A Content – based Module for Facilitating Learning

MODULE 2

Title: Fundamentals in Report Writing

Name of Student:

Course/ Year:

Class Schedule:

Module Overview:

This module is focused on the fundamentals of report writing. It will orient you about the
importance of communication in relation to report writing process. Also you will determine the qualities
of a good police report, the nature of police report, know the types of report writers and the classes of
report.

Learning Outcomes

After completing this module, you can:

• Define communication
• Identify the nature of police report
• Know the types of report writers
• Determine the qualities of good police report
• Learn the classes of report

Lecture Notes

Read this…

A. Terminologies:
• Communication

Is a human process of sharing and transferring of meaning, where information and ideas are
sent in form of verbal, non-verbal, and written messages that promotes better mutual understanding.

• Police Communication

A high quality communication system adopted and use by the police organization to facilitate
and response to a more professionalize effective and efficient public safety and security services
beneficial to the organization itself and the general welfare of the community.
Four Functions of Communication

1. Inform – knowledge are supplied to people to guide their action and satisfy natural desire for
information about anything related to their person, job organization they belong.
2. Instruct – made people aware of their responsibility, expectations and standard of organization.
These guide and assist them on how to perform duties effectively and meet standards
adequately.
3. Influence/Inspire – convince or encourage people to perform action that can be personally or
organizationally beneficial or both.
4. Integrate – message and ideas are disseminated to help people coordinate and organized their
effort to be able to achieve more effective and efficient use of resources or hand.
➢ CIVILIAN COMMUNICATION LETTER (block type)
✓ Parts of civilian letter:
▪ Heading- is the first part of civilian letter which contains the letter head and the date
line.
❖ Letterhead- written at the above center of the letter. It certain the following:

a. name of office or company

b. address

c. telephone/cellphone number

d. seal or logo and website

❖ Date line- is the date where the letter was written. It is placed two spaces below the letter
head. (M/D/Y)
✓ Inside address- which is written two spaces below the date line. It contains:
a. the address and position
b. the name of agency/company
c. address of agency/company

✓ Salutation- is a form of greetings, and respects given to the address.

a. Formal or Informal ( Dear Sir, Dear Mr. John Doe;)
b. Formal or cordial (Dear Mr. MC President, Dear MC President Sir)
✓ Body of the letter- is called the body and soul of the communication.
✓ Complimentary Close- the word the close the letter.
✓ Signature block- the name of the writer of the letter or the agency or company where the
letter comes from.
Special Parts of Civilian Letter:

1) File reference- series order of the head or Chief of office, written in the left margin, two spaces
below the letterhead.
2) Attention line- 1 space below the inside address, written in the right margin
3) Subject line

Types of Civilian Letter

1) Information letter
2) Invitation letter
3) Invitation refusal
4) Claim letter
5) Adjustment letter
6) Transmittal letter
7) Credit letter
8) Inquiry letter
9) Recommendation letter
10) Reference letter
11) Application letter
12) Appointment letter

Forms of Civilian Letter

1) Full-Block Style
2) Semi-Block Style
3) Indented Style

RESUME

Is a record of the personal information, educational background, experiences of a person applying for a
job.

Types of Resume.

➢ Chronological Resume. A structure resume in reference to the position applied for, the
educational background, work experience, qualification and references. These are listed starting
from the most recent.

Parts of Chronological Resume

o Identifying information
o Job objective
 o Educational background
o Employment/ experience
o Qualification
o Character reference

➢ Functional Resume. It gives emphasis on the person’s skills and abilities. This used for applicant
who have gaps in their work have work history.

RESUME

FORMAT

NAME:

ADDRESS:

PHONE NUMBER/ E- MAIL

OBJECTIVE:

EDUCATION:

QUALIFICATION:

EMPLOYMENT/EXPERIENCES:

CHARACTER REFERENCE:

SIGNATURE
Types of report Writers:

• Those who writes without thinking

• Those who writes and think at the same time
• Those who thinks and write afterwards.

Importance of Police Reports:

• Official document of the police unit

• Reference for planning, directing, supervising, and organizing police unit
• Legal documents for court presentation
• Basis for further research activities

Qualities of Good Police Report

• Clarity. Clearness of though, style and expression of the writers

• Accuracy. Conformity of facts and presentation of truth precision and exactness
• Completeness. Have a necessary normal part, components and style of writing.
• Brevity. Quality or state of being brief and concise
• Fairness. Free from favoritism, bias, impartiality self- interest or preference of judgment.
• Specificity. State of being explicitly definite and specific rather than generalized.

