CDI5: Technical English 1 (Investigative Report Writing and Presentation)

1. ABBREVIATIONS – Use only acceptable undersigned”, “this unit” or “this

(standard) abbreviations. office”, is prescribed to achieve
2. ACCURACY – In writing a report, all objectivity.
facts and information whether 14. BRACKETS – To enclose the same
favorable or unfavorable to the materials enclosed by parentheses if
concerned subject should be included such materials are inserted within a
and these facts are verified by quoted passage.
statement of witnesses and by 15. BREVITY/CONCISE – Achieved by
references to official records or reliable omitting materials or information that
sources. is useless, irrelevant and redundant.
3. ADDRESSEE – The title of the addressee 16. CAPITALIZATION – The first word of
is entered after the “MEMORANDUM every statement and every sentence
FOR” if sent to superior office, within a sentence.
“MEMORANDUM TO” if sent to 17. CERTIFICATION OF POLICE BLOTTER
subordinates. REPORT – For whatever legal purpose,
4. ADDRESSOR – The title of the interested persons always seek a copy
addressor (sender) is entered after of a police blotter. Since the entry in
“FROM”. Authorized abbreviations are the police blotter is difficult to be
used. machine-copied due to its size (bigger
5. AGGRAVATE – To make something than the ordinary document), a
worse. certification of its contents is the only
6. ALL RIGHT – The only acceptable form way to have it. In copying the contents
in edited writing. of a blotter entry, it should be copied
7. AMONG – Should be used when there verbatim, meaning, it should be copied
are more than two elements. word for word and no correction in the
8. ANYBODY – An indefinite pronoun grammar or any mistake should be
referring to an unspecified person. made in the entry.
9. APOSTROPHE – To form the possessive 18. CHANNELS – Correspondence can be
case of nouns. routed THRU channels, through a lower
10. ATTENTION ADDRESS – To speed Chief or Supervisor expected to
routing, correspondence may be exercise control, taken action or to be
addressed to the attention of an concerned and normally placed two (2)
individual or head of a subdivision or by spaces after the addressee.
the use of an office symbol. 19. CITE NUMBER – This is to be filled-up
11. AUTHORITY LINE – Will be shown when by the originator with the office, unit or
the correspondence is signed for the originator’s cite number for the
Chief or Head of Office by an individual message.
authorized to do so. 20. CLARITY/CLEAR – An effective writer
12. BETWEEN – Should be used only when must use correct English, and must
there are two elements. point directly to the written
13. BODY – The body of the letter is the communication to save readers from
message itself. It is the substance of the reading unnecessary words.
typed letter as distinct from the formal 21. CLASSIFIED – If the reference message
beginning and ending. This part of the id classified, the YES block will be
letter is single- spaced. The use of the marked, and if unclassified, the NO
third person, such as “the block will be marked.
22. COLON – To end a complete sentence 36. FAIRNESS/OBJECTIVE/FACTUAL – A fair
introducing a series. writer should always base his reports
23. COMMA – To separate two main on facts and if there are theories, these
clauses joined by a coordinating theories should be verified first and be
conjunction (and, but, or, nor, for, yet, consistent with facts.
so) 37. FILE REFERENCE OR OFFICE SYMBOL –
24. COMPLEMENTARY ENDING – This It is placed at the left margin, usually
refers to the material found below the two (2) spaces below the letterhead.
last paragraph of the body. It consists Each part of the reference has a
of the Authority Line (if used), meaning. File references are also used
signature, list of enclosures and list of as identifying information on the
copies. second and subsequent pages.
25. COMPLETENESS – This should answer 38. FINAL INVESTIGATION REPORT – An
the 5W’s and 1H questions (6 cardinal objective statement of the
points). investigator’s findings. It is an official
26. CONTENTS – 5W’s and 1H record of information relevant to the
27. CONTENTS OF ENTRY – The entry in the investigation which the investigator
police blotter should answer the submits to his superior. The
following cardinal elements of a police effectiveness of an investigator is
record, to wit: who; what; why; where; judged to a large extent by his/her
how and disposition of the case. reports of investigation.
