BASIC POLICE REPORT WRITING

By:

PROF. OSCAR GATCHALIAN SORIANO, LC

BSCrim. MSBA, MSCrim, PhDCrim

===================================================

Introduction

In this rapidly changing world, the delivery of

timely information through various means of
communication is undoubtedly important. The ability
to communicate effectively is advantageous in
almost any field of police activity, and it is an
essential element in any successful organization.
While we had the spoken and the printed words as
the two of our basic tools in communication, police
report writers nevertheless find difficulty in
expressing clear and concise thoughts.

Purposes of Report Writing

In general, the police organization develops

its reporting system to serve the following
purpose.

1. To account upward and outward for its

activities and for justification of its program.

2. To report upward and outward information

concerning progress, future needs and plans, and
decisions being made, or which may be made.

3. To report upward for purposes of

administrative control.
 2

4. To inform downward in the organization

concerning policies, program, organization’s
resources, procedures, and all other matters
concerning work in the police organization.

Important Uses of Report Writing

1. They serve as record for police

administrators in planning, directing, and
organizing the unit’s duties.

2. Reports can be used as legal documents in

the prosecution of criminals.

3. Reports can be used by related agencies in

the police service.

4. Reports can be useful to local media which

usually have access on public documents having
accurate statistics.

5. The author of a report should also

consider that his written work is reflective of his
personality.

6. Reports can be a basis for research among

student in Criminology, Law Enforcement, Police
Administration, and other related areas.

Effective Report Writing

Effective report writing is more than correct

writing. You may use correct spelling, punctuation,
and grammar, and still produce unsatisfactory piece
of police report. To be effective, police report
 3

writing must be interesting. How to write

effectively deals with the creative aspect of
writing. It provides information on how to use
words and organize your ideas and thoughts so that
you can capture and hold the attention of the
reader.

Definition of Police Report

A report is a story of action performed by men.

In police report, it is a chronological or step-by-
step account of an incident that transpired in a
given time, at a given place. It is also defines as
an account of some subjects specifically
investigated, or an official statement of facts.
Police report result from the fact that someone has
asked from 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.

Narrative Technique of Police Report

Among the techniques in composition writing,

narration is effective in police report. This is
because narration concern events, with action, and
with life in action. An action takes place in time.
There is a chronological movement from the
beginning to an end. This means that the report
begins when something happened; it ends when
something has finished happening.
 4

Tone of Police Report

Written police report are most effective when

they have an objective tone in order to achieve
detachment. The use of “I,” or the “WE,” the “ME,”
or the “MY,” makes writing subjective and
opinionated. Administrative decisions cannot
effectively be based on subjective opinions.

Criteria for Good Police Report

1. Clarity

Good English is relative. It can be right for

one reader, wrong for another. In other words, this
is situational. Zeroing in police report, the
writer must consider that the reader have no time
to dilly-dally because they are always in a hurry
to get things done. They have no time to be looking
into the meaning of difficult words used by an
inconsiderable writer.

A police report writer, therefore is duty bound

to service his readers by letting them understand
easily what he is trying to get across.

Rules in observing the clarity of police

report:

1) avoid impressive expression;

2) avoid idea writing language transfer; and

3) avoid illiteracy.
 5

2. Accuracy

The report must conform with the established

standards for syntax, format and written
composition. The data must be precise and the
information must be factual, hence assumptions or
opinions must be avoided. The terms or words used
must reflect constancy throughout the report.

Use the word that serves your purpose. What

exactly do you mean? Have you made your readers see
and feel what you want to see and feel.

3. Brevity

Wordy and lengthy sentences tend to make the

idea vague. The report must be easily understood.
Hence the use of short, simple sentences, and
common words are enjoined. Verbose or repetitive
writing style compromises the substance of the
report. A report should provide information. It
should not be written to impress with words.

4. Specificity

When we write about the concrete examples or

situation that brings ideas to life, we need
specific words that bring the reader close to first
hand experience. Words that remain too general keep
an event colorless and anonymous.

Generalities must be avoided. A good

descriptive narration gives life to the written
word through particular terms that project hues,
movements, quantity and shapes.
 6

5. Completeness

In any incident report, the essential elements

of information must be complete. The 5Ws and 1H
should be the basic guide in writing a report.
Intentional or unintentional omission of data may
leave the reader asking more questions. It must be
avoided.

6. Timeliness

A report rendered after a considerable lapse of

time is useless and it defeats the purpose of
submitting an incident report. Belated accounts of
events are histories that are apt for future and
not for immediate use.

7. Security

All significant incident reports are considered

classified, hence, transmission, handling, and
access to these reports should be limited only to
police personnel who were granted the same or
higher security clearance as the report.
Accordingly, it is also imperative to place the
necessary markings to emphasize the document
classification of the report. Likewise, it is
prohibited to divulge the contents of the same to
anybody, except when regulations permit it, and the
approval of appropriate authorities was sought
before hand.

8. Impartiality

The reporting unit must know what the receiving

unit needs to know. Important data must not be
omitted or added to conceal responsibilities, to
impute liabilities, or to favor parties.
 7

Embellishments, by inducing incredible information

for purposes of making the report impressive, must
likewise be avoided.

The 5Ws and 1H of Police Report

The police officer need not be a literary

genius to write a good police report. If the
officer obtain the six interrogatives, i.e., WHO,
WHAT, WHERE, WHEN, WHY AND HOW, his report will be
complete even though it might not be a literary
masterpiece. The 5Ws and 1H can be a useful guide
to report writers, especially the beginners. The
following is a list of the variations that can be
derived from the above.

1. Who

1) Complete and correct name. Wrong name

result in failure to locate a witness or apprehend
a suspect. The spelling should be correct, name,
including middle name must be exact.

2) Exact home address, be it residence or

a hotel, and telephone address.

2. What

1) What type of property was attacked,

e.g., building, residence, alley, vacant lot,
etc.

2) What type of property was stolen, lost

or found. What items related to the crime were
found at the crime scene. An accurate description’s
of all such property stolen, lost or found. An
 8

accurate description of all such property should be

entered in the notes.

3) What offense was committed, e.g.,

murder, homicide, rape, physical injuries, robbery,
theft, and violation of special laws.

4) What type of evidence was found or

recovered?

3. Where

This question is concerned with the

geographical location of the crime scene, property
or evidence.

4. When

This question includes the date and the

time when the offense was committed; property
found, suspect apprehended, etc.

5. Why

1) Under this heading is listed the

object or desire which motivated the offense.

2) In crime against person, the object of

the attack might be revenge, ransom, or sexual
pleasure.

3) In crime against property, the reason

may be to acquire money and property.

6. How

This question refers to the general manner

in which the crime was committed.
 9

Practical Considerations in 5Ws and 1H

Generally, the “who,” “when,” and “where” will

appear at the beginning of the report. The reader
needs to know the persons involved, the date and
time the incident happened, and the location at
which it took place. “What” happened is usually
unfolded throughout the report. The “how” is
closely related to the what. The “why” belong
before or after the what, depending on the
situation. These six questions cover the essentials
of many typical police report. A police report is
written because a crime is committed, and
investigation of it is made. If the writer has
failed to ask important questions during
investigation in his field note or tickler, then he
is in for an incomplete report, which
understandably unreliable.

Classifications of Police Report

1. Informal Reports

It is usually a letter or memorandum, or any of

one of the many prescribed or used in day-to-day
police operations. It customarily carries three
items besides the text proper, i.e., date
submitted, subject, and persons or person to whom
submitted. It may however, contain many items of
administrative importance along with the subject
matter of the text. Actually, most police reports
may be placed in this category.

2. Formal Reports

A formal report suggests the full-dress

treatment, including cover, title page, letter of
 10

transmittal, summary sheet, text, appendices, and

perhaps an index and bibliography.

Classifications of Police Report According to

Purpose

1. Performance Report

Contains information as to the status of an

activity or operations.

2. Fact-Finding Report

Involves the gathering and presentation of data

in logical order, without attempt to draw
conclusions.

3. Technical Report

Presents data on a specialized subject.

4. Problem-Determining Report

Attempts to find out the causes underlying a

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

5. Problem-Solution Report

Analyzes the thought process that lies behind

the solution of a particular problem. It may
include all of the elements found in the other
types of reports, including presentation of data
collected, discussion of possible solutions to the
problem, and an identification of the best
solution.
 11

Categories of Police Report

1. Operational Reports

Include those relating to the reporting of

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

2. Internal Reports

Relate to the reporting necessary to the

management of the police organization and include
financial reports, personnel reports, purchase
reports, equipment reports, property maintenance
reports, and general correspondence.

3. Technical Reports

It present data on any specialized subject, but

usually related to completed staff work, and add to
the specific knowledge necessary to proper
functioning of police management.

4. Summary of Information

Furnish intelligence information necessary to

the solution of crime, accident, and police
administrative problems. In addition, police
reports in this category are in recognition of the
importance of public attitude toward police
operations, and serve the useful purpose of keeping
executive and legislative authority, and the
general public informed as to the problems,
progress, and needs of the police organization.
 12

Types of Police Report

1. Spot Report

A spot report is that one done after an

important incident took place in a certain area at
a given time. Verbal or written, it must be acted
done or acted upon within twenty four hours. The
idea is to inform an immediate chief, which is a
standing procedure, considering the fact that
whatever happens in the area is a command
responsibility, or that one from higher police
offices must be informed regarding the details
relative to a particular occurrence.

A spot report may use a radiographic message

form, especially if the reporting unit is far from
the addressee or receiving higher police office
concerned.

When using a radiographic message form, the

following must be indicated and/or enfaced on the
spot reports, i.e., office origin, addressee, cite
numbers, the precedence action, the precedence
info, date-time group, the text answering the 5Ws
and 1H which are all written in capital letters,
and others.

