POLICE REPORT WRITING

RATIONALE:
The ability to write reports effectively is advantageous
in any profession, most especially in the police service
because “EVERY POLICE ACTION TAKEN MUST
BE FOLLOWED BY A WRITTEN REPORT.”
Hence, all information important to the police must be
reduced in writing. In many cases, however, there are
no set patterns but each police officer prepares his
written reports as he sees it fit.
What is a report?

- A chronological, step by step, account

entirely or almost entirely a factual account of
the incidents that took place in a given event.
Or it is the story of actions that were actually
performed by flesh and blood human beings.
In the arm of police organizations together with the handling of departmental
routine, the executives and the supervisors must premise their actions in many
instances on information furnished by efficient reports. Therefore, officers
must compose his reports as clear, concise, thorough, accurate, legible and
well-organized. As much as possible, it should be set up in a narrative style,
that is, reporting the incidents in the order of their occurrence, followed by any
conclusion. Short sentences and timely paragraphing afford quicker
understanding and officers should attempt to practice this technique. It is
difficult to find anything more important in police work than GOOD

POLICE REPORTS.
What is a police report?

Police Report is any written matter prepared by the police

involving their interaction with the community. It provides a
record of incidents requiring police response. This includes
criminal offenses, arrests, lost and found properties, and
general information.

Another concept, “Police Report is an exact narration of

facts which were discovered during the course of a crime
investigation which serves as a permanent record for future
reference.
What is a fact?

A fact is a statement which can be

proven because it is based on any or all of
our five physical senses of sight, taste, smell,
touch, and hearing.
USES OF REPORTS:
1. They serve as records for police administrators in
planning, directing and organizing the unit’s duties.
2. It can be used as legal documents in the prosecution
of criminals.
3. It can be used as reference by related agencies in the
service.
4. It can be useful to local media which usually have
access on public documents for accurate statistics.
5. It can be basis for research among students in
Criminology, Law Enforcement, Police Administration
and other related areas.
MECHANICS IN POLICE REPORT WRTING

A. SELECTION AND USE OF WORDS:

1. VOCABULARY - the word of language or the supply of words
which we know and which we use, whether speaking or writing.
2. DICTION - the correct choice of words, selecting the exact,
precise, objective words to convey a meaning.
3. WORDS - the only tools of communication and the first integral
part which make up the whole narration of facts.
4. ANTONYMS - words with opposite meanings.
5. SYNONYMS - words with similar meanings but of different
sounds and spelling.
6. HOMONYMS - words with similar sounds but with different
meanings and spelling.
B. SENTENCE CONSTRUCTION
1. Correctness in a Sentence
2. Three Essential Elements of a Narrative:
a. Setting - When? Where? What?
b. Characters - Who? - Victims, suspects, witnesses
c. Action - Why? How?
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.
FOUR GENERAL KINDS OF SENTENCES:
1. DECLARATIVE SENTENCE - declares or states a fact. It ends
with a period.
2. INTERROGATIVE SENTENCE - asks a question and ends with a
question mark.
3. IMPERATIVE SENTENCE - expresses request or command and
ends with a period.
4. EXCLAMATORY SENTENCE - exclaims a strong feeling or
emotion and usually ends with a exclamatory mark.
C. PARAGRAPH CONSTRUCTION
INTRODUCTORY PARAGRAPH
CHARACTERISTICS OF A PARAGRAPH:
1. Write short paragraphs.
2. Give your reader a rest.
3. Recapture your reader’s attention.

