UNIVERSITY OF MINDANAO

Tagum College

Department of Criminal Justice Education

Criminology Program

Physically Distanced but Academically Engaged

Self-Instructional Manual (SIM) for Self-Directed Learning (SDL)

Course/Subject: CRI 326 – TECHNICAL ENGLISH 2

Name of Teacher: Brenda P. Añonuevo, MSCJ

THIS SIM/SDL MANUAL IS A DRAFT VERSION ONLY; NOT FOR REPRODUCTION AND
DISTRIBUTION OUTSIDE OF ITS INTENDED USE. THIS IS INTENDED ONLY FOR THE USE
OF THE STUDENTS WHO ARE OFFICIALLY ENROLLED IN THE COURSE/SUBJECT.
EXPECT REVISIONS OF THE MANUAL.

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Part 1. Course Outline and Policies ............................................................. 1
Part 2. Instruction Delivery
CC’s Voice ............................................................................…….. 7
Course Outcomes .......................................................................... 7
Big Picture A: Unit Learning Outcomes ......................................... 8
Big Picture in Focus:ULOa ……………………………………………. 8
Metalanguage ..................................................................................... 8
Essential Knowledge ......................................................................... 9
Self-Help .................................................................................... 12
Let’s Check .................................................................................... 13
Let’s Analyze ......................................................................... 14
In a Nutshell .................................................................................... 17
Q&A List .................................................................................... 18
Keywords Index ......................................................................... 18
Big Picture in Focus:ULOb …………………………………………… 18
Metalanguage .................................................................................... 19
Essential Knowledge ....................................................................... 19
Self-Help .................................................................................... 22
Let’s Check .................................................................................... 22
Let’s Analyze ......................................................................... 22
In a Nutshell .................................................................................... 24
Q&A List .................................................................................... 24
Keywords Index ........................................................................ 24
Big Picture B: Unit Learning Outcomes ....................................... 25
Big Picture in Focus:ULOa ………………………………………….. 25
Metalanguage ................................................................................... 25
Essential Knowledge ....................................................................... 26
Self-Help .................................................................................... 45
Let’s Check .................................................................................... 45
Let’s Analyze ......................................................................... 45
In a Nutshell .................................................................................... 46
Q&A List .................................................................................... 47
Keywords Index ......................................................................... 48
Big Picture in Focus:ULOb …………………………………………… 48
Metalanguage .................................................................................... 48
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 Essential Knowledge ........................................................................ 48
Self-Help .................................................................................... 54
Let’s Check .................................................................................... 54
Let’s Analyze ......................................................................... 57
In a Nutshell .................................................................................... 59
Q&A List .................................................................................... 60
Keywords Index ......................................................................... 60
Big Picture C: Unit Learning Outcomes ......................................... 61
Big Picture in Focus:ULOa …………………………………………… 61
Metalanguage ..................................................................................... 61
Essential Knowledge ........................................................................ 62
Self-Help .................................................................................... 73
Let’s Check .................................................................................... 73
Let’s Analyze ......................................................................... 73
In a Nutshell .................................................................................... 74
Q&A List .................................................................................... 74
Keywords Index ......................................................................... 75
Big Picture in Focus:ULOb …………………………………………… 75
Metalanguage ..................................................................................... 75
Essential Knowledge ........................................................................ 76
Self-Help .................................................................................... 82
Let’s Check .................................................................................... 82
Let’s Analyze ......................................................................... 84
In a Nutshell .................................................................................... 85
Q&A List .................................................................................... 86
Keywords Index ......................................................................... 86

Part 3. Course Schedule ......................................................................... 87

Online Code of Conduct ............................................................. 88
Monitoring of OBD and DED................................................................ 88

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 Course Outline: CRI 326- Technical English 2

Course Coordinator: Brenda P. Añonuevo

Email: anonuevobrenda@yahoo.com
Student Consultation: By appointment
Mobile: 0930-8920005
Phone: (084)655-9591 Local 120
Effectivity Date: June 2020
Mode of Delivery: Distance Education
Time Frame: 54 Hours
Student Workload: Expected Self-Directed Learning
Requisites: None
Credit: 3
Attendance Requirements: A minimum of 100% attendance is required at all
scheduled sessions.

Course Outline Policy

Areas of Concern Detail

s
Contact and Non-contact Hours This 3-unit course self-instructional manual is
designed for blended learning mode of instructional
delivery with scheduled face to face or virtual
sessions. The expected number of hours will be 54,
including the face to face or virtual meetings. A
Learning Management System (LMS), Quipper, will
be used to facilitate your learning. Other sessions
may also be conducted through online
communication channels such as Facebook,
Messenger, WhatsApp, Viber, E-mail, Line, Zoom,
Skype, or any other similar applications. You may
also contact the course coordinator through a
mobile number or telephone.
Assessment Task Submission Submission of assessment tasks shall be on the 3 rd,
5th, 7th, and 9th week of the term. The assessment
paper shall be attached with a cover page indicating
the title of the assessment task (if the task is a
performance), the name of the course coordinator,
date of submission, and the name of the student.
The document should be e-mailed to the course
coordinator. It is also expected that you already paid
your tuition and other fees before the submission of
the assessment task.
If the assessment task is done in real-time
through the features in the Learning Management
System, the schedule shall be arranged ahead of
time by the course coordinator.

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5
Turnitin Submission To ensure honesty and authenticity, all
(if necessary) assessment tasks are required to be submitted
through Turnitin with a maximum similarity index
of 30% allowed. This means that if your paper
goes beyond 30%, the students will either opt to
redo her/his paper or explain in writing addressed
to the course coordinator the reasons for the
similarity. In addition, if the paper has reached
more than 30% similarity index, the student may
be called for a disciplinary action in accordance
with the University’s OPM on Intellectual and
Academic Honesty.

Please note that academic dishonesty such as

cheating and commissioning other students or
people to complete the task for you have severe
punishments
(reprimand, warning, expulsion).
Penalties for Late The score for an assessment item submitted after
Assignments/Assessments the designated time on the due date, without an
approved extension of time, will be reduced by 5% of
the possible maximum score for that assessment
item for each day that the assessment item is late.

However, if the late submission of the

assessment paper has a valid reason, a letter of
explanation should be submitted and approved
by the course coordinator. If necessary, you will
also be required to present/attach pieces of
evidence.
Return of Assignments/ Assessment tasks will be returned to you within two
Assessments (2) weeks after the submission. This will be returned
through e-mail or via the Quipper.

For group assessment tasks, the course coordinator

will require some or few of the students for online or
virtual sessions to ask clarificatory questions to
validate the originality of the assessment task
submitted and to ensure that all the group members
are involved.

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Assignment Resubmission You should request in writing addressed to the
course coordinator your intention to resubmit an
assessment task. The resubmission is premised
on the student’s failure to comply with the similarity
index and other reasonable grounds such as
academic literacy three(3) standards or other
reasonable circumstances, e.g., illness, accident
financial constraints.

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Re-marking of You should request in writing addressed to the
Assessment Papers and course coordinator your intention to appeal or
Appeal contest the score given to an assessment task. The
letter should explicitly explain the reasons/points to
contest the grade. The course coordinator shall
communicate with you on the approval and
disapproval of the request.
If disapproved by the course coordinator, you can
elevate your case to the program head or the dean
with the original letter of request. The final decision
will come from the dean of the college.
Grading System Your grades will be based on the following:
Examinations
First to Third 30%
Final 30% = 60%
Class Participations
Quizzes 10%
Assignments 5%
Research/Requirements 15%
Oral Recitation 10% = 40%
Total = 100%

Submission of the final grades shall follow the

usual University system and procedures.
Preferred Referencing Style Use the general practice of the APA 6th Edition.

Student Communication You are required to have an e-mail account, which is

a requirement to access the LMS portal. Then, the
course coordinator shall enroll the students to have
access to the materials and resources of the course.
You may call or send SMS to your course
coordinator through his/her phone number. Online
communication channels, such as those stated
above, may be used.
You can also meet the course coordinator in
person through the scheduled face to face
sessions to raise your issues and concerns.

8
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Contact Details of the Dean Dr. Gina Fe G. Israel

Dean of College
E-mail: deansofficetagum@umindanao.edu.ph
Phone: 09158325092 / 09099942314

LARCYNIEL PASCUAL, MAED

Assistant Dean
E-mail: larcyneil_pascual@umindanao.edu.ph

Contact Details of the Jun Mark A. Asis, MSCrim

Program Head Email: makoyasis@gmail.com
Phone: 09384931993
Students with Special Needs Students with special needs shall communicate with
the course coordinator about the nature of his or her
special needs. Depending on the nature of the
need, the course coordinator with the approval of
the program head may provide alternative
assessment tasks or extension of the deadline for
submission of assessment tasks. However, the
alternative assessment tasks should still be in the
service of achieving the desired course learning
outcomes.
Library Contact Details Clarissa R. Donayre, MSLS
E-mail: lictagum@umindanao.edu.ph
Phone: 0927 395 1639
Help Desk Contact Globe: 0917466709
Smart: 09308920005

Course Information – see/download course syllabus in the syllabus in Quipper

CC’s Voice: Hello there! Good day! Welcome to this course CRI 326: Technical
English 2. As a criminology student and a future law enforcer it is
necessary to gain basic knowledge about technical report writing
especially in the field of investigation.

CO As a student of this course you are expected to understand and write the
basic concepts of technical report writing and integrate the concept of
police report in various real life situations.

Let us begin!

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Big Picture A

Week 1-2: Unit Learning Outcomes (ULO): At the end of the unit, you are expected to

a. Discuss the fundamentals of report writing.

b. Explain the nature of report writing.
c. Distinguish the importance and purposes of report writing and used the basic
requirements of police report writing (5W’s and 1 H) in writing reports.
d. Classify the different police reports.
e. Categorize the different police reports used in law enforcement
f. Identify the specific types of police reports.

Big Picture in Focus: ULOa. Discuss the fundamentals of report

writing, distinguish the importance and purposes of report writing,
classify different police reports and write reports using actual
formats and the basic requirements of police writing the (5 W’s
and 1H) in writing reports.

Metalanguage
The following are terms to be remembered as we go through in studying this unit.
Please refer to these definitions as supplement in case you will encounter difficulty in
understanding the basic concepts of technical report writing.

 Report is an objective statement of the findings of the investigator, an official

record of the information that is relevant to an investigation.
 Clarity refers to the clearness of thought, style, or expression of the writer. An
effective writer must use correct English, and must point directly to the written
communication to save readers from reading unnecessary words.
 Accuracy is the conformity to facts and representation of truth with precision and
exactness. In writing a report, all facts and information whether favorable or
unfavorable to the concerned subject should be included, and these facts are
verified by statement of witnesses, and by reference to official records or reliable
sources. An accurate report is a true reflection and representation of the facts to
the best of the writer’s knowledge. A accurate report is also a specific report.
 Completeness refers to having all the necessary normal part, components, and
style of writing in its entirety. In writing a complete report the elements of the crime
should established and the additional facts should prove those elements.
Documentation of the report should base from important statement and letters,
findings of other agencies, and laboratory reports. This should also answer the
5w’s and 1H questions.
 Brevity has something to do with the quality or state of being brief and concise,
with the quality or terseness, and lack or wordiness. Brevity is achieved by omitting
materials or information that is useless, irrelevant and redundant.
 Fairness in writing is having or exhibiting a disposition that is free of favoritism,

10
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

bias, impartiality, self-interest, or preference in judgment. A fair writer should

always base his report on facts, and if there are theories should be verified first
and be consistent with facts.
 Specificity is the quality of writing pertaining to being explicitly define and specific
rather than general. A good writer must be precise and specific in writing his or her
report, and should avoid ideas that mislead the readers.
 Perspective refers to the point of view from which the investigator presents the
findings of his report based from gathered evidences. For maintaining the
objectivity of the report, the third person point of view should be used; the writer
should refer himself or herself as the ‘investigator” or “the police officer”.
 Selection of information relates to the gathered data in connection with how the
writer presents these in his report. Selectivity is vital since this will affect the
investigator’s decision on the facts and information that he will include. He should
discard irrelevant details to arrive at a coherent report, and should only report
information that are composed of physical evidence, statement, and complete
investigation. An effective writer should be able to make a distinction between facts
and opinions.
 Organization is the process of how a report is put together after the specific
details of facts have been gathered. Organization of the report should follow after
the investigator had conducted and gathered the evidences necessary in the
investigation. The chronological order of narrating events should be used in writing
the report. Basing from a specific and detailed outline, the report shall follow the
rules of writing the stylistics.

Essential Knowledge
The following are basic concept of technical report writing that may be useful for
you to understand this field of expertise. Below are the factors to consider in making a
good report.

1. The Nature of Report Writing, a report is an objective statement of the

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

2. Points to consider in Writing Reports, well written reports do not

happen in a snap of a finger, but rather they are products of series of writing
activities that are perfected over constant practice. Good report writers are
those who painstakingly take the effort of writing and revising their work to
achieve the best output. They follow certain points of considerations and rules

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

in writing reports like: using the best language, avoiding the errors form, and
avoiding errors of substance.
2.a The best language in report writing is one that could be easily understood
by the target reader, because not all reader has the time to read twice and
decipher ambiguous reports. A report that contains the best language that
includes the following characteristics: concise, clear, organized, thorough,
accurate, and adequate.
2.b Faulty report is awkward and ambiguous; and those with grammatical
errors are an additional headache to the reader, because it may present
meaning aside from what it intends to convey.
2.c Report writers are greatly expected to be well-versed in grammar and all its
governing rules to avoid errors in spelling, typological forms, file number, and
report format. The substance of the report is the most important aspect in
writing; this has something to do with the exact content of the report with the
completeness of the 5W’s and 1h.
2.d The accurate content of the report is seriously considered because it can
seriously affect the lives of people like a criminal being set free, or an innocent
person being convicted. In addition, the credibility of the writer will also be
tarnished, along with the reputation of the whole company or agency he is
representing. To avoid this error, the writer must not delay in investigating and
reporting, he must include essential facts, must cover obvious leads, and must
conduct adequate interviews.
3. Strategies in Writing Good report, writing is a process that requires
strategies. Good written outputs are the products of carefully crafted writing
activity. A writer can expect a favorable outcome in his report if the written
activity has been developed from a specific goal, and follows from a time-
tested strategy. The following are suggested strategies that a writer must
adhere in writing a report:
a. Check and re-check first whether notes on gathered facts are already
complete and organized.
b. If notes on gathered facts are insufficient, go back into the process of
gathering more facts related to the situation.
c. Make an outline of the report basing from the completely gathered facts.
d. Use the chronological order of writing in presenting facts and ideas in
the written report.
e. The outline of the report should basically answer the complete 5 W’s
and 1H.
f. Prepare a report that could either be simple, brief, complex, or in
memorandum form, depending on its required format.