2. Special Report

Special report is done either because one feels

he has some reporting to do, or lower police unit
and/or office is obligated based on the directive
or an instruction from the higher police offices.
In other words, a higher echelon requires a
subordinate one to report on a particular incident,
project program or activities, an estimate of a
situation, or any other similar activity.
 13

Formalizing a special report from a lower

police office to a higher police office has been
done by men in uniform. It follows a memorandum
form of police correspondence, wherein security
classification, heading, reference file, office
origin, sender, addressee, the subject or title of
the report, date of the preparation of the report,
body of the reports, and signature of the head of
office must be included.

The following basics in preparing a police

report shall be followed: seven roller spaces from
the upper edge of the paper, fifteen bar spaces on
the left margin, seven back spaces at the right
margin, and at least one inch space between the
name, rank and signature and lower edge of the
paper. However, with the computerization of the
different police offices—marginal spaces are not
anymore strictly being observed.

Special reports must have the following

paragraph contents:

1) Problem

What is the report all about? Why this is

written in the first place? This problem portion is
reflected in first paragraph, sometimes continued
to the next.

2) Rationale

This refers to the specifications related

to the problem. More often than not, these details
are shown in the subordinating paragraphs after the
problem is defined.
 14

3) Action

That last paragraph has this, usually.

What action must the receiver/reader does.

3. Progress Report

A progress report has a follow-up effect. Is

this is a follow-up of initial report previously
sent? Or is this a follow-up of an investigation
made submitted ahead? Or is this a follow-up of a
project or a program.

A progress report can simply be an

accomplishment report which may be analytical in
approach and comparatively longer. This is may be
in a memorandum form or in a radiographic message
form, having these important highlights: 1) why the
report is being made; 2) purpose and scope of the
report; and 3) sources of information.

If it is written in a memorandum form, the body

of the report must contain the following: authority
for investigation, details, and recommendations, or
if written in radiographic message form, the format
of the spot report shall be adopted.

4. Investigation Report

In criminal investigation unit, the arrangement

of the material presented in an investigation
reports follows a certain pattern. The idea is for
the report to be easy read.

The form is similar to the memorandum form of

police correspondence, except that the text or body
of the report is guided with the following parts:
 15

AUTHORITY, MATTERS INVESTIGATED, FACTS OF THE CASE,

DISCUSSION, CONCLUSIONS, and RECOMMENDATIONS. If a
part is not important because it is absorbed in
another part, such can be excluded. Parts are
capitalized, and followed by a colon. All the
paragraphs composing the text of the report are
numbered consecutively in Hindu Arabic numerals.

The investigator or the investigating officer

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

5. Beat Inspection Report or After Patrol Report

The beat inspection report is one of the

widely-practiced written communications. It is
routinary, as it is submitted daily by the duty
beat supervisor.

This differs from after patrol report in term

of movement. Those on beat inspection do their
routine check on foot; and those on patrol, check
their assigned sectors by using official vehicles—
mobile patrol cars.

As to form, the beat inspection report and

after patrol report uses a memorandum form format.
Beat inspection report and after patrol report are
submitted daily by the beat patrol supervisors—each
one presumed to observe an eight-hour tour of duty
with his members.

6. Situation Report

The situation report is similar to the patrol

report. Both are submitted every eight hours.
However, while the patrol report is done on a
 16

regular basis daily, the SITREP is done on a need

basis only.

7. Formal Report

Essentially, a formal report is a presentation

of facts and/or ideas. Sometimes, this written work
is lengthy. A long, formal report usually contains
the following basic parts: introduction, summary,
body, conclusion(s), and recommendation(s).

Sometimes, the subject matter of the report may

not require a conclusion because the report may
just be a fact-finding one; therefore, a personal
observation is not necessary.

If conclusions and recommendations are not

asked for, the writer must use his best judgment.
All in all, a complete formal report must consists
of the following parts: cover, title page, letter
of transmittal, table of contents, introduction or
preface, summary, body of the report, conclusions,
recommendations, and supplementary materials or
appendices.

Radio Message Form

The radio message form is that one used when

preparing radiographic messages intended for
transmission throughout the Philippine National
Police (PNP). This pattern is after the form used
in the Armed Forces the Philippines (AFP), and
subscribes to the procedures based on the AFPRG
421-141, dated November 26, 1968.
 17

Important Terms

1. Message

A message is any idea expressed in plain

languages prepared in a form suitable for
transmission by any means of communications.

There are three types of messages:

1) Single

A message which has only one addressee.

2) Book

A message which has two or more

addressees, and is of such nature that the
originator considers that no addressee need be
informed of the identity of other addressees. Each
addressee may be either ACTION or INFORMATION. The
main advantage of a book message is the economy in
the use of communication facilities, and reduction
of commercial cost due to elimination of
unnecessary addressee data.

3) Multiple

A message which has two or more

addressees, and is of such nature that the
originator considers that each addressee must be
aware of all the addressee to whom the message was
addressed. A multiple-address message will not be
used when a book message will suffice.
 18

2. Originator

The originator of a message is the authority in

whose message is sent, or is the police office
and/or unit in whose name a message is sent, or is
the police office and/or unit under the direct
control of the authority approving a message for
transmission. The originator is responsible for the
function of the drafter, and releasing officer. The
originator has the following responsibilities:

1) To determine if a message is necessary.

2) To determine the addressees and the type

of message.

3) To use the message form prescribed by the

police organization.

4) To draft the text in accordance with the

prescribed manner and procedure.

5) To determine the precedence.

6) To determine the security classification.

7) To insure that the message is signed by

the releasing officer.

3. Drafter

A drafter is a person who actually composes a

message for release by the originator or the
releasing officer.
 19

4. Releasing Officer

A releasing officer is a person who may

authorize the transmission of a message for and in
the name of the originator.

5. Text

The text is that part of a message which

contains the idea that the originator desires to
communicate. It may also contain such internal
instructions that are necessary to obtain special
handling.

Filing Out of Message Form

1. For Communications Electronic Service or Signal

Use, Routing Indicator for Operator’s Use

The message form has spaces provided for use by

CES or Signal Personnel. No entries are to be made
in these spaces at the time the message is prepared
by the drafter or originator. When blank sheets are
used, adequate space must be left for this purpose.

2. Precedence Action

The precedence assigned to all action addresses

will be entered in this block.

3. Precedence Info

The precedence assigned to all information

addressees will be entered in this block.
 20

4. Date-Time Group

The date-time group is placed at the date-time

group block and consists of six digits and a zone
designation. The first fair of digit denotes the
date; the second fair the hour; the third; the
minutes. When using abbreviated procedure, the
digit denoting the date may be omitted. It is then
called a time group.

A letter DATE-TIME GROUP designate the time

zone. Unless otherwise specified, the local time of
the geographical area will be used, in which case
there will be either no letter after the date-time
group, or the police executive, or head of the
police unit will designate the zone designation
letter corresponding to the local time. For
Greenwich Mean Time, the zone designation letter
“Z” is to be used when required.

5. Message Instructions

Normally reserved for communication center use

by the originator to indicate the desired method of
delivery of a message, e.g., radio, landline,
visual, mail, by hand, or convey any other
appropriate instructions.

6. From

In this block is entered the designation of the

originator. Police abbreviations should not be used
if addressees outside the police service are
included.
 21

7. To and Attn or Info

Addressees may be designated as either action

or information. Again police abbreviations should
not be used if addressees outside police service
are included.

8. Security Classification

1) Responsibility

It is the responsibility of the originator

to ensure that proper security classification is
indicated on the message before it is forwarded for
transmission, a reply classification, when
contents of the text of the message containing the
reply or reference permit.

2) Security Classification

Messages are to be classified as TOP

SECRET, SECRET, CONFIDENTIAL or RESTRICTED
whenever their content falls within the
definition set forth in appropriate regulations.

Those bearing no security classification

should be marked UNCLASSIFIED or the
abbreviations UNCLAS.

9. Cite Number

This is to be filled-up by the originator with

the office, unit or originator’s cite number for
the message.
 22

10. Text

To save transmission and circuit time required

for, normally the message text should be prepared
in block form, i.e., without paragraph numbering,
indenting. If paragraphing is specifically required
or desired, modified letter format should be used.

1) Paragraphs shall be numbered with Arabic

numerals in sequence followed by a period; sub-
paragraphs shall be lettered alphabetically in
sequence followed by a period; sub-sub-paragraphs
shall be numbered with Arabic numerals in
parentheses, commencing with “(1);” sub-sub-sub-
paragraphs shall be lettered in parentheses,
commencing with “(a).”

2) Paragraphs designations are to be

transmitted as those which are written and not
spelled out.

3) When message consists of only one

paragraph, this paragraph shall not be numbered.

11. Reference Message

If the message refers to another message,

appropriate identifying data of the reference
message will be inserted in the block.

12. Classified

If the reference message is classified, the YES

block will marked, and if unclassified, the NO
block will be marked.
 23

13. Page Number and Number of Pages

This block will be filled according to the

number of message, from pages used to complete the
message.

14. Drafter’s Name Title and Phone Number

Data identifying the drafter is entered in this

block.

15. Releasing Officer’s Name, Title and Signature

Data identifying the individual authorities to

release the message is to be entered in this block.

16. PNP Addressees

1) The title and location or unit designation

of the signing authority will be indicated.

2) ZIP Codes of Post Office Numbers, or

another coded distributions lists will not be used
as originator’s address as part of an address.

3) Messages to a police addressee will be

addressed to the chief of an installation or head
of an agency. Authorized abbreviations maybe used.
All messages for personnel serving or on duty
within an agency will contain internal instructions
for delivery purpose.