Classes of Report

• Technical report. Written reports dealing with technical and specialized reports.
• Problem determining reports. Written reports identifying the existence and causes of certain
police problems.
• Problem solution reports. Written reports identifying the process and solutions of certain
problem
• Fact finding reports. Written reports on the methods of logical gathering and presentation of
data
• Performance reports. Written reports referring to information on the status of an activity results
of police operation.

Focus Questions

Thinking to Learning Thoroughly

Define the following terms;

• Full block style

• Semi block style
 • Indented
• Differentiate each types of civilian letter.

Learning Activities

Enriching what you have learn

• Make your own resume chose what forms of civilian letter you want to use.

Assessment

Testing How Far you have learned

• Exercise I- Essay: read the situation and do what is asked. (Can be a group activity or individual
activity)

Situation:

Your team was assigned to conduct a seminar on Drug Awareness in a barangay in your area
jurisdiction. The team agreed to conduct it on July 20, 2015 at the barangay hall 8:00-12:00A.M. and
1:00-5:00 P.M. For the Opening Program, you planned to invite a member of the barangay council to
give an inspirational talk. Write a letter of invitation to this particular person you wish to invite. Be sure
to include all the parts in a civilian letter.

Assignment

Read and understand procedure of making police blotter.

Reference:

Police Report Writing 2016. Marilyn Fetalvo-Balares, Ph.D.Crim et al.Wiseman’s Book Trading, Inc.
 CDI 8-A Content-based Learning Module for Facilitating Learning

MODULE -3

Title: Procedure in making Police Blotter

Name of Students:

Course/ year:

Class Schedule:

Module Overview:

This module will orient you about the procedure of making police blotter. You will learned how
to make a police blotter which helps you in the near future in connection to your chosen profession.

Learning Outcomes:

After completing this module, you can:

• Define Police Blotter

• Identify Police blotter
• Know how to make police blotter

Lecture Notes

Read this….

POLICE BLOTTER.

Police Blotter is a record of daily events occurring within the territories/jurisdiction of a given
police unit or command. It contains material details concerning the event for legal and statistical
purposes. The police blotter is therefore an informational record book that is utilized for evidentiary or
referral purposes.

✓ Contents Entry
• The entry in the police blotter should answer the cardinal elements of a police records, to wit:
who, what, why, where, when, how, and disposition of the case.
• In answering the above 5ws and 1h and the case disposition, all such material details about the
event, including: the names of the suspects: the victims: the eye witness, if any: the nature of
the action or offense; the possible motives; the place; the date and time of occurrence;
significant circumstances that aggravate or mitigate the event or the crime should be entered
along with the identity of the officer to whom the case is assigned officer-on-case; and the
status of the case.
The following incidents and transactions, among others are entered in the police blotter:

✓ Incidents to be Recorded:
1. All violations of laws and ordinances reported and discovered;
2. All calls in which any member of the police force is dispatched or has taken an official action;
3. All legal papers handled such as warrant, subpoenas, summonses, citations, and the like;
4. All fire arms, reports and information received by the stations;
5. Movement of prisoners with corresponding notations on the authority for such movements;
6. Cases of missing and found persons, animals and properties;
7. Vehicular and other types of accidents which require police actions;
8. All personal injuries, bodies found, and suicides;
9. Damage to property;
10. All cases in which a police member is involved;
11. All arrest and returns made.

✓ Procedure in Making Entries.

1. All entries in the police blotter shall be handwritten in a clear
2. Only facts, not opinions, are entered in the blotter
3. No erasures shall made
4. Black or blue ink of ball pen
5. Misrepresentations in the blotter criminally and administratively liable
6. The entries must be legibly written long hand and consecutive number
7. Every page of the blotter shall be consecutively or chronologically filled up
8. Any development of a case to be reflected in the blotter should be a new entry at the time and
day it was reported.
9. In every shift, the duty sergeant, under the supervision of the duty officer or complaint desk
officer, shall make actual entries in the blotter