28. DASH – To indicate a sudden 39. FROM – In this block is entered the
interruption or break in thought. designation of the originator. Police
29. DATE – This refers to the date of abbreviations should not be used if
signature and it is placed at the left addressees outside the police service
portion of the page on the last line are included.
below the subject. 40. GATHERING – Gather all the needed
30. DIVIDING A PARAGRAPH – Three (3) or docs for your report.
fewer lines will not be divided between 41. HEADING – All the materials above the
pages. At least two (2) lines of a divided first line of the body comprise the
paragraph will appear on each page. In Heading.
dividing a sentence between pages, at 42. HYPEN – To join compound words.
least two (2) words will appear on each 43. IMPERSONAL WAY – It is not bias, it is
page. emotionless, it must be free from the
31. DRAFTER – A person who actually emotion of the writer, suspect, victim.
composes a message for release by the 44. IN THE CONTEXT OF AN
originator or the releasing officer. ORGANIZATION – It is a permanent
32. ENCLOSURES – Supplementary record of activities, events or
documents which are sent with occurrences used by leaders and
communications to provide additional managers as basis in making
information. administrative and operational
33. EVALUATING – The stage in the writing decisions.
process where you take a closer look at 45. INCIDENT REPORT – A written account
the written work both in content and in of an event or occurrence. The purpose
form. of this report is to document the exact
34. EXCLAMATION POINT (!) – To end an details of the occurrence as basis for
exclamatory sentence. further actions of concerned public
35. FACTS – It is a narration of what really safety officers. Incident reports are the
happened in that event. jump-off points of investigations
 designed to ferret out the facts and 57. ORGANIZING – The sequence of events
recommend solutions. must be followed in order to portray
46. INTERVIEWING – Frequently, the first the incident clearly.
officer at the scene of the crime has the 58. ORGANIZING FACTS – Organize them,
best opportunity to conduct interviews. what will be the 1st statement, body,
47. IRRITATE – To cause annoyance or to conclusions, etc.
vexing or chafe. 59. ORGINATOR – The authority in whose
48. ITALICS – Titles of books, newspapers, message is sent, or is the police officer
magazines, movies, long poems, plays and/or unit in whose name a message
and works of art. is sent, or is the police office and/or
49. LEADS – The report provides other unit under the correct control of the
investigators with information authority approving a message for
necessary to further advance their own transmission.
investigation. 60. PAGE NUMBER AND NUMBER OF
50. LETTERHEAD – Printed Letterhead PAGES – This block will be filled
stationery is normally used for the first according to the number of messages
page. If not available, a typed from pages used to complete the
letterhead may be used. message.
51. MEMORANDUM – Common practices 61. PAGE NUMBERING – The first page
of inter office communication in the should not be numbered (silent
police service is the memorandum. pagination). Subsequent pages,
Interpreted the simplest way, a including those on which endorsements
memorandum is “a note to help the are prepared, will be numbered
memory”. A memorandum may be consecutively beginning with the
general in application, requiring second page as 2.
compliance by or information of a 62. PARAGRAPHING – When a letter
majority of all the officers and consists of only one paragraph, the
members of the police organization. paragraph will not be numbered,
52. MESSAGE – Any idea expressed in plain although its sub-paragraph will be
languages prepared in a form suitable lettered, if there are two or more.
for transmission by any means of When there are two (2) or more
communications. paragraphs, they will be numbered
53. MESSAGE INSTRUCTIONS – Normally consecutively. The second succeeding
reserved for communication center use lines will begin at the left margin.
by the originator to indicate the desired 63. PARENTHESES – To enclose
method of delivery of a message, e.g., parenthetical material that explains,
radio, landline, visual, mail, by hand or questions, interprets, Illustrates, or
convey any other appropriate comments upon the main idea.
instructions. 64. PARTIALLY – Not always
54. NARRATIVE – Story of everything that interchangeable with partly. Best used
happens in a certain event, it answers in the sense of "to a certain degree,"
the 6 cardinal points. when speaking of a condition or state.
