CDI 5

TECHNICAL ENGLISH 1
POLICE REPORT WRITING AND PRESENTATION

The Nature of Police Report Writing

Basically, report is defined as an objective statement of the findings of an investigator; this

is an official record of the information that is relevant to an investigation. Hence, a good report
plays an important role in the success of any investigation (Bajado – Nano & Pioquinto, 2014).

On the other hand, Police Report deals with story of action performed by police personnel.
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 defined as an account of some subjects specifically investigated, or an
official statement of facts. A police report is a result from the fact that someone has asked for
them and needs them for immediate or future use. In any event, police report writing has become
one of the most significant processes in modern police operations.

A police officer, after rendering his/her duty must render a report. His immediate
supervisor must be aware of the things an investigator had done in the field during their tour of
duty, and submitting this report is the only way to do it.

The success of police operation depends upon the quality of the reports and the ability of
the police officer to write them effectively. The PNP relies on written reports to relay information to
superiors, co-workers, the courts and numerous other agencies. Reports are also used to train
personnel and to get people to follow procedures and policies (Petalvo-Ballares, Marilyn, et al.).

Police Report Writing is considered technical writing. It is the backbone of criminal

investigation and prosecution (Petalvo-Ballares, Marilyn, et al.).

Well-written reports do not happen in a snap of a finger, but rather they are products of a
series of writing activities that are perfected over constant practice. Good report writers are those
who painstakingly take the effort of writing and revising their work to achieve the best output
(Bajado – Nano & Pioquinto, 2014).

Qualities of a Good Police Report (Petalvo-Ballares, Marilyn, et al.)

Accurate. This means that the police report is in exact conformity to fact (errorless). Facts must
be reported correctly and without error. If it’s a criminal incident report, the elements of the crime
are a must for accuracy. One must restrict his/her report to the facts of the incident as one saw it
or as victim/s and witness/es reported them. One must accurately report the conditions of the
scene as he/she found them.

Clear. The language and format in one’s police report must be simple and direct to the point.
Clear means plain or evident to the mind of the reader. The writer should use simple words so the
reader will know exactly what the reader needs to know. Avoid using words that have double
meanings, slang, jargon and unnecessary abbreviations.

Complete. A report must answer the “who”, what, when, where, why and how questions (5W’s
and 1H). It must also contain the elements of the offense. Proper note-taking techniques can
assure one to write complete reports.

Concise. This means that the police report says much with a few words as possible.
Conciseness relates to the elimination of unnecessary words and does not mean short. Writing
Page |1 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 concise reports includes using active voice, avoiding wordiness, eliminating unnecessary words,
and using ordinary and commonly understood words. Most sentences in police reports consist of
12 to 15 words.

Factual. A report must be factual. A fact is something that has been objectively verified and is
presented objectively. One must report the facts correctly and without error. Avoid reporting
opinions, inferences (drawing conclusions), suppositions (assumptions of truth), or hearsay as
though they were facts.

Objective. One must remember that there are always two sides to every story and both sides
have the right to be told. The investigation must not be influenced by emotion, personal prejudice
or opinion. The investigator must collect and report the facts in an objective and professional
manner.

Prompt. A report must be completed in a timely manner and submitted at the soonest possible time.
One’s credibility may be open to speculation if this quality of police report is not followed.

Steps in Report Writing Process

Interviewing
It is designed as asking somebody a series of questions to gather information. This is
considered as the first step of the process. The investigator’s interview of the victim/s, witness/es,
and suspect/s is the backbone of the preliminary investigation.
Normally, the first officer of the crime scene has the best opportunity to conduct
interviews. If the officer fails to conduct a successful interviews, his/her actions on preliminary
investigation is incomplete.

Note Taking
It means brief notation concerning specific events while fresh in one’s mind and used to
prepare a report. An investigator must take notes to assist his/her memory with specific details,
such as names, date of birth, serial numbers, addresses and phone numbers.
Neat and accurate notes add to one’s credibility and demonstrate one’s high level of
proficiency and professionalism. Since notes are made of all pertinent information during an
investigation, they would be of great help especially when an investigator is subpoenaed or
summoned to appear in court.

Organizing
It means to arrange the components of something in a way that it creates a particular
structure. Since during the note taking, all the information gathered are fragments, the
investigator must organize these information into logical manner. The sequence of events must
be followed in order to portray the incident clearly.

Writing the Narrative

In this stage is the preparation of the report. The task is not only to express your ideas,
but to make an impression upon the mind of the reader as well. In other words, you must write for
the benefit of the reader. Place yourself in the reader’s position, and try to visualize their interest,
their knowledge of the subject and their dependence upon the report.
Writing the narrative should be the easiest part of report writing. Before you begin writing
the narrative, stop and think about what you have done and what you have yet to do.

Proofreading
To proofread, ask yourself the following questions: Is this report the best I can do? Do I
want this to be read by the Chief of Police? (Is there anything else I can do to make it better?)
Most officers are just thankful to have finished the reports and don’t take additional
moment to review their works. Think about whom else is going to read the report.

Guidelines in Police Report Writing (Petalvo-Ballares, Marilyn, et al.).

Page |2 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

 A. Word Usage
Police officers from all over the country tend to use similar words and phrases. But you
should always make sure that you know the correct definition and spelling of the words you will
use in your reports.
Slang is usually a nonstandard vocabulary developed by a group of people. It may be a
street slang, criminal slang, or police slang. It is inappropriate to use slang in your report, unless
you are quoting someone’s statements; and
Jargon is usually a specialized language of a profession. Criminal justice professionals,
just like other professionals, use a great deal of jargons. You should avoid using of jargons in
your report.

B. Tone (First Person and Third Person)

You may write your report in either first person or third person style. Both are acceptable.
First person writing style is preferred and the most widely used. You are referring to
yourself as an active participant.
The alternative to first person is the Third person writing style. You refer yourself as an
assigned officer, the undersigned or this officer. Usually, department policy specifies which style
to use. Police reports should be written in an easily understandable style. The Philippine National
Police organization caters to the Third-Person writing style.

C. The Contents of a Police Report (5Ws and 1H)

The police officer needs not to be genius to write a good police report. If the officer
obtains responses for the six interrogative questions, his report is complete.