4. Types of report writers, According to the Philippine National Police

investigative manual, these are three types of report writers:
a. The writers who write without thinking- are those who do not bother
gather facts and information to support the written report. They are
those who are not keen in observing and gathering facts to supplement
the written output. These are also writers who are not conscious of
their grammar error and do not intend to correct what is grammatically
wrong. They are lazy and careless in gathering specific information. As
a whole, they are concern whether their readers will understand the
written report or not.
b. The writers who write and think at the same time- these are the writers
who gather information and facts and put them into writing. In addition,
they review and verify their works but they are in a hurry to write,

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

therefore the gathered informations are not properly documented.

These kinds of writers are also partially conscious of the grammatically
of their written output, and submit their reports with average accuracy.
c. The writers who think first and write afterwards- these writers are those
who gather specific data, facts, and evidences carefully before they
write, and they are very keen in observing and gathering information to
back up their report. They are also very conscious of their grammar
and goes on correcting themselves to improve their written output.
Because they are diligent in collecting facts, their reports are accurate,
complete, fair, concise and specific. These writers are concern about
the conciseness of their report with the purpose in mind that their
reader will be able to understand everything they have presented.
Lastly, these are the writers who present reports that are free from
biases, prejudices, subjectivity, and errors in any form, and thus, they
submit reports with 100% accuracy.
5. Qualities of a Good report, a well written report is also a result of carefully
planned and designed writing. Good report writers undergo the process of
writing, editing, and revising their work. For a report to be considered as good,
it needs to possess certain qualities like clarity, accuracy, completeness,
brevity, fairness and specificity.
a. Clarity refers to the clearness of thought, style or expression of the
writer.

Examples:
Unclear: The pump boat capsized because it was overload.

Clear: The pump boat capsized because it was overloaded.

Rescuers confirmed that the pump boat can only hold five people.
Witnesses said that there were ten people when it capsized.

b. Accuracy refers to the conformity to facts and representation of truth

with precision and exactness.

Examples:
Inaccurate: The child was hit by a speeding motorcycle.

Accurate : The child was hit by a blue Honda Wave motorcycle,

which is approximately travelling an estimated speed of 50 kph.

c. Completeness refers to having all necessary normal part, components

and style of writing entirety.

Examples:
Incomplete: The missing boy was found.

Complete: The 5- year old boy from Lapu-lapu City who was
missing for seven days was found wandering in A.C. Cortes Avenue by
a couple from Mandaue City.

d. Brevity has something to do with the quality or state of being brief and
concise.

Examples:

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Wordy: The victim telephonically contacted the police station right

after the incident happened.

Concise: The victim called the police station after the incident.
e. Fairness refers to exhibiting a disposition that is free of favoritism, bias,
impartiality, self-interest , or preference in judgement.

Examples:

Biased: If a fireman couldn’t fireproof his own home how can he save
another man’s house?

Unbiased: If a firefighter couldn’t fireproof his or her home, how can he

or she save other people’s house?

f. Specificity is the quality of writing pertaining to being explicitly definite

and specific rather than general.

Examples:

Unspecific: She died of stab wounds.

Specific: She died of five stab wounds in her chest, and another five
stab wounds in her upper right rib cage.

6. The Basic Requirements of Police Report Writing, In police report writing

the WHO, WHAT, WHERE, WHEN, WHY, and HOW are the most import
questions that an investigator must take into consideration. These questions
basically cover the essentials of the whole process of police report writing.
WHO?- this question answers all about the persons involve in the investigation,
their complete and correct names, and their exact addresses and contact
numbers.
WHAT? – this question answers about what offenses are committed, what kind
of evidence was retrieved, what properties are stolen or burglarized, and what
are the possible motives of the crime.
WHERE? – this question answers about the geographical location of the crime
scene, the property, or the evidence that are related to the incident.
WHEN? – this question answers about the exact time and date when the
offense was committed, the properties found, and the suspects apprehended.
WHY? – this question answers about the objects or desire which motivated the
offense or the crime. For crime against persons, the possible object of the
attack might be: revenge, ransom, sexual pleasure, or hatred. For crime
against property, the possible object of the attack might be: to obtain money to
sustain vices, or simply to acquire property.
HOW?- this question answers the general manner in which the crime was
committed.

Self-Help: You can also refer to the sources below to help you further
understand the lesson

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Bajano-Nano, M.C., & Pioquinto, P.V, (2014). Technical Report Writing 2 for Criminology
Students. Quezon City, Philippines: Wiseman’s Book Trading, Inc.

Let’s Check

Let us try the following activities to check your understanding in this unit.

Activity 1. Fill in the blank with the correct answer. (One point each)
1. ____________________ are extremely helpful to the relationship of the police and
community.
2. ____________________ is not impressive because it is misleading.
3. The _____________________ of the report is seriously considered because it can
affect the lives of the people and the organization.
4. _________________________ that are both favorable and unfavorable to the
suspects should be included in a report.
5. The report is a true reflection, and _________________ of the facts to the best of the
investigators knowledge.
6. _________________________ of a report refers to establishing facts from
answering the 5W’s and 1H.
7. Omitting materials or information that are useless and irrelevant refers to the
____________ of the report.
8. __________________ refers to the taking of facts as it is and making theories
consistent with facts.
9. The ____________________ can access to police documents and can use reports
as reference.
10. Reports serve as a reflection of the investigation or the writer’s _________________.

Activity 2. True or False. In the space provided, write T if the given statement is true and
F if false. (One point each).
1. A sworn statement is an objective statement of the findings of the investigators.
2. A report is an official record of all the information that is relevant to any
investigation.
3. Reports are directly helpful and may influence the career of a prosecutor.
4. Recognition and promotion are mostly based on the quality of the investigator’s
report.
5. Reports that are well written reflects favorable impression not only on the
competence of the investigator but also to his credibility as a writer.
6. The best language in report writing is characterized by its conciseness, clarity,
organization, thoroughness, accuracy, and adequacy.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

7. One of the purposes of a report is to account and justify the exclusive activities
of the police organization only.
8. For the purpose of administrative control, a report is write.
9. In the persecution of mammals, reports are used as legal documents.
10. A report can be used as a basis for research.

Let’s Analyze
Let us try the following activities to know how deep your understanding about the
topics of this unit.

Activity 1. Rewrite the sentences below to make each item free from wordiness.

1. A physical confrontation happened between the police and the group of rallyists.

________________________________________________________________.

2. There was a verbal altercation before he hit the victim in the forehead.

________________________________________________________________.

3. As of the present time, there is no lead to the whereabouts of the perpetrators.

________________________________________________________________.

4. The death of the young woman is as of this time still a mystery.

________________________________________________________________.

5. The investigators queried about the constant companion of the suspect.

________________________________________________________________.

6. She visually perceived a dead body lying in the sidewalk.

________________________________________________________________.

7. She was in the possession of the prohibited drugs when the police apprehended her.

____________________________________________________________________.

8. Prior to the murder, she heard a loud scream from the other room.

____________________________________________________.

9. Subsequent to his testimony, the principal witness disappeared.

__________________________________________________.

10. He was investigating on the subject of the unidentified body found in the sidewalk.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Activity 2. Underline the appropriate answer from the choices inside the parenthesis
to complete each statement below.

1. A report is an (objective, subjective, conjunctive) statement, which is considered as

official record that is (relevant, redundant, recalcitrant) to an investigation.
2. Well-written reports are products of writing activities that are (constructed, perfected,
abbreviated) over constant practice.
3. Report writers are greatly expected to be (well-groomed, well informed, well-versed)
in grammar and all its governing (sanctions, information, rules).
4. Just like any other (activity, action, presentation) writing is a process that requires
(stamina, structure, strategy).
5. There are writers who write without (considering, reconstructing, thinking).
6. One of the basic (works, affair, addiction) of an investigator is writing (novels, reports,
short stories).
7. (Reports, Lists, Précis) serve as records for planning, directing, and organizing unit’s
duties for police (visibility, service, administrators).
8. A (mediocre, good, average) report writer undergoes the process of writing, and
(editing, copying, exemplifying) their written materials.
9. An accurate report is a true reflection and (classification, representation, acquisition)
of the facts to the best of the writer’s (conscience, knowledge, ability).
10. Brevity is achieved by (omitting, constructing, evaluating) information point of view
from which the investigator presents the findings of his report.

Activity 3. Explain each item extensively:

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

a. Using the best language

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

____________________________________________________________________________
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b. Avoidance of errors of form

____________________________________________________________________________
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c. Avoidance of errors of substance

____________________________________________________________________________
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____________________________________________________________________________
____________________________________________________________________________

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

____________________________________________________________________________
____________________________________________________________________________
________________________________________________________________________

In a Nutshell
In this part you are going to jot down what you have learned in this unit. The said
statement of yours could be in a form of concluding statements, arguments, or perspective
you have drawn from this lesson. The first two items is done for you.

1. Technical Report writing is essential in police work because it serves as the basis
for the movement of Criminal Justice System
2. In writing a report, the writer or the investigator must gather an accurate details
including the informations that answers the 5W’s and 1H questions.

Now it’s your turn!

3.

4.

5.

6.

7.

8.

9.

10. ______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
____

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Q&A List
In this section you are going to list what boggles you in this unit. You may indicate your
questions but noting you have to indicate the answers after your question is being raised and
clarified. You can write your questions below.

Questions/Issues Answers
1.

2.

3.

4.

5.

Keywords Index
Report Fairness
Clarity Specificity
Accuracy Perspective
Completeness Selection
Brevity Organization

Big Picture in Focus: ULOb. Classify different police reports,

categorize the different police reports used in law enforcement;
distinguish the two general types of police reports and identify the
specific types of police reports.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Metalanguage
Please proceed immediately to the “Essential Knowledge” part since the first lesson is also
definition of essential terms.

Essential Knowledge
The following are the terms define for you to easily differentiate different types of
report according to its categories, general types and specific types of report.

1. Classes of Reports
a. Technical Reports- these are written reports dealing with technical and
specialized subjects.
b. Problem Determining Reports- these are written reports identifying the existence
and causes of certain problems. Examples of these are case reports on Causes of
Juvenile Delinquency, Causes of Drug Addiction, and causes of Human Trafficking.
c. Problem Solution Reports- These are written reports identifying the processes
and solution of certain problems. Examples of these are case studies on preventive
measures against juvenile Delinquency, Drug Addiction and Human Trafficking.
d. Fact-Finding Reports- These are written reports on the methods of logical
gathering and presentation of data. Examples of these reports about facts and figures
of terrorism, Drug trafficking, Human Trafficking, etc.
e. Performance Reports- these are written reports referring to information on the
status of the activity or operation within a unit or organization.

2. Categories of Reports, Foronda (2009) enumerated that reports are categorized

according to whether they are Operational, Internal Business or Summary Reports.
a. Operational Reports- these are written reports about police incidents,
investigations, arrests, identification of persons, and other miscellaneous reports
for routine operations of police organization.
b. Internal Business Reports- these are written reports on financial, personnel,
purchase, equipment, property maintenance, and general correspondence which
are important in the agency or organization’s management.
c. Summary Reports- these are reports that are furnished for the necessity of the
solution of crime accident, and other police administrative-related problems,
3. Two General Types of Reports, there are two general types of police reports as
stated by Guevarra, et.al. (2008), these are the Basic of Informal reports, and the
Investigative or Formal Reports. These two types are elaborated below:
a. Basic or Informal Report- these are reports that are mostly related with ordinary,
miscellaneous incidents, usually in letter or memorandum form. These are
accomplished by any member of a unit, section, bureau, or division within a
department in accordance with prescribed regulation. Basically, these reports
contain the generic format like the heading, the person or office to whom it is
addressed or submitted, the text or the body, and the name of the writer or the
source of the report.
b. Investigative or Formal Reports- these are reports that cover all the exact and
exhaustive narration of facts. These reports are classified as Initial or Advance,
progress or Follow-up, and Final or Closing Reports.
4. Specific Types of Police Report
a. Spot Report- this is a verbal or written report done within twenty-four hours after
an important incident. This report is written to inform an immediate chief or those
in higher position of particular occurrences in his command responsibility. This
report should be acted upon within 24 hours. In some cases, a spot report may be

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

in the form of radiographic message if the reporting unit is far from the receiving
office. The following are indicated in a radiographic message: Originating office,
Addressee, Cite numbers, precedence actions, Precedence info, Date-time group,
Text written in capital letters.
b. Special report- this is written by a police unit or office based from a directive or
instruction from higher police officers. This type of report follows the
memorandum format of correspondence. The commander or chief signs this
report, or an authorized person signs if the commander is not around. This report
should contain the ‘rationale’ and the ‘action’. The rationale is the specifications
and details related to the problem, and the action is the expected action or
response the receiver or reader will do after reading the report.
c. Beat Inspection Report/ After Patrol Reports- This is one of the widely
practiced written forms of communication in a station. This is a routine report
because the duty beat supervisor submits this report daily; those assigned on
beat inspection do their routine check on foot, while those on patrol sectors use
patrol cars. The Beat Inspection and After Patrol reports use the memorandum
format.
d. Wanted Person Report – Using the notice on wanted person, this report is about
those persons who are by the police. Information of wanted persons are flashed
on local and national television, as well as posted in conspicuous areas as notice
to the public. This report is done in four (4) copies to be submitted to the following:
to the PNP Provincial Director, or to the PNP Chief in Camp Crame if the province
is not under the provincial commander, to the Department concerned which will
have the original copy, and the Rogues’ gallery will have the fourth copy.
e. Arrest Report – this is a report that documents all the events in arresting a
suspect including personal information, jail bookings, information about control
and release of prisoners, and court proceedings. This report is based on
information received, ensuring probable cause for warrant/ warrantless arrest.
f. Crime Report – these are reports written after the conclusion from preliminary
investigation that a crime truly happened. This report also include important
factors like corpus delicti (elements of the crime), suspect descriptions, properties
taken, evidences collected, property damages, victims’ injuries, and suspects’
modus operandi.
g. Situation Report –Also known as SITREP, this is similar to patrol report which is
submitted every eight hours but on a need-only basis.
The Importance of SITREP
-Completing the SITREP covers all key aspects of community survival.
- A structured message is easier to carry as a document or to send
over radio or the telephone.
-The SITREP can be copied to organizations with different
responsibilities, to initiate action and ensure that action is coordinated.
SITREPs from various parts of an affected area can be used to detect
variations in general need and so assist in allocating resources most
effectively.
SITREPS form a record for the future of the actual situation and the
results of action to deal with.
h. Miscellaneous Incident Report also known as MI Report – this is used to
document any incident, situation, or circumstances that are nor crimes, or may not
be designated by a particular title. The purpose of this report is simply to maintain
the integrity of the department’s reporting system.
i. Traffic Accident Report- this report is written by the officer who investigates the
accident. This type of report documents all the facts and information about any
vehicular accident whether it is fatal or non-fatal. This also examines the nature of