 Format- Numbered in sequence

 Desk Officer- a person who will write or make police blotter
 Police Blotter

Entry Date Time Incidents/Events Disposition

No

2001 3 MAY 8:10 Robbery This case was filed

in court with CC
Juanita De No. 2013-0056,
45 2013 AM Guzman, 34 years Branch 15, RTC,
old, married of Naga City
No. 345 Abella
Street, Brgy.
Abella, Naga City,
reported to this
Police Office that
on or about
2:00AM of May 2,
2013, she was
awaken with a
noise from their
kitchen and when
she checked it, she
saw the person of
Aldrin Dimayuga,
of minor age, also
a resident of their
barangay, trying
to escape in an
open outlet in the
comfort room
with her laptop
and when she
shouted for help,
subject person
assaulted her with
a bladed weapon
but fortunately
her father was
awaken also and
successfully
 subdued the
suspect.

Officer-on-case:
SPO1 Jose C.
Manzanero

Certification of Police Blotter Excerpt

Republic of the Philippines

NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE

NAGA CITY POLICE OFFICE

City of Naga

CERTIFICATION

TO WHOM IT MAY CONCERN:

THIS IS TO CERTIFY that the following is an excerpt from Police Blotter of this Police Unit dated May 3,
2013, to wit: 2013-45,03 May 13, 8:10AM

Robbery

Juanita De Guzman, 34 years old, married of No. 345 Abella Street, Brgy. Abella, Naga City, reported to
this Police Office that on or about 2:00AM of May 2, 2013, she was awaken with a noise from their
kitchen and when she checked it, she saw the person of Aldrin Dimayuga, of minor age, also a resident
of their barangay, trying to escape in an open outlet in the comfort room with her laptop and when she
shouted for help, subject person assaulted her with a bladed weapon but fortunately her father was
awaken also and successfully subdued the suspect.
Officer-on-case: SPO1 Jose C. Manzanero

Disposition: This case was filed in court with CC No. 2013-0056, Branch 15, RTC, Naga City.

Given this 8th day of May 2013 at Naga City, Philippines.

FOR THE CITY DIRECTOR:

DANILO S MAGBANUA

Police Susperindent

Chief, Admin Section

Focus Questions
Thinking to Learning Thoroughly

• Define police blotter

• Discuss the procedure in making police blotter

Learning Activities

Enriching what you have learned

Its your time to used your imagination. Make your own version.

• Make 2 entries of police blotter with different scenario.

Assessment
Testing how far you have learn

• Make certification of police blotter excerpt. (base on the two entries you made on police blotter
in learning activity)

Assignment:

• Advance study how to make police reports

Reference:

Police Report Writing 2016. Marilyn Fetalvo-Balares, Ph.D.Crim et al.Wiseman’s Book Trading, Inc.
 CDI 8- A Content-based Learning Module for Facilitating Learning

MODULE -4

Title: Types of Investigation Report

Name of Students:

Course/ year:

Class Schedule:

Module Overview:

This module you will see how to make a police reports containing its format. You will used it in
making different types of report. And served as guide and reference in the future.

Learning Outcomes:

After completing this module, you can:

• Understand police report writing

• Know the different types of police report
• Apply knowledge in police report writing

Lecture Notes

Read this….

Specific Types of Police Reports

 Spot Report.
Spot report refers to an immediate initial investigative or incident report addressed to Higher
Headquarters pertaining to the commission of the crime, occurrence of natural or man-made
disaster or unusual incidents involving loss of lives and damage of properties. Such incidents
must be acted upon and reported to higher police office whether verbal or written, within 24
hours.

 Incident Report.
An incident report is a written account of an event or occurrence. The purpose of this report is
to document the exact details of the occurrence as basis for further actions of concerned public
 safety officers. Incident reports are the jump-off points of investigations designed to ferret out
the facts and recommend solutions.
 Initial Investigation.
Initial is the first action to be undertaken when there is a reported or discover incident. The
conduct of initial investigation is one of the standard operating procedures in all police stations.
This is where the spot report will be relied on. In this first phase of investigation, the investigator
tries to seek the answers of the six cardinal questions.
 Progress Report.
Progress report is being submitted if there is new finding or development in the case. It should
be numbered consecutively according to the sequence of developments in the case.
 Final Investigation Report.
An investigation report is an objective statement of the investigator’s findings. It is an official
record of information relevant to the investigation which the investigator submits to his
superior.