WHO. It refers to the complete and correct name. Wrong name usually results in failure to locate
a witness or apprehend a suspect. The spelling of the name of witness/es, victim/s and suspect/s
should be correct. Name including middle name must be exact.
It also refers to exact home address, be it residence or a hotel, and telephone address.

WHAT. It refers to what type of property was attacked, e.g. building, residence, alley, vacant lot,
etc.
It refers to what type of property was stolen, lost or found. What items related to the crime
were found at the crime scene. An accurate description of all such properties stolen, lost or found
should be entered in the notes.
It refers to what offense was committed, e.g. murder, homicide, rape, physical injuries,
robbery, theft, and violation of special laws.
It refers also to what type of evidence was found or recovered.

WHERE. It concerned with the geographical location of the crime scene, property or evidence.

WHEN. It refers to the date and time when the offense was committed; property found, suspect
apprehended, etc.

WHY. It refers to the object or desire which motivated the offense. If it’s crime against person, the
object of the attacked might be revenge, ransom, or sexual pleasure. If it’s crime against
property, the reason may be to acquire money and property.

HOW. It refers to the general manner in which the crime was committed.
Generally, the “who”, “when”, and “where” appear at the beginning of the report. The
reader needs to know the person/s 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” belongs to before or after the what, depending on
the situations. These six questions cover the essentials of many typical police report.
A police report is written because a crime is committed, and an investigation of it is made.
If the writer has failed to ask important questions during in the investigation and/ or failed to note
the important details in his/her field note or tickler, then the investigator is in for an incomplete
report, which understandably will be unreliable.
Page |3 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 Purposes of Police Reports (Foronda, 2009)
1. To serve as the raw materials from which records system are made.
2. To reveal as part of the component of the record system, the direct relationship between the
efficiency of the department and the quality of its reports and reporting procedures.
3. To guide police administrators for policy formulation and decision making.
4. To serve as a gauge/yardstick for efficiency evaluation of police officers.
5. To guide prosecutors and courts in the trial of criminal cases investigated by the police.

Important Uses of Police Report (Foronda, 2009)

1. It serves as records for police administration in planning, directing, and organizing the unit’s
duties.
2. It can be used as legal documents in the prosecution of criminals.
3. It can be utilized by other agencies.
4. It can be useful to tri-media for public information purposes.
5. It can be utilized for research purposes.
6. It can improve the personality of the writer/investigator.

Types and Formats of Police Reports (Petalvo-Ballares,Marilyn, et al.).

1. Police Blotter

2. Certification of Police Blotter Excerpt

3. Memorandum

4. Radio Message

5. Spot Report

6. Incident Report

7. Initial Investigation Report

8. Progress Report

9. Final Investigation Report

10. After Operation Report

11. After Encounter Report

12. Police Operational Plan

13. Sworn Statement and Affidavit

14. Completed Staff Work

15. Endorsement

16. Case Operational Plan (COPLAN)

17. Summary of Information

18. Background Investigation Report

19. Routing Slip

Page |4 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

 1. Police Blotter

It is record of daily events occurring within the territories/jurisdiction of a given police unit
or command. It contains material detail concerning the event for legal and statistical purposes.
The Police Blotter is therefore an informational record book that is utilized for evidentiary
or referral purposes (Circular Number 05, issued by the General Headquarters, Philippine
National Police, dated December 10, 1992, is the rule “Prescribing a Uniform Police Blotter for the
Philippine National Police.” This rule shall be followed by the different police officers and units
throughout the country in making an entry of events and incidents on the police blotter).

A. 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 5W’s and 1H and the case disposition, all such material details
about the event, including: the names of the suspect/s ; the victim/s; the eyewitness/es, if any; the
nature of the action or offense; the possible motive/s; 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 case.

B. Incidents to be recorded

The following are incidents or transactions, among others are entered in the police blotter:

1. All violations of laws and ordinances reported and discovered;

2. All calls in which any member of the police force is dispatched or has taken an official action;

3. All legal papers handled such warrants, subpoenas, summonses, citations, and the like;

4. All fire alarms, reports and information received by the stations;

5. Movements of prisoners with corresponding notations on the authority for such movements;

6. Cases of missing and found persons. Animals and properties;

7. Vehicular and other types of accidents which require police actions;

8. All personal injuries, bodies found, and suicides;

9. Damage to property;

10.All cases in which a police member is involved;

11.All arrests and returns made; and

12.Miscellaneous cases, general and special orders, violations of rules and regulations and any
other reportable incident that the Chief of Police desires to be recorded.

A. 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 one horizontal line
over such word or phrases and the actual entry initialled by the police officer making the
correction.
4. A ball pen with blue, black or blue black ink is used for making the entries.
5. Misrepresentation in the blotter or any attempt to suppress any information therein are
punishable criminally and administratively.
6. The entries must be legibly written in ling 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 two entries.
Page |5 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 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,
should be made.
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.

Sample format of a Police Blotter

Incidents/Events
Entry Date Time Disposition
No.

2001 3 May 8:10AM Robbery This case was

45 2013 Juanito de Guzman, 34 years old, married filled in court
of No. 345 Abella Street, Brgy. Abelle, with CC No.
Naga City, reported to this police Office that 2013-0056,
on or about 2:00AM of May 2, 2013, she Branch 15,
was awaken with a noise from their kitchen RTC, Naga
and when she checked it, she saw the City
person of Aldrin Dimayuga, of minor age,
also a resident of their barangay, trying to
escape in an open outlet in the comfort
room with her laptop and when she shouted
for help, subject person assaulted her with
a bladed weapon but fortunately her father
was awaken also and successfully
subdued the suspect.
Officer-on-case: SP01 Jose C.
Manzanero

Certification of Police Blotter Excerpt

For whatever legal purpose, interested persons always seek a copy of a police blotter.
Since the entry in the police blotter is a difficult to be machine-copied due to its size (bigger than
the ordinary document), a certification on its contents of a blotter entry, it should be copied
verbatimly, meaning, it should be copied word for word and not correction in the grammar or in
any mistake should be made in the entry.
Obviously mistakes in the entry should be consulted to the Desk Officer who made the
entry and he is the only person authorized to correct it based on the procedures previously
discussed.