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

the damage of any property, the location of the accident and its causes. Included
in this type of report are statements of witnesses, diagrams, and photographs.
j. Investigation Report- written to investigate a particular case or crime. This is an
internal form of communication that requires the addressee, the officer-on-case,
and the chief of investigation section. The addressee of investigation report is the
chief or head of a police unit, the officer-on-case will write and sign the report, and
it will be noted by the chief investigation section. An investigation report is
important in court proceedings, the prosecutor’s office can use this minor offenses
and for determining whether the accused is guilty or innocent.
5. Classification of investigation Report- there are three (3) classifications of
investigation report namely: the Initial or Advance report, the Progress or Follow-
up report, and the Final report.
a. Initial or Advance Report- this is an advance information on a new or fresh
case an investigator; the data in this report is not yet complete, but it is written
and immediately submitted after the preliminary investigation of the case.
b. Progress report- this is a written narration of facts developed by the
investigator in the course of the follow-up investigation. This is a report on
subsequent details which are very vital to the case but have not been
incorporated in the initial report. This report shall be submitted within three
days after the initial report has been submitted, and consequently a monthly
report thereafter .
c. Final report- a complete written narration of facts based from a thorough
investigation of the case. This is a result of evaluation, summation, and
analysis of all facts and circumstances of the case, and the complete
accumulate and collection of data.
6. Parts of an Investigation report- an investigation has the following parts:
Authority, Matters Investigated, Facts of the Case, Discussion, Conclusion and
Recommendations. Each of this part is elaborated as follows:
a. Authority- this part where the investigator cites the authority for making the
report, and he states briefly the date, the place, and the person by whom
the investigation is made.
b. Matters investigated- this part where the investigator writes the purpose of
his report by generally stating what the investigation is all about. Included
in this part are the complaints, and the allegations of committed crimes.
c. Facts of the case- this part is the coherent presentation of all the important
facts supported by evidences involving the whole investigation.
d. Discussion- this is the part indicating all the factual information related to
the investigation. The investigator discusses all the circumstances to give
the reader a clear picture of the whole investigation in order to establish
the conclusion and recommendation of the report.
e. Conclusion- this is the part indicating the summary of the result of the
whole investigation process. The summary should be supported by facts
basing from the order of statement of allegations.
f. Recommendation- this is the last part which is consistent with the
conclusion. This is where the investigator writes his judgment and the
practical suggestions for appropriate actions to be taken, for proper
disposition of the case, for remedy of unsatisfactory situation, and for a
recommendation that a case be closed.
7. Steps in Writing an Investigative Report- in order for an investigator to write a
good and complete report, he needs to follow certain steps, and these steps are
discussed below:
a. Initial Preparation- this is the first step of writing the investigation report

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

where the investigator determines his purposes and objectives in writing

the report. He the gathers the facts and circumstances related to the case.
b. Final Organization of the collected data- using chronological order, all the
gathered facts, and evidences, related to the case should be sequentially
presented.
c. Preparation of the first draft- just like the second step, the first draft should
also follow the chronological order or presentation. The draft should be
based from the outline and should be presented in a clear manner with the
use of appropriate transitions to maintain the coherent flow of ideas.
d. Rewriting and polishing the report- this is the step where the investigator
will recheck, edit, and review the rough draft to check the errors, and goes
on rewriting to improve the whole report.
e. Finalize the report- this is the last step where the investigator prepares the
final report based from the rewritten and corrected draft.

Self-Help: You can also refer to the sources below to help you further
understand the lesson

Bajano-Nano, M.C., & Pioquinto, P.V, (2014). Technical Report Writing 2 for Criminology
Students. Quezon City, Philippines: Wiseman’s Book Trading, Inc.

Let’s Check
Activity 1. Fill in the Blanks. In the space provided below, write your answer on the
given statements.

__________________ 1. Reports that are furnished for the necessity of the solution of
crime accident, and other police administrative-related problems.
__________________ 2. Reports referring to information on the status of an activity or
operation within a unit or organization.
__________________ 3. Refers to the reports about police incidents, investigations,
arrest, identification of persons, and other miscellaneous reports for routine operations of
police organization.
__________________ 4. Written reports on the methods of logical gathering and
presentation of data.
__________________ 5. Reports that are mostly related with ordinary, miscellaneous
incidents, usually in letter or memorandum form.
__________________ 6. Written reports on financial, personnel, purchase, equipment,
property maintenance, and general correspondence which are important in the agency or
organization’s management.
__________________ 7. Refers to the written reports dealing with technical and
specialized subjects.
__________________ 8. Written reports identifying the processes and solutions of
certain problems.
__________________ 9. Written reports identifying the existence and causes of certain
problems.
__________________ 10. Reports that cover all the exact and exhaustive narration of
acts.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Activity 2. Multiple Choice: Select the letter of the best answer.

1. When incident happened, this report must be made within twenty-four hours.
a. Crime report
b. Situation report
c. Spot report
d. Wanted Person report
2. Police officer Tonio arrested a suspect, what should he made to document all
the events in arresting a suspect?
a. Situation report
b. Wanted person report
c. Spot report
d. Arrest report
3. Traffic Officer Serenio responded to a non-fatal vehicular accident. What
report shall he made?
a. Arrest report
b. Traffic Accident report
c. Situation report
d. Accident report
4. PCPL Dela Cruz is an investigator who is investigating a particular case, he
shall write an _________________ that will provide permanent official record
of the pertinent information procured during the course of investigation.
a. Investigation report
b. Arrest report
c. Wanted person report
d. Crime report
5. Kean is a wanted person, in order for the public to know that he is wanted,
what report shall be made by the police?
a. Beat inspection report
b. Situation report
c. Special Report
d. Wanted Person report

In a Nutshell
In this part you are going to jot down what you have learned in this unit. The said
statement of yours could be in a form of concluding statements, arguments, or perspective
you have drawn from this lesson. The first two items is done for you.

1. In Technical Report writing, there are many reports involved therein.

2. Each report has its own purpose that an investigator should familiarize so that he
know what report shall he made.

Now it’s your turn!

3.

4.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

5.

6.

7.

8.

9.

10. __________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
____________________

Q&A List
In this section you are going to list what boggles you in this unit. You may indicate your
questions but noting you have to indicate the answers after your question is being raised and
clarified. You can write your questions below.

Questions/Issues Answers
1.

2.

3.

4.

5.

26
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Keywords Index
Technical Report Crime Report
Spot Report Situation Report
Beat Inspection Report Miscellaneous Report
Wanted Person Report Traffic Accident Report
Arrest Report Investigation Report

Week 3-4: Unit Learning Outcomes (ULO): At the end of the unit, you are expected to

a. Examine actual and authentic samples of police reports;

b. Utilize actual report samples and formats for writing exercises;
c. Write reports using actual formats of different police reports.
d. Discuss the meaning and description of a police blotter;
e. Follow the points and procedures, and additional guidelines in
writing blotter entries.
f. Distinguish the procedures in recording and in filling out the
Incident Record Form.

Big Picture in Focus: ULOa. Examine actual and authentic

samples of police reports, Utilize actual report samples and
formats for writing exercises and Write reports using actual
formats of different police reports.

Metalanguage
The lesson is a continuation of week 1-2 ULOb, please just refer to the “Essential
Knowledge” of ULOb.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Essential Knowledge

The following are the sample format of the different reports discussed in the
previous lesson.

1. Sample Format of Spot Report in Memorandum Form:

Republic of the Philippines

National Police Commission
Philippine National Police
_____________________

MEMORANDUM

TO :

FROM :

SUBJECT : SPOT REPORT

DATE :
1. (Indicate briefly the time, date, and place of occurrence)

2. (Brief facts of the case)

3. (Other facts)

4. Requested/ recommended action from Hqs.

5. Progress Report will follow

________________________

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Actual Sample of Spot Report in Memorandum Form

Republic of the Philippines

National Police Commission
Philippine National Police
CEBU CITY POLICE OFFICE
POLICE STATION 4
Juan Luna Extn., Mabolo, Cebu City
Tel No.: 231-5411; Email: ro7 cebucpo ps4@yahoo.com

MEMORANDUM

FOR : CITY DIRECTOR

Cebu City Police Office
Camp Sotero Cabahug,
Gorrodo Avenue, Cebu City
(Attn: Opns Branch)

SUBJECT : SPOT REPORT re Arrested Suspect for Theft (Snatching) Alarm

DATE : October 19, 2012

1. Please be informed that OOA 04:50 PM of October 19, 2012 at Carmelite Monastery,
J. Luna., Mabolo Cebu City one _______________ 25 years old, single, a resident of
Bonifacio, Barangay Pari-an Cebu City was arrested at the said place, time and date
after the victim was riding a passenger jeepney, suddenly the minor snatched his
above mentioned item/article and handed it to his companion as the second suspect.
But one PO1 Tubalde, Russeline R. a. FTP of LLCPO, witnessed and saw the
incident. The said FTP responded and apprehended the suspect. The item was
recovered at the suspect’s possession. Thus caused of his arrest.

2. Victim was represented by ____________________ 20 years old, single, a resident

of Bonifacio, Brgy. Baliang, Danao City, with contact no. __________________.

3. Recovered from the suspect possession one (1) unisilver necklace 925- worth
P750.00.

4. Progress report will follow.

5. For information and request acknowledge receipt.

29
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

ENRIQUE LIMBAGA BELCIÑA,

CSP
Police Chief Inspector
Officer-In-Charge

2. Sample Format of Special Report in Memorandum Format

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
CEBU PROVINCIAL OFFICE
Doña Modesta Singson Gaisano St., Lahug, Cebu City

SRPS-IN

MEMORANDUM

FOR :

FROM :

SUBJECT : SPECIAL REPORT ON _________

DATE :

1. Reference

2. (State significant incident, place of occurrence, specific month, day, year, name and
other personal circumstance of the suspect)

3. (State how the incident occurred, why the incident happened, and result of
consequence of the incident.)

4. (Other information relevant to the incident which may answer another set of 5w’s and
1H)

5. (Police action conducted-search, follow-up, pursuit operations, filing of charges, further

investigation).

6. Other developments regarding the incidents shall be submitted as soon as obtained.

_________________________

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Sample Format of Special Report in Civilian Letter Format

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
CEBU POLICE PROVINCIAL OFFICE
Doña Modesta Singson Gaisano St., Lahug, Cebu City

SRPS-IN

November 16, 2006

MICHAEL DASIGAO
Governor
Cebu Province

Sir:

This pertains to the (what-significant incident) __________________ that transpired at

(where-place of occurrence) perpetrated by (who –name and other personal
circumstances of the suspect) on (when- month, date and year) at (specific time) in the
(morning, afternoon, evening).

Report revealed that (how the incident occurred and why the incident happened)
resulted in (result or consequence of the incident).

Further investigation disclosed that (other information relevant to the incident, which
may answer another set of 5Ws and 1H, if necessary).

Elements of (unit taking action) are/ have (police action conducted-search/follow-up/

pursuit operations, filing of charges, further investigation, etc.) that resulted in the
(result of police action-seizure, arrest, surrender, confiscation, recovery, issuance of
arrest warrant, etc.)

Other developments regarding the incidents shall be submitted as soon as obtained.

Respectfully yours,

BEINARC JOHN CANETE

Police Senior Superintendent
Provincial Director
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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

3. Sample of Beat Inspection Report

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
MANDAUE CITY POLICE OFFICE
Police Station 4
Brgy. Casuntingan, Mandaue City
Tel.no. (032) 344-7752

MEMORANDUM

FOR : City Director

Mandaue City Police Office
Mandaue City
(Attn: C, Opns Br and C, CIB)

FROM : Chief, Police Station 4, MCPO

SUBJECT : Beat Inspection Report

DATE : 29 July 2012

1. That on or about 800H 23 July 2012, some personnel of this station composed
of PI JIMMY ETULLE FORTES, SPO4 Marissa Basiga, PO2 Jim Patoc and
PO1 Richard Cabillo conducted a patrol under the Maguikay Fly-over.

2. During the said patrol, two (2) motorcycles were apprehended fro violation of
RA 4136 however, all were released after having been issued a Temporary
Operators Permit.