55. NOTE-TAKING – An investigator takes 65. PARTLY – Carries the idea of a part as
notes to assist his/her memory with distinct from the whole — usually a
specific details, such as names, dates of physical object.
birth, serial numbers, addresses and 66. PERIOD – Single dot.
phone numbers. 67. POLICE BLOTTER – A record of daily
56. ONGOING – A mix of "continuing" and events occurring within the
"active" and is usually superfluous. territories/jurisdiction of a given police
 unit or command. It contains material 78. RECORDING – Record all related info.
detail concerning the event for legal 79. REFERENCE MESSAGE – If the message
and statistical purposes. refers to another message, appropriate
68. PRE-WRITING – Any activity that a identifying data of the reference
writer engages in prior to the actual message will be inserted in the block.
writing of the draft. 80. REFERENCES – References to
69. PROGRESS REPORT – Being submitted publication must be specific and fully
if there is new finding or development identified. References will not be made
in the case. For example, the to a publication or document which is
unidentified assailant reported in the not available to the addresses of the
initial investigation report had already correspondence.
been identified after follow-up 81. RELEASING OFFICER – A person who
operations or if the total amount of the may authorize the transmission of a
stolen properties had already been message for and in the name of the
computed or recovered. originator.
70. PROMPT – A report must be completed 82. REPORT – An account or statement
in a timely manner and submitted at describing in detail an event, situation,
the soonest possible time. or the like, usually as the result of
71. PROOF READING – This is a way of observation, inquiry etc.
reading the proofs of a text and 83. SECURITY CLASSIFICATION – Messages
marking corrections to be made. are to be classified as Top Secret,
72. PROSECUTION ACTION – The report is Secret, Confidential or Restricted
a statement of facts on which whenever their content falls within the
designated authorities may base a definition set forth in appropriate
criminal, corrective or disciplinary regulations.
action. 84. SEMI-COLON – To separate closely
73. PUNCTUATION – A story is told about related main clauses not connected by
some American prisoners-of-war who a conjunction.
were sentenced to be sent to the 85. SIGNATURE – Contains the name of the
Siberian concentration camp by the Officer, signed in ink (black or blue-
Germans. On the day that they were to black, never blue or any other color);
be sent to the camp, a Nazi soldier the name being typed, stamped or
went to their cell with the official printed capital letters identical with the
declaration of their sentence. This was written name, the officer’s rank or
to be shown to the officer-in-charge. service and title or designation.
74. QUESTION MARK (?) – To end a direct 86. SINGLE QUOTATION MARKS – To set
question. off a quotation within a quotation.
75. QUOTATION MARKS – To set off a 87. SITUATION – This portion tackles the
direct quotation (the exact words of a rationale why this OPLAN is being
speaker or writer) and each part of a adopted. It also presents the current
broken quotation. situation in the area by describing the
76. RADIO MESSAGE FORM – One used peace and order situation as well as the
when preparing radiographic messages current trend of the criminality.
intended for transmission throughout 88. SPECIFITY – A good writer must be
the Philippine National Police (PNP). precise and specific in writing his or her
77. RECORD – Provides permanent official report, and should avoid ideas that
record of relevant information could mislead the readers.
obtained in the course of the 89. SPORT REPORT – An immediate initial
investigation. investigative or incident report
 addressed to Higher Headquarters makers to resolve the subject of
pertaining to the commission of the inquiry.
crime, occurrence of natural or man- 99. WORD USAGE – Slang and jargon are
made disaster or unusual incidents inappropriate and should be avoided,
involving loss of lives and damage of except if quoting someone’s statement.
properties. Such incidents must be 100.WRITING – Always take note of your
acted upon and reported to higher grammar, tenses, etc.
police office whether verbal or written
within twenty-four hours.
90. STANDARD FORMAT – There are
different formats, such as:
memorandum, investigative, spot etc.
91. SUBJECT – The subject line should
contain not exceeding ten (10) words.
It starts two (2) spaces below the
addressor. The capitalization rules may
be used.
92. SUBMITTING – Submission of the
report that you made and it will be
checked by your superior.
93. TEXT – Part of a message which
contains the idea that the originator
desires to communicate.
94. TEXT – To save transmission and circuit
time required for, normally the
message text should be prepared in
block form, i.e., without paragraph
numbering, indenting.
95. TO AND ATTN OR INFO – Addresses
may be designated as either action or
information. Again, police
abbreviations should not be used if
addressees outside police service are
included.
96. TONE – PNP uses the third person style.
97. VERBAL – Sometimes means "word for
word" and in this sense may refer to
something expressed in writing. Oral
(from Latin os, "mouth") limits the
meaning to what is transmitted by
speech.
98. WITHIN A PUBLIC SAFETY
ORGANIZATION – A written account of
an incident and the inquiry or
investigation of that incident which
aims to inform readers of the facts, and
to recommend appropriate and
practicable measures for decision