Sample Format of the Certification of Police Blotter Excerpt

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
NAGA CITY POLICE OFFICE
City of Naga

CERTIFICATION

TO WHOM IT MAY CONCERN:

THIS IS TO CERTIFY that the following is an excerpt from the POLICE BLOTTER of this
Police Unit dated May 3, 2013, to wit:

2013-45, 03 May 13, 8:10AM

Robbery

Juanito de Guzman, 34 years old, married of No. 345 Abella Street, Brgy, Abella. Naga
Page |6 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 City, reported to this Police Office that on or about 2:00Am of May 3, 2013, she was awaken with
a noise from their kitchen and when she checked it, she saw the person of Aldrin Dimayuga, of
minor age, also a resident of their barangay, trying to escape in an open outlet in the comfort
room with her laptop and when she shouted for help, subject person assaulted her with a bladed
weapon but fortunately her father was awaken also and successfully subdued the suspect.

Officer –on-Case: SPO1 Jose C. Manzanero

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

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

FOR THE CITY DIRECTOR

DANILO S. MAGBANUA
POLICE SUPERINTENDENT
Chief, Admin Section

2. MEMORANDUM
Common practices of inter office communication in the police service is the memorandum.
Interpreted the simplest way, a memorandum is “a note to help the memory.”
A memorandum is maybe 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 a limited
application, such as those directed to, 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.

A. 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/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 officer
writing a memorandum to a higher police officer uses a more 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
officer or to same rank and position. Police organization adopts memoranda in the ff general
usage: to inform; to answer; to record a significant event; special reports; basic transmittals, and
for some other purposes.

B. Parts of a Memorandum

1. The Heading

All the materials above the first line of the body comprise the heading.

A. Letterhead:

Printed Letterhead stationery is normally used for the first page. If not available, a typed
letterhead may be used. Each office 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. The top
edge of the letterhead is normally placed ¾ inch or on the fifth line below the top edge of the
paper.
Page |7 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 Example:

Republic of the Philippines

Department of the Interior and Local Government
Philippine Public Safety College
NATIONAL FORENSIC SCIENCE TRAINING INSTITUTE
Fort Bonifacio, Taguig City
Tel No. 8812722

A. File Reference or Office Symbol:

It is placed at the left margin, usually two (2) spaces below the letterhead. Each part of
the references are also used as identifying information on the second and subsequent pages.

Example: NFSTI-Admin

B. Addressee:

The title of the addressee is entered after the “MEMORANDUM FOR” if sent to a
superior office, “MEMORANDUM TO” if sent to subordinates. It should be written in block style
with open punctuation and normally placed two (2) spaces after the file reference.

Examples:

MEMORANDUM

FOR: The Director, HSS

MEMORANDUM

TO: The Director, CIDG

C. Addressor:

The title of the addressor (sender) is entered after “FROM”. Authorized abbreviations are
used.

Example: FROM: The Director, HSS

D. Channels:

Correspondence can be routed THRU channels, through a lower Chief or Supervisor

expected to exercise control, taken action or to be concerned and normally placed two (2)
spaces after the addressee.

Examples: THRU: DCA

DCO

TCDS

Page |8 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

 E. Attention Address:

To speed routing, correspondence may be addressed to the attention of an individual or

head of a subdivision of an agency, or an office, either by reference to the name of the
subdivision or by the use of an office symbol. The name will be used only when there is 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/she will at the place addressed.
Examples: Addressed to the Attention of an Individual:

MEMORANDUM:

TO : Regional Director, PRO CALABARZON

Camp Vicente Lim, Canlubang, Laguna
Attn: PSINSP JUAN B DELA CRUZ

Addressed to the Attention of the Head of Office

MEMORANDUM:

TO : Regional director, PRO CALABARZON

Camp Vicente Lim, Canlubang, Laguna
Attn: ADPCR

F. Subject:

The subject line should contain not exceeding ten (10) words. It starts two (2) spaces
below the addressor. Titles capitalization rules may be used. This means capital letter for the first
letter and other important words, and small letters for the unimportant ones. When the subject
extends to two lines, the second line is blocked under the first letter of the first word i the subject.
Example: SUBJECT: Request for Optional Retirement of

PSINSP JUAM B DELA CRUZ

G. Date:

This refers to the date of signature and it is placed at the left portion of the page on the
last line below the subject. The day and year are numerals and the month may be spelled out or
abbreviated. If the month is abbreviated, the year must be shortened to.

Example: DATE: March 15, 2008

Page |9 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

 1. The 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. The use of
the third person, such as “the undersigned”, “this unit” or “this office” is prescribed to achieve
objectivity.
a. paragraphing

When a letter consists of only one paragraph, the paragraph will not be numbered,
although its sub-paragraph will be lettered, If there are two or more. When there are two (2) or
more paragraph, they will be numbered consecutively. He second succeeding lines will begin at
the left margin.

Example:
1. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxx

a. Xxxxxxxxxxxxxxxxxxxxxxx

b. Xxxxxxxxxxxxxxxxxxxxxxx

b. Abbreviations:

This kind of communication 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, if family name only, the rank is spelled out.

However, good practice tells the writer to use abbreviations sparingly. But definitely,
abbreviations are not used in correspondence going outside the Philippine National Police.

Examples: PDIR - stands for Police Director

PCSUPT - stands for Police Chief Superintendent

PSINP - stands for Police Senior Inspector

Memo - stands for Memorandum

c. References

References to publications must be specific and fully identified. References will not be
made to a publication or document which is not available to the addresses of the
correspondence. References to correspondence will include the type of correspondence, file
reference, office origin, date and subject.

Example:

1. Reference: Memo from the Director, NFSTI dated August2,2007, subject as stated above.

d. Page Numbering

The first page should not be numbered (silent Pagination). Subsequent pages, including
those on which endorsements 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, parenthesis or other punctuations.

e. Dividing a Paragraph

Three (3) or fewer lines will not be divided between pages. At least two (2) lines of a
divided paragraph will appear on each page. In dividing a sentence between pages, at least two
(2) words will appear on each page.
P a g e | 10 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 The complimentary ending will not appear alone on a page without a part of a body or
text.When the space below the text is not sufficient for the close, at least two (2) lines of the
paragraph or sub-paragraph which in its entirely consist of only one (1) 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 ¼ inches from the top edge of the page. The date will be placed so
that it ends at the right margin. The text will be continued on the second line below the
identification line.