3. The said patrol ended at about 1000H of same date with no untoward incident
occurred.

4. For info.

JIMMY ETULLE FORTES

Police Inspector

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Sample format of After Operation Report

Republic of the Philippines

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

MEMORANDUM

FOR :

FROM :

SUBJECT : After Operation Report

DATE :

I Authority

II Mision

III Period Covered

IV Area of Operations

VI Chronological Events
a. Background
b. Intelligence Build-up
c. Narrative account of operational activities

VII Comments

VIII Assessment.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

4. Sample from of Booking Sheet and Arrest Report

Republic of the Philippines

CEBU METROPOLITAN DISTRICT COMMAND
HEADQUARTERS CEBU CITY POLICE STATION 1
F. Ramos Supermarket Building, Cebu City

1 PMFCE

BOOKING SHEET AND ARREST REPORT

Name ___________________________________________ Date: _____________

(Last) (First) (Middle)
Address: ______________________________________ Time Booked:_________
Place of Birth: __________________________________ Date of Birth: _________
Sex: ______________ Marital Status: ________ Occupation: _________________
Weight: ________Height: ________ Age: _______ Education: ________________
Scars and Marks: ____________________________________________________
Other Identifying Characteristics: ________________________________________
Name and Address of Father: __________________________________________
Name and Address of Mother: __________________________________________
Name and Address of Nearest Relative: __________________________________
Offense Charged: ___________________________________________________
Arrested by: ________________________________ Unit: ___________________
Where Arrested: _________________________ Date/ Time Arrested: __________
Booked by: ________________________________ Br/Sec: __________________
Facts known to Arresting officers:________________________________________

Signature of Person Arrested :________________________________

Arresting Officer: __________________________________________

Right Thumb) (Index) (Middle) (Ring) (Little)

34
Left (Thumb) (Index) (Middle) (Ring) (Little)
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

5. Sample Format of Crime Report

Republic of the Philippines

PHILIPPINE NATIONAL POLICE
(The Command)
(Group, District or Unit)

Case Report no. ________________ Date: ____________

CRIME REPORT

NATURE OF CASE :______________________________________________

COMPLAINANT/VICTIM : ______________________________________________
(NAMES AND PERSONAL CIRCUMSTANCES OF VICTIMS)
________________________________________________
(IN RAPE CASES, ENCLOSE THE MEDICAL FINDING)

DATE/TIME/ PLACE : _______________________________________________

OF OCCURRENCE :________________________________________________
SUSPECTS : _______________________________________________
(NAMES PERSONAL CIRCUMSTANCES, ADDRESSES, IF
: _______________________________________________
KNOWN AND PHYSICAL DESCRIPTION IF AT LARGE

EVIDENCES : _______________________________________________
WITNESSES : _______________________________________________
(NAMES AND ADDRESS)
………………………………………………………………………………………………………….
FACTS OF THE CASE :

NAME OF OFFIECR-ON-CASE
RABK PNP DESIGNATION

NOTED AND FORWARDED:

CHIEF/HEAD OF GROUP/UNIT
RANK PNP DESIGNATION 35
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

6. Sample Format of Situation Report

(Name of Medical Center)

Situation Report (SITREP)

(Numbered Sequentially) Report No. _________

Date of Report __________________

(Event- Brief Descriptions. e.g., Facility Fire)

I. Background and Current Situation: (Give brief background of the event and situation
update from the last SITREP)

Example: “On November 12, 2001, a structural fire resulted in

damage to the nursing home facility (building 4301) causing the evacuation and
relocation of 52 patients. Patients were evacuated without incident and are temporarily
being provided care and housed in the main building. Most of the damage was resulted
from smoke and water. Investigation completed yesterday has determined that the
cause of the fire was careless use and disposal of smoking materials by a painting
contractor working in the nursing home facility.

II. Operations Status/Update: (Provide overall status by color code: Green, Yellow, red or
Black; followed by narrative providing specifics relating to the response to the event; and if
applicable, information relating to efforts to attain full operational status with an estimated
date).

Example: Facility Status: “Red”

1. Nursing home admission curtailed pending clean up and repair of building

4301. Estimated completion date is November 19, 2001. In the interim new
admission are being referred to our contract facility.
2. VA police have cited contractor employee for smoking in a restricted area.
Regional General Counsel’s Office reviewing whether further actions are
warranted against the individual and or contractor.
3. Estimated damages are $155,000.

III. Point(s) of Contact: (List name, phone, cell phone, fax and pager numbers of individual
wo should be contacted if additional information is desired.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

__________________________________________________
_____________________________
(Signature of Medical Center Director or Designee) Date

7. Sample Incident Report Form

INCIDENT REPORT FORM

To be completed by activity organizers/ walk leaders as soon as practical after the incident. This
report should be kept by the club secretary as a formal club record. In the event of any serious
injury (an injury requiring medical treatment) copies of the incident report must be forwarded to the
Insurance Convener for the State of the member.

Report prepared by: Date prepared:

Contact details: Club name and address:

Date of Incident: Time of Incident:

Type of Event: Day walk, canoe trip, bike ride etc

Location:

Type of Incident: injury, missing person, damage to property, theft, fire, etc.

Incident Details:

Actions Taken:

External Involvement: Were authorities or other agencies notified at the time? If so who, by whom,
and how? Did they take a role in managing the incident? If appropriate have the Insurers been
notified?

Final Outcome: What was the final outcome of the incident? When was it resolved?

Future Prevention: Can this incident be prevented a future Club activities? If so, how?

37
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Supplementary Information: This section can include a list of attachments, such as a map,
witness statements etc.

Privacy Note
The inclusion of the names of individuals and their contact details in this report must be done in
accordance with relevant privacy laws.

8. Sample Format of Traffic Accident investigation Report

PC/INP Form ____________________________ File NR ………..

____________________________

TRAFFIC ACCIDENT INVESTIGATION REPORT

I. WHERE

…………………………………………………………………………………………
(Near/Km Post Nr) (Near intersection/Landmark)

…………………………………………………………………………………………
(Hwy/St./Rd) (Dist/Bo) (Mun/City) (Prov)

II. WHEN

…………………………………………………………………………………………
(Day of week) (Date) (Time)

III. WHAT
Vehicle vs. 1. Another vehicle 5. Bicycle 9. Animal-drawn vehicle
2. Pedestrian 6. Scooter 10. Fixed Object
3. Animal 7. Railroad train 11. Non-collision
4. Motorcycle

TYPE OF ACCIDENT: 1. Fatal 2. Non-Fatal 3. Property damage

IV. HOW:
1. Head-on 4. Sideswipe-same direction Width of road…m/ft…….
2. Rear-end 5. Sideswipe-opposite direction Width of shoulder m/ft…..
3. Angle 6. Others (specify) Number of lanes…………

V. VEHICLE Number of vehicles involved

(Use supplemental TAIR if more than two vehicles)

Vehicle 1 Vehicle 2
Type …………………………………………. ……………………………………………………..
Make and Model …………………………… ……………………………………………………..
Plt. Nr. Decal Nr. ………………………….. …………………………………………………….
Classification & Place of Issue ………….. …………………………………………………….
Driven by ………………………………….. …………………………………………………….
Address …………………………………… …………………………………………………….. 38
Occupation ……………………………….. ……………………………………………………..
Driver’s Lic. Nr…………………………….. ……………………………………………………..
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

VI. WHAT DRIVERS WERE DOING:

1 2 (Check Appropriately) 1 2
1. Going straight 10. Backing
2. Turning right 11. Evading Vehicle
3. Turning left 12. Evading pedestrian
4. Making U-turn 13. Evading animal
5. Slowing 14. Evading object
6. Abrupt Stopping 15. Overtaking
7. Stopped 16. Parked
8. Entering parked position 17. Others (specify)
9. Leaving parked position

VII. WHAT PEDESTRIANS OR ANIMALS ARE DOING

1. Crossing between intersection 11. Along roadway outside sidewalk
2. Crossing at intersection 12. Along roadway without sidewalk
3. Crossing upon signal 13. Standing in safety zone/island
4. Crossing against signal 14. Getting on vehicle
5. No signal 15. Getting off vehicle
6. Crossing at pedestrian lane 16. Evading other vehicle
7. Crossing without pedestrian lane 17. Pushing cart/wagon
8. Coming from behind moving vehicle 18. Pulling cart/wagon
9. Coming from parked vehicle 19. Vending on road
10. Along roadway on sidewalk 20. Others (specify)

VIII. CONDITION OF MOTOR VEHICLE

1 2 1 2
1. No defects noted 9. Tail lights out
2. Brakes defective 10. Brake lights defective
3. Headlights glaring 11. Signal lights defective
4. Both headlights insufficient 12. Steering mechanism defective
5. Both headlights out 13. Windshield wipes defective
6. One headlight insufficient 14. Defective tires
7. One headlight out 15. Others (specify)
8. Tail light/s insufficient

IX. VIOLATIONS INDICATED

1 2 1 2
1. Disregarding traffic signs and signal 9. Wrong side of road
2. Weaving in-and-out of traffic 10. No right of way
3. Exceeding lawful speed 11. Dangerously loaded
4. Unsafe passing between intersections 12. Under the influence39of
intoxicants
5. Unsafe passing in hill/curve 13. No valid driver’s license
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

XI. VISION OBSCURED BY:

1 2 1 2
1. Trees, plants, crops, etc. 6. Moving vehicle
2. Building, house, fence, etc. 7. Its own cargo
3. Hillcrest, embankment 8. Rain
4. Signboards 9. Falling objects
5. Parked vehicles 10. Others (Specify)……...

XII. ROAD CHARACTER, SURFACE:

1. Straight road 1. Concrete
2. Curve 2. Asphalt
3. Level road 3. Gravel
4. Dip 4. Sand
5. Hillcrest 5. Earth
6. Upgrade 6. Coral
7. Downgrade

XIII. ROAD CONDITION, WIDTH, LANES:

1. No defects noted 1. Dry

2. Lanes marked 2. Wet
3. Defective shoulder 3. Muddy
4. Loose material 4. Dusty
5. Holes, deep ruts 5. Under construction
6. Lines separated 6. Others (Specify)

XIV. WEATHER CONDITION, DAYLIGHT CONDITION:

1. Fair 1. Sunny
2. Cloudy 2. Dim (cloudy)
3. Foggy 3. Dark-moonlight
4. Stormy 4. Dark-artificial light good
5. Rainy 5. Dark-artificial light poor
6. Smoky 6. Darkness
7. Windy

XV. POINT OF IMPACT:

1 2 1 2
1. Front end 7. Front left side
2. Right front 8. Center left side
3. Left front 9. Rear left side
4. Front right side 10. Rear end
5. Center right side 11. Right rear
6. Rear right side 12. Left rear 40
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

XVI. SKETCH OF ACCIDENT:

(Use separate sheet if necessary and indicate File Number)
INSTRUCTIONS:

1. Number each vehicle and show the 3. Show pedestrian or animals by

Direction of travel by arrow.
________________________ _______________________

2. Use solid line to show direction before Show North by Arrow.

Impact.
______________________________ __________________________

Dotted lines after impact ……………….. 4. Draw out roadway in solid lines

Conforme: Driver vehicle 1 ………………… Vehicle 2 ………………………..

XVII. BRIEF NARRATION:

41
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

XVIII. CASUALTY LIST:

Legend: K-Killed; SI- Serious Injury, SPI-Slight Physical Injury; D-Driver; Pd-Pedestrain; Ps-
Passenger

NAME SYMBOL ADDRESS AGE SEX HOSPITAL TAKEN

1. ……………… …………….. ……………………….. ……. …….. ……………………….

2. ……………… …………….. ……………………….. ……. …….. ……………………….
3. ……………… …………….. ……………………….. ……. …….. ……………………….

XIX. WITNESSES:
NAME ADDRESS

1. ……………………………………………………………………………………………………………
2. …………………………………………………………………………………………………………..

XX. ACTION TAKEN: …………………………………………………………………………………………

XXI. RECOMMENDATION: …………………………………………………………………………………..

XXII. STATUS OF CASE ……………………………………………………………………………………..

XXIII. REPORTED BY: ……………………………………………………………………………………….

XXIV. INSURANCE COVERAGE DATA:

Vehicle 1 Vehicle 2
Insurance Company and Policy Nr. And Sticker nr. ………………………………………………………….
………………………………………………………………………………………………………………………
Certificate of Cover nr. …………………………………………………………………………………
Date Issued/ Period Covered …………………………………………………………………………

XXV. ENCLOSURES …………………………………………………………………………………………….

XXVI. INVESTIGATED OR PREPARED BY: …………………………………………………………………

(Office) (Print name and sign)

42
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

9. SAMPLE OF MEMO FOR PRELIMINARY INVESTIGATION

Republic of the Philippines

OFFICE OF THE CITY PROSECUTOR
Manila

Related to : ___________________________ I.S. No. ____________________

I.S. No. ___________________________ Prosecutor ____________________
Prosecutor ___________________________ Date Filed ____________________

MEMO OF PRELIMINARY INVESTIGATION

COMPLAINANT/S: RESPONDENT/S

1. _______________________________ 1. _____________________________
Address: _______________________ Address: _______________________
2. _______________________________ 2. _____________________________
_______________________________ _______________________________
3. _______________________________ 3. _____________________________
_______________________________ _______________________________
CHARGE: 4. _____________________________
___________________________________________________________________
PLACE OF COMMISSION 5. ______________________________
___________________________________________________________________
Date:______________________ Time_______ (Use back hereof for add, accused)
Witness:
Name __________________________ Address _________________________
_______________________________ ________________________________
_______________________________ ________________________________

NOTE: 1. Has similar complaint been filed before any other office? (YES OR NO)
2. Is this complaint in the manner of a counter-affidavit? _____(YES or NO)
3. Are all the above information true and correct ___________ (YES OR NO)

THE ABOVE SHOULD BE FILED UP BY COMPLAINANT OR COUNSEL

Investigation on _______________________ Postpone to __________________

On relation of _________________________

43
____________________________
(Signature of complainant or counsel)
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

10. SAMPLE FORMAT OF INITIAL 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
1. Memo from that Office dated _________________ re-investigation report on the
above subject.
2. Inherent

II MATTERS TO BE INVESTIGATED
3. To determine the surrounding circumstances of the killing of the said police officer.
4. To possibly identify the suspects that will led to their apprehension and possible
prosecution

III FACTS OF THE CASE

5. (D/T/P Occurrence and events)

IV INVESTIGATION/ FINDINGS
6. Etc.

V CONCLUSION

VI RECOMMENDATION/ DISPOSITION

44
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

______________________
Chief of
Police

11. SAMPLE FORMAT OF PROGRESS REPORT

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
(The Command Group, District or Unit)

MEMORANDUM

FOR :

FROM :

SUBJECT : PROGRESS REPORT

DATE :

1. Reference: (previous related Memo)

2. (Indicate briefly the date/ time and place of occurrence)

3. (Brief facts of the case)

4. (other facts)

5. Requested/ recommended actions from Hqs.

6. Disposition/ Action Taken

7. Final Report will follow.

45
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

_____________________________
INVESTIGATING OFFICER

12. SAMPLE FORMAT OF FINAL REPORT

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
(The Command, Group, District or Unit)

MEMORANDUM

FOR :

FROM :

SUBJECT : FINAL REPORT

DATE :

1. Reference: (previous related Memo)

2. (Indicate briefly the date/time and place of occurrence

3. Background? Brief facts of the case

4. Sequence of Action

5. Summary of Action

6. Recommendation/ Conclusion

7. Dispositions/ Findings

8. For your information

46
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

__________________________
INVESTIGATING OFFICER

Self-Help: You can also refer to the sources below to help you further
understand the lesson

Bajano-Nano, M.C., & Pioquinto, P.V, (2014). Technical Report Writing 2 for Criminology
Students. Quezon City, Philippines: Wiseman’s Book Trading, Inc.

Let’s Check
Activity 1. Think of a scenario and make a spot report out of it.

47
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Activity 2. Applying the concepts of Investigative report writing, write the following:

a. Initial Report
b. Progress Report
c. Final Report

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

BACOLOD CITY- A case of homicide will be filled today against Peter Gallaza, 32, a
security guard who killed his brother-in-law Police Officer 1 Federito Armateo Jr., member of PNP
Special Action Force assigned in Iligan City.

