TECHNICAL ENGLISH 2 LEGAL FORMS

Legal Forms

The legal form (also known as legal status) is defined

according to national legislation. It is useful for eliminating
ambiguity in identification searches and as the possible
criterion for selection or stratification for surveys. It is also
used for defining the institutional sector.
Police Report
1.Is any written matter prepared by the police involving their
inter action with the community
2.Is an exact narration of facts discovered during the course
of crime investigation which serves as a permanent written
record for future reference.
3.Is a permanent written record of a police activities
classified as informal and formal which communicates
important facts concerning people involved in criminal
activities.
Purpose Of Police Reports

1.written report to serve as the raw materials from which

records system are made.

2. Written report to reveal as part of the component of the

record system, the direct relationship between the efficiency
of the department and the quality of its reports and reporting
procedures.
Purpose Of Police Reports

3. Written report to guide the police administrators for policy

formulation and decision making.

4. Written report to serve as a gauge/yard stick for efficiency

evaluation of police officers.

5. Written report to guide prosecutors and courts in the trial

of criminal cases investigated by the police.
What Is A Police Report?

Report is basically a story of actions performed by

man. Police report is a chronological account of an
accident that transpired in a given time at a given place.
It is also defined as an account of an investigation, of an
official statement of facts.
What Is A Police Report?

Police report results from the fact that someone has

asked for them and needs them for immediate or future
use. In any event, police reporting has become one of the
most significant processes in modern police operations.
Important Uses Of Report Writing

1.Report serves as records for police administration in

planning, directing, and organizing the units duties.
2.Reports can be used as legal documents in the prosecution
of criminals.
3.Reports are utilized by other agencies.
4.Reports can be useful to tri-media for public information
purposes.
5.Reports can be utilized for research purposes.
6.Reports improved the personality of the writer.
Criteria To Be Considered In Report Writing

1.Clarity
2.Accuracy
3.Brevity (brief and concise)
4.specificity
5.completeness
6.timeliness
7.security
8.impartiality
 Accordingly, One of the most basic
consideration in writing is the language used. Direct
to the point words are essential to good police
report writing. Use of specific words also contributes
to factual police reports.
 It is almost necessary to use a paragraph in
any narrative report. A paragraph is simply a warning
to the reader that a change in thought is about to
occur, or that a new subject to be explored. The
report should be complete, easily understood, brief
and accurate.
1.CLARITY – the police report must be clear and it should
be written directly and easy to understand.

2.ACCURACY - must conform with the established rules

of syntax, format, spelling and grammar. The data
presented must be precise and the information given
must be factual.

3.BREVITY – must be short, with simple sentences,

common words and easy to understand.
4. SPECIFICITY – must be specific by using concrete examples.
A good descriptive narration gives life to the written words
through particular terms that project hues, movements,
quantities, and shapes.

5. COMPLETENESS – must be complete by using the 5Ws and

1H.

6. TIMELINESS – must be submitted on time. As much as

possible immediately after the incident has happened.
7. SECURITY – must be considered classified, hence,
transmission, handling and access to this report should
be limited only to police personnel who are granted by
higher authority appropriate security clearance.

8. IMPARTIALITY – must know what the receiving office

needs to know. Important data must not be omitted or
added to conceal responsibilities, to impute liabilities or to
favor parties.
What is needed in preparing and writing a report

The police writer will make an outline from the facts of

the case and follow a chronological sequence. After an
outline has been identified they will make sure that their
notes will be organized and reviewed first for completeness
prior to the actual writing of the report.
What is needed in preparing and writing a report

The outline should answer the 5Ws and 1H the facts

presented in the report writing should prove the importance
of police report. The real answer lies on the quality of the
result of accomplishment and basic principles.
What is needed in preparing and writing a report

Police report are from simple brief memorandum to a

complex. Formal investigation requires the application of
basic standards such as clear, pertinent, brief, complete,
current, accurate, fair, properly classified, informative, and
objective. It should be submitted in proper format and should
be on time.
2 Types of Police Report

1.Informal Report usually is a letter or memorandum or

any one of many prescribed or used in day by day police
operations. It customarily carries 3 items besides the
text proper: date submitted, subject, and person or
person whom submitted. It may however contain many
items of administrative importance along with the
subject matter of the text. Most police report may be
placed in this category.
2 Types of Police Report

2. Formal Report suggests a full-dress treatment including

cover, title page, letter of transmittal, summary sheet text,
appendixes, and perhaps an index and bibliography.
Classification of Police Report

a.Performance Report contains information as to the

status of an activity, activities or operations.
b.Fact Finding Report involves the gathering and
presentation of data in logical order, without an
attempt to draw a conclusion.
c.Technical Report presents data on a specialized
subject.
Classification of Police Report

d. Problem Determining Report attempts to find the

causes underlying a problem or to find whether or not a
problem really exists.