Example:

NFSTI-Admin. Request for Optional Retirement of PSINSP JUAN B DELA

CRUZ dated August 2, 2007

2. Complimentary Ending:

Like in business letter, there is also a closing portion. Complimentary Ending refers to
the material found below the last paragraph of the body.

a. Authority Line:

An authority line will be shown when the correspondence is signed for the chief or head
of office by an individual authorized to do so. This reflects the fact that the communication is an
expression of the will of the chief or head of office.
The authority line will begin on the second line below the last paragraph directly

under the first letter of the first word of the preceding main paragraph. It is typed in

capital letter without abbreviations.

Note: A staff officer may sign under the authority line only when authorized to do so.

Example: For guidance and compliance.

BY ORDER OF THE DIRECTOR, NFSTI-

b. Signature:

The signature contains the name of the officer, sign in ink (black or blue-black, never
blue or any other color); the name being typed, stamped or printed in capital letters identical
with the written name, the officer’s rank or service and title or designation.

Example: MARLENE M. SALANGAD, Ph.D.

Police Senior Superintendent
Director, NFSTI

The use of double signatures should be avoided. Instead of this, a designated individual
may sign his own name and add the word “FOR” in front of the typewritten name in the
signature. If an individual in the police service signs “FOR” the rankof the signing individual may
be shown.

Example: MARLENE M. SALANGAD, Ph.D.

Police Senior Superintendent
Director, NFSTI
FOR:

DEMETRIO V MANAHAN
Police Chief Inspector

P a g e | 11 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

 Deputy Director, NFSTI

P a g e | 12 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

 The typewritten portion of the signature begins approximately one space to the right of the
centre of the page, five (5) lines below the authority line of the body. Block style and open
punctuation are used. Abbreviation of rank and service and titles may be used. By block style,
the first letter of the rank is placed directly under the first letter of the typewritten signature, but
not necessarily blocking under the last letter of the type written signature.

c. Enclosures

Enclosures are supplementary documents which are sent with communications to

provide additional information. When a letter has one or more enclosures, this fact is entered at
the left side of the page.

Example: Incls.
1- Memoform
2- Memo form
3- Memo form

P a g e | 13 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

 Sample Format of a Memorandum

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONALPOLICE
NAGA CITY POLICE OFFICE
City of Naga

NCPO-Inves MEMORANDUM

FOR : The City Director

Attn: The Chief, Administrative Section

THRU : The Chief, Operation Section

FROM : The Chief, Investigation Section

SUBJECT : Augmentation Personnel, Request for –

DATE : May 8, 2013

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

dated May 2, 2013.

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

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

tasks:

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

b. to submit daily through e-mail the encoded daily records of events.
4. Further request favorable action.

FOR THE CHIEF, INVESTIGATION SECTION:

ERNESTO G CASTILLO
Police Inspector
Asst. Chief, Inves Section

Incl:

Memo from R7, PRO5

P a g e | 14 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

 3. 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 is patterned after
the form used in the Armed Forces of the Philippines (AFP), and subscribes to the procedures
based on the AFPRG 421-141, dated November 26, 1968.

A. 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.
Types of Messages:
a. Single. A message which has only one addressee.
b. Book. A message which has two or more addressees, and is of such nature that the
originator considers that no addressee needs be informed of the identity of other addressee/s.
Each addressee may be either ACTION or INFORMATIO. 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.
c. Multiple. A message which has to or more addressees, and is of such nature that the
originator considers that each addressee must be aware of all the addressees to whom the
message was addressed. A multiple-address message will not be used when a book message
will suffice.

2. Originator. The originator of the 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 ff responsibilities:

a. To determine if a message is necessary.
b. To determine the addressees and the type of message.
c. To use the message form prescribed by the police organization.
d. To draft the text in accordance with the prescribed manner and procedure.
e. To determine the precedence.
f. To determine the security classification.
g. To ensure 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.

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.

a. FILLING 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 addressees will be
entered in this block.
3. Precedence Info – The precedence assigned to all information addressees will be
entered in this block.
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 pair of digit denotes the date; the second
pair 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.
P a g e | 15 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 A letter DATE-TIME GROUP designates 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 used 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.

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

a. 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.
b. 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 UNCLS.

9. Cite Number – This is to be filled-up by the originator with the office, unit or
originator’s cite number for the message.

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.
a. Paragraph shall be numbered with Arabic numerals 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).”
b. Paragraph designations are to be transmitted as those which are written and
not spelled out.
c. 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.

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 the block.

16. PNP Addressees

a. The title and location or unit designation of the signing authority will be
P a g e | 16 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 indicated.
b. Zip Codes or Post Office Numbers, or another coded distributions lists will not
be used as originator’s address as part of an address.
c. Messages to a police addressee will be addressed to the Chief of an installation or
head of an agency. Authorized abbreviations may be used. All messages for personnel
serving or on duty within an agency will contain internal instructions for delivery purpose.
d. 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.

17. Purely Civilian Addressees

a. The originator’s designation will consists 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.

b. 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.

1. SPOT REPORT

Spot Report refers to an immediate initial investigative or incident report addressed to

Higher Headquarters pertaining to the commission of the crime, occurrence of natural or man-
made disaster or unusual incidents involving loss of lives and damage of properties.

Such incidents must be acted upon and reported to higher police office whether verbal or
written, within twenty four hours. The idea is to inform an immediate chief, which is a standard
operating procedure, considering the fact that whatever happens in the area is a command

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. Information contained therein must be complete,
answering the 5Ws and 1H.

6. INCIDENT REPORT

An Incident Report is a written account of an event or occurrence. The purpose of this

report is to document the exact details of the occurrence as basis for further actions of concerned
public safety officers, incident reports are the jump-off points of investigations designed to ferret
out the facts and recommend solutions.

7. INITIAL INVESTIGATION REPORT

Initial investigation is the first action to be undertaken when there is a reported or

discovered incident. The conduct of initial investigation is one of the standard operating
procedures in all police stations. This is where the spot report will be relied on. In the first phase
of investigation, the investigator tries to seek the answer of the six cardinal questions (5Ws and
1H), but it does not necessarily mean that an unanswered cardinal question will not be included in
the report. If the assailant is still unknown, cardinal question “Who is the perpetrator” could be
answered with “unidentified person”. If the value of the stolen property had not been determined
yet, the question pertaining to this could be answered with “undetermined amount of properties”.