Purpose of an Investigation Report;

1. Record. The report provides permanent official record of relevant information obtained in the
course of the investigation.
2. Leads. The report provides other investigators with information necessary to further advance
their own investigation; and
3. Prosecution Action. The report is a statement of facts on which designated authorities may base
a criminal, corrective or disciplinary action.

Criteria of Good Investigation Report:

An investigation report is subject to close scrutiny at all level of the command. It must meet
certain criteria, some or which are:

1. It must be grammatically correct;

2. Abbreviation must be used appropriately and correctly; and
3. The report should avoid slang, colloquialism or unnecessary technical terms.
 Memorandum

Republic of the Philippines

NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE

NAGA CITY POLICE OFFICE

City of Naga

NCPO-Invest

MEMORANDUM

FOR : The City Director

Attn: The Chief, Administrative Section

THRU : The Chief, Operations Section

FROM : The Chief Investigation Section

SUBJECT : Augmentation Personnel, Request for –

DATE : May 8, 2013

----------------------------------------------------------------------------------------------------------------------------- -------------

1. Reference: Memorandum from R7, PRO5, re-submission of Daily Records of Events,

dated May 2, 2013.

2. Request be informed that the Investigation Section has only seven (7) personnel while
on the other hand, the R7 of PRO5 requires this Section to submit daily the records of events.

3. In this connection, respectfully request additional personnel to this Section to do the

following tasks:

a. to encode, print and maintain the daily record of events;

b. to submit daily through e-mail the encoded daily record of events.

4. Further request favorable action.

FOR THE CHIEF, INVESTIGATION SECTION:

ERNESTO G CASTILLO

Police Inspector

Asst Chief, Inves Section

Incl:

Memo from R7, PRO5

Spot Report

Republic of the Philippines

NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE

NAGA CITY POLICE OFFICE

City of Naga

NCPO

MEMORANDUM

FOR : The Regional Director

Attn: The Chief, R7

FROM : The City Director

SUBJECT : Spot Report, re- Stabbing Incident

DATE : January 5, 2013

------------------------------------------------------------------------------------------------------------------------------------------

1. On or about 9:00AM of January 5, 2013, a stabbing incident transpired along

Panganiban Drive, Naga City, in front of Iglesia Ni Kristo Church, wherein the victim one, JOSE DELA
CRUZ y Cruz, 30 years old, married, jobless and a resident of No. 34 Brgy. Lerma, Naga City, was stabbed
by suspect one, MARIO EVANGELISTA y Marcelino, 28 years old, single, jobless also resident of Brgy.
Mabolo, also of Naga City.

2. As a consequence thereof, the victim sustained multiple stab wounds in the different

parts of the body and was rushed to Sto. John Hospital for medical treatment but was pronounced dead
on arrival (DOA) by the attending physician thereat.
 3. The suspect was arrested after the incident but the weapon used was not recovered

and he is now under the custody of this Police Office for investigation and proper disposition. The
cadaver was moved to the PNP Crime Laboratory Service, Cam Sur PPO, Naga City, for autopsy
examination.

4. The motive of the incident is undetermined and the case is still under investigation.

5. Progress report will follow.

RICARDO HABALA SALDIVAR

Police Senior Superintendent

Incident Report

Republic of the Philippines

NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE

NAGA CITY POLICE OFFICE

City of Naga

NCPO-Patrol

MEMORANDUM

FOR : The Chief, Operation Section

FROM : The Chief, Patrol Section

SUBJECT : Incident Report -

DATE : April 4, 2013

----------------------------------------------------------------------------------------------------------------------------- -------------

1. Reference: Incident recorded in Patrol Section Incident Logbook with Entry No.

2013-25, dated April 3, 2013.

2. Request be informed that on or about 9:00PM of April 3, 2013, the car of Senator

Juan Dela Cruz, XUV, bearing Plate No. ABC 123, colored black, while parked inside the parking area of
Avenue Plaza Hotel, its windshield, for unknown reason, was smashed with stone by two unidentified
persons causing it to be broken. The two suspects were chased by Security Guards but they made good
of their escape and were never identified.
 3. For your information and reference.

RAMON E VELITARIO

Police Chief Inspector

Incl:

Copy of Blotter Excerpt

Initial Investigation Report

Republic of the Philippines

NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE

NAGA CITY POLICE OFFICE

City of Naga

NCPO-Invest

MEMORANDUM

FOR : The Chief, Investigation Section

FROM : The Officer-On-Case

SUBJECT : Initial Investigation Report, re-Malicious Mischief

DATE : April 5, 2013

------------------------------------------------------------------------------------------------------- -----------------------------

I. AUTHORITY:

1. Standard Operating Procedures of this Police Unit with reference to incident recorded

In Patrol Section Incident Logbook, Entry No. 2013-25, dated April 3, 2013.