Senior Insp. Eduardo Corpus, Police Chief of San Enrique said they are wait for the result
of the paraffin expected to be out today, before filing of the case.
Police investigation showed that Armateo, armed with two .45 caliber pistols, shouting bad
words against their family and forced his way into the house of Gallaza, by destroying the door at
about 2:30 am Saturday.
Gallaza tried to pacify Armateo, who is under the influence of liquor but he failed until he
shot the victim in his left chest using his .357 revolver.
“Armateo reportedly threatened Gallaza and his family that they will be killed, and he would
“drink their blood’, Corpuz said.
The victim was immediately brought to Don Salvador Benedicto Memorial Hospital in
Carlota City but pronounced dead on arrival by the attending physician.
Recovered from the crime scene were two .45 caliber pistols with live ammunition and a
gun recoil spring while unfortunately the unlicensed .357 revolver was not found after the suspect
thrown it to the rice fields.
Police said Armateo was having personal problem with his wife who is having custody of
their children. Armateo went in Brgy, Sibucao, San Enrique to attend the court hearing in
Valladolid regarding the charges of alarm and scandal filed against him recently.

In a Nutshell
In this part you are going to jot down what you have learned in this unit. The said
statement of yours could be in a form of concluding statements, arguments, or perspective
you have drawn from this lesson. The first two items is done for you.

48
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

1. Report writing is vital in every agency or organization.

2. The writer must follow and utilize the proper format in writing a report.

Now it’s your turn!

3.

4.

5.

6.

7.

8.

9.

10. __________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
____________________

Q&A List
In this section you are going to list what boggles you in this unit. You may indicate your
questions but noting you have to indicate the answers after your question is being raised and
clarified. You can write your questions below.

Questions/Issues Answers
1.

2.

49
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

3.

4.

5.

Keywords Index
Sample After Operation Report
Format Booking Sheet
Memorandum Form Preliminary Investigation
Big Picture
Special in Focus: ULOb. Discuss
Report Progress the meaning and
Report
description of a police blotter, follow the points and procedures, and
additional guidelines in writing blotter entries and distinguish the
procedures in recording and in filling out the Incident Record Form.

Metalanguage
 Standard Operating Procedures (SOP)- the standard procedures for all police stations
and all offices of the National Operational Support Units.
 Police Blotter- a logbook that contains the daily registry of all crime incident reports,
official summaries of arrests, and other significant events reported in a police station.
(PNP Manual revised 2010)
- Defined as a daily record of events within the territories of a police
unit, it contains daily material concerning events for legal and statistical purposes.
(PNP Circular No.5)
Essential Knowledge
The following are the procedures in making blotter and procedures for recording
incident report in Police blotter.

1. Procedures for Making Blotter Entries

a. All entries in the police blotter shall be handwritten in a clear, concise and
simple manner but must answer as far as practicable, the 5W’s and 1H.
Clarity should not be sacrificed for brevity.
b. Only facts, not opinions, are entered in the blotter.
c. No erasures shall be made on entries. Corrections are made by drawing a
horizontal line over such words or phrases and the actual entry initiated by the
police officer making the correction.

50
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

d. A ball pen with blue, black or blue-black ink is used for making the entries.
e. Misinterpretation of the blotter or any attempt to suppress any information is
punishable criminally and administratively.
f. All entries must be legibly written in longhand and consecutively numbered.
g. Every page of the blotter shall be consecutively or chronologically filled in. no
line or space shall be left blank between any two entries.
h. Any development of case reflected in the blotter should be a new entry at the
time and day it was reported. A reference to the previous entry number of the
case, however, should be made.
i. During every shift, the Duty Sergeant, under the supervision of the Duty
Officer or Complaint Desk Officer, shall make the actual entries on the blotter
and at the end of their tour duty, both the Duty Sergeant and Duty Complaint
Desk Officer shall sign the blotter.
2. Units Required and Supply Accountability of Police Blotter
a. A Police blotter should be maintained by a police station.
b. All PNP operating Units or Divisions in the Metropolitan police District,
together with the stations and substations, should maintain a separate blotter.
c. The general Headquarters, Philippine National Police should supply police
blotters to each PNP command reflecting the same as accountable items on
their property books.
d. It is the responsibility of the PNP unit commander to properly maintain, use,
safe, keep and account the police blotter.
e. Police forces shall continue to use the present blotter, provided the forms and
rules should be followed.

BELOW IS A SAMPLE FORMAT OF A POLICE BLOTTER PAGE:

ENTRY DATE TIME EVENTS/INCIDENTS DISPOSITION
NO.

3. Incident Reporting and Filling out of Incident record Form (IRF)

a. An entry of record in the Police Blotter shall not be done directly to the Police Blotter
book. The facts and information of a blotter entry shall at first be recorded in the
Incident Record Form, or IRF. Once it is assigned and acknowledge by the Desk
Officer and the Chief of Police, or his representative, the data that were provided by
the complainant or client in the IRF shall entered and recorded in the Police Blotter
Book.
b. As soon as a client or complainant enters the police station, and is ascertained that

51
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

his purpose is to file a complaint or to request a data in the Police Blotter, the Duty
officer of the Quality Service Lane (QSL) must accord the client with due respect and
politely ask the person the nature of his transaction. The Incident Record Form (IRF)
shall be made available to the client for him to fill out.
c. The QSL Duty Officer shall at all times guide and assist the client in filling out the
form. In the event that the clients is illiterate or incapacitated to fill out the IRF, the
QSL Duty Officer shall do the same for him. The Chief of Police in the station shall
make available space in the police station where this process is done, in the privacy
outside the scrutiny of kibitzers.
d. Whenever the suspect of the complaint involves confidentiality, as in cases involving
protection of women and children, the QSL Duty Officer shall escort the client to the
female Duty Investigator of the Women and Children Protection Desk (WCPD) where
the filling out of the IRF shall be done. While the IRF should be filled out by the
complainant, the female police officer of the WCPD may assist the complainant in
doing so, with the latter providing the facts and details of the case.
e. The first item to be filled out in the IRF is the general information about the reporting
person. It contains name, address, occupation, and other analogous information that
this general information be taken. The object of this is to prevent an attempt of a client
to mislead the police to record an event or crime that did not occur, motivated by a
client’s desire to later get an extract of the Police blotter for purposes of an insurance
claim, for example, or to tarnish the personal record of another person by imputing
the commission of a crime by such person. The inclusion of his home and work
addresses in the event that a formal inquiry or investigation. The inclusion of his
home and work addresses in the event that a formal inquiry or investigation is
subsequently ordered by the Chief of Police.
f. The next item in the IRF is the data of the suspect. There are two(2) boxes in this
item which should be indicated with a tick mark before answering the data under
suspect. The first is whether there is no suspect or no crime was committed. This is
applicable for blotter entries where a client wants to put on official record the loss of
his Driver’s license, or Company identification card. Once this is checked, proceed to
the next item, which is the data of the victim. The second box, however, should be
indicated if there are suspects in the incident. The data of the first suspect will be
recorded on the IRF and those of the second and subsequent suspects on a separate
sheet of paper which will the form an integral part of IRF.
g. The data in all items on the IR should be as specific and complete as possible. The
information indicated and brought forth in this item will be a very vital tool of the
Investigator-on-case (IOC), opportunity to indicate, as completely as possible, any
information and distinguishing features of the suspects in the space provided thereon.
h. The third item on the IRF is the general information about the victim. It contains the
name, address, occupation, and other analogous information about the victim. It is
important that this general information be recorded. The object of this is for the
investigator to easily locate the victim/complainant during court trials if the case is
filed in the court.
i. On the second page of the blotter form, the facts of the incidents should be narrated
by the complainant. It contains a narrative requirement that at the end of the narration
of every incident, the Duty Officer who recorded shall be place his/her signature and
of the complainant certifying the correctness of the narration. Likewise, the last line of
the paper should indicate that nothing follows.
j. After the form is authenticated, an Incident Record transaction Receipt, cut form the
lower end of the IRF, is given to the complainant who confirms that the reporting
person had completed a transaction with the police office concerned and reported an
incident.
k. For purposes of standardization, all stations should only maintain an official Police

52
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

blotter and an official police blotter IRF. As such, it is discouraged, and is henceforth
unauthorized, that logbook, notebook, or any materials be used.
l. Thereafter, it is the duty of the police officer who is in charge of the Police Blotter to
lodge the complaint to the proper investigator who will handle the case. The
investigator should interview the complainant on the nature of his complaint and
ensure that all entries therein are complete to prevent duplication and relieve the
complainant from repeating his narration.
m. Check the necessary documents in support of the complaint, if needed. If there are
documents submitted, the same shall be attached and will form part of the IRF.
n. Make sure that all the information gathered is truthful and exact in its documentation.
o. In the event that the complainant desires to amend or make supplemental of his
complaint, the investigator shall inform the officer-in-charge of the blotter to make the
necessary corrections and state therein that it amends or supplements the previous
report and shall place the signature both of the complainant and the officer-in-charge
of the blotter.

53
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Actual Sample of Incident Record Form (IRF)

54
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

4. Procedures for recording Incident Report in the Police Blotter

55
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

a. The crime incident report recorded in the IRF, after the transaction with the reporting
person has concluded, shall be transcribed and entered into the police blotter by the
desk officer of the police station. For those police stations equipped with the crime
incident reporting system, popularly known as the e-blotter, the designated crime
registrar will likewise enter the record into the system.
b. Blotter entry reports serve as a permanent record of incidents, events, problems, and
so forth. There are many types of reports, each of which serves different functions. A
police blotter is used to keep people informed of activities within the police
jurisdiction. It is also used to compile statistical information, identify problems in the
community, or identify police training needs. These reports are needed to facilitate
investigations, prepare court case or defend case in court.
c. The narrative written in the IRF shall basically be record that shall be transcribed in
the Police blotter. While it is narrative form, it is prudent, however, to list down some
necessary information in the Police Blotter in itemized or outline form. This shall
answer the necessary requirements of the five W’s and one H.
d. The following questions should be answered as a guide to writing the report:
1. Who was involved?
2. When did it take place?
3. Where did it take place?
4. What happened?
5. Why did it happened?
6. How did it happen?
e. As soon as the incident is transcribed in the police blotter, the desk officer and the
reporting person shall sign the police blotter. It should be indicated under the name
and signature of the reporting person his address, home telephone number, mobile
phone number, and identification card presented. In the event that the reporting
person indicates that he does not want his contact details to be recorded in a public
record as the police blotter, by reason of privacy, the same should not be recorded,
as a matter of respect to the said person’s rights, but indicated in IRF.
f. Any violation of this SOP shall be dealt with administratively as may be warranted by
evidence. All Unit commanders shall be included in the investigation under the
principle of command responsibility. If evidence further warrants, criminal complaints
shall also be filed against those who may have committed acts or omissions contrary
to the revised penal code or any special penal statutes.

56
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Self Help: You can also refer to the sources below to help you further
understand the lesson:

Bajano-Nano, M.C., & Pioquinto, P.V, (2014). Technical Report Writing 2 for
Criminology Students. Quezon City, Philippines: Wiseman’s Book Trading, Inc.

Let’s Check
Activity 1. Fill in the Blotter report with the information needed in the table below.

ENTRY DATE TIME EVENTS/INCIDENTS DISPOSITION

NO.

Activity 2. Explain each item.

1. Is the Police blotter, indispensable in PNP Organization? Why?

____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

57
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
_________________________________________________________
2. What would be the process in filling out the Incident Record Form and Police blotter if
the case involves a woman or a child?
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
_____________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Activity 3. Fill out the actual Incident Record Form with fictitious details and information

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Let’s Analyze

Activity 2. Explain each item.

3. Is the Police blotter, indispensable in PNP Organization? Why?

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

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4. What would be the process in filling out the Incident Record Form and Police
blotter if the case involves a woman or a child?
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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

_________________________________________________________________
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In a Nutshell
In this part you are going to jot down what you have learned in this unit. The said
statement of yours could be in a form of concluding statements, arguments, or perspective
you have drawn from this lesson. The first two items is done for you.

1. Police blotter must contain the essential information answering the questions Who,
What, Why, Where, When, How and the Disposition of the case.
2. Violations of laws and ordinances reported and recorded, all calls in which any
member of the PNP is dispatched or takes official action are some of the possible
transactions in police blotter.

Now it’s your turn!

3.

4.

5.

6.

7.

8.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

9.

10. __________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
____

Q&A List
In this section you are going to list what boggles you in this unit. You may indicate your
questions but noting you have to indicate the answers after your question is being raised and
clarified. You can write your questions below.

Questions/Issues Answers
1.

2.

3.

4.

5.

Keywords Index
Standard Operating Procedure Disposition
Police Blotter Quality Service lane
Incident Record Form WCPD
Week 5-6: Unit Learning Outcomes (ULO): At the end of the unit, you are expected to

a. Identify what are administrative issuances.

b. Identify examples of administrative issuances
c. Distinguish the complaints in criminal cases
d. Discuss the nature of police records, its purposes, functions and
importance;

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

e. Identify the types of police records;

f. Discuss police records management.

Big Picture in Focus: ULOa. Identify what are administrative

issuances, identify examples of administrative issuances and
distinguish the complaints in criminal cases.

Metalanguage
The following are the terms of legal forms related to law enforcement.