8. PROGRESS REPORT:

Progress Report is being submitted if there is new finding or development in the case. For
example, the unidentified assailant reported the initial investigation report had already been
identified after follow- up operations, or if the total amount of the stolen properties had already
been computed or recovered.

Progress reports should be numbered consecutively according to the sequence of the

developments in the case. In the given example above, if you will submit report that the assailant
P a g e | 17 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 had already been identified, the subject title of the report should be: “Progress report No. 1, re-
Dela Cruz Case”. In the subsequent developments, subject should be: “Progress Report No. 2 or
No. 3 and so forth and so on, until you had completed all the information necessary in order to
submit the Final Investigation Report.

4. FINAL INVESTIGATION REPORT:

An investigation Report is an objective statement of the investigator’s findings. It is an

official record of information relevant to the investigation which the investigator submits to his
superior. The effectiveness of an investigator is judged to a large extent by his/her reports of
investigation. The reputation of an investigator is measured to a large extent by the kind of report
he/she submits. The report on finished cases provides the vehicle for higher headquarters to act
on the matter.

Purposes of an Investigation Report:

Record. The report provides permanent official record of relevant information obtained in the
course of the investigation;

Leads. The report provides other investigators with information necessary to further advance
their own investigation; and

Prosecution Action. The report is a statement of facts on which designated authorities may
base a criminal, corrective or disciplinary action.

Criteria of Good Investigation Report:

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

 It must be grammatically correct:

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

Requisites of Good Investigation Report:

Accuracy. The report should be a true representation of the facts to the best of the investigator’s
ability. Information both favorable and unfavorable to the suspect should be included. Information
should be verified by statements of other witness and by reference to official records or to other
reliable sources;

Completeness. The question WHEN, WHERE, WHAT, WHY, WHO and HOW should be
answered. The elements of crime should be established and the additional facts developed
should tend to prove these element. The report should be documented by appending important
statements, letters, findings of other agencies and laboratory reports:

Brevity. Irrelevant or unnecessary materials should be omitted:

Fairness. The investigator should take the facts as he/she finds them, and if ever he/she has
theories, it must be consistent with these facts;

Form and Style. The arrangement of the materials presented should be in a manner which will
make the report easy to read. Form includes proper paragraphing, underscoring, capitalization
and heading. The report should be in the third person, the investigator referring to himself as the
“investigator”.

Prompt. The report must be completed in a timely manner. Your credibility may be opened to
speculation if this requisite is not followed.

Characteristics of Reports Writers:

 Those who write without thinking:

P a g e | 18 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

  Those who write and think at the same time; and
 Those who think first and write afterwards.

How the Investigators are Rated on Report Writing?

Points to be considered:

 Conciseness
 Clarity
 Organization
 Thoroughness
 Accuracy;
 Adequacy and
 Pertinence of leads

Errors of Form:

 Grammar and syntax errors

 Misspelling;
 Typographical errors;
 Wrong File Number;
 Wrong Block; and
 Others of the same nature.

Errors of Substance:

 Delay in investigation;
 Delay in reporting;
 Omission in the investigation whether intentional or not;
 Misstatement of facts;
 Incomplete Description;
 Neglect to state that the subject is dangerous or has homicidal tendencies;
 Failure to cover previous leads;
 Inadequate interviews;
 Lack of imagination in solving the case;
 Improper handling of evidence;

 Failure to include essential facts which shows jurisdiction, prosecutive action taken and
basis for investigative steps taken; and
 Failure to include essential facts which were undoubtedly available and known to the
investigator.

Supervision of Reports

Assure good reports:

The chief must sincerely want good reports. He/she should insist on training and insist that
his/her men write good reports;

Standard of good reporting must be set so that all will know what is expected of them. Training
must be given

System of spot –checking must be set up to make sure that corrections are being made and to
assure uniformity. Don’t sign the report unless it is completely correct. If you do not check reports,
you lose control over them.

Protect Reputation of the Department and its Officers:

 Good reports reflect favorably on the officers preparing it and on the department they
represent.

P a g e | 19 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

  Good report help refute false charges against officers and the department they represent.

Methods of Supervision:

 Tickler System. The supervisory official keeps a “3X5” index cards on each case showing
the basic data, dates, etc. and to whom it was assigned. The card filled behind the
officer’s name in the card index box. This is also assures a regular check on each pending
case;
 Assignment Record: This should show the cases assigned to each officer and should
include a record of reports submitted: and
 All reports should be read and signed by the supervisory officials. It is best to have a rule
that no report can be filled until approved by the supervisor. The supervisor should be
held jointly responsible with the reporting officer for important errors in reporting. This
would serve as a guide for the supervision and prevent overlooking relevant errors.
Additionally, good supervision assures a good investigation and good report. Even if the
subordinate officer complains about it, he/she will be a good investigator and a good
report writer.

Approved SOP in the Investigation of Cases:

Upon receipt of the case, the Duty PNCO/ Desk Officer enters it in the Complaint Logbook/blotter
and then , refer it to the OIC/Chief of the Investigation Unit:

P a g e | 20 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

The OIC/Chief of the investigation Unit assigns the case to an investigator. The Chief investigator
should maintain a Logbook of all cases referred to him, either in person or through communications,
recording therein the nature of the case, name of the complainant, name of the investigator and the
date it was assigned the Duty PNCO/Desk Officer should reflect on the Complaint Logbook the name
of the Investigator to whom the particular case was assigned;

If the nature of the case so warrants, Officer-On-Case should immediately respond to the crime,
conduct an ocular investigation/inspection and interview the complainant, witness and all persons
who could shed light on the case;

Based on the initial investigation, the officer-On-Case should prepare any of the following police
reports:

 Alarm Report – for the theft and robbery cases;

 Advance Information Report – for the crimes against persons, like murder, parricide,
homicide, etc;
 Crime Report – for all other cases like estafa, crime against chastity, white slavery, etc;
 Information Report – for some cases initially taken cognizance by a police station but
later turned over to or found out to be handled by special operating units.