e. Problem Solution Report analyzes the thought

process that lies behind the solution of a particular
problem.
Police Report Categorized

a.Operational Reports include those relating to the reporting

of police incidents, investigation, arrests, identification of
persons, and a mass miscellaneous reports necessary to the
conduct of routine police operations.

b.Internal Business Report relate to the reporting necessary

to the management of the agency and include financial
reports, personnel reports, purchase reports, equipment
reports, property maintenance reports, and general
correspondence.
Police Report Categorized

c. Technical Reports presents data on any specialized subject,

but usually relates to the completed staff work (CSW) and
add to the specific knowledge necessary to proper
functioning of police management.

d. Summary Reports Furnish intelligence information

necessary to the solution of crime, accident and police
administrative problems.
 Accordingly, police report writing is
directed and centered only on the category of
operational reports. That this reports are the raw
materials from which administrative reports are
derived.
 ANATOMY OF CRIME
Elements of Crime to Happen
 The 3 Elements

1.Motive the reason or causes why a person perpetuate a

crime.

Example:
disputes, economic gain, jealousy, revenge, insanity, and
thrill. Intoxication, drug addiction and many others.
 The 3 Elements

2. Instrumentalities are the means or the instruments used in

the commission of a crime. It could be:

Firearm, bladed weapons, poison, a crow bar, motor vehicle,

etc. Motives and Instrumentalities belong to and are harbored
and wielded respectively by the criminal.
 The 3 Elements

3. Opportunities consist of the acts or omission and or

commission by a person (victim) which enable another person
or group of persons Criminal) to perpetrate the crime.

Example:
include leaving ones home or car unattended for a long time, walking
alone in a crime prone area, wearing expensive jewelries in slum areas,
easily admitting strangers in ones residence. Opportunity is
synonymous with carelessness, acts or indiscretions and lack of crime
prevention consciousness on the part of the victim.
Police Visibility
When we talk about police visibility, we
should not limit ourselves to just presence or
being actually physically present. Police visibility is
more than that. Omnipresence.
3 Things to consider in Police Visibility

1.Physical presence - Physical presence at the area or at the

crime scene is very important. It is the immediate feedback
to the public that their police is on the job.
a. Visible as a police
b.Easy to locate units
2. The patrolling schemes – various patrol components are
joined together to complement and support one another to
ensure a widespread and redundant coverage.
a. Mobile
b.Integrated
c. Widespread, supportive
d.Redundant coverage
3. Response – Police response should be proper,
adequate and that it really satisfies the requirement
and most specially be timely to compensate for non-
presence.
a. Proper
b.Adequate
c. Timely (ideal is 5min)
Notebook and Journal entries

The notebook is one of the basic piece equipment which a

nr of policemen now a days fail to appreciate and utilize. The
notebook shall be playing a significant role as all subsequent
actions expected of the police community precincts
commander will depend on matters recorded in the notebook
which will reflect in the police beat system journal.
Notebook and Journal entries

PBS journal is maintained in each PCPs. Recording matters

in the journal shall be the individual responsibility of every
beat policeman. Entries in the notebook shall answer the 5Ws
and 1H.
Guidelines in the preparation and classification of
departmental General Orders, Special Orders,
Circulars, Memoranda.
GENERAL ORDERS – orders or directives covering
organizational set-up, functional duties, constitution of
committees, including departmental commendations for
officers, members and civilian employees, General Orders
are prepared for signature of the Superintendent.
SPECIAL ORDERS – dealing on assignments, transfer,
temporary duty or special training, etc. of personnel.
Special Orders are prepared for signature of the deputy
superintendent under the correspondent line authority.
NUMBERED MEMORANDUM – is a department wide
directions or orders prescribing guidelines, standing
procedures, policies, rules and regulations which are
intended for compliance or implementation these orders
are prepared for signature of the Deputy Superintendent
under the usual authority.
MEMORANDA (un Numbered) this is another form of
dissemination of directives or orders which are intended
for compliance/ implementation on temporary basis or
lasting only for a short period.
 Memoranda are also used for disseminations by
quoting therein letters of appreciation and other
communications from other offices or individuals, for
informative purpose. For signature of the superintendent or
the deputy superintendent depending on the importance of
the matter.
POLICE REPORT WRITING FORM

Every agency has its own forms and procedures for

completing operational reports. But there is a standard
format on how to prepare a report that is simple yet
complete.
POLICE REPORT WRITING FORM

We have the basic or informal report that deals with

the ordinary miscellaneous, day to day memorandum,
letter, or form accomplished by any member of the unit,
section, precinct/station or department in accordance with
the prescribed general orders, special orders, circulars,
numbered memoranda.
CONTENTS OF THE BASIC OR INFORMAL REPORT