4) Geographical location of an installation

or agency will be included. Messages addressed to
an individual located at business or home address
will include the street address, the full name of
the city or town and the abbreviated name of the
province.
 24

17. Purely Civilian Addressees

1) The originator’s designation will consist

of the full title of the chief or head in those
messages addressed to another line agency in the
government. Abbreviated titles will not be used;
rather it must be spelled out.

2) When a message is for another line agency

addressee, or is to be delivered by a commercial
carrier, handling instructions will be included in
the address portion of the message form. Names of
cities or municipalities will be spelled out in
full; name of provinces maybe abbreviated, i.e.,
Santa Rosa, N.E.

Routine Slip

The routine slip is primarily aimed at

transmitting papers from office to office within a
police unit and/or station, or from branch to
branch, within an office. It is never used to
forward papers to an agency outside of a police
service; it is used to speed up transmittal of
correspondence direct to action section without a
brief, a disposition form, or an endorsement.
However, when it is faster to stamp a comment on a
basic communication and this comment is intended to
form part of the record, the routine slip will not
be used.

It is also used for inter-office routing in a

police unit and/or station for the purpose
indicated by the remarks printed on the form. It
may contain informal comments which are not
intended to be forwarded beyond the addressee on
 25

the slip. Because the routing slip is ordinarily

not filed, it will never be used for approvals,
disapprovals, concurrences, or other important
actions or comments, no mater how brief.

Some offices use a routing slip in plain white

communications demanding immediate action. The
colored paper will thus indicate that the paper to
which is attached must be given priority.

Guidelines and Procedures in Preparing Routine

Slips

1. A routine slip shall be attached to every

document which needs to be acted upon.

2. The routing slip shall indicate the

following: 1) control number; 2) originating
office; 3) document type; 4) date of document; and
5) subject matter or particulars

3. For purposes of tracking, each

office/unit/service shall have it own document
control number.

4. Additional information shall indicate the

DATE and TIME the document is acted upon; the name
of the processor under the column FROM; the name of
the person to whom the document is referred for
further processing under the column TO; and check
mark of the action taken from among those listed in
the routing slip.

5. The person to whom the document is

released shall fill up the DATE RELEASED and the
RECEIVED BY entries.
 26

6. Routing slip should be numbered in the

action requested instead of checking, to
distinguish different actions requested in cases of
dual or multiple addresses.

Memorandum

Commonly practice in the police service are

memorandum or memoranda which are inter-office
communications dealing with official matters.
Interpreted the simplest way, a memorandum is “a
note to help the memory.” Clearly stated, the
message is boiled down to the fewest possible
words, just the bare essentials.

Memorandums may be general in application,

requiring compliance by, or information of a
majority of all the officers and members of the
police organization. It may be also of limited
application, such as those directed to, or
requiring performance of an action by an individual
or group of individuals within a particular police
unit, directorate, service, region, province,
station or section.

Police executives may issue administrative

instructions in the form of a MEMORANDUM.
Subordinate officials may use this form, only on
matters advisory or informative in nature. Routine
MEMORANDUM is presently resorting to a “bottom
line” technique to enable the police executives to
know right away what had been done about the
problem at hand.
 27

Tones of Memorandum

There is no strict rule governing the tone of

memorandum. However, it is usually noted that the
tone differs in accordance with the person or
persons reading it. From a chief of office to his
subordinates, the tone is impersonal, i.e., “For
guidance and strict compliance.” From a writer
sending a memorandum to somebody of equal rank, the
tone is casually personal, i.e., “The undersigned
noticed changes in . . .” A subordinate police
office writing memorandum to higher police office
uses amore formal tone, i.e., “For info and request
acknowledge.”

In other line agencies of the government

similar with police offices, using FOR and TO has
been done. The ‘MEMORANDUM FOR:” is written above
the addressee if sent to a superior office; the
‘MEMORANDUM TO:” is equally noted on the upper left
corner of the page if sent to subordinate offices.
Police organization adopts memorandums in the
following general usage: to inform; to answer; to
record a significant event; special reports; basic
transmittals, etc.

Position and Placement

The memorandum is typed on legal or custom size

bond paper. Only one side of the sheet is used.
Ordinarily, three copies are prepared. One copy
accompanies the original, the other copy is kept
for file. An exception to the rule occurs when a
letter is sent from an office not authorized to
keep records, in which case both copies accompany
the original, one for the recipient and other for
the first office of record. Another exception
 28

occurs when copies are furnished to individual

organizations, when they arise instructions are
obtained from the chief or supervisor.

The heading including the addressee appears on

the upper third of the sheet, so that when the
paper is folded, the address can be seen through
the glassine window envelope. On the letter
addressed is a single addressee, about five blank
spaces between the first line of the body of the
letter are needed to meet this requirements. The
rule of placement is followed even though a window
envelope is not used. The body of the letter is
placed on the lower two-thirds of the sheet. It is
followed by the complimentary ending.

Parts of a Memorandum

1. Heading

All the materials above the first line of the

body comprise the heading. These are office origin,
address, file reference, identifying initials,
date, subject, channels through which the letter
will, as the case may be, and addressee to whom the
letter is being used.

1) Letterhead

Printed letterhead stationery is normally

used for the first page. If not available, a typed
letterhead may be substituted. Each police office
or unit has its own letterhead. In offices where
more than one kind of letterhead is used, the
nature of the letter will determine which
letterhead is proper. All courtesy carbon copies
are made on plain bond paper.
 29

2) File Reference

It is otherwise called as office symbol—a

file reference is placed at the first margin,
usually two spaces below the letterhead. It varies
according to the individual item of correspondence.
Each part of the references was also used as
identifying information on the second and
subsequent pages.

3) Identifying Initials

Some offices place the surname or the

initials of their originator, and the typist of the
letter. This practice varies because of the
differences in size and functions of the various
offices. The initials of the individual who
dictated the correspondence and those of the typist
are placed in the upper extreme right corner on the
first page of all copies or on the file copies
depending on the instructions issued by the chief
or supervisor. In large installations, the
telephone numbers of the originator may be added.

4) Addressee

The addressee proceeded by ‘MEMORANDUM

FOR” or “MEMORANDUM TO” will be written in block
style, with open punctuation, and normally will
placed before the file reference. The memorandum
will be addressed to the chief or head of an
agency, or an installation by his title. This
letter will not be addressed to police office. The
title will not be abbreviated in either complete or
brief addressees.
 30

Unless the correspondence pertains to an

individual personally, the name of the individual
will not be used in the address of a memorandum
form. When it is necessary, however, to address
correspondence to an individual by name, his grade,
first name, middle name, and last name are
indicated in that order. His badge number and
branch of service may be shown, if it is known and
considered necessary for identification.

5) In Turn Addressee

When letters are routed to several

addressees, the entire address of each office will
be placed on a single line as much as possible. A
onionskin copy will be made for each addressee who
withdraws the copy prior dispatching the letters to
the addressee. The copy for each addressee will be
identified by a check mark of the carbon copy by
his address.

When the same letter is intended for

several addressees, the entire address of each will
be placed on single line if possible. The copy for
each specific addressee will be indicated by a
check mark.

6) Attention Line

To speed routing, correspondence maybe

addressed to the attention of an individual or the
head of a subdivision or by the use of an office
symbol. The name will be used only when there exist
a special reason for calling the letter to the
attention of the individual known to handle the
type of correspondence concerned, and when it is
known that he will be at the placed addressed.
 31

7) Sender or Originator

The sender or originator preceded by the

word “FROM” will be written in block style, with
open punctuation, and normally will be placed below
the addressee.

The designation/title of the sender and

the office symbol wherein the communication
originated is written to inform the addressee to
whom the report came from or originated.

8) Subject

The subject line should contain words not

exceeding ten. It starts two spaces below the
sender and two to the right of the colon. All are
written in capital letters. When the subject
extends two lines, the second line is blocked under
the first letter of the first word in the subject.

9) Date

This may referred either to the date of

signature or the suspense date. The former is
placed below the subject.

2. Body

The body of the letter is the message itself;

it is the substance of the typed letter as distinct
from the formal beginning and ending. This part of
the letter is single spaced, except when it is less
than nine line, and no reply is expected, in which
case it may be double-spaced. Double spacing will
always be used between paragraphs. The first line
of the body of the police correspondence begins two
spaces on the heavy line draw two spaces below.
 32

1) Paragraphing

When a letter is consists of only one

paragraph, the paragraph will not be numbered,
although its sub-paragraphs will be lettered, if
there are two or more. When there are two or more
paragraphs they will be numbered consecutively. The
first line of paragraph will be indented five bar
spaces. The second succeeding lines will begin at
the left margin.

Sub-paragraphs must at least be two. For

example, if there is (1), there is (2).

First subdivisions will be designated by

the letters: a, b, c, and so on. The first line
will be indented so that the designating letters
appear directly under the first letter of the first
word in the main paragraph. Second and succeeding
lines of these sub-paragraphs will begin at the
left margin.

Second sub-divisions of paragraphs will be

designated by numbers in parentheses (1), (2), etc.
If necessary, additional subdivisions will be
designated by numbers underscored. The first line
of these subdivisions will be indented. Second and
succeeding lines will begin at the left margin.

2) Abbreviations

A memorandum allows abbreviations which

are generally accepted in the police service. They
are usually written without spacing or periods,
except geographical locations which can be written
with or without periods. If the full name is used,
the abbreviated rank is permissible, i.e., PCHF
SUPT JUAN S DELA CRUZ, if family name only, the
 33

rank is spelled out, i.e., POLICE SUPERINTENDENT

DELA CRUZ.