The investigator should then take the sworn statements of the complainant/s, witness/es and if
possible, suspect/s. At this stage, the investigator should exert all efforts to unearth and gather all
evidence relevant to the case;

Invitation for suspect/s to appear before any investigating unit/ group should be signed by the
chief of the Unit/Group and duly accorded in a logbook intended for this purpose. The result of
the invitation should be reflected in the case folder to from part of the records of the case;

A progress Report should be submitted by the investigator regarding the apprehension of the
suspect/s, recovery of the evidence and all other developments on the case;

Once the suspect/s has been apprehended and duly investigated, the investigator should prepare
the corresponding referral to the inquest prosecutor for appropriate recommendation;

Before the investigator file the case with the Prosecutor’s Office, the case should be first
endorsed, through channel , to the Legal Division for the appraisal, evaluation, recommendation
or legal advice and such other legal measures as may be necessary; and

Final Investigation Report should be prepared by the Investigator in all cases involving high
government officials, wherein the complainant is a government agency or entity; big and
sensational; or those involving prominent personalities and those with insurance coverage.

5. FINAL INVESTIGATION REPORT:

An investigation Report is an objective statement of the investigator’s findings. It is an

official record of information relevant to the investigation which the investigator submits to his
superior. The effectiveness of an investigator is judged to a large extent by his/her reports of
investigation. The reputation of an investigator is measured to a large extent by the kind of report
he/she submits. The report on finished cases provides the vehicle for higher headquarters to act
on the matter.

Purposes of an Investigation Report:

Record. The report provides permanent official record of relevant information obtained in the
course of the investigation;

Leads. The report provides other investigators with information necessary to further advance
their own investigation; and

Prosecution Action. The report is a statement of facts on which designated authorities may base
a criminal, corrective or disciplinary action.

P a g e | 21 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

Criteria of Good Investigation Report:

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

 It must be grammatically correct:

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

Requisites of Good Investigation Report:

Accuracy. The report should be a true representation of the facts to the best of the investigator’s
ability. Information both favorable and unfavorable to the suspect should be included. Information
should be verified by statements of other witness and by reference to official records or to other
reliable sources;

Completeness. The question WHEN, WHERE, WHAT, WHY, WHO and HOW should be
answered. The elements of crime should be established and the additional facts developed
should tend to prove these element. The report should be documented by appending important
statements, letters, findings of other agencies and laboratory reports:

Brevity. Irrelevant or unnecessary materials should be omitted:

Fairness. The investigator should take the facts as he/she finds them, and if ever he/she has
theories, it must be consistent with these facts;

Form and Style. The arrangement of the materials presented should be in a manner which will
make the report easy to read. Form includes proper paragraphing, underscoring, capitalization

and heading. The report should be in the third person, the investigator referring to himself as the
“investigator”.

Prompt. The report must be completed in a timely manner. Your credibility may be opened to
speculation if this requisite is not followed.

Characteristics of Reports Writers:

 Those who write without thinking:

 Those who write and think at the same time; and
 Those who think first and write afterwards.

How the Investigators are rated on Report Writing?

Points to be considered:

 Conciseness
 Clarity
 Organization
 Thoroughness
 Accuracy;
 Adequacy and
 Pertinence of leads

P a g e | 22 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

Errors of Form:

 Grammar and syntax errors

 Misspelling;
 Typographical errors;
 Wrong File Number;
 Wrong Block; and
 Others of the same nature.

Errors of Substance:

 Delay in investigation;
 Delay in reporting;
 Omission in the investigation whether intentional or not;
 Misstatement of facts;
 Incomplete Description;
 Neglect to state that the subject is dangerous or has homicidal tendencies;
 Failure to cover previous leads;
 Inadequate interviews;
 Lack of imagination in solving the case;
 Improper handling of evidence;

 Failure to include essential facts which shows jurisdiction, prosecutive action taken and
basis for investigative steps taken; and
 Failure to include essential facts which were undoubtedly available and known to the
investigator.

Supervision of Reports

Assure good reports:

The chief must sincerely want good reports. He/she should insist on training and insist that
his/her men write good reports;

Standard of good reporting must be set so that all will know what is expected of them. Training
must be given

System of spot –checking must be set up to make sure that corrections are being made and to
assure uniformity. Don’t sign the report unless it is completely correct. If you do not check reports,
you lose control over them.

Protect Reputation of the Department and its Officers:

 Good reports reflect favorably on the officers preparing it and on the department they
represent.
 Good report help refute false charges against officers and the department they represent.

Methods of Supervision:

 Tickler System. The supervisory official keeps a “3X5” index cards on each case showing
the basic data, dates, etc. and to whom it was assigned. The card filled behind the
officer’s name in the card index box. This is also assures a regular check on each pending
case;
 Assignment Record: This should show the cases assigned to each officer and should
include a record of reports submitted: and
 All reports should be read and signed by the supervisory officials. It is best to have a rule
that no report can be filled until approved by the supervisor. The supervisor should be
held jointly responsible with the reporting officer for important errors in reporting. This
would serve as a guide for the supervision and prevent overlooking relevant errors.

P a g e | 23 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

 Additionally, good supervision assures a good investigation and good report. Even if the
subordinate officer complains about it, he/she will be a good investigator and a good
report writer.

Approved SOP in the Investigation of Cases:

Upon receipt of the case, the Duty PNCO/ Desk Officer enters it in the Complaint Logbook/blotter
and then , refer it to the OIC/Chief of the Investigation Unit:

The OIC/Chief of the investigation Unit assigns the case to an investigator. The Chief investigator
should maintain a Logbook of all cases referred to him, either in person or through
communications, recording therein the nature of the case, name of the complainant, name of the
investigator and the date it was assigned the Duty PNCO/Desk Officer should reflect on the
Complaint Logbook the name of the Investigator to whom the particular case was assigned;

If the nature of the case so warrants, Officer-On-Case should immediately respond to the crime,
conduct an ocular investigation/inspection and interview the complainant, witness and all persons
who could shed light on the case;

Based on the initial investigation, the officer-On-Case should prepare any of the following police
reports:

 Alarm Report – for the theft and robbery cases;

 Advance Information Report – for the crimes against persons, like murder, parricide,
homicide, etc;
 Crime Report – for all other cases like estafa, crime against chastity, white slavery, etc;
 Information Report – for some cases initially taken cognizance by a police station but
later turned over to or found out to be handled by special operating units.