1.The letter head of the organization

2.The date of preparation or submission
3.The person or office to whom it is addressed or
submitted
4.The name of the writer or source of the report
CONTENTS OF THE BASIC OR INFORMAL REPORT

Report is a permanent written record which communicates

all important facts of the case to be used in the future.
Basic or informal reports are generally internal in nature, it
seldom goes out of the department.

a. Reports of investigation on administrative

complaints
b.Minor case involving viol of CO/MO
LAW ENFORCEMENT REPORTS ARE CLASSIFIED
1.Administrative Reports
2.Operational Reports

ADMINISTRATIVE REPORTS – deals with the routine

functioning of the department or agency. Such report may
cover proper uniform, reporting procedures, and
grievances.

OPERATIONAL REPORTS -deal with the activities of the law

enforcement officers.
3 BASIC FUNCTIONS OF THE PNP

1.Crime prevention
2.Crime solution
3.Traffic Control

The most basic is crime prevention. Prevention or

crime deterrence is police visibility the most basic role
performed by the PNP.
CONCEPT OF POLICE REPORT

1.is any written matter prepared by the police involving

their interaction with the community.
2.is that a police report is an exact narration of facts
discovered during the course of crime investigation
which serves as permanent written record for future
reference.
3.It is permanent written record
4 TYPES OF OPERATIONAL REPORT

1.Patrol service reports

2.Arrest reports
3.preliminary Investigation reports
4.Supplemental progress reports/ follow up reports
CRIMINAL INVESTIGATION REPORT

Any person who understands police report writing

cannot proceed in writing a police report until after he ha
undergone criminal investigation training, or seminars and he
should be a member of the PNP.
 As investigator you should memorize the Miranda Warning.

1. You have the right to remain silent. Anything you say can be used against you in court.

a. Do you understand and invoke your right to remain silent? Yes _____ No ____
b. Understanding that right, do you wish to talk to me now? Yes _____ No ____

2. You have the right to an attorney. Of your own choice and have him present before and during questioning. If
you cannot afford one will be appointed free of charge to represent you if you desire.
a. Do you understand, you have the right to an attorney of your own choice? Yes ___ No___
b. Understanding that right, do you wish to talk to me now? Yes___ No___
_____________________________________
Name/signature of person under investigation
Witness:

1._________________________________ 2.______________________________

____________________________
Name/Signature of Investigator
CRIMINAL INVESTIGATION REPORT WRITING
PURPOSES OF CRIMINAL INVESTIGATION REPORT

Criminal Investigation reports provide facts to

competent authorities and serve as a record of
investigative activity. Criminal investigation units are
essentially responsible for collecting facts and preparing
written reports. Factual information are collected and
reported on time to allow immediate appropriate action.
THE BASIC PURPOSE OF CRIMINAL INVESTIGATION
REPORTS
a. To preserve knowledge/information about a case
b.To provide accurate details about the case.
c. To aid other investigation and other agencies
concerned.
d.To coordinate investigation activities within the
organization.
e.To serve as reference by competent authorities.
STYLE OF REPORT

All reports are written in such manner that it clearly

presents only the relevant facts. The presentation of this
facts must not be distorted or confused by the writers
manner of expression. Clarity, accuracy and brevity are
emphasized based on facts.
CRITERIA OF REPORT

Reports being permanent records of investigative

efforts are subject to close scrutiny at all levels of the
police organization including other concerned agencies of
the government.
CRITERIA OF REPORT

Reports must meet certain standards or criteria, some

of which are as follows.
a. Reports must not contain vague or unclear terms
b.Reports must be original and correct in both
composition and grammar.
c. Abbreviations must be used appropriately and correctly.
d.The use of slang, colloquialisms or unnecessary
technical terms should be avoided.
CRITERIA OF REPORT

e. Reports must not contain any erasures, or alterations.

f. If any correction is to be made, then it must be corrected
by changing the entire page to contain what is correct.
g. All duplicate copies of reports Must be legible, clearly
readable.
h. When necessary, duplicate copies of reports must be
officially authenticated.
i. Contents of reports must be factual and devoid of bias or
prejudice on the part of those making the report.
CARDINAL PRINCIPLES OF GOOD REPORT WRITING

1. ACCURACY- the writer or investigator must conform to the truth.

2. COMPLETENESS- this requires the inclusion of all relevant

pertinent and material information.

3. BREVITY- eliminate all irrelevant, unessential and unnecessary

materials. It includes the ability to make the report unified,
coherent and emphatic.
CARDINAL PRINCIPLES OF GOOD REPORT WRITING

4. FAIRNESS -the investigator should take the facts as he finds them and if ever
he has theories, it must be consistent with these facts.