1. Sworn Statement- also termed as Sworn Declaration. It is document containing facts

related to a legal proceeding. The person who makes the declaration affixes his or
her signature in a separate endorsement paragraph at the end of the document with a
statement that the declaration is made under oath.
2. Affidavits- these are types of verified, formal sworn statement of fact signed by an
affiant or author, and witnessed by a notary public. An affidavit can be used as
evidence in court proceedings. An affidavit is composed of:
a. Commencement- this identifies the affiant
b. Individual Averments- these are separate claims that are numbered as
mandated by law;
c. Statement of Truth- this is a statement verifying that what is stated is true
under oath
d. Attestation- a clause certifying the oath and the date made by the affiant.
e. Signature- this is both the signature of the affiant and the notary public.
Examples of Affidavit.
2.1 Affidavit of Complaint- section 3 of Rule 110 defined complaint as sworn written
statement charging a person with offense, subscribed by the offended party, any
peace officer, or other public law officer charged with the enforcement of the law
violated. An affidavit of complaint contains the following: the name of the accused,
the designation of the offense by the statute, the acts or omissions complained of
as constituting the offense, the name of the general offended party, the
approximate time of the commission of the offense, and the place wherein the
offense was committed.
2.2 Affidavit of Desistance- a complainant executed an affidavit of desistance when
he no longer wishes to pursue a case against an accused or defendant in a court
case. The complainant states that he/she didn’t really intend to institute the case
and he/she no longer interested in testifying or prosecuting. This is only a ground
for dismissing the case if only the prosecution can no longer prove the guilt of the
accused beyond reasonable doubt without the testimony of the offended party.
2.3 Affidavit of Arrest- is a statement given under oath and penalty under perjury.
This states about facts and circumstances about the arrest, the information which
led to the arrest and the observation made before and after the arrest. This is
filled out by the arresting officer.
2.4 Affidavit of Witness- is a legal and binding document of written testimony of a
witness as a way for evidence to be presented to the court. It is usually filled out
by a lawyer, and then filed as part of the case. The affidavit has to be in
paragraph form, and each paragraph covers one specific topic. The full name of

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

the person making the statement has to be included, as does the name of one
who affirms the statement. This kind of affidavit can also be used to record the
testimony of an expert witness in certain cases. The affidavit has to be truthful
and just give facts, not personal feelings or opinions.
3. Inquest Forms- is an informal and summary investigation conducted by a public
prosecutor in criminal case involving persons arrested and detained without the
benefit of warrant of arrest, issued by the court for the purpose of determining
whether or not the said persons should remain under custody and correspondingly be
charged in the court.
4. Complaints in Criminal Cases- it is important that those who will be writing the
police report will be familiar with forms of complaints in criminal cases, its format, and
the standard headings and captions cases, its format, and the standard headings and
captions of cases. The familiarization of all these will help him in reports, and in any
court proceedings. These standard headings and captions are used in the: Supreme
Court, Court of Appeals, and Municipal Courts. The sample forms of complaints
included are: Violation of Municipal Ordinance, Forcible Abduction, Arson, Damage to
Property through reckless imprudence, homicide and murder.

Essential Knowledge

The following are the terms, parts and sample format of the different administrative
issuances.
1. Memorandum- is an inter-office communication dealing with official matters in
the police organization, its message is written in the fewest possible words. A
memorandum is for application, requiring compliance or dissemination of
information for the offices and members of the organization. In some cases, it
is specifically directed to an individual or groups of individual in a specific
performance or action. Police executives and subordinate officials may issue
memorandums; the former may use it for administrative instructions while the
latter for advisory or informative matters.

Parts of Memorandum
a. Heading- this contains the date, subject, thru channels and addressee.

Letterhead –every police unit or police office has its own letterhead where
it is usually printed in the first page.

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
CEBU POLICE PROVINCIAL OFFICE
Doña ModestaSingsonGaisano St., Lahug Cebu
City

Addressee- the words “MEMORANDUM FOR” is used if sends to a superior

office or “MEMORANDUM TO” if sends to a subordinate.
MEMORANDUM

FOR : Regional Chief

PNP Regional Crime laboratory Office 7
Camp Sotero Cabahug
Gorordo Ave., Cebu City

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

MEMORANDUM

TO : All Chiefs of Police/GD, 703rd MPG COY

Attention Line- this is mainly for faster dissemination, the memorandum may be
addressed to a specific individual or head of a unit, or by the use of an office symbol.

MEMORANDUM

TO : Chief of Police, SRPS

(Attn: PO2 Dennis Camunay, PNP)

MEMORANDUM

TO : Chief of Police, SRPS

(Attn: Crime and Investigation Department)

Subject- this is written two spaces below the sender and two spaces to the right
colon. It contain no more than ten words.

TO

FROM

SUBJECT : EARTH HOUR PHILIPPINES 2009

Date- this is placed below the subject indicating when the memorandum is written.

TO

FROM

SUBJECT

DATE : March 25, 2009

Body- this is the message of the memorandum, it is double-spaced when the

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

message is less that nine lines.

Complimentary Ending- this is the originator’s name found 5 spaces below the last
paragraph of the body of the message.

MICHAEL DASIGAO
Police Deputy Director General

Sample standard Format of a Memorandum

Letterhead

(5 spaces from the last line of the letterhead to the Memorandum line)

MEMORANDUM

(2 spaces)

(1 tab) TO (2 tabs) : (1 tab) DIRECTOR, HRDD

1 Space

FROM : ACTING CHIEF, PNP

SUBJECT : MEMORANDUM FORMAT TO A SUBORDINATE

OFFICE

DATE : November 16, 2016

(1 space)

(1 tab) 1. Reference/s

(2 spaces between paragraphs)

2. Body

3. Action desired.

(5 spaces from the last line of the last paragraph to the originator’s name)

ANTHONY ALVAREZ
Police Deputy Director General

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
CEBU POLICE PROVINCIAL OFFICE
Doña Modesta Singson Gaisano St., Lahug, Cebu City

MEMORANDUM

TO : All Chiefs of Police/ GD, 703rd PMG COY

FROM : PD, CPPO

SUBJECT : EARTH HOUR PHILIPPINES 2009

DATE : March 25, 2009

1. Reference: Memo from TDCPR dated March 20, 2009, subject same as
above. (Attached)

2. This pertains to the symbolic act of the simultaneous switching/turning

off lights from 8:30 P.M to 9:30 P.M. on March 28, 2009 (Saturday). In
this light, the Philippine National Police as the stronghold of peace and
order is committed to provide security during the celebration of the
EARTH HOUR PHILIPPINES 2009, wherein every individual, government
offices/ units and business establishments are encouraged to support the
Earth Hour.

3. Further, submit compliance reports to this office Attn: PCR Branch NLT
30 March 2009 for consolidation and submission to TDPCR, NHQ, PNP.

4. For strict compliance.

Original signed
CARMELO ESPINA VALMORIA
Police Senior Superintendent
Provincial Director

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

2. Memorandum Circulars- also termed as MC in government offices, Memorandum

Circulars have subjects that explain or classify rules for subordinates to comply.

ACTUAL SAMPLE OF MEMORANDUM CIRCULAR

Republic of the Philippines

Department of interior and Local Government
NATIONAL POLICE COMMISSION
Makati City

MEMORANDUM CIRCULAR NO. _________

PROHIBITING THE PHILIPPINE NATIONAL POLICE (PNP) FROM ISSUING SPECIAL ORDERS FOR EITHER
APPOINTMENTS OR PROMOTIONS BEFORE ATTESTATION THEREOF BY THE CIVIL SERVICE COMMISSION (CSC)

WHEREAS, under Section 2, Rule IV of the rules implementing Book V of Executive Order No. 292 and other Civil Service laws, it
provides that “No appointment shall be made effective earlier than the date of issuance, except in the case of change of status in view
of having acquired a civil service eligibility x x x”;

WHEREAS, under section 5 thereof, it further directs that “The services rendered by any person who was required to assume the
duties issued by the appointing authority shall not be credited nor recognized by the Commission and shall be the personal
accountability of the person who made him assume office’.

WHEREAS, it has been noted that the previous practice of the erstwhile Philippine Constabulary and Integrated National Police of
Issuing appointments or promotions by and thru special orders has been carried over up to the present;

WHEREAS, such procedure results in conflict with CSC rules and regulations it appearing that more often there is disparity
between the dates of effectivity of the special order and the actual appointment, thereby causing confusion among the PNP
appointees and promotes;

NOW, THEREFORE, the Commission, in the exercise of its administration and control function over the PNP, HAS RESOLVED,AS
IT IS HEREBY RESOLVED, to prohibit the PNP from issuing special orders for appointment and promotion before the attestation
thereof by the CSC and that any special order issued in connection therewith must conform with the effectivity dates such
appointments or promotions.

ADOPTED this _____ day of _________ in the Year Two Thousand One, Makati City

JOSE D. LINA
Secretary, DILG and Chairperson, NAPOLCOM

ROGELIO A. PUREZA EDGAR DULA TORRES

Commissioner Commissioner

LEANDRO R. MENDOZA
Commissioner
Attested by:

REYNALDO JD CUADERNO
Deputy Executive Director

3. Circulars- Generally, these are issuances coming from Department of Interior and
Local Government (DILG) to the PNP, these are administrative instructions that are
directive, advisory, and delegation of authority, and instructions or regulations to be
implemented.

4. Office Circulars- these are administrative instructions requiring compliance from

personnel or office dealing with subjects like delegation of authority, appointment or
assignment of personnel.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Republic of the Philippines

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT
A. Francisco Gold Condominium 11, EDSA corner Mapagmahal St., Diliman,
Quezon City

OFFICE CIRCULAR March 15, 2013

NO. 2013-___

TO : ALL REGIONAL/ PROVINCIAL/ BUREAUS/ SERVICE

DIRECTORS AND HEADS OF OPERATING UNITS
INCLUDING ATTACHED AGENCIES

SUBJECT : GUIDELINES IN ACCESSING DILG MEMORANDUM

CIRCULARS AND OTHER GOVERNMENT AGENCIES
ISSUANCES.

In support of mitigating the impact of global warning, and in pursuit of

the Department’s efforts towards a more efficient, effective, economical
and paperless delivery of its mandated functions with the aid of the
information technology, the following guidelines are hereby issued in
accessing the above-stated subject:

1. Designate an Action officer to constantly open the following websites,

as well as the websites of other government agencies:
www.op.gov.ph - office of the President
www.pcoo.gov.ph - Presidential Communication Operation Office
www.gov.ph - Official Gazette
www.dilg.gov.ph - DILG
www.comelec.gov.ph - COMELEC
www.csc.gov.ph - Civil Service Commission
www.dbm.gov.ph - Department of Budget & Management
www.cesboard.gov.ph- Career Executive Service Board
www.gppb-gov.ph - Government Procurement Policy Board
www.coa.gov.ph - Commission on Audit
www.ombudsman.gov.ph - Office of Ombudsman

2. Ensure the widest dissemination of all issuances to all stakeholders

within your area of responsibility/ jurisdiction.

For strict compliance.

ATTY. RAFAEL ANTINIO M. SANTOS

Undersecretray

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

5. Office Orders- these are administrative instructions that are regularly and
mandatory. This order is mainly for the regulation of administrative matters in the
National Headquarters, Regional, Provincial, and District Offices. These orders
usually deal with suspects like personal conduct requiring compliance.

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
CORDOVA POLICE STATION
Cordova, Cebu

26 May 2012
CPS-01
OFFICE ORDER
NO. 2012-05

DESIGNATION

1. SPO2 Marcelo Tudtud Cometa, PNP Badge No. 113000, hereby designated
as Deputy COP/C, Intel and in addition on his duties and responsibilities is
hereby designated as Municipal Anti Illegal Drugs Specialist Operations
Task Group (MAIDSOTG) effective 26 May 2012. No Trans involved.

2. PO2 Charlie Jao Valmoria, PNP Badge NO. 154738, hereby designated as
Asst. C, Intel/Operative and in addition to his duties and responsibilities is
hereby designated as Municipal Anti Illegal Drugs Special Operations task
Group (MAIDSOTG) effective 26 May 2012. No Trans Involved.

3. PO2 Harrifel Amores Espinosa, PNP Badge No. 159567, hereby designated
as Intel/Operative and in addition to his duties and responsibilities is hereby
designated as Municipal Anti Illegal Drugs Special Operations task Group
(MAIDSOTG) effective 26 May 2012. No Trans Involved.

4. PO1 Noem Labor Rosillosa, PNP Badge No. 193967, hereby designated as
Intel/Operative and in addition to his duties and responsibilities is hereby
designated as Municipal Anti Illegal Drugs Special Operations task Group
(MAIDSOTG) effective 26 May 2012. No Trans Involved.

“Distribution” ALVIN VILLADAR BALIO

Police Chief Inspector
1 concerned Chief of Police
1 Bulletin Board
1 file

6. Special Orders- these are directives signed by the Chief Directorial Staff for the
appointment, transfer, promotion, reduction, relief from duty, separation and leave of

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

absence of personnel.

ACTUAL SAMPLE OF SPECIAL ORDER

Republic of the Philippines

National Police Commission
PHILIPPINE NATIONAL POLICE
Cebu City Police Office
Camp Sotero Cabahug, Gorordo Avenue, Cebu City

CPPO-A 04 January 2010

SPECIAL ORDERS
NUMBER 01-_____

REASSIGNMENT

Following named PNCOs are relieved from the present office of

assignment and reassigned to office/units as indicated effective 31 December 2009, No
Trans involved.