The investigator should then take the sworn statements of the complainant/s, witness/es and if
possible, suspect/s. At this stage, the investigator should exert all efforts to unearth and gather all
evidence relevant to the case;

Invitation for suspect/s to appear before any investigating unit/ group should be signed by the
chief of the Unit/Group and duly accorded in a logbook intended for this purpose. The result of
the invitation should be reflected in the case folder to from part of the records of the case;

A progress Report should be submitted by the investigator regarding the apprehension of the
suspect/s, recovery of the evidence and all other developments on the case;

Once the suspect/s has been apprehended and duly investigated, the investigator should prepare
the corresponding referral to the inquest prosecutor for appropriate recommendation;

Before the investigator file the case with the Prosecutor’s Office, the case should be first
endorsed, through channel , to the Legal Division for the appraisal, evaluation, recommendation
or legal advice and such other legal measures as may be necessary; and

Final Investigation Report should be prepared by the Investigator in all cases involving high
government officials, wherein the complainant is a government agency or entity; big and
sensational; or those involving prominent personalities and those with insurance coverage.

P a g e | 24 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

P a g e | 25 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 FINAL INVESTIGATION REPORT SAMPLE

P a g e | 26 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

P a g e | 27 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 9. AFTER OPERATIONS REPORT

After major operations, a report must be submitted and this is the After Operation Report.
This informative report detailing every action performed by personnel during police operations.
This is being done no matter what the result of operations was. This would be the basis also of
staff officers for administrative actions whether the participating personnel deserve awards or
whether there was lapse on their part which is tantamount for administrative sanction.

P a g e | 28 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

P a g e | 29 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 10. AFTER ENCOUNTER REPORT
After encounter report is a report on special mission or combat operations involving lawless elements
and subversive terrorist or rebels. This report also includes salient supporting documents such as sketch of the
encounter scene, list of participating troops, summary of ammunition expended, summary of ammunition stock
status, recommendation for an award for troop members for exhibiting superior combat skills and bravery in the
face of danger and the proposed citation.

P a g e | 30 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

P a g e | 31 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
P a g e | 32 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 1. POLICE OPERATIONAL PLAN

The police parlance, this is commonly known as OPLAN. Every Police operation should
have its corresponding operational plan in order to have systematic deployment of personnel and
economical use of resources. In this OPLAN, the concept of operations based on the mission is
clearly stated, the tasks of every personnel are in line as well and the resources needed are
properly accounted.
Aside from daily police activities, special occasions should have also their corresponding
Operational Plans such as fiesta, New Year, Summer Vacation, Labor Day celebration, School
Opening, All Saints Day, Christmas Season and other occasion needing the preparation of
OPLAN.
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 an important
requirement for changes and contingencies.

Parts of Police Operation Plan The

Heading

The heading of Operational Plan is n the right-most part of the document containing the
number of copies of the OPLAN; the originating office and the date.

Title

It is the subject of the operational plan. In this part, a code number or a code name may
be used. What is important in this portion is that it must be reflective on the mission and
execution of the operational plan.

The title must provide gist and idea, in the first place, about what the operational plan is all
about. For example, operational plan for All Saint’s Day may be named as “ OPLAN
KALULUWA”. Commonly, under this portion are the Reference and the Task Organization.
Reference is the authority why this OPLAN exist and the task organization is the list of all PNP
personnel involved in the execution of the OPLAN.

P a g e | 33 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

 Situation

Briefly, this portion tackles the rationale why this OPLAN is being adopted. It is also
presents the current situation in the area by describing the peace and order situation as well as
the current trend of the criminality. Enemy forces that pose threats to the situation must be
properly identified in this portion; friendly forces within the area must be specified; human
resources should be ascertained whether there are attached or detached personnel to unit and
finally, assumptions of possibilities should be predicted in order to lay out counter measures.

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 the purpose, goals and objectives.

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 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 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.

Administrative and Logistics

Administrative and logistics 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.

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.

Signatures

Only the original copy of the OPLAN should be signed by the chief of the Police or the Chief of the Police
Unit. Succeeding copies are to be signed by the Operations Officer. Only the family name of the Chief of
Police or Unit Head should appear in the right side of the document and his rank immediately under it. In the
left portion under the name of the Chief of Police or Unit Head is the name of the operations officer in full
name and under it is the designation.

P a g e | 34 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

P a g e | 35 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
P a g e | 36 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
P a g e | 37 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 11. SWORN STATEMENT AND AFFIDAVIT
The sworn statement refers to a written statement voluntary executed under
oath by any person, a suspect or a witness, which may be taken in a “question and
answer format” or in a “narrative format (affidavit)”.

The sworn Statement and affidavit shall state only facts or direct personal
knowledge of the affiants which are admissible in evidence and shall show their
competence to testify the matters stated therein. Everyone can give statements but
not anyone can lay claim to know the technique and rudiments of statement-taking.
In investigation, statement-taking is a necessary and inherent for the documentation
of the narrated facts.

Types of Written Statement

Question and Answer type. It is preferable to narrative. It is easier to developed or

prove the essential elements of an offense through questions and answers.
However, leading and misleading questions should be avoided in the Question and
Answer Type.

Leading Question- suggests to the witness, affiant, informant, respondent or

complaint the answer which the investigator desires.

Misleading Questions – is one which assumes a true fact not yet testified to by the
witness or suspect or contrary to that which he/she has previously stated whereby
may be induced to give an answer which appears to say more than he/she means.

Narrative Type (Affidavit). It is hard for the judge to believe that in a narrative type of
confession/statement, the subject voluntary dictated all that is in the
confession/statement. Affidavit is a form of sworn statement made in a narrative
style. It is usually started with a “SCILICET” which is usually abbreviated as “S.S.”

Example:

Republic of the Philippines)

City of Naga...........)S.S.

The term “Scilicet” is derived from the Latin word “ Scirelicet”, ‘it is permited to
know” and is translated to mean “ to wit or namely, and utilized here to a
particularized the place of the execution of the instrument.

Basic Parts of the Sworn Statement:

The sworn statement of the witness, complainant/victim and informant should

be in a language understood or used by him and should contain the following basic
parts:
 The title identification of the statement containing the name and address of
the affiant, the name of the investigator as well as his rank, the witness to
the statement, information as to where and when the statement was taken;

 The affiant shall be informed of his Constitutional Rights;

 The questions revealing the personal circumstances of the affiant;

 The question asking the affiant if he/she knows why he/she is being questioned;

P a g e | 38 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

  The questions proving the individual elements of the suspected
violation/crime (WHAT, WHEN, WHERE, WHO WHY and HOW);

 The affiant’s sworn statement should contain sufficient details as to the

commission of the offense/crime;
 The affiant’s shall be informed that the investigator has no more question to him/her;

 The sworn statement should contain errors or mistakes in every page

intentionally committed by the investigator. While reading it, the affiant’s
attention should be invited to these errors or mistakes. He/she should be made
to correct them in his/her own handwriting and affix his/her initials thereto. In
many instances, the affiant upon advice of the counsel would wish to deny the
statement or set up the defense that he/she has signed the statement without
reading it. All personal corrections of the affiant thereof would disprove all the
foregoing denials; and

 The signature of the affiant ( if minor – to include the signature of the

parents/guardian.