However, good practice tells the writer to

use abbreviations sparingly. But, definitely, they
are not used in correspondence going outside of the
police organization.

3) References

References to publication must be specific

and fully implemented. References will not be made
to a publication or document which is not available
to the addressees of the correspondence.

Reference to correspondence will include

the type of correspondence, file reference, office
origin, data and subject.

4) Page Numbering

The first page should not be numbered.

Subsequent pages, including those on which
indorsement are prepared will be numbered
consecutively, beginning with the second page as 2.
Page number will be centered 1 inch from the bottom
of the page. The number will stand by itself; it
will not be set off by dashes, parentheses, or
other punctuations.

5) Dividing a Paragraph

Three or fewer lines will not be divided

between pages. At least two lines of a divided
paragraph will appear each page. In dividing a
sentence between pages, at least two words will
appear in each page. A word will not be divided
between two pages. The complimentary ending will
 34

not appear alone on page without part of a body or

text.

When the space below the text is not

sufficient for the close, at least two lines of the
last paragraph or sub-paragraph which in its
entirety consist of only one line may be placed on
the last page together with the complimentary
ending.

On the second and each succeeding pages,

the file reference and subject will be typed,
beginning at the left margin 1.25” inch from the
top edge of the page. The text will be continued on
the second line below the identification line.

3. Complimentary Ending

As in business letter, there is also a closing

portion in the memorandum. This refers to the
material found below the last paragraph of the
body. It consists of the authority line if used,
signature, list of inclosures, list of copies
furnished to other agencies or offices.

1) Authority Line

An authority line will be shown when the

correspondence is signed for the chief or head of
an agency or office by an individual authorized to
do so. This reflects the fact that the
communication is an expression of the will of the
chief himself.

The authority line will begin on the

second line below the last paragraph directly
under the first word of the preceding main
paragraph. It is typed in capital letters,
 35

without abbreviations. A staff officer may sign

under the authority line only when authorized
to do so.

2) Signature

The signature contains the name of the

officer, usually first name, middle initial and
last name, signed in black or blue black ink,
never blue or any other color; the name being
typed, stamped or printed all in capital
letters identical with the written name, the
officer’s rank or service and title designation.
If the concerned, chief or head of office
personally signed the memorandum his title or
designation will not anymore be included.

The use of double signature is avoided.

Instead of this, a designated individual may sign
his own name and add the word “FOR” or “BY” in
front of the typewritten name in the signature.
If an individual in the police service signs,
“FOR” or “BY,” the rank and designation of the
signing individual may be shown.

The typewritten portion of the signature

begins approximately one space to the right of
the center of the five lines below the authority
line of the body.

Block style and open punctuations are

used. Abbreviations of rank or service, and
title may be used. By block style, the first
letter of the rank and title is placed directly
under the first letter of the typewritten
signature, but not necessarily blocking under
the last letter of the typewritten signature.
 36

3) Inclosures

Inclosures are supplementary documents

which are sent with the communications to provide
additional information. When the letter has one or
more inclosures, this fact is entered at the left
side of the page in the following manner.

The inclosure number is penciled into the

lower left corner of the first page of the
inclosure. Thus, the notation may be erased when
the inclosure is withdrawn for use with another
communication. A copy of the original communication
is not an inclosure. If an inclosure is consists of
more than one copy, an additional number is placed
to the right and above the inclosure number to
indicate whether it is first, second, or other
copy.

When the inclosure is sent separately from

the main correspondence, a copy of the basic letter
or an explanatory notation on a separate sheet of
paper is attached, and a notation, such as ‘Under
Separate Cover,” is typed on the original
communication.

When inclosures are withdrawn or added

prior forwarding to another office, the total
number of inclosures remaining will be shown. So
that all inclosures maybe readily accounted for, a
notation showing the number only of each inclosure
withdrawn will be entered under the total number
remaining. When inclosures are added, the number
and description of each added inclosures will be
shown.
 37

4) Copy Furnished Other Offices

Copy furnished other offices. A notation

concerning copy furnished will be typed immediately
under, and separated by at least one line from the
listing of inclosures, if any. When there are no
inclosures, notation of copies furnished will be
type beginning at the left margin on the same
line as that of the typed signature. The copy
for each specific addressee will be indicated by
check mark. This information is omitted from the
original and courtesy copy unless specifically
desired by the individual preparing the letter.

Additional Copies

Ordinarily, a letter or indorsement will be

made with two carbon copies. Each stamped
indorsement which is similarly addressed will be
made with one copy. Copies will not be signed, but
signature placed on an original is typed, stamped,
or reproduced on each copy. If sent by an office of
record, one copy will be forwarded with the
communication to the recipient who is to take
principal action on the communication and the other
will be rendered for record.

If the communication is sent by an office or by

an individual not of record, one copy will be
forwarded with the communication to the first
office of record receiving the communication. A
third copy may be retained by the writer and may
be destroyed later when such copy is deemed no
longer necessary. The first office of record which
receives a communication from an office or from
individual not of record will withdraw one copy
 38

thereof for its record. No other immediate

recipient of a communication will withdraw a copy.

Records of Intermediate Recipient

All intermediate recipient of a communication

will make a record of such communication only when
an office of record is inaccessible and when the
retention of a brief current record of the
communication is necessary. Such record shall show
only the minimum requisite information. Except in
unusual circumstances, no copy of the letter itself
will be made. Notation for record purposes of
secret materials can be such that the content of
the letter is safeguarded.

Special Handling

Correspondence sometimes requires special

handling. When it is necessary, words such as “Air
Mail,” “Special Delivery,” etc. are stamped, or
typed in the center at the top and bottom of the
first page.

Indorsement

An indorsement letter is a reply or a

forwarding statement usually added to a letter.
Among men in uniform, a basic communication may not
just be a letter; it can be a message; it can be a
memorandum from higher police office. It is
communication within a communication. It becomes an
integral part of the correspondence and is not
withdrawn from the basic communication to which it
is appended. It shows all facts relative to a
 39

definite case stated in the forwarding

correspondence.

Regarding content, an indorsement is meant to

furnish information, comment or recommendation on
the matter at hand. The use of the third person,
such as: “the writer,” “the undersigned,” “this
unit,” or “this office,” is prescribed to achieve
objectivity. After all, this is not a personal
matter; it is an official one wherein the sender
acts on a particular problem in behalf of the
agency he belongs to.

If there is enough space at the end of the

letter, meaning, lower fold portion of the bond
paper, the indorsement is written or begun there.
When the space is not sufficient to include the
address and at least two lines of the body, the
indorsement will be started on a separate sheet of
plain paper. Because it is formal communication the
way the letter is, an indorsement is never typed on
the back of the page and abbreviations are
minimally used.

Indorsement will be numbered consecutively,

starting with 1st. A civilian indorsement is typed
below the sender’s address, or heading, or
letterhead, and above the dateline, which is also
above the text.

In the different line agencies of the

government, there is a Standing Operating Procedure
in paragraphing an indorsement text. The police
agency caters to this rule. Unlike the military
indorsement which has numbered paragraph, if there
are two or more, the police counterpart does not
have, not unless tabulating, or enumerating points.
 40

Hence, a communication being sent by

indorsement to a superior office will use
“Respectfully forwarded,” or “Respectfully
submitted,” and never “. . . referred,” or “. . .
transmitted.” If sent to an office of equal rank,
it is “Respectfully transmitted; to subordinate
units, “Respectfully referred.’ Correspondence
returned to an office where it is originated or
where it has been recorded use “Respectfully
returned” regardless of the rank of the office
concerned.

Starting with the word “Respectfully,” whether

submitted, forwarded, transmitted, referred, or
returned, the text, which is usually composed of
one paragraph should really by brief, accurate,
clear, and definitely following grammar rules, even
if subscribing to the principle of omission or
deletion.

Civilian Letters

Misconception can arise out of the word

“civilian” in as much as the police are civilian in
character organization, and even if it is civilian—
paramilitary, the police subscribed to some
military conventional communications, such as
radiographic message, memorandum, and indorsement.
So as the police organization writes another
addressee outside of the police service, they used
the civilian letter which have a standard formats.

Police uses a purely civilian letter when

communicating with the President of the
Philippines, Department Secretaries, Provincial
Governors, City or Municipal Mayors, owners and/or
 41

managers of private companies, and head or chief of

other government agencies, and the likes.

A civilian letter, unlike the radiographic

message, memorandum, and endorsements has different
form, because the former is particular on symmetry
or a well balanced appearance. Also, a civilian
letter has a different phraseology and its
paragraphing is not numbered, not unless in
tabulation.

Parts of Civilian Letter

1. Heading

A typed or a printed letterhead may be used. It

includes the writer’s office and office address.
Abbreviations shall not be made for the city,
municipality and province:

Usually used in correspondence addressed

outside of the police organization, the printed or
typed letterhead includes these pieces of
information, i.e., name of the police unit or
office, its address, telephone number and Zone
International Postal (ZIP) Code, if any. Sometimes
the unit or office slogan and zeal is written.

2. File Reference

The use of identifying file reference is

optional depending of the instructions issued by
the chief or head of office. If ever used, it is
placed at the left margin two spaces below the
letterhead, and on line with and/or below the
current date.
 42

3. Dateline

Month, day and year in that order is he

dateline. In civilian letter the month is never
abbreviated, it is spelled out. Also, st as in 1st,
nd as in 2nd, rd as in 3rd, or th as 4th is not
used after the month, so with ‘03 as in 2003 in
writing the year.

4. Inside Address

The addressees name should be written fully. It

should always be preceded by a courtesy title,
except in cases of M.D., Ph.D., and a few others.
The first line shows the addressee’s name and
designation, if any; the second line, the name of
the agency or company of the addressee belong;
the third line, the address of the agency or
company. If not belonging to the any agency of
company, the addressee’s local address will do.

