POLICE REPORT WRITING

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.
Reporting
Reporting is knowingly passing along information to someone else
Reasons/Purposes of Writing Reports:
1. Written reports are a permanent record of activities (preserves information of cases)
2. Make possible to transmit facts or essential data (provides accurate details of cases)
3. Aid top level intelligence experts in the interpretation and analysis of information (coordinate investigation activities
and serves as reference by competent authorities)
Pre-requires for good reporting
1. A precise understanding of the assignment;
2. Ability to go where the desired information is;
3. Ability to collect and retain accurately and in detail;
4. Ability to transmit the collected information as soon as possible

Criteria/Standards used
1. It must not contain vague or unclear terms
2. It must be original and correct in both composition and grammar
3. Abbreviation must be used appropriately
4. Slang or unnecessary technical terms must be avoided
5. Erasures and alterations must be avoided
6. Duplicate copies must be clear, legible and officially authenticated
7. Contents must be factual and free from bias or prejudices

“Tools” for reporting

1. Six basic questions: Who? - What? - When? - Where? - Why? - How?
2. Seven basic characteristics of good report
Pertinent (relevant, useful, important, significant)
Accurate (precise, exact, true)
Complete (total, entire, full, absolute)
Clearly phrased
Concise (brief, direct, short)
Unbiased (impartial, balance, fair)
Timely (apportune, appropriate, judicious, speedy)
Incidents to be reported
1. Violations of laws and ordinances,
2. All calls in which any member of the police force dispatched or takes official action,
3. All legal papers handled such as warrant of arrest, subpoenas, summonses, citations,etc
4. Cases of missing and found persons, animals and property,
5. Accidents which require police actions,
6. All personal injuries, bodies found and suicides, any damage to property
7. All cases in which a police officer is involved,
8. All arrests made, and miscellaneous cases, general and special orders and all other incidents that needs to be
recorded.
Mechanics of Good Report
It should present a chronological sequence of events:
1. It should be typed written or computerized.
2. It should provide complete data of victim or suspect.
3. Abbreviations should be avoided except those that are commonly known.
4. It should be brief but clear.
5. Every incident should be written in separate report.
6. It should be accurate and state facts and not opinions.
7. It should answer the 5W’s and 1H.
Reporting and Interpretation
1. Objective/factual reporting
2. Subjective/interpretive reporting
3. To report well, the competent and honest observer generally need not concern himself interpreting what he
observes.
4. Difference between fact and interpretation.
Note taking
1. Use one you find workable
2. Develop own system of abbreviations as in dates, etc.
3. Jot down facts only – get only the bones of the skeleton.
4. Omit articles, connectives – write key words of the information.
5. Write later the details when they are still fresh in your mind.
Organization and Expression of a report
1. Heading
2. Collection and source data
3. The information part.
4. The interpretative comments.
Qualities of Good Report Writing
1. Factual – because the report’s content are all based on facts, taken form one or any or all of the investigator’s five
senses, that of sight, smell ,taste, touch and hearing, thus it can be proven.
2. Complete – means reporting all the facts, which were discovered in the course of investigation. Hence, any relevant
and pertinent information must be reflected in the report.
3. Objective – means presenting all facts with appropriate words, free from the writer’s opinions, propaganda or
emotional bearings.
4. Clear – means that the report should be as simple and direct as possible. The subject or objective, or purpose of the
report should be clearly stated.
5. Relevant – in the sense that the report should relate exclusively to the stated objective of the report. However, if
another topic or matter is to be introduced in the same report, as a result of the follow-up investigation of the original
case, the presentation or inclusion of the newly discovered facts should be closely related and the relationship should be
made clear.
Qualities of Good Report Writing
6. Brief – this can be attained by avoiding sensationalizing the facts, which is the inclusion of unnecessary details not
related to the case under investigation. A report can be brief if the facts are unified and coherent.
7. Accurate – means the contents of the report must be based on facts, which are known through the use of any or all of
the five senses; sight, hearing, smell, taste and touch.
8. Up-to-date – meaning reports should be submitted on time and possibly according to schedule. Hence, it should be
current as of the time it is needed.
9. Fair – which can only be done through the avoidance of formulated preconceived theories that could possibly lead to
twisting of the real facts that could affect the report. And this can only be done by keeping an open mind.
Investigative Reports
1. Preliminary Investigation Report - this is the case report, which contains the initial listing of the facts of the case. It
contains: the offense, current date and time, date and time of offense, identification date pertaining to victim or
reporting party or suspect, location of offense, MO, name of investigating officer.
2. Progress/ Follow-up Investigation Report – it describe the progress of the investigation from time to time and ensure
constant follow up. It contains: identification of evidences noted, accurate and pertinent other facts
3. Final Investigation Report – the complete, more detailed report, which contains sufficient evidence noted, identity of
perpetrators, which warrant the filing of the case to court
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.
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.

