as to the action the directing authority should
take. They should stipulate the proper action in the case of a wrong committed or the remedy for
an unsatisfactory situation or condition found to exist. If the facts and conclusions disclose that
no wrong was committed nor was there a condition requiring correction, the recommendation
may be that the case be closed.)

(Investigating Officer)

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GPP.RCRIM
 SUBJECT: Alleged Shooting Incident
Instructions:

PART1. ASSUMING YOU ARE THE DESK OFFICER, MAKE A POLICE BLOTTER REPORT

PART II.ASSUMING YOU ARE THE INVESTIGATOR ON CASE PREPARE ALSO AN SPOT,
PROGRESS AND FINAL REPORT BASED ON SAME CASE SCENARIO

PART III. PREPARE ALSO AN INVESTIGATION REPORT ON SAME CASE.

Write a reports based on the details below. Focus your report on the facts. You may provide
additional facts for the narrative of the case, but be sure that those ideas may not contradict the
succeeding reports. Address your report to the COP of police station where the crime was
committed. Apply what you have learned.
DETAILS

Date & Time Reported: 24, August 2023 5:00 o’clock in the afternoon
Date & Time of Incident: 24 August 2023 4:30 o’clock in the afternoon
Place of Incident: Brgy. Sumacab Este, Cabanatuan City.

REPORTING PERSON
Maria Josefa Dajes Domingo- College Level, Housewife, Filipino, Female, Married.
Date of Birth: 10 Jan. 1975
Age: 46
Place of Birth: Sumacab Este
CP: 0919-859-3260
Address: Brgy. Sumacab Este, Cabanatuan City

SUSPECT’S DATA
Unknown, Height: 5’6”

VICTIM’S DATA
Fernando Sagpatan Domingo- College Level, Driver, Filipino, Male, Married.
Date of Birth: 5 Jan. 1970
Age: 51
Place of Birth: Sumacab Este
CP: 0917-694-7801
Address: Brgy. Sumacab Este, Cabanatuan City

DETAILS
Reported- telephone call
Unknown suspect- motorcycle without plate number
Victim- nearest hospital, Doctors Hospital
Victim- washing his car in front of their house
The unknown suspect shot the victim.

31
GPP.RCRIM