D. SPELLING
E. DIVISION OF WORDS
F. CAPITALIZATION
G. ABBREVIATIONS
H. PUNCTUATIONS
PREPARATION OF REPORTS
A. BACKGROUND PREPARATION
B. FIVE BASIC STEPS IN INVESTIGATIVE
REPORT WRITING
1. GATHER THE FACTS
2. RECORD THE FACTS
3. ORGANIZE THE FACTS
4. WRITE THE REPORT
5. EVALUATE THE REPORT
C. QUALITIES OF GOOD REPORT WRITING:
1. THE REPORT SHOULD BE FACTUAL.
2. THE REPORT SHOULD BE COMPLETE.
3. THE REPORT SHOULD BE OBJECTIVE.
4. THE REPORT SHOULD BE CLEAR.
5. THE REPORT SHOULD BE RELEVANT.
6. THE REPORT SHOULD BE BRIEF.
7. THE REPORT SHOULD BE ACCURATE.
8. THE REPORT SHOULD BE UP-TO-DATE
9. THE REPORT SHOULD BE FAIR.
* Adherence to the 5Ws and 1H is essential.
TWO GENERAL TYPES OF POLICE REPORTS

1. BASIC OR INFORMAL POLICE REPORT

CONTENTS OF A BASIC OR INFORMAL POLICE REPORT
1. The heading or the letterhead of the organization, office or
section where the writer is assigned;
2. The date of preparation or submission;
3. The person or office to whom it is addressed or submitted;
4. The text proper; and
5. The name of the writer or source of the report.

2. INVESTIGATIVE OR FORMAL POLICE REPORT

CLASSIFICATION OF INVESTIGATION REPORTS:

1. INITIAL OR ADVANCE REPORT

Initial reports may be either in the form of a:
1. Spot Report
2. Advance Information Report
3. Alarm Report
4. Incident Report and the like

2. PROGRESS OR FOLLOW-UP REPORT

3. FINAL OR CLOSING REPORT

PARTS OF AN INVESTIGATIVE REPORT
1. ADMINISTRATIVE DATA
a. DATE
b. FILE NUMBER
c. SUBJECT
d. CLASSIFICATION
e. COMPLAINT
f. REPORTING INVESTIGATOR
g. OFFICE OF ORIGIN
h. STATUS
h1. Pending
h2. Closed
h3. Auxiliary Completion
i. DISTRIBUTION
 2. SYNOPSIS
3. DETAILS OF THE REPORT
4. CONCLUSIONS
 AND RECOMMENDATIONS (Optional)
 5. UNDEVELOPED LEADS
 6. INCLOSURES

 Style or Manner of Writing - Clear, simple

language should be employed. The use of
confusing pronouns should be avoided. The
“PAST TENSE” should be used.
TYPES OF REPORT WRITERS:
1. Those who write without thinking;
2. Those who write and think at the same
time; and
3. Those who think first and write
afterwards.
THREE ESSENTIALS OF A NARRATIVE:
1. SETTING
When? (Time and date of crime occurrence)
Where? (The crime scene)
What? (The nature of the crime)
2. CHARACTER
1. COMPLAINANT
2. VICTIM
3. SUBJECT
4. SUSPECT
5. WITNESS
6. PERSON INVOLVED
NOTE:
In all instances, give all known details as to the
name, age, birthdate, birthplace and complete
physical description and include information as to
whether or not the person (subject/suspect) is
armed or considered dangerous, etc.

3. ACTION - Why? (motive of the crime)

- How? (modus operandi or the
manner of occurrence)
 INVESTIGATION REPORT FORMAT

In criminal investigation units, the arrangements of the materials presented in an

investigation report (acronym as IR) follows a certain pattern. The idea is for the report
to be easily read.

The form is similar to the Subject-to Letter except that the text is guided by the
following headings:
1. Authority
2. Matters Investigated
3. Facts of the Case
4. Discussion
5. Conclusions
6. Recommendations

If a heading is not important because it is absorbed in another heading, such can be

excluded. Headings are capitalized and followed by a colon. All the paragraphs
composing the text of the report are numbered consecutively. The investigator or the
investigating officer signs the report.

On top of the letterhead and on the lower fold of the paper, the word
CONFIDENTIAL is typed or stamped.
  CONFIDENTIAL

(LETTERHEAD)

CODE: DATELINE
SUBJECT: (Nature of the Case)
TO: (Chief or Commander who assigned the case)

AUTHORITY:
This section should contain a brief statement of when,
where and by whom the investigation was made, citing the
Authority for making it.
MATTERS INVESTIGATED:
This section of the report represents the mission of the
investigator. In other words, “What is the report all about?”