5. Attention Line

To speed up handling of the letter, the

attention line is used when the letter is addressed
to a company or to a particular department of a
company or to an individual aside from the
addressee.

6. Salutation

The salutation greets the reader and the

greeting may be formal or informal, cordial or
personal.
 43

7. Subject Line

The subject line is the gist of the message. It

helps a very busy person find out in a split
seconds what the letter is all about. As it is a
part of the message, this line appears logical
above it, and below the salutation.

8. Body

The body is the message itself. In it, one of

the problems that may confront a correspondent is
paragraphing. This, however, does not pertain to
the appearance of the message; but rather, to its
contents. A correspondent gets focused on how
to end and how to begin another paragraph. The
general rule for paragraphing is to have each
separate idea or subject occupy a separate
paragraph.

9. Complimentary Close

A complimentary close is usually followed by a

comma, and comes immediately after the last line of
the message. The first word starts with a capital
letter.

10. Company Signature

In civilian letter, a company signature may be

shown immediately above the writer’s signature,
based on the theory that the company not the writer
is the legal entity. In other words, the company
assumes a greater responsibility that the
individual does; otherwise, the company signature
is omitted, especially if including it is not a
standard policy of the firm.
 44

It is important to note that “Mr.” should never

be placed before the writer’s signature—printed or
signed named. The female correspondent may or may
not enclose in parenthesis her “Miss” or “Mrs.”
identity. And it is always advantageous to print
the writer’s name before he signs, immediately
above it. In a pen-writer letter, a second
signature is enclosed in parentheses.

11. Reference Initials

Initials of the writer and his typist or

secretary appear at the left of the stationery,
about two spaces below the writer’s identification.
These initials are aligned with the left margin of
the letter.

13. Postscript (P.S.)

If a writer has forgotten something in the

message, he adds a P.S. It is intentional to
attract attention. The postscript may be flushed
with the letter margins or may be indented from
both margins five spaces.

14. Copy Furnished

When one or two copies are furnished, a carbon

copy (cc) notation is indicated on the original and
all copies of the letter. This may be done of two
ways indicated.

This notation can substitute the traditional

“COPY FURNISHED” notation.

A blind carbon copy (bcc) notation does not

appear on the original because the writer does not
want the addressee to know that a certain copy is
 45

furnished to another. This notation just appears on

carbon copies.

Types of Civilian Letter

1. Information Letter

Because of the close association with the

community members, the police executive receives
inquiries and answers it. Furthermore, in order to
uphold the dignity of the police organization, the
concerned police officer assures maintenance of
peace and order, as well as justice to all.

2. Invitation Letter

An invitation letter usually refers to that one

securing a speaker for an important occasion. It
mentions the following: 1) date, time, and place of
the speaking engagement; 2) topic to be discussed;
3) time limit; and 4) verification of acceptance.

3. Invitation Refusal

Between an invitation acceptance and an

invitation refusal, the latter is more difficult to
write. The writer therefore, considers as guide the
following points: 1) appreciation for the
invitation; 2) reasons for refusal; and 3)
possibility of accepting a similar invitation in
the future.

4. Claim Letter

A claim letter is written as a result of

complaint the way supplies were delivered, services
rendered, or accounts paid. Anybody intending to
 46

write this kind of letter must think of courtesy

despite of their ire. The correspondents must not
write when angry as to do means to project the
temper. The rudeness will be reflected in the
letter.

However, when correspondent delays the

communication, somehow, it finds time to sobriety
before putting into words the ideas in mind. Here
are hints to guide the correspondent in writing a
claim letter: 1) what is wrong; 2) what
inconvenience was so far created; and 3) what
suggestions can be offered to remedy the situation?

5. Adjustment Letter

An adjustment letter is written in an answer to

a claim letter.

6. Request Letter

Because this is a letter that asks, a request

letter is also termed as an “asking letter.”
Specific suggestions in writing a request letter:

1) To speed the handling of the request, the

writer should address his letter to a particular
person, or to a particular department if the
addressee is not known.

2) The writer must be clear in his own

mind as to that he wants to know, omitting to ask
information that can be obtained from references,
books, or other sources that are readily available.

3) The writer must express his gratitude by

saying “thank you” but not “thank you in advance”
 47

or “thanking you in advance,” which is

presumptuous.

4) As this is a special favor, a stamped

self-addressed envelope should be enclosed.

7. Transmittal Letter

A transmittal is a letter that sends. It

identifies what is being sent and what is being
intended for. It sends an important paper
requesting for appointment or promotion, and
formal reports, a check, a bank draft, or a
money order.

If money is involved, it is usually a

remittance letter. The writer indicates the amount
and form of payment, whether it be check or money
order. Likewise, the writer tells how the money is
to be applied.

When transmitting a report, the letter may

invite the reader’s comments or suggestions and
perform the following important functions: 1) it
provides permanent record of transfer; 2) it
shows the date on which the report was
submitted; 3) it states the name and position of
the writer of the report; and 4) it shows why
and whom the report was authorized.

8. Credit Letter

Credit is generally defined as the power to

obtain goods and services in the present time with
a promise to pay in the future. Credit helps the
debtor in his financial difficulties and enables
him to obtain a goods and services which he cannot
afford on a cash basis. Te debtor gets from the
 48

creditor—the individual money lenders or loan

sharks, retail stores, pawn shops, banks, sales
finance companies, credit unions, or insurance
companies.

A person wishing to establish credit will

usually go to a credit bureau for him to be
interviewed or he may call up instead. Otherwise,
he writes a credit application, emphasizing the
following points: 1) what is desired; 2) guarantee;
and 3) reference, if necessary.

9. Order Letter

An order letter is written when a person or a

customer for that matter asks for goods from a
seller or supplier. It needs to be correct,
complete, and definite so that the reader may feel
it exactly as the writer wishes. Incompleteness or
errors may mean further correspondence, shipping
delays, complicated billings, repacking,
reshipping, and loss of business.

10. Inquiry Letter

A letter of inquiry wants to know about a

product or a service. It is courteously worded, as
follows: 1) clear, brief, and specific questions,
including names, dates, and places which will help
the reader in answering them; 2) reasons why the
information is important to the reader; and 3)
omission of demanding replies, such as “at once,”
“as soon as possible,” and the likes.

11. Recommendation Letter

Sometimes, an employee asks for a

recommendation letter. Morally obligated, an
 49

employer responds to the request and considers the

following: 1) the person being recommended; 2) his
history of employment, qualifications and
skills; 3) an assessment of his personality; and
4) final recommendation.

12. Reference Letter

Because there are also civilian personnel

employed in the police and/or in the military
installations, there are also sensitive positions
which are meticulously considered. An applicant for
a delicate position is scrutinized through the
conduct of background investigation. His former
employer, for instance, receive a reference
letter for his prospective employer. This letter
specifies the period of employment, the extent of
the employee’s competence or efficiency, and
assurance of doing the same favor if needed.

13. Application Letter

When a job seeker tries to sell his services

through his qualifications or skills to a
prospective employer, he writes an application
letter. Students and professionals, even police
resignees and retirees need this kind of letter
when looking for a job.

This letter may be written in answer to an

advertisement in the papers or bulletin boards. It
may be written through a hint of a friend of a
relative on certain vacancies. Sometimes, it is
done through the writer’s own initiative; he tries
his luck by writing any corporation he thinks might
need a worker like him.
 50

However, the applicant needs to know some

gimmicky techniques for him to sell his personality
successfully to his would-be employer. He presents
or shows the right approaches. One of them is neat
in appearance of the letter. Another is the
systematic arrangement of ideas.

As a guide, here at the contents of an

application letter: 1) source of information; 2)
interest in a particular position; 3) personal
qualifications; 4) urgent reasons for needing the
position; 5) assurance of respectable people as
reference; and 6) availability for a personal
interview.

14. Condolence Letter

Usually, this letter depends on how well the

sympathizer knows the bereaved. But more often than
not, the tone is personal in approach, sincere in
condoling. To condole is to comfort.

15. Appointment Letter

An appointment letter is sent to a person who

has been appointed to serve a committee or who has
been selected to perform a specific task. It may be
rejected or accepted.

Qualification’s Summary

The qualification’s summary, sometimes called a

resume, a personal record, or even a data sheet,
states in brief the qualifications of applicant,
this usually contains the position applied for,
experience, education and reference. These four
 51

items when systematically arranged are eye-

catching; they attract the reader’s attention.

The job-applied-for section specifies the job

wanted, like office assistance, statistician, etc.
The education and experience sections may state
detailed items, like educational attainment,
scholarships, awards, or seminars attended—all
those relevant to the job applied for.

As to experience, the applicant includes the

name and address of the incumbent or former
employer, the type of work performed, and the dates
of employment, even salaries received, if
necessary.

For references, there should be the position or

title and the address of each reference; and
assumed to have been consulted by the applicant
before the formers’ name appears.

Investigation Report

The investigation report is complete in

substance that answers the six interrogatives of
police report writing—the 5Ws and IH. It also
provides in brief, the sworn statement executed by
the individuals having interest with the case that
was investigated, and the copies of it are being
made as integral part of the report, and are listed
in the annexes.

Investigation report is an internal

communications, and it should be address to the
chief or head of a police unit and/or office, must
be signed by the officer-on-case, and noted by the
chief of the investigation section. It usually
 52

followed the Inspectorate General (IG) prescribed

format, with little modifications with regards
memorandum form.