II. DETAIL:

2. Upon receipt of the report of the Chief of the Patrol Section, the herein investigator

was dispatched by the duty Desk Officer, SPO4 Elmer O. Bilarmino to conduct investigation on the
alleged malicious mischief being done to the car of Senator Juan dela Cruz.
 3. At the scene, the undersigned investigator observed. . . . .

4. Other details of the incident were. . . . .

III. RECOMMENDATION

5. It is respectfully recommended that. . . . . . .

Eduardo G Crisostomo

Senior Police Officer 1

Progress Report

Republic of the Philippines

NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE

NAGA CITY POLICE OFFICE

City of Naga

MEMORANDUM

FOR : The Chief, Investigation Section

FROM : The Officer-On-Case

SUBJECT : Progress Report No. 1, re – Malicious Mischief

DATE : April 10, 2013

----------------------------------------------------------------------------------------------------------------------------- -------------

I. AUTHORITY:

1. Progress Report to the investigation conducted on the incident recorded in Patrol

Section Incident Logbook, Entry No. 2013-25, dated April 3, 2013.

II. DETAIL:
2. Continuous follow investigation resulted to. . . . .

3. This report was confirmed by. . . . .

4. Further, document revealed that. . . . .

RECOMMENDATION:

5. It is respectfully recommended that. . . . .

Eduardo G Crisostomo

Senior Police Officer 1

Final Investigation Report

Republic of the Philippines

NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE

NAGA CITY POLICE OFFICE

City of Naga

NCPO-Invest

MEMORANDUM

FOR : The Chief, Investigation Section

FROM : The Officer-On-Case

SUBJECT : Final Investigation Report, re – Malicious Mischief

DATE : April 20, 2013

----------------------------------------------------------------------------------------------------------------------------- -------------

I. AUTHORITY:

1. This Section should contain a brief statement of when, where and by whom the

Investigation was made, citing the authority for making it. If the investigation was made on the basis of
oral order, this fact should be stated, naming the individual issuing the order and the date thereof. If it
was made pursuant to the document, stating the date and the original directing authority, whether local
or chief of higher PNP Offices, is necessary.

II. MATTERS INVESTIGATED:

2. This section of the report represents the mission of the investigator/investigating officer. In
other words, “What is the investigation about?” most of these reports re written complaints, alleging
that some persons have committed some crimes or unjust treatments. If the allegations are too long to
cite, a synopsis is in order. Approximate reference may be made to the copy of the papers in the
appendix upon which the investigation was based.

III. FACTS OF THE CASE:

3.This section presents the real truth respecting the matters investigated. Clear and complete
descriptions should be applied here. Presentation of facts should be coherent, unbiased, and fully
supported by evidence. The facts regarding the several matters at issue should be presented in the same
manner as that which the allegations are presented in the preceding section. If there are several
allegations to be handled, the presentation should be such that the reader will know at all times which
allegation is being considered. The facts of each allegation should be put together to tell the story,
especially if the omission of a single fact necessary to the only evidence procurable concerning an
element of case.

IV. DISCUSSION:

4. 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, in addition to facts presented to establish the
conclusions and recommendation based thereon.

V. CONCLUSION:

5. This section represents a concise summary of the results of investigation directly

consequent from and supported by the facts. This should logically follow from 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 reports. They are usually stated in the order naturally suggested by the
statements of the allegations or facts. Conclusion should not be a repetition of the facts, merely worded
differently.

IV. RECOMMENDATION:
6. This section 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 far as practicable, the same
sequence as was used in the presentation of the conclusions. Recommendation should be consistent
with and appropriate to the conclusions. They constitute the investigating officers judgment.

Investigating Officer
Activities/Project(mandatory)

Make compilation of police reports. Proper tabbing is required.

a. Certification of police blotter excerpt

b. Spot report
c. Initial investigation report
d. Incident report
e. Progress report
f. Final investigation report

References:

Police Report Writing 2016. Marilyn Fetalvo-Balares, Ph.D.Crim et al.Wiseman’s Book Trading, Inc.