FACTS OF THE CASE:

This section represents the real truth respecting the matters
investigated.

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.
CONCLUSION:
This section represents a concise summary of the results of the
investigation directly consequent from and supported by the facts.

RECOMMENDATIONS:
This section should contain the practical suggestions as to
appropriate action to be taken to make suitable dispositions of all phases
of the case.
THE SUBJECT-TO LETTER
Presently, a subject-to letter is most applicable in police report
writing. Commendations, certificates or appreciations or any other
meritorious recognition, basic transmittal, recommendations for
promotion and similarly related requests also adopt the subject-to letter
format.

PARTS:
1. HEADING
a. Letterhead
b. File Reference
c. Identifying Initials
d. Date
e. Subject
 f. Channels
g. Address
h. “In turn” Addresses
I. Multiple Addresses
j. Attention Address
2. THE BODY
a. Paragraphing
b. Abbreviations
c. References
d. Page Numbering
e. Dividing a Paragraph
3. COMPLIMENTARY ENDING’
a. Authority line
b. Signature
c. Inclosures
d. Copies furnished (other offices)
e. Additional copies
f. Records for intermediate recipients
g. Special mail handling
h. Assembling
RULES ON MARGIN SETTING
1. TOP – first page (without printed letterhead) typed
letterhead, ¾ inch or 5 roller spaces from the edge of the
paper.

2. TOP – SECOND AND SUCCEEDING PAGES, 1 ¼ INCHES OR 7

ROLLER SPACES FROM THE TOP OF THE PAPER.

3. Left – 1 ¼ or 15 bar spaces.

4. Right – ¾ inch or 7 bar spaces; and

5. Bottom – 1 ¼ inches or 7 roller spaces

THE CIVILIAN LETTER
A purely civilian letter is used when communicating
with the president of the phils, Dept. secretaries,
provincial governors or municipal mayors, managers of
the bottling companies and the like.

PARTS OF THE CIVILIAN LETTER:

1. HEADING
2. DATELINE
3. INSIDE ADDRESS
4. ATTENTION LINE
5. SALUTATION’
6. BODY
7. SUBJECT LINE
8. COMPLIMENTARY CLOSE
9. Company signature
10. Reference initials
11. ENCLOSURE NOTATION
12. POSTSCRIPT (P.S.)
13. COPIES
THE ESSENTIAL PARTS OF AN AFFIDAVIT

1. VENUE – is the place where the notary is performing the notarial act.

Example:
REPUBLIC OF THE PHILIPPINES }
Done in the City of Baguio } s.s.

The letters s.s. are abbreviation for the Latin word “scilicet,” which
means “namely” or “more particularly described as”.

2. BODY OF THE AFFIDAVIT – is the sworn statement of the affiant. It is usually

preceded by an introductory statement.

Example:
I, EDISEO G. TABING, JR., of legal age, married, Filipino citizen,
and presently residing at No. 1192 Virac, Itogon, Benguet, after having been duly sworn
to in accordance with law, do hereby
depose and say:
 3. SIGNATURE OF THE AFFIANT.

 4. JURAT – is the certificate of the notary public commonly referred to as the

“Subscribed and sworn to” clause. It is the notary’s statement that the affiant
appeared before him on a certain day, took the oath and signed the statement.
In other words, the notary actually witnessed the affiant’s signature.
 Example:
 SUBSCRIBED AND SWORN to before me this 21st day of May 2004 at Baguio
City, Philippines. The affiant personally appeared and exhibited to me her
Community Tax Certificate No. 16927505 issued on 08 March 20034 at Baguio
City, Philippines.

 5. SIGNATURE, SEAL AND COMMISSION/EXPIRATION DATE OF THE

NOTARY.
 Example:

 Doc. No. _____; ATTY. DANIEL T. FARINAS
 Page No. _____; Notary Public
 Book No. _____; Until December 31, 2004
 Series of 2004 PTR No. 430181 01-02-02
 TIN 113-559-241 Baguio City