5. FORM/STYLE – the arrangement of the material presented should be in a

manner that will make the report easy to read. It includes proper
paragraphing, underscoring, capitulation and proper heading. The report
should be written in the 3rd person, the investigator referring to himself as :this
investigator”.
TYPES OF REPORTS TO BE PREPARED

Initial and Preliminary Report – This is done as soon as complaint is

received. Reporting process begins when officer completes preliminary
investigation report referred to as case report.

CASE REPORT refers to the initial detailed listing of facts of the case.
PRELIMINARY REPORT CONTAINS THE FOLLOWING

1. The offense
2. Current date/time
3. Date and time of offense
4. Identification date pertaining to victim or other reporting party
5. Location of offense
6. Method of operation
7. Identification data pertaining to suspect
8. Identification of officer
PROGRRESS REPORT describe progress of the investigation from time to time
and ensures constant follow ups.

Termination of investigation:
a. Lack of leads, hence case is suspended
b. Awaiting for further developments and gathering of evidence
c. Closed. Perpetrator arrested and case filed in court.

FINAL INVESTIGATION REPORT is rendered when case is completed, that is

complainant, witness, sufficiency of evidence and perpetrators are identified so
as to warrant filing of case and termination of investigation.
LEGAL FORM 1

(Letter Head)

SUBJECT: Initial, Progress or Final Report on:

FOR:

I. AUTHORITY:
II. DETAILS:
III. RECOMMENDATIONS:

__________________
Investigating Officer
LEGAL FORM 2

(Letter Head)
FOR:
SUBJECT: Investigation Report Re:
FROM:
DATE:

I. AUTHORITY
II. MATTERS INVESTIGATED
III. FACTS OF THE CASE
IV.DISCUSSION
V. CONCLUSION
VI.RECOMMENDATIONS

__________________
Investigating Officer
EXHIBIT/ANNEXES
“A” Complaint Sheet
“B” Authority to investigated
“C-1” Sworn statement of witness 1
“C-2” Sworn statement of witness 2
“D” Extra Judicial confession (if any)
“E-1” Arrest Booking sheet
“E-2” Crime Laboratory reports
“E-3” Photographs

LIST OF PLEADING/COURT ORDER

F-1 Complaint/Letter of transmittal

F-2 Information
F-3 Warrant of arrest
F-4 Motions/petitions
F-5 Memoranda
F-6 Resolution/Decision
SAMPLE CASE STUDY

SUBJECT:
Part I
Part II
Part III
LEGAL FORM 3

(Letter Head)
MEMORANDUM:

For : City Director

Thru : C, Operations
Subject : Beat Patrol Checklist
Date : 20 February 2022

PRE DEPLOHYMENT-OF LINE BEAT PATROL

(YES) (NO)

___ ___ 1. Formation of incoming shift was done at about 7:00am.

___ ___ 2. Beat detail was accounted prior to deployment, absent were reported and replaced.
 ___ ___ 3. The team leader conducted rank inspection to ensure proper wearing of uniform.
a. Sidearm
b. Pro baton
c. Notebook
d. Checklist
e. flashlight
f. Rain gear

___ ___ 4. Conducted briefing andDisseminated important instructions , current policies and
Guidelines.
___ ___ 5. Beat patrollers were dispatched at about 7:20am.
LEGAL FORM 4

POST DEPLOYMENT OF LINE BEAT PATROL

(YES) (NO)

___ ___ 1. After the line beat patrollers tour of duty, formation was conducted at about 7:00am.
___ ___ 2. Accounting was conducted, absent were reported with appropriate admin sanctions.
___ ___ 3. The team leader conducted rank inspection at least twice during tour of duty.
___ ___ 4. Other issued equipment’s were accounted and re issued to incoming duty.
___ ___ 5. The daily patrol report was accomplished by shift patrol duty.
___ ___ 6. Outgoing patrollers were properly dismissed at about 7:20am.
LEGAL FORM 5

1. PERSONNEL INVOLVED:
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
2. AREAS COVERED:
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________

3. DURATION OF PATROLLING:
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
4. UNSAFE CONDITIONS AND OTHER INFORMATION NOTED DURING THE PATROLLING:
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________

5. CHECK AND INDICATE EXACT LOCATION:

a. Location:
b. Deep excavation:
c. Open Manhole
d. Broken pole
e. Uncollected garbage
f. Flooded road
g. Leaking water line
h. Illegal water connection
i. Busted street lights
j. Stalled/abandoned vehicle
k. Ongoing illegal construction
l. Fallen tree
m. Fire hazard
n. Defective traffic signs
o. others
6. COMMENTS RECOMMENDATIONS: ______________________________________________
7. ACTIONS TAKEN ON OBSERVATION WHICH REQUIRE IMMEDIATE ATTENTION:____________
8. REPORTED BY: _______________________________________________________________