For purposes of submitting the investigation

report to intermediate office, so that the
originating office would be able to provide the
addressee with a complete details and/or accurate
facts relatively to the case, transmittal shall be
made containing the summary of the investigation
report in a memorandum form if the addressee is
within, and civilian letter if addressed outside of
the police organization.

In some instances, this type of report are also

submitted and/or required by the prosecutor’s
office, and the proper court with the aim purpose
of providing these pillars of criminal justice
system with the essential information relatively
with the case at bar. The former are using the
investigation report as an aid in filing the
appropriate case, and the latter, more particularly
in minor offenses, in determining the innocence or
guilt of the accused, so with the presence of
circumstances that affects criminal liability in a
given offense.

Parts of Investigation Report

1. Authority

This section should contain a brief statement

of when, where and by whom the investigation was
made and should cite the authority for making it.
 53

If the investigation was made on the basis of

oral orders, this fact should be stated, naming the
individual issuing the order and the date thereof.

If it were made pursuant to written orders,

specific reference to the document, stating the
date and the original directing authority, whether
local or higher police offices, is necessary.

2. Matters Investigated

This section of the report represents the

mission of the investigator. In essence, it
answers the question, “what is the investigation
about?’ Most of these are written complaints or
reports alleging that some persons have committed a
crime of impropriety, or the writer has been
unjustly treated. If the allegations are too long
to cite, a synopsis may be set forth and
appropriate reference made to the copy of the
papers in the appendix upon which the investigation
was based.

3. Facts of the Case

This presents the real truth regarding the

matters investigated. The descriptions of
“completeness” and “clarity” are particularly
applicable in this section. It should be a
coherent presentation of all pertinent facts which
shall be free from argument or bias and fully
supported by evidence.

The facts regarding the matters at issue

should be presented in the same manner as that
which the allegations are presented in the section
“Matters Investigated.” If there are several
allegations to be handled, the presentation should
 54

be such that the reader will know at all times

which allegation is being considered.

The facts of each allegation should be put

together to tell the story, especially if the
investigating officer is reporting orally. Short
cuts for the sake of brevity are never permissible,
if they involved the omission of a single fact
necessary to establish the truth and to convey that
conviction to a careful reader.

Where the only evidence procurable concerning

an element of the case are conflicting statements
of two witnesses, who seem to be both credible, the
investigating officer may quote from their
testimonies. But this procedure should be the
exception rather than the rule, and not to be used
in lieu of making determination of the facts based
on a study, analysis and weighing evidence.

4. Discussion

This section should indicate the presumption

and inference from all the circumstances of the
case to give the directing officer the clearest
possible picture. It should contain such related
factual matters of argument as may be necessary.
In addition to the facts presented, to establish
the conclusions and recommendations based thereon.

In simple cases requiring no explanatory mater

and meriting no mention of mitigating or
extenuating circumstances. Frequently, however,
the evidence is so evenly divided, pro and con, or
the attending circumstances are so unusual, that
some explanation justifying conclusions reached is
necessary. In the event acts of irregularity or
misconduct are established in the case of a person
 55

whose past record has been excellent, justice

requires that this should be included in the
discussion.

When the only attainable evidence is that

contained in the testimony of the informant and of
the accused, the facts cannot positively be
established. However, the record and character of
the accuser may be used to assist in determining
the appropriate action. In such case, the
investigating officer’s observations and opinions
may be presented in this section of the report.

Whenever the available evidence is scanty and

conflicting, but the investigating officer has
strong and well-supported convictions on the
matter, the basis for his conclusions should be
presented in the discussion.

5. Conclusions

This represents a concise summary of the

results of investigation as supported by the facts
of the case as found and set forth in the report
and should contain no item not supported by the
facts. The facts are usually stated in the order
suggested by the statement of the allegations or
facts.

Conclusions should not be a repetition of the

facts, merely worded differently. Since the facts
upon which are based will have preceded this
section, no further statement of facts or
repetition is necessary or desirable in the
conclusions. They should represent the
investigating officer’s honest, well-studied
opinion as the real truth of the matters at issue.
As such, they should contain no apology or
 56

qualification, such as “it appears,” “it is

believed,” or “it seems probable.”

6. Recommendations

This should contain the practical suggestions

for appropriate action to be taken to suitably
dispose of all phases of the case. They should
follow, as far as practicable, the same sequence as
was used in the presentation of the conclusions.

Recommendations should be consistent with and

appropriate with the conclusions. They constitute
the investigating officer’s judgment as to the
action the directing authority should take, in view
of the facts established. They should stipulate
the proper action in the case of a wrong committed,
or the remedy for an unsatisfactory situation or
condition found to exist.

If the facts and conclusions disclosed that no

wrong was committed nor was there a condition
requiring correction, the recommendation may be
that the case be closed.

Reminders

1. Paragraph subdivisions should be numbered

consecutively all throughout rather than separately
under each sub-division.

2. In the list of annexes, only five (5)

letters are used in case of additional sworn
statement, add annex “C-3,” etc., and “D-3,” etc.,
as the case may be.
 57

Police Operational Plan

A police operational plan when being prepared

can assume many names. It can be called a proposal,
a project study, outline, feasibility study or even
under a code name. In the same token, the police
operational plan to be made can follow so many
accepted formats or forms. This outline “pro forma”
to be used defends on the planner himself. This is
similar in the preparation of project feasibility
studies, and the recipient prescribed the format to
be used. Generally, any outline format used
contains the same salient information.

It is however advisable that if the police

operational plan is written in one format, the
minor or other more detailed plans should also use
similar formats for uniformity and easy
appreciation. In the preparation of police
operational plan, the planner must always consider
the proper and economical utilization of personnel
and material resources, at the same time the police
operational plan must be suitable, acceptable,
feasible, and flexible. Flexibility is important
requirements for changes and contingencies will
always occur.

Parts of Police Operational Plan

1. Title

It is the subject of the operational plan. In

this part, a code number or a code named may be
used. What is important is this portion, in that it
must be reflective on the mission and execution of
the operational plan. The title must provide gist
and idea, on the first place, what the operational
 58

plan all about? And it must be also reflective of

the aim purpose and objectives of the operational,
whether it is anti-gambling operation, crime
prevention and control, maintaining peace and order
and ensuring public safety, and many administrative
and operational activities, and relative complex
tasks of the police organizations.

2. Situation

The situation will explain in short paragraph

the historical background of the organization, and
rationale relatively in the formulation plans and
programs. This will probably described the growth
of organization and the increasing need for police
operations and activities. The current trend of
crime and criminalities may also cited as they
effect the general peace and order condition in a
given locality. Availability, location, and
efficiency of other friendly forces may likewise be
mentioned in this paragraph.

3. Mission

This will cover what the plan is all about and

what it intends to do, in general terms. It could
be protection of the locality, safeguarding of
lives and properties, securing of a premises for
sensitive activities, or maintenance of peace and
order and ensuring of public safety in a given
occasion. The mission is sub-divided into purpose,
goals, and objectives.

4. Execution

In this part of the operational plan, the

concept of the project will be outlined and
explained. For easy reading and to prevent the main
 59

study in becoming too long, if the concept of

project will be a page or more, it must be made as
an “annex.” This will explain how the operational
plan will be carried out using the various aids to
police organization, the human and material
resources. Enumerated under this sub-topic will be
the task for those involved in the project.

The task will be enumerated so that the

responsibility can be made definite. Support of
friendly forces and outside agencies, coordination
internally and externally, if needed,
classification of the operational plan initially,
and when in operation will be included in this
topic. In the initial planning period, the
operational plan can be classified “confidential”
and later downgraded to “restricted” upon
implementation. Certain operational plans like
those involving sabotage or espionage by necessity
will remain secret or confidential.

5. Administrative and Logistics

Administrative and logistic portion involves

the listing of logistical requirements. The
supplies and materials needed to implement the
project will likewise be enumerated as an annex.
Human resources and the administrative upkeep will
fall under this item. Transportation and dry ration
requirements to implement this operational plan
will likewise be included. The financial portion in
the annex will summarize all the expenses like cost
of equipment, salaries, supplies, and materials and
others that will require funding.
 60

6. Command and Signal

Command and signal is the last portion and this

pertains to the channels of communication needed
when implementing the operational plan until in
full operation. This part includes also the types
of reports the operations officer will render from
time to time to the police executive and/or
intermediate office, like summary, progress, and
evaluation reports.

Definition of Police Blotter

A police blotter is a record of daily events

occurring within the territories/jurisdiction of a
given police unit or command. It contains material
details concerning the event for legal, and
statistical purposes.

Contents of Entry

The entry in the police blotter should answer

the following cardinal elements of a police record,
to wit: who; what; why; where; when; how; and
disposition of the case

In answering the above 5Ws and 1H and the case

disposition, all such material details about the
event, including: the names of the suspect; the
victim; the eyewitnesses, if any; the nature of the
action or offense; the possible motive; the place;
the date and time of occurrence; significant
circumstances that aggravate or mitigate the event
or the crime should be entered along with the
identity of the officer to whom the case is
assigned—officer-on-cases; and the status of the
 61

case. The following incidents or transactions,

among others, are entered in the police blotter:

1. Violations of laws and ordinances reported

and/or recorded;

2. All calls in which any member of the PNP

is dispatched and/or takes official action;

3. Al fire alarms, reports and information

received by the stations;

4. Movement of prisoners with corresponding

notations on the authority for such movements;

5. Cases of missing and/or found persons,

animals and property;

6. Vehicular and other types of accidents

which require police action;

7. All personal injuries, bodies found, and

suicides;

8. Damage to property;

9. All cases in which police member is

involved;

10. All arrests and returns made; and

11. Miscellaneous cases, general and special

orders, violations of rules and regulations, and
any other reportable incident that the sub-
station/station commander, or higher authority
desires to be recorded.
 62

Procedure in Making Entries

1. All entries in the police blotter shall be

handwritten in a clear, concise and simple manner
but answering as far as practicable the 5Ws and 1H.
Clarity should not be sacrificed for brevity.