Name Rel Fm Reasg to

SPO4 Alfredo mayol Jr. PS2 TAC
PO2 Alvin Itona TAC PS2
PO2 Rene Remedios PS8 TAC
PO1 Aldrin Pelayo TAC PS8
PO1 Emani Bureros PS1 PS10
PO1 Chona Amoren PS10 PS1

PATROCINIO A COMENDADOR JR., CEO VI

Police Senior Superintendent (MMPSM) DSC
City Director, Cebu CPO

7. Standard Operating Procedure (SOP)- is about instructions to be followed on a

routinary basis concerning regular procedures, the chief of the director directs this.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

ACTUAL SAMPLE OF SOP

Republic of the Philippines

Department of Interior and Local Government
NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp Crame, Quezon City

Standard Operating Procedure

Number 2012-007

SOP ON RECOVERED PERSONAL EFFECTS OF VICTIMS

1. REFERENCES:
a. Revised PNP Criminal Investigation Manual; and
b. Revised Rules of Criminal Procedure
2. PURPOSE:
a. This SOP sets forth the guidelines in the chain of custody of seized/recovered evidence
and the presentation of the same to the prosecutor’s office or court when so required.
3. SCOPE OF APPLICATION:
This SOP applies to all properties seized/recovered during police operations of
surrendered in relation to a crime/complaint and provides the procedures to be
observed by all PNP units as well as the reports/documents to be prepared in
relation thereto.
4. DEFINITION OF TERMS:
The following terms are defined for a better understanding of this SOP
a. Complaint- an accusation in writing charging a person for the commission of an
offense.
b. Crime Scene- a venue or place where the alleged crime has been committed.
c. Chain of Custody- refers to the chronological documentation or paper trail, showing
the seizures, custody, control, transfer, analysis and disposition of evidence, physical or
electronic.
d. Crime Scene Investigation (CSI)- is a comprehensive inquiry of a crime by conducting
systematic procedure of various investigative methodologies which involves recovery of
physical and testimonial evidence for the purpose of identifying the witnesses, and
arresting of perpetrator(s) for prosecution.
e. Documentation- for purposes pf this SOP shall mean to include the conditions under
which the evidence handlers, duration of evidence custody, security conditions while
handling or storing the evidence and the manner in which evidence is transferred to
subsequent custodians each time such a transfer occurs.
f. Evidence- is the means sanctioned by the Rules of Court, of ascertaining in a judicial
proceeding the truth respecting a matter of fact. These include but are not limited to
documentary testimonial electronic and object evidence, gathered in the course of the
investigation.
g. Evidence Custodian- refers to a police personnel who is charged with the duty of
receiving, recording and safekeeping of all seized/recovered evidence pending its
proper disposition.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

h. Forensic Evidence- refers to the physical evidence that is taken from the scene of the
crime and analyzed using scientific methods to aid the investigators in solving a case. It
also refers to evidence which may be addressed to the scenes of the court with the use
of forensic sciences to elucidate a case.
i. Investigator-On-Case(IOC)/ Duty Investigator- Shall refer to any PNP personnel who
is duty designated or assigned to conduct the inquiry of the crime by following a
systematic set of procedures and methodologies for the purpose of identifying
witnesses, recovering evidence and arresting and prosecuting the perpetrators. The
IOC shall assume full responsibility over the crime scene during the conduct of CSI.
5. PROCEDURE ON DOCUMENTATION:
The following procedures and guidelines shall be strictly observed:
a. All evidence recovered in the crime scene must be properly documented,
photographed and properly turned over to the evidence custodian (Annex “A”). The
detailed receipt showing the inventory of the evidence must be properly
acknowledged and signed by the evidence custodian (Annex “D”). In case of motor
vehicles, there must be technical Inspection and Inventory Report to be
incorporated in the records (Annex “C”).
b. The investigator-on-case/duty investigator must exhaust all efforts to determine the
relevance and materiality of the evidence recovered. During the preparation of the
case, the picture(s) of the evidence must be incorporated in the case folder. All
angles/ sides of the seized/recovered evidence must be photographed.
c. Personal properties seized/recovered which were not used as evidence must be
returned to the person from whom the property/ properties was/were taken with
proper documentation. If the property is to be used as evidence, the prosecutor
must be properly apprised on the disposition of the property.
d. The investigator-on-case/duty investigator must prepare a letter request in standard
form (Annex “E”) for the release of the personal property seized/recovered as
evidence addresses to the prosecutor to be signed by the owner. The investigator
must also move and manifest his acquiesce for the release of the seized evidence
in favor of the owner from whom the property was taken. He must state among
others, that the photographs of the property will be presented as evidence when
same is directed to be presented in court.
e. Upon approval of the prosecutor/judge of the motion for the release of property, the
evidence custodian must without delay release the property/evidence ordered to be
released. The owner must acknowledge in writing the receipt of the
property/evidence as ordered by the prosecutor/judge under the condition that when
the court in the future shall demand its production, he/she shall comply without
delay. Further he/she must state that he/she does not have any complaint on the
status of the property being returned. If there be any said complaint must be placed
in writing on the space provided for in the acknowledgment receipt prepared (Annex
“F”).
f. If the evidence sought to be released contain vital informations such as computer
records call logs, messages and other electronic records wherein the preservation
of the original records are needed during the prosecution of the case, the owner
should be properly apprised on the necessity of the subject evidence to remain
under the control and custody of the evidence custodian or the prosecutor/court
and;

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

g. The turnover of the evidence must be witnessed by any party accompanying the
owner. Photograph the turnover of the property incorporate the photo and the
receipt in the records of the case.
6. FLOW CHART
See Annex “H” on the Chain of Custody of Seized/Recovered Property/ Evidence.

7. PENAL CLAUSE
Any violation of this SOP shall be dealt with administratively. All Unit
Commanders shall be investigated under the principle of Command Responsibility. If
evidence warrants, criminal complaints shall also be filed against those who may have
committed acts or omissions in violation of the Revised penal Code or any special laws.
8. REPEALING CLAUSE
Any issuance, memoranda rules and regulations issued by the PNP inconsistent
herewith are deemed repealed or amended accordingly.
9. EFFECTIVITY
This SOP shall take effect fifteen (15) days from filing a copy thereof at the University
of the Philippines law Center in consonance with Sections 3 and 4 Chapter 2 Book VII
of Executive Order No. 292 otherwise known as “The Revised Administrative Code of
1987”.

NICANOR A BARTOLOME, CSEE

Police Director General
Chief PNP

SAMPLE FORM OF COMPLAINTS IN CRIMINAL CASE:

Violation of Municipal Ordinance

COMPLAINT

THE UNDERSIGNED _____________ accuses __________ of the

violation of Ordinance No. _______________, Series of ____________ of the
Municipality of ___________ committed as follows:
That on or about the _________ day of ________, in the Municipality of
_______________ did then and there willfully and unlawfully caused the
unloading and storage of two three hundred (300) cans of kerosene gas in his
store bodega situated at ___________ street, Municipality of __________,
against the specific prohibition of Ordinance No. _______ of the Municipality,
which authorizes only the storage of gas up to not more than ten (10) cans, for
reasons of fire prevention and public safety.

Municipality of ___________________.
Date ______________________

_________________
Chief of Police

WITNESSES:
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NAME ADDRESS
 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Self-Help: You can also refer to the sources below to help you further
understand the lesson

Bajano-Nano, M.C., & Pioquinto, P.V, (2014). Technical Report Writing 2 for
Criminology Students. Quezon City, Philippines: Wiseman’s Book Trading, Inc.

Let’s Check
Activity 1. Fill in the Blanks. In the space provided below, write your answer on the
given statements.
_________________ 1. These are orders, instructions, or directives written by a
person in authority to his/her subordinates.
_________________ 2. An inter-office communication dealing with official matters in
the police organization.
_________________ 3. This part of the memorandum contains the office origin,
address, file reference, identifying initials, data, subject, thru channels and addressee.
_________________4. This is also known as the office symbol which is written on the
first margin two spaces below the letterhead.
_________________5. These are the initials of the person encoding, and the one
dictating the memorandum.
_________________6. The receiver of the memorandum who is either a superior or a
subordinate.
_________________7. This is addressed to a specific individual or head of a unit or by
use of an office symbol.
_________________8. This is the message of the memorandum, it is double-spaced
when the message is less than nine lines.
_________________9. These are the authority line, signature, list of enclosures, and
list of copy furnished found below the last paragraph of the body.
_________________10. This is authorized signatory of the sender of the message.

Let’s Analyze

Activity 2. Writing your own Memorandum. Below are jumbled parts of

memorandum, arrange them in its proper place and order. For each part, supply the
appropriate text/ body in your own words. Observe proper spacing.
a. Body
b. Addressee
c. Letterhead

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

d. Attention line
e. Date
f. Complimentary ending
g. Subject

In a Nutshell
In this part you are going to jot down what you have learned in this unit. The said
statement of yours could be in a form of concluding statements, arguments, or perspective
you have drawn from this lesson. The first item is done for you.

1. Legal forms are prototypes of any documents or forms used in legal transaction of
judicial proceedings, these contain important matters conveyed in technical
terminologies and presented in a suitable and systematic order in accordance with
the circumstances of any case.
Now it’s your turn!
2.

3.

4.

5.

6.

7.

8.

9. __________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
____________________
10. __________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

__________________________________________________________________
__________________________________________________________________
______________________________

Q&A List
In this section you are going to list what boggles you in this unit. You may indicate your
questions but noting you have to indicate the answers after your question is being raised and
clarified. You can write your questions below.

Questions/Issues Answers
1.

2.

3.

4.

5.

Keywords Index
Affidavit Arrest
Complaint Witness
Desistance Inquest

Big Picture in Focus: ULOb. Discuss the nature of police records,

its purposes, functions and importance, Identify the
types of police records and discuss police records
management.

Metalanguage

1. Records- refers to the verified, confirmed, evaluated, and analyzed reports. These
are the end products of the investigation, and the submission of reports done by the

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

investigator.

Essential Knowledge

The following are the procedures in making blotter and procedures for recording
incident report in Police blotter.

1. Purposes, Functions, and Importance of Police Records

POLICE RECORDS
Purposes  It serves to determine police
problems
 It serves to determine the size
of the police force.
 It aids in handling various
complaints
 It serves as a guide for present
and future prevention of
crimes.
 It helps in determining and
establishing responsibility on a
particular person.
 It helps in the apprehension of
criminals
 It helps in the apprehension of
criminals.
 It helps the police and other
law enforcement agencies in
solving crimes.
 It gives data in statistics of
police crimes.
Functions  It functions as an instrument to
measure the efficiency of the
police organization
 It represents the crime in a
particular community.
 It aids in the assignment and
promotion of any personnel in
the organization.
 It helps in the identification of
any individuals in the
community.
 It provides ready information
for public consumption.
 It aids prosecutors in court

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

proceedings.
 It coordinates in various
custodial events.
 It gives basis for the integration
or expansion of the police
department.
Importance  It bridge the communication
within the department
 It connects the different units in
the attainment of objectives
 It identifies the supervision and
the performance of personnel
 It serves to measure the
proficiency and
accomplishment of police.
 It gives an overview of the
actual crime picture of a
community.
 It aids to improve the efficiency
of traffic enforcement
 It aids to evaluate and control
public services
 It helps in effective
employment of personnel
 It provides keeping and
information retrieval services to
all departments.

2. Types of Police Records- the records management personnel is expected to familiarize

himself with different types of police records. The types of police records are: Case
records, Arrest and Booking records, identification Records, Administrative Records,
Miscellaneous Records.

a. Case Reports-these are records consisting of complaints or assignment sheets which

are considered as document source for analyzing crimes. These are the foundation
record of any police department, and written by the desk officer who makes the
complaint or assignment sheet. Case records are classified as Investigative reports,
technical reports, wanted person report, daily record of events.
Procedures for Filing Case Reports:
1. Felony reports, serious accident reports (including all investigation report), and
case report are filed periodically.
2. Minor disturbances like drunkenness and disorderly conduct does not require
extensive reporting.
3. Case reports will be filed according to case number, regardless of the type of
complaint, persons involved, or date of incidents.
4. Case numbers should appear on the daily bulletin or other control summary to
provide supervisory personnel with means of ensuring prompt submission of reports.
b. Arrest and Booking Records- the completion of the arrest report is the responsibility
of arresting officer, as this report is a requirement for preparing arrest and booking
records. The arrest record is written in three (3) copies together with the booking sheet.
These copies are to be forwarded to: Central record unit )original copy), Fiscal or Clerk

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

of Court (second copy), and Fiscal or Clerk of Court with the complaint or other
supporting document (third copy)
Procedures for Filing Arrest Reports
1. Upon receiving the arrest notification, the dispatcher issue a case report
number and arrest number, he will then mark the dispatch form to show that
an arrest has been done.
2. The Report-review Officer reviews the dispatch information and data by
identifying and matching incoming cases and reports.
3. The Booking and detention officers will maintain an alphabetical jail
population or census files with all jail copies of arrest/booking reports and
other necessary forms and notices.
4. The booking and detention officers will maintain a local-count-date suspense
file containing copies of the report-control index cards.
5. For control purposes, the court liaison personnel will also maintain a
department-wide-court-appearance chart.
6. The detention officer should release on proper authority and obtain the
signature to whom the prisoner is released.
c. Identification Records- these are records of fingerprint identification which is done in
two (2) copies. The first copy is filed in the central record of the police station, and the
second copy is forwarded to the headquarters of the National Bureau of Investigation.
Identification record is classified as follows: Personal records, Correspondence Files,
Memoranda, Orders, Policy Files and Assignment Record.
d. Miscellaneous Records- these are records that are not necessarily related to any
complaints. Below are the examples of these records:
1. Records from the Immigration Commission
2. Records of City, Municipal, and Barangay Officials
3. Records of Organizations like Unions, Cooperatives, Social Groups and
Religious Sectors.
4. Records of army camps and centers
5. Records of Ordinance and laws
6. Records of Private Security Agencies
3. Police Records Management- police records pertain to all written materials such as
books, papers, maps, photographs, documentaries, that in ways are written or received by
any law enforcement agency that serve its legal purposes (Agsalda, 2007). It is essential
that agency should have a clear knowledge on how to manage records properly. Examples
of police records that should be managed properly are: Agreements, Documents, all forms
of Police reports, Police Blotters, Logbooks, Transcripts, Arrest Book, Press Release, and
Traffic records. The Police Records Administrative Management Operations is responsible
with the creation, protection, retrieval, preservation, and retention of records and
information.
4. Supervision of Reports- the records supervisory personnel needs to adhere to the
following standards: Assure good reports, set up good recording standards so that all will
know what is expected of them, set up a system of spot-checking to ensure that
corrections are being made to assure uniformity, protect the reputation of the department
and its offices.
Furthermore, the supervisory personnel may use the Ticker system which is a
3x5 index card showing basic data, dates, etc. and to whom it was assigned. The card is
filed behind the officer’s name in the card index box. This system also assures a regular
check on each pending case. He may also utilize the Assignment record which shows the
cases assigned to each officer, and should include record of reports submitted. All reports
should be read and signed by the supervisory official, and that no report can be filed until
approved by the supervisor.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

5. Duties of Record Element Personnel- the records personnel who are assigned in
identification have certain task in the completion of arrest, booking and filing. Below are the
specific duties of these personnel:
a. They are responsible in issuing a central booking number of request.
b. They complete the Central Booking Register with all the required information.
c. They identify prior departmental arrest and conduct a wanted check for all
names or aliases used by the arrestee after the completion and approval of the
register entry.
d. They notify immediately the appropriate detention officer if a “stop order”,
‘wanted card” of “detainee” for another agency is found of the subject.
e. They prepare a new criminal history record for every arrested person with no
prior record on file by noting current case information. In instances where a
criminal history record is already on file should be updated.
f. They notify the communication center for every cancellation of wanted or
missing persons message, also with the apprehension of such person, or the
receipt of wanted messages concerning suspected persons to be in or near
the jurisdiction.
g. They maintain personal identification files like: Photographic file, crime scene
photographic file, wanted and missing person’s file and warrant file.
6. The Decimal System of Reports- the decimal system of reporting is the basic numbering
systems which entire major files is identified with. There are three basic numbering system,
they are follows:
a. Case Reports Number- this is the control number assigned by the dispatchers
for all police reports like traffic accidents, crimes, and non-criminal situations.
Case report numbers are important because of the following reasons: it aids in
the speedy and official recording of cases, it lessens discrepancies in the
original request; time of occurrence and notification of the police ; it helps
ensure the exact matches of sequence of case numbers with the order of cases
brought to the police; and it helps the external audit control in avoiding
unreported, lost or misfiled cases.
b. Arrest report number- this is the number issued to arrested and booked persons
who committed criminal offenses or traffic violations. However this is not issued
to persons who commit minor offenses, or those who just go to the station to
post bond. Case report number is also termed as central booking number
issued by the dispatcher, or arrest and personal identification unit through the
dispatchers. After the duty officer write the arrest report, he will assign the arrest
number as well as the case number of the rep[ort. A new arrest number will be
assigned to a person each time he is arrested.
c. Identification Numbers- this is the number issued by those assigned in the arrest
and personal identification service detail. This number is given once to an
arrested person when he is fingerprinted and photographed.
7. Standard Police Record Procedures and Filing System- proper filing of records is very
important because it helps in the preservation of documents, and more specifically on the
preservation of criminal records which will be used for future references. Below are the
standard police record procedures and filing system:
a. Permanent written record shall be made of each crime immediately upon
receipt of the complaint.
b. Proper control shall be made upon the receipt of a complaint to ensure that it is
promptly recorded and accurately tabulated.
c. Investigative report shall be rendered in each case showing the details of the
offense as alleged by the complainant and as disclosed by the police
investigation, effective follow up system shall be adopted to ensure that all