Purpose of submitting the investigation report to intermediate office.

It is submitted 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.
Parts of an Information Report
1. Heading - The heading contains the reporting unit, date of report, the subject, date of information. The date acquired,
the place acquired, the report number, the reference, the evaluation, the attachments (s) and the source (s).
2. Body - This will contain a narrative discussion of the subject(s) of the information report. This should cover the
important points of the report proper. Always try to make the report specific (concise), objective, complete, clear and
accurate. No inclusions, opinions, analysis and the like should be included here.
Parts of an Information Report
3. Comments - This should include the objective views of the reporting officer and/or P/A and/or filed sources as to the
significants of the information submitted.
4. Signature- The Case Officer/Agent will affix his signature.
The four (4) “C” Test of a Good Report
1. CLEAR
Is the report clear?
Will the reader understand what the situation is or what happened? (Who? What? Where? When? Why? How?)
Is the report limited to one main subject?
Is the report written in terms the reader knows?
Is the information of interest to the reader?
Are the important ideas emphasized?
Do the points “hang together”?
Are the recommendations and conclusions, if any, clear stated?
Is the report written in “talking language”?
The four (4) “C” Test of a Good Report
2. CONCISE
Is the report as brief as possible?
Can the report be read rapidly?
Are meaningless phrases left out?
Are unnecessary words eliminated?
Are the sentences short and simple?
Does the get to the point quickly?
Are over – worked expression avoided?
The four (4) “C” Test of a Good Report
3. CORRECT
Is the grammar correct? All words spelled correctly?
Are the facts and figures correct? Correct punctuations used?
Are all words used correctly?
Are contractions and abbreviations avoided?
The four (4) “C” Test of a Good Report
4. COMPLETE
Is the report dated/signed/classified?
Is it clear to whom the report is to be sent?
Does the report present all the information which the reader needs?
Is it clear whether a reply is expected?
Does you report have a human touch?
POLICE REPORTS
Concepts
It is any written matter prepared by the police involving their interaction with the community.
It is an exact narration of facts discovered during the course of investigation which serves as a permanent
written record for future reference.
It is a permanent written record of police activities classified as informal and formal which communicates
important facts concerning people involved in criminal activities.
Types/Classifications
1. Informal Reports – is a letter of memorandum or any one of many prescribed or used methods of communications, in
a day-by-day police operations. It carries three items besides the text proper, the data submitted, subject, and person or
persons to whom submitted, and it contain many items of administrative importance along with the subject matter of
the text. Most police reports are placed in this category.
2. Formal Reports – suggest a full-dress treatment, including cover, title page, letter of transmittal, summary sheet, text,
appendixes, and sometimes index and bibliography.
Other Types of Police Reports
1. The Case Report

a. Complainant/Assignment Sheet which reflects all information regarding complains and reports received by the police
from the citizens and other agencies, or actions initiated by the police.
b. Investigation Report, which contains the findings of an action taken by the investigating officer based on inquiries
made and by obtaining the available facts of the incidents.
Other Types of Police Reports
2. The Arrest and Booking Report - This record maintains the arrest and jail booking report, which is required for all
persons arrested. It shall bear an arrest number for each arrest made.
3. The Identification Report - Identification record is the third major division of police report. Fingerprint records are the
heart identification system. It provides positive identification and the police must supplement it with a record of
physical characteristics and in some cases a photograph of the criminal. Identification reports have their own number
series: an identification number is assigned to each criminal to identify records relating to him.
Other Types of Police Reports
4. The Administrative Report - These are reports required in the management of the department personnel and
designed to aid in assignment, promotion, and disciplinary actions. Such records are so essentials in administering
personnel matters that they must be maintained in a police department.
5. The Miscellaneous Report - These are reports, which do not relate to recorded complaint and investigation reports
but are informational in character.
Values and Uses of Police Report
1. It serve as the raw materials from which record systems are made;
2. It is written to serve 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. It is written to guide police administrator for policy-formulation and decision-making;
4. It is written to serve as a gauge for efficiency evaluation of police officers; and
5. It is written to guide prosecutors and courts in the trial of criminal cases investigated by the police.
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 of Police Blotter:
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:
a. the names of the suspect/s;
b. the victim;
c. the eyewitnesses, if any;
d. the nature of the action or offense;
e. the possible motive;
f. the place, the date and time of occurrence;
g. 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;
h. the status of the 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;
The following incidents or transactions, among others, are entered in the police blotter:
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.
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.
Procedure in Making 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.
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.
END