2. Only facts, not opinions, are entered in

the blotter.

3. No erasures shall be made on the entries.

Corrections are made by drawing on e horizontal
line over such word or phrases and the actual entry
initialed by the police officer making the
correction.

4. A ball pen or pen with blue, black or blue

black ink is used for making the entries.

5. Misrepresentations in the blotter or any

attempt to suppress any information therein is
punishable criminally and administratively.

6. The entries must be legibly written in

long hand and consecutively numbered.

7. Every page of the blotter shall be

consecutively or chronologically filled-up. No line
of space shall be left blank between any two0
entries.

8. Any development of a case to be reflected

in the blotter should be a new entry at the time
and day it was reported. A reference to the
previous entry number of the case, however, be
made.
 63

9. In every shift, the Duty Sergeant, under

the supervision of the Duty Officer or Complaint
Desk Officer, shall make the actual entries in the
blotter and at the end of his tour of duty, both
the Duty Sergeant and Duty Complaint Desk Officer
shall sign the blotter.

Sworn Statement in Question and Answer Format

Any person under investigation for the

commission of an offense shall have the right to
informed of his right to remain silent and to have
a competent and independent counsel preferably of
his or her own choice. If the person cannot afford
the services of counsel, he or she must be provided
with one. These rights cannot be waived except in
writing and in the presence of counsel.

No torture, force or violence, threat,

intimidation or any means which vitiate the free
will shall be used against him or her. Secret
detention places, solitary, incommunicado, or other
similar forms of detention are prohibited.

Any confession or admission obtained in

violation of Section 12, Article III, New
Philippine Constitution of 1987, shall be
inadmissible in evidence against him or her.

The law provides for penal and civil sanctions

for violation of the above stated section as well
as compensation to and rehabilitation of victims of
torture or similar practice, and their families.
 64

Reminders in Question and Answer

1. Please state the name of the schools you

attended?

At the trial, the offender may attack the

validity of a confession by alleging that he only
stated what he was told to say. That the
investigator; “put the words into his mouth.” An
excellent measure to effectively meet such defense
is the practice of incorporating in the confession
a number of questions calling for answers that only
the offender would know. For instance, he may be
asked the name of the grade school he attended, or
other similar information.

When accurate personal information is included

in a confession, the prosecutor may point to it as
evidence that the accused actually gave the
information and was not merely accommodating the
investigator by repeating what he was told to say.

2. Do you know why you are here question?

A guilty party who is asked such question is

immediately placed in vulnerable defensive
position. If the subject is innocent or ignorant
of the particular offense under investigation, but
guilty of another offense or is in possession of
pertinent information concerning such offense, a
“do you know why you are here” question may result
in lead to the solution of the latter offense.

For instance, a reply of “yes, you think I had

something to do with the Mary Dela Fuente
falsification,” referring to an unsuspected
offense, would obviously prompt the investigator to
make further inquiries about it. Information
 65

gained in this unexpected manner has led to the

solution of cases which otherwise might have
escaped the investigator’s attention.

3. Intentional Errors

The sworn statement of suspects and witnesses

should contain errors or mistakes in every page
intentionally committed by the investigator or
typist. While reviewing his statement, the
affiant’s attention should be invited to these
errors or mistakes. He should be made to correct
them in his own handwriting and affix his initials
thereto and number them. These intentional errors
are committed for a very essential purpose in
evidence.

In many instances, the affiant, upon advice of

counsel, would wish to deny the statements of
otherwise pretend inadvertence or set up the
defense that he signed the sworn statement without
reading it. The existence of these intentional
mistakes or errors is vital at this point, as
affiant’s personal corrections would disprove all
the foregoing denials.
 66

REVIEW QUESTIONS

BASIC POLICE REPORT WRITING

=================================================================

INSTRUCTIONS: Select the correct answer in each of the following

questions.

1. It is story of action performed by men.

A. report B. police report

C. narrative D. story

2. It is a chronological or step-by-step account of an incident

that transpired in a given place at a given time.

A. report B. police report

C. narrative D. story

3. It is a criterion of a good police report, wherein the

writer considers that the reader has no time to dilly-dally
because they are always in a hurry to get things done.

A. clarity B. accuracy
C. brevity D. specificity

4. It is a criterion of a good police report, wherein the

writer made the reader sees and feels what they want to see and
feel.

A. clarity B. accuracy
C. brevity D. specificity

5. It is a criterion of a good police report, wherein it may

not always be the soul of wit, but certainly long windedness is
its enemy.

A. clarity B. accuracy
C. brevity D. specificity

6. It is a criterion of a good police report, wherein specific

words that bring the reader close to first hand experience is one
of the primary requirements.

A. clarity B. accuracy
C. brevity D. specificity
 67

7. The following are the rule in observing the clarity of a

police report, EXCEPT:

A. avoid idea writing transfer writing language

B. avoid impressive expression
C. avoid illiteracy
D. avoid redundancy

8. It has a follow-up effect or this is a follow-up report of

an investigation made, submitted ahead to higher police office.

A. special report B. progress report

C. investigation report D. spot report

9. In writing a progress report, the following must be given

important highlights, EXCEPT:

A. why the report is being made

B. purpose and scope of the report
C. 5Ws & 1H
D. source of information

10. The idea of this report is to be easy to read, and it

follows a certain pattern.

A. special report B. investigation report

C. progress report D. spot report

11. It is widely-practiced written communication, and it is

routine in nature as it is being submitted daily by the duty beat
supervisor.

A. beat inspection report B. after patrol report

C. all of these D. none of these

12. It is similar to the patrol report, and it is submitted

every eight (8) hours on a need basis only.

A. situation report B. progress report

C. investigation report D. spot report

13. Essentially, it is a presentation of facts and/or ideas in a

police report.

A. special report B. progress report

C. formal report D. spot report
 68

14. It is any idea expressed in plain or secret language

prepared in a form suitable for transmission by any means of
communication.

A. message B. memorandum
C. police report D. subject to letter

15. This is type of message which has two (2) or more addressees
and in such nature that the originator considers that each of the
addressee’s must be aware whom the message was addressed.

A. single B. double
C. book D. multiple

16. This is used to speed up handling of the letter, and it has

also being used when the letter is addressed to a company or to a
particular department or to an individual aside from addressee.

A. attention line B. heading

C. subject line D. salutation

17. In this part of civilian letter a typed or a printed letter

head may be used, sometimes it includes a company slogan or a
trade mark.

A. attention line B. heading

C. subject line D. salutation

18. In business correspondence, it represents the month, day,

and year the letter was written.

A. heading B. inside address

C. date line D. attention line

19. This part of the civilian letter must be always preceded by

a courtesy title and it must be always written fully.

A. heading B. inside address

C. date line D. attention line

20. It greets the reader, and the greeting may be formal or

informal, cordial or personal.

A. Sir B. greeting
C. Mam D. salutation

21. This is the message itself of the civilian letter.

 69

A. main parts B. communication

C. body D. report

22. It is the gist of the message, and it helps a very busy

businessman find out in a split second what the letter is all
about.

A. body of the letter B. subject line

C. message D. attention line

23. It is usually followed by a comma, and comes immediately

after the last line of the message.

A. complimentary close B. salutation

C. subject line D. attention line

24. In making official correspondence, it is the perfectly

acceptable complimentary close.

A. Very truly yours B. Respectfully yours

C. Yours very respectfully D. Yours respectfully

25. It may be shown immediately above the writer’s signature on

the theory that the company, not the writer is the legal entity.

A. authority line B. company signature

C. subject line D. complimentary close

26. Among men in uniform, it takes the place of a company

signature.

A. company signature B. attention line

C. authority line D. complimentary close

27. It appears at the left side of the stationery, about two

spaces below the writer’s identification.

A. enclosure notation B. postscript

C. copy notation D. reference initials

28. It refers to anything sent together with the basic

communication.

A. enclosure notation B. postscript

C. copy notation D. reference initials
 70

29. If a writer has forgotten something in the message, he adds

it intentionally to attract attention.

A. enclosure notation B. postscript

C. copy notation D. reference initials

30. It is indicated in the original and all the triplicate

copies of the letter, when two or more copies are furnished.

A. enclosure notation B. postscript

C. copy notation D. reference initials

31. It does not appear on the original because the writer does
not want the addressee to know that a certain copy is furnished
to another.

A. carbon copy notation B. blind carbon copy

C. copy notation D. notation of copies

32. This is a type of letter wherein police officer’s receives

inquiries and answer it.

A. information letter B. invitation letter

C. invitation refusal D. claim letter

33. It usually refers to that one securing a speaker for an

important occasion.

A. information letter C. invitation letter

C. invitation refusal D. claim letter

34. It is more difficult to write as compared with acceptance

letter.

A. information letter B. invitation letter

C. invitation refusal D. claim letter

35. It is written as a result of a complaint the way supplies

were delivered, service rendered, or account paid.

A. information letter B. invitation letter

C. invitation refusal D. claim letter

36. It is being used and adopted by the typist of a police

correspondence if the text is composed of more than nine lines.

A. blocked B. semi-blocked
C. all of these D. none of these
 71

37. It is being used and adopted by the typist of a police

correspondence if the text is composed of less than nine lines.

A. blocked B. semi-blocked
C. all of these D. none of these

38. It is being used in a 200 to 300 words of more letters with

double spacing between paragraphs.

A. single spacing B. double spacing

C. all of these D. none of these

39. It is being used in a 100 to 150 words of more letters with

double spacing between paragraphs.