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

reports are promptly submitted in all cases.

d. All reports shall be checked to see that the crime classification conforms to the
classification of the offense.
e. The offense or complaint report on crime cleared by arrest shall be noted as
cleared.
f. Arrest records shall be complete, and special care is being taken to show the
final disposition of all charges.
g. All records shall be centralized.
h. Records and statistical reports shall be closely supervised by the Station
Commander.
i. Periodic inspection shall be made to see the rules and regulations of the local
agency relative to records creation and maintenance are strictly complied with.
j. Statistical records shall conform in all aspects to the uniform crime reporting
standards and regulations.
8. Philippine National Police Uniform Crime Periodic Reporting- to promote consistency
in the recording of crime incidence, these guidelines prescribe a uniform procedure for the
Philippine National Police in reporting and collecting crime data including cases reported to
other law enforcement agencies involved in the Criminal Justice System. Further, these
data shall be the working basis for policies and programs on various anti-criminality
measures.
For the past years, generating statistical crime date on various crimes
committed in the regions/provinces has been growing concern of the Philippine National Police
(PNP). To address this issue, two (2) mechanisms were in place such as: The National Crime
Reporting System (NCRS), which is concerned more with the details of the crime, to wit;
victim’s data, offender’s data, among others, while crime statistics gathered through the Police
Regional office Periodic Report (PROPER) is mainly concerned simply with WHAT
HAPPENED, WHERE, TO WHOM, WGY and the results of investigation.
The PNP, as the premier law enforcement agency, needs an accurate statistical
crime data for both administrative and operational decisions. The data gathered from the
regions/provinces play an important role to the PNP’s overall assessment of crime trends and
for determining the pattern of crime activity in the country. If the problem on
gathering/generating the crime situation is not properly addressed, the PNP cannot present an
accurate situation of the country.
The following procedures shall prescribe the guidelines in the conduct of Crime
Reporting for purposes of obtaining an accurate data for interpretation.

1. The adoption of consistent and accurate crime recording standard shall require
the unconditional commitment of the Chiefs of Police, Provincial/District/City
and the Regional Directors. The IDM Officers shall continuously ensure that the
crime recording is clearly articulated of such system are understood.
2. All line units should seek to gather, collate and record all crime-related incidents
so as to establish an accurate and timely picture of what is happening locally.
3. The police blotter shall serve as the main source of crime data fro submission
and shall be the basis for preparing and accomplishing the Unit Periodic Report
and NCRS Form 1.
4. Crime date from other stakeholders and law enforcement agencies shall be
recorded into the police blotter.
5. It is envisioned that all future incidents and crime recording systems should be
fully integrated or at least linked to facilitate tracking and audit between the
systems.
6. The Chief of Police must ensure that crime data are gathered from sources
such as: Barangay, NBI, PDEA, BFAR, DENR, DSWD, BUCUS, BI and other

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

agencies with law enforcement functions in the locality.

7. Unit commanders shall appoint a crime register who shall be responsible
consolidating and maintaining crime data files of each unit to ensure
consistency and continuity.
8. The Chief of Police is primarily responsible for the maintenance of accurate
crime data. Accuracy and integrity of crime recording process must be ensured
by the chief of Investigation Section and Crime registrar.

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

2. Counting Mechanism
The following rules shall apply in the counting of crime incidents:

a. Murder cases (Art. 248, RPC) shall include those that were consummated
only. Infanticide (Art. 255, RPC) and Parricide (Art. 246, PRC) cases shall be
counted as murder case. Killings perpetrated by insurgents and/or terrorists
must be included. Attempted and Frustrated cases of murder, infanticide and
parricide are counted as physical injury cases if indeed the victim(s) was
injured. Otherwise, these cases shall be counted as non-index crimes.
b. Homicide- (Art. 249, RPC). Similarly, only consummated homicide cases are
to be counted. Attempted and Frustrated homicide cases which result to
injuries to the victim(s) are counted as physical injury cases. Otherwise,
these cases shall be counted as non-index crimes.
c. Serious and Less Serious Physical Injuries- (Art. 263, 264 and 265, RPC). In
addition to actual physical injury cases, incidents perpetrated by/or involving
insurgents/terrorists which resulted to the wounding of the victim(s) must
also be counted.
d. Robbery- (Art. 293, RPC). Only consummated robbery cases and robbery in
band are to be counted.
e. Carnapping- (RA 6539) – Only consummated carnapping cases are to be
recorded.
f. Cattle Rustling (PD 533)- Only consummated cases shall be recorded.
g. Theft (Art 308, RPC)- Only consummated theft cases are to be counted.
h. Rape (Art. 335, RPC and RA 8353). Only consummated and statutory rapes
shall be included.
i. Suicide shall not be counted as crime.
j. For compound and complex crimes, only the most serious offense should be
counted. (Principal crime rule)
k. The reported incident shall be counted as a crime after validation by the
investigation officer that there is such an incident constituting a crime.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

l. Infractions involving violations of provincial/city/municipal and barangay

ordinances shall not be counted.
m. Violations of the Revised Penal Code and Special Laws which are to be
settled at the Barangay (Under PD 1508 as amended by local government
code of 1991 and Supreme Court administrative circular no. 14-93) shall be
recorded separately.
n. Crime incident/s under RA 9344 or the Juvenile Justice Act where absolute
confidentially of the parties and the documents are provided shall be
recorded. Data from local DSWD office shall be collated.
o. For purposes of generating separate statistics of all offenses arising from
violations of traffic rules and regulations, the traffic investigation
section/division shall assume responsibility in recording all traffic offenses
and submit the same to the crime registrar for data integration in the crime
statistics.

3. Crime registrar (CR)

To ensure that a consistent crime recording standard is maintained
within the PNP, each unit shall appoint a crime registrar. The registrar shall
ensure the proper accomplishment of NCRS form-1 in accordance to
NAPOLCOM resolution 92-39.

4. What to Report/ Submit

All PNP units must submit their Unit Crime periodic Report (UCPER)
with corresponding analysis, interpretation and complete attachment as
required in the original PROPER. The said report shall be accomplished by the
reporting unit as stated below to be submitted on the dates indicated in these
guidelines.

Self-Help: You can also refer to the sources below to help you further
understand the lesson

Bajano-Nano, M.C., & Pioquinto, P.V, (2014). Technical Report Writing 2 for
Criminology Students. Quezon City, Philippines: Wiseman’s Book Trading, Inc.

Let’s Check
Activity 1. Discuss the following concepts in your own words.

1. Police Records
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_________________________________________________________________
2. Police Records Management
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
____________________________________________________________
3. Case Report Numbers
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
____________________________________________________________
4. Arrest Report Numbers
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
____________________________________________________________
5. Identification Number
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
____________________________________________________________

Activity 2. Explain the importance and relevance of the Philippine National Police Uniform
Crime Periodic reporting to the present crime situation of our country.

_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
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_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
___________________________

Let’s Analyze

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Activity 2. Explain the importance and relevance of the Philippine National Police
Uniform Crime Periodic reporting to the present crime situation of our country.

_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
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_____________________________________________________
In a Nutshell
In this part you are going to jot down what you have learned in this unit. The said
statement of yours could be in a form of concluding statements, arguments, or perspective
you have drawn from this lesson. The first item is done for you.

1. Police records are the primary means of communication among the members of
the police departments’ function, as well as the units of the PNP organization’s

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

accomplishment of police task and main mission.

Now it’s your turn!

2.

3.

4.

5.

6.

7.

8.

9. ______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
____
10. ______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______

Q&A List
In this section you are going to list what boggles you in this unit. You may indicate your
questions but noting you have to indicate the answers after your question is being raised and
clarified. You can write your questions below.

Questions/Issues Answers
1.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

2.

3.

4.

5.

Keywords Index
Police Records Management Filing
Supervision of Reports Case Reports
Decimal System Identification
COURSESCHEDULES

Please be mindful of the schedules below to avoid future problems in complying with your
requirements.

Activity Date Where to submit

Big Picture A: ULOa Let’s Check
June 4, 2021 CF’s email
and Analyze Activities
Big Picture A: ULOa In a Nutshell June 4, 2021 CF’s email
Big Picture A: ULOa Q and A List June 7, 2021 via Zoom app
Big Picture A: ULOb Let’s Check
June 8, 2021 CF’s email
and Analyze Activities
Big Picture A: ULOb In a Nutshell June 8, 2021 CF’s email
Big Picture A: ULOb Q and A List June 10, 2021 via Zoom app
Preliminary Examination June 11, 2021 Quipper LMS
Big Picture B: ULOa Let’s Check
June 16, 2021 CF’s email
and Analyze Activities
Big Picture B: ULOa In a Nutshell June 16, 2021 CF’s email
Big Picture B: ULOa Q and A List June 16, 2021 via Zoom app
Big Picture A: ULOb Let’s Check
June 18 2021 CF’s email
and Analyze Activities
Big Picture A: ULOb In a Nutshell June 21, 2021 CF’s email
Big Picture A: ULOb Q and A List June 11, 2021 via Zoom app
Midterm Examination June 25, 2021 Quipper LMS
Big Picture B: ULOa Let’s Check
June 30, 2021 CF’s email
and Analyze Activities
Big Picture B: ULOa In a Nutshell July 2, 2021 CF’s email

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Big Picture B: ULOa Q and A List July 2, 2021 via Zoom app
Big Picture A: ULOb Let’s Check
July 5, 2021 CF’s email
and Analyze Activities
Big Picture A: ULOb In a Nutshell July 6, 2021 CF’s email
Big Picture A: ULOb Q and A List July 6, 2021 via Zoom app
Final Examination July 8-9, 2021 Quipper LMS

Please note that this schedule may change from time to time. It is advisable that you always
keep in contact with your teacher for updates and always check your LMS or Group
Chatrooms.

Online Code of Conduct

 All teachers/Course Coordinators and students are expected to abide by an honor code of
conduct, and thus everyone and all are exhorted to exercise self-management and self-
regulation.
 Faculty members are guided by utmost professional conduct as learning facilitators in
holding DED conduct. Any breach and violation shall be dealt with properly under existing
guidelines, specifically on social media conduct (OPM21.15) and personnel discipline
(OPM 21.11).
 All students are likewise guided by professional conduct as learners in attending DED
courses. Any breach and violation shall be dealt with properly under existing guidelines,
specifically in Section 7 (Student Discipline) in the Student Handbook.
 Professional conduct refers to the embodiment and exercise of the University’s Core
Values, specifically in the adherence to intellectual honesty and integrity; academic
excellence by giving due diligence in virtual class participation in all lectures and activities,
as well as fidelity in doing and submitting performance tasks and assignments; personal
discipline in complying with all deadlines; and observance of data privacy.
 Plagiarism is a serious intellectual crime and shall be dealt with accordingly. The
University shall institute monitoring mechanisms online to detect and penalize plagiarism.
 All borrowed materials uploaded by the teachers/Course Coordinators shall be properly
acknowledged and cited; the teachers/Course Coordinators shall be professionally and
personally responsible for all the materials uploaded in the online classes or published in
SIM/SDL manuals.
 Teachers/Course Coordinators shall devote time to handle DED courses and shall
honestly exercise due assessment of student performance.
 Teachers/Course Coordinators shall never engage in quarrels with students online. While
contentions intellectual discussions are allowed, the teachers/Course Coordinators shall
take the higher ground in facilitating and moderating these discussions. Foul, lewd, vulgar
and discriminatory languages are absolutely prohibited.

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

 Students shall independently and honestly take examinations and do assignments, unless
collaboration is clearly required or permitted. Students shall not resort to dishonesty to
improve the result of their assessments (e.g. examinations, assignments).
 Students shall not allow anyone else to access their personal LMS account. Students shall
not post or share their answers, assignment or examinations to others to further academic
fraudulence online.
 By handling DED courses, teachers/Course Coordinators agree and abide by all the
provisions of the Online Code of Conduct, as well as all the requirements and protocols in
handling online courses.
 By enrolling in DED courses, students agree and abide by all the provisions of the Online
Code of Conduct, as well as all the requirements and protocols in handling online courses.

Monitoring of OBD and DED

 The Deans, Asst. Deans, Discipline Chairs and Program Heads shall be responsible in
monitoring the conduct of their respective DED classes through the LMS. The LMS
monitoring protocols shall be followed, i.e. monitoring of the conduct of Teacher Activities
(Views and Posts) with generated utilization graphs and data. Individual faculty PDF
utilization reports shall be generated and consolidated by program and by department.
 The Academic Affairs and Academic Planning & Services shall monitor the conduct of
LMS sessions. The Academic Vice Presidents and the Deans shall collaborate to conduct
virtual CETA by randomly joining LMS classes to check and review online the status and
interaction of the faculty and the students.
 For DED, the Deans and Program Heads shall come up with monitoring instruments,
taking into consideration how the programs go about the conduct of DED classes.
Consolidated reports shall be submitted to Academic Affairs for endorsement to the Chief
Operating Officer.

Course prepared by:

BRENDA P. AÑONUEVO, MSCJ

Course Coordinator

Course reviewed by:

JUN MARK A. ASIS, MSCrim

DCJE- Program Head

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 DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116

Approved by:

GINA FE G. ISRAEL, EdD

Dean of College

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