SAMPLE OF A SWORN STATEMENT

P a g e | 39 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

P a g e | 40 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 12. COMPLETE STAFF WORK
A complete staff work is a format communication which contains a brief and
exact analysis of a situation, resulting from a thorough research made by its author
because there is a specific problem or a specific problem area. This study provides
the chief an official report on such analysis which helps him in making a decision on
complex or controversial questions.

However, that report does not only analyse a situation through presentation of
facts, logical discussion of the subject matter and the corresponding conclusion
thereon. It also recommends to the head of an office or agency what course of action
he should take.

A fixed format prepared, with the following titles: Problem, Assumptions, Facts
Bearing the Problem, Discussion, conclusion and Recommendations. Aside from
these, a complete staff work bears the concurrence of the staff officer concerned by
means of affixing his initial, followed by his/her name, title and position on the space
provided.

CSW SAMPLE

P a g e | 41 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

P a g e | 42 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 13. ENDORSEMENT

An endorsement is a reply or a forwarding statement usually added to a letter.

Among men and women, in uniform a basic communication may not just be a letter;
it can be a message; it can be a memorandum from higher office. It is a

P a g e | 43 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

 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.

Regarding the content, it is meant to furnish information, comment or

recommendation on the matter at hand. The use of the third person in endorsement
may refer to himself as “the writer”, “the undersigned” or “this office” or by his
official title. 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/she belongs to. No
complimentary close is used in endorsement, the signature and title being given
directly after the close of the endorsement.

In endorsement writing, unlike in ordinary letter writing, each paragraph may

be started single- spaced. Since this is not compulsory, double-spacing may be used.
It will be numbered consecutively, starting with “1 st” or “2nd”. Starting with the word
“Respectfully” (whether Forwarded, Returned, Referred, Transmitted) the text,
which is usually composed of one paragraph, should really be brief, accurate and
clear.

In the different line of government agencies, there is a Standard Operating

Procedure (SOP) in paragraphing an endorsement text. The PNP caters to this
procedure. A communication being sent by endorsement to a superior office is
always “RESPECTFULLY FORWARDED” or “RESPECTFULLY equal rank, it is originated
or where it has been recorded is “RESPECTFULLY RETURNED” regardless of the rank
of the two offices concerned.

An endorsement should be given useful and necessary information comment

or recommendation on the matter at hand, The writer should avoid mere
“FORWARDING” or “RETURNING” endorsement.

But in some cases, an endorsement is being patterned to a civilian letter with

the following parts: Heading, Dateline Address, salutation, body, Complementary
Close and Signature.

P a g e | 44 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

 14. CASE OPERATIONAL PLAN (COPLAN)
Case Operational Plan (COPLAN) refers to a preparatory plan on how to carry
out a case operation. Case operations refer to a definite target specific activity
conducted in relation to an intelligence project under which it is affected. Several
case operations may fall under one
(1) intelligence project. Case operation is the last report measures to pursue
intelligence objectives when normal police operations fail.

P a g e | 45 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

P a g e | 46 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
P a g e | 47 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
P a g e | 48 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 15. SUMMARY OF INFORMATION (SOI)
Summary of information (SOI) is an intelligence report rendered regarding any
illegal activity or violation of laws being observed by intelligence operatives within a
given area of responsibility. This is the usual basis of case operations hence
information received should be cared, validated, counter-checked, analyzed and
evaluated.

P a g e | 49 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

 16. BACKGROUND INVESTIGATION REPORT
This intelligence report is very important in rendering the result of a background
investigation on any newly designated or appointed or assigned personnel of a
uniformed unit. Background investigation essentially involves records check and
neighbourhood check regarding the personnel background, present activities,
previous criminal records or administrative records and behaviour of the subject in
the community especially in the place where he/she resides.

P a g e | 50 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

P a g e | 51 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
P a g e | 52 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
P a g e | 53 INSTRUCTRESS: LAURA STEPHANIE E. GULLA
 17. ROUTING SLIP
The Routing Slip is primarily aimed in transmitting papers from office to office
within the Headquarters, or from branch, within an office. It is never used to forward
papers to an agency outside of a Headquarters. It is used to speed up transmittal or
correspondence direct to action section without using brief a, DF or an endorsement.
However, when it is foster to stamp a comment on a basic communication and
this comment is intended to from part of the recorded, the Routing Slip will not be
used. It is also used for inter-office routing in a Headquarters for the purpose
indicated by the remarks printed on the form. It may be contain informal comments
which are not intended to be forwarded beyond the addressee on 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 matter how brief.
Some offices use a Routing Slip in plain white communication demanding
immediate action. This colored paper will thus indicate that the papers to which it is
attached must be given priority. To achieved greater efficiency in processing
documents or tracking them down, the DILG, thru its Memorandum Circular Number
92-18, has issued guidelines and procedures in preparing a Routing Slip.

Some Instructions in Making Routing Slip

A routing Slip shall be attached to every document which needs to be acted upon;
The routing slip shall indicate the following information; CONTROL NUMBER, ORIGINATING
UNIT/OFFICE, TYPE OF DOCUMENT, DATE OF DOCUMENT, SUBJECT MATTER (or
particulars);
For purpose of tracking, each office/unit shall have its own documents control
number; Additional information shall indicate the DATE and TIME the documents
is acted upon; the name of the processor under the column FROM:; the name
of the person to whom the document is referred to for further processing under
the column TO:; and a check mark on the action taken from among those listed in
the Routing Slip; and
The person to whom the document is released shall fill up the DATE
RELEASED and the RECEIVED BY entries.

P a g e | 54 INSTRUCTRESS: LAURA STEPHANIE E. GULLA

P a g e | 55 INSTRUCTRESS: LAURA STEPHANIE E. GULLA