A. single spacing B. double spacing

C. all of these D. none of these

40. It is a letter written in answer to a claim letter.

A. adjustment letter B. request letter

C. transmittal letter D. credit letter

41. This is a letter that asks, and it is also termed as an

asking letter.

A. adjustment letter B. request letter

C. transmittal letter D. credit letter

42. It is a letter that sends, and it identifies what is being

sent, and what is being intended for.

A. adjustment letter B. request letter

C. transmittal letter D. credit letter

43. It is a type of letter that helps the debtor in his

financial difficulties and enables him to obtain a good and
services which he cannot afford on a cash basis.

A. adjustment letter B request letter

C. transmittal letter D credit letter

44. It is written when a person or a customer for that matter

asks for goods.

A. order letter B. inquiry letter

C. recommendation letter D. reference letter
 72

45. It is a letter that wants to know about a product or a

service.

A. order letter B. inquiry letter

C. recommendation letter D. reference letter

46. Sometimes, an employee is asked to have this type of letter,

and it is being given by a morally obligated employer.

A. order letter B. inquiry letter

C. recommendation letter D. reference letter

47. This specifies the period of employment, the extent of the

employee’s competence, and doing the same if needed in the
future.

A. order letter B. inquiry letter

C. recommendation letter D. reference letter

48. This letter may be written in answer to an advertisement in

the paper or bulletin boards, or when job seekers tries to sell
their service through his qualifications or skills to a
prospective employer.

A. application letter B. inquiry letter

C. recommendation letter D. reference letter

49. It is sometimes called a resume, a personal record, or even

a data sheet, states in brief the qualifications of applicant.

A. curriculum vitae B. bio-data

C. personal data sheet D. qualification’s summary

50. This letter depends on how well the sympathizers know the
bereaved, and the tone is personal in approach.

A. condolence letter B. appointment letter

C. all of these D. none of these

51. It is sent to a person who has been appointed to serve a

committee or who has been selected to perform a specific task.

A. condolence letter B. appointment letter

C. all of these D. none of these
 73

52. This is commonly practice in the police service, which are

inter-office communications.

A. civilian letter B. memorandum

C. radio message D. indorsement

53. From a chief of office to his subordinates, the tone of

memorandum of is __________.

A. casually personal B. formal tone

C. impersonal D. none of these

54. From a writer sending a memorandum to somebody of equal rank

the tone is __________.

A. casually personal B. formal tone

C. impersonal D. all of these

55. A subordinate police office writing memorandum to higher

police office uses a more __________.

A. casually personal B. formal tone

C. impersonal D. personal

56. The __________ is written above the addressee if sent to a

superior office.

A. memorandum to B. memorandum for

C. from D. to

57. It is usually noted on the upper left corner of the page if

sent to subordinate offices.

A. memorandum to B. memorandum for

C. from D. to

58. It is otherwise called as office symbol, and is placed at

the first margin, usually two spaces below the letterhead.

A. file reference B. addressee

C. sender D. subject

59. The first subdivisions of the paragraph will be designated

by:

A. numbers B. letters
C. all of these D. none of these
 74

60. If the full name is used in memorandum, is it permissible.

A. abbreviated rank B. spelled out

C. all of these D. none of these

61. If the family only is used in the memorandum, the rank is

__________.

A. abbreviated rank B. spelled out

C. all of these D. none of these

62. It is a reply or a forwarding statement usually added to a

letter, and it is a communication within a communication.

A. indorsement B. memorandum
C. business letter D. civilian letter

63. These are supplementary documents which are sent with

communications to provide additional information.

A. inclosures B. attachment
C. enclosures D. annexes

64. This reflects the fact that the communication is an

expression of the will of the chief or head himself.

A. authority line B. attention line

C. salutation D. complimentary close

65. It contains the name of officer, usually first name, middle

initial and last name.

A. signature B. authority line

C. all of these D. none of these

66. It is a criterion of a good police report, wherein

intentional or unintentional omission of data must be avoided.

A. completeness B. security
C. impartiality D. timeliness

67. It must be observed during transmission, handling and giving

access to personnel of all significant reports.

A. completeness B. security
C. impartiality D. timeliness
 75

68. This is an important criterion of good police report,

wherein important data must not be omitted or added to conceal
responsibilities to favor either party.

A. completeness B. security
C. impartiality D. timeliness

69. Among the techniques in composition writing, it is effective

in police report.

A. 5Ws & 1H B. report

C. narration D. police report

70. The following are the concerns of narration.

A. events B. action
C. life in action D. all of these

71. This pertains to some information regarding the victim,

suspect, witness, owner, and property.

A. what B. who
C. where D. when

72. 5Ws and 1H is a helpful guide to report writers, especially

the beginners, in police report writing it is being called as
what?

A. six interrogatives B. six cardinal points

C. all of these D. none of these

73. This type of question considers the following factors:

property attacked, property stole, lost or found, and offense
committed, and type of evidence recover.

A. what B. who
C. where D. when

74. This question concerned with the geographical location of

the crime scene, property or evidence.

A. what B. who
C. where D. when

75. This question includes the date and time when the offense
was committed.

A. what B. who
C. where D. when
 76

76. This question refers to the general manner in which the

crime was committed.

A. how B. why
C. all of these D. none of these

77. Under this heading the object or desire which motivated the
offense is listed.

A. how B. why
C. all of these D. none of these

78. Generally it will appear in the beginning of the report,

EXEPT:

A. what B. who
C. where D. when

79. In police report writing, it is usually unfolded throughout

the report.

A. what B. why
C. where D. when

80. In police report writing, it is closely related to the

question “what.”

A. why B. how
C. all of these D. none of these

81. In police report writing it may belong before or after the

what, depending on the situation.

A. why B. how
C. all of these D. none of these

82. It is a report that done after an important incident took

place in a certain area at a given time.

A. special report B. progress report

C. investigation report D. spot report

83. A police report is written because of the following reasons.

A. crime is committed B. crime is investigated

C. all of these D. none of these
 77

84. It is done because one feels he has some reporting to do, or

he is obligated based on the directive or an instruction from
higher police office.

A. special report B. progress report

C. investigation report D. spot report

85. The following are the contents of a special report, EXCEPT:

A. problem B. recommendation
C. rationale D. action

86. The authority in whose message is made or is the command in

whose name a message is prepared or agency under direct control
of the authority approving the message for transmission.

A. addressee B. originator
C. releasing officer D. drafter

87. He is the person who actually composes a message for release

by the originator.

A. releasing officer B. drafter

C. originator D. sender

88. It is the part of a message which contains the idea that the
originator desires to communicate.

A. report B. police report

C. text D. body

89. It is a person who may authorize the transmission of a

message for and in the name of the originator.

A. drafter B. releaser
C. sender D. officer

90. Normally reserve for communication center, it is being used

to indicate the method of delivery of a message.

A. precedence info B. precedence action

C. message instruction D. date-time group

91. In order for the police reports to be most effective and

achieve detachment of the writer, what particular tone must be
observed?

A. objective B. subjective
C. all of these D. none of these
 78

92. It is usually a letter of memorandum or any of the many

prescribed or used in day-to-day police operations.

A. informal reports B. formal reports

C. all of these D. none of these

93. It suggests the full-dress treatment, including cover, title

page, letter of transmittal, summary sheet, text, appendices,
etc.

A. informal reports B. formal reports

C. all of these D. none of these

94. It is a category of police report wherein it includes those

relating to the reporting of incidents, investigations, arrests,
etc.

A. operational reports B. internal reports

C. technical reports D. summary reports

95. It is a category of police report wherein it furnishes

intelligence information necessary to the solution of crimes,
accidents, and police problems.

A. operational reports B. internal reports

C. technical reports D. summary reports

96. It is a category of police report wherein it present data on

any specialized subject, and usually related to completed staff
work.

A. operational reports B. internal reports

C. technical reports D. summary reports

97. It is a category of police report wherein it related to the

reporting necessary to the management of the police organization.

A. operational reports B. internal reports

C. technical reports D. summary reports

98. It is one of the classifications of police report according

to purpose wherein it contains information as to the status of an
activity or operations.

A. problems solution report B. technical report

C. performance report D. fact-finding report
 79

99. It is one of the classifications of police report according

to purpose wherein it analyzes the though process that lies
behind the solution of a particular problem.

A. problems solution report B. technical report

C. performance report D. fact-finding report

100. It is one of the classification of police report according

to purpose wherein it involves the gathering and presentation of
data in logical order without an attempt to draw conclusion.

A. problems solution report B. technical report

C. performance report D. fact-finding report
 80

ANSWERS TO REVIEW QUESTIONS IN BASIC

POLICE REPORT WRITING

===========================================================

1. A 26. C 51. B 76. A

2. B 27. D 52. B 77. B
3. A 28. A 53. C 78. A
4. B 29. B 54. A 79. A
5. C 30. C 55. B 80. B
6. D 31. B 56. B 81. A
7. D 32. A 57. A 82. D
8. B 33. C 58. A 83. C
9. C 34. C 59. A 84. B
10. B 35. D 60. A 85. B
11. C 36. A 61. B 86. B
12. A 37. B 62. A 87. B
13. C 38. A 63. C 88. D
14. A 39. B 64. A 89. B
15. D 40. A 65. A 90. D
16. A 41. B 66. A 91. B
17. B 42. C 67. B 92. C
18. C 43. D 68. C 93. A
19. B 44. A 69. C 94. A
20. D 45. B 70. D 95. B
21. C 46. C 71. A 96. A
22. B 47. D 72. A 97. D
23. A 48. A 73. A 98. C
24. A 49. D 74. C 99. A
25. B 50. A 75. D 100. D
81