INVESTIGATIVE

REPORTING
 
• Investigative Reporting – 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/her
superior.

• Communication – the use of language, spoken or written to

exchange ideas or transfer information.
• Report – is a detailed account of an event, situation, etc., usually
based on observation or inquiry.

Reporting – is knowingly passing along information to someone

else.

• Report Writing – is a communication that lends itself to a useful

tool for people in a free society to express their thoughts and
ideas and to obtain what they need or want.
• Fact – is anything which either through careful observation or
investigation, has been proven to exist as to have happened.

• Note Taking – is defined as a brief notation concerning specific

events that are recorded while fresh in your mind and used to
prepare a report.

• Chronological Order – is the arrangement of events and/or

actions in order by the time of their occurrence.
 Importance of Investigative Reporting

a. They serve as records for police administrators in planning, directing,

and organizing the unit’s duties

b. Reports can be used as legal documents in the prosecution of criminals.

c. Reports can be used by other agencies.

 Importance of Investigative Reporting
d. Reports can be useful to local media which need access to
public documents.

e. The author of a report should also consider that his/her

(written) work is reflective of his/her personality.

f. Reports can be a basis for research.

 Preparations needed in Report Writing

 Review and Organize notes

Draw an outline in chronological sequence
Review for completeness

Actual writing of the report

 Criteria
It must be grammatically correct.

Abbreviation must be used appropriately and correct.

The report should avoid slang, colloquialism or unnecessary

technical terms.
 Requisites of a Good Investigation Report
a. Accuracy – The report should be a true representation of the facts to the
best of the investigators ability.

b. Completeness – The question of “when, who, what, where, why and

how?” should be answered.
c. Brevity – Irrelevant or unnecessary materials should be omitted.

d. Fairness – The investigator should take the facts as he finds them.

 Requisites of a Good Investigation Report

e. Form and Style – The arrangement of the materials presented should be

in a manner which will make the report easy to read.

f. Clarity – The language and format of a report are simple and to the point.

g. Specific – Use of specific words that bring the reader close to firsthand
experience.

h. Timeliness – Completion of a report promptly.

Types of Report Writers
Those who write without thinking.

Those who write and think at the same time.

Those who think first and write afterwards.

 Supervision of Reports
1. Assure good reports

 The Chief must sincerely want good reports

 Standards of good reporting must be set up so that all will know

what is expected of them.

 Systems of spot-checking must be set up to make sure that

corrections are being made and to assure uniformity.
2. Protect the reputation of the Department and its Officers.

Good reports reflect favorably on the officers preparing

them and on the department they represent.

Good reports help refute false charges against officers

and the department they represent.
3. Methods of supervision

 Tickler system – this system 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.

 All reports should be read and signed by the supervisory official.

 Different Types of Report

1. Police Blotter – is a record or log of daily events occurring within the

territories/jurisdiction of a given police unit or command.

2. Spot Report – this 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.
 Different Types of Report

3. Progress Report – it is an accounting of the actions or series of

actions undertaken in relation to an ongoing investigation of a case.

4. Special Report – Special reports are done either because one feels
he has some reporting to do or a lower police unit or office is
obligated based on the directives or an instruction from the higher
police offices.
 Different Types of Report

5. Final Report – Is a thorough, in-depth and lengthy account regarding an

investigation into an incident or case as mandated by higher authorities
to establish a determination of the truth and or how far it could be
determined based on the facts and circumstances with the appropriate
recommendation for the proper course/s of action/s to be made.

6. Investigation Report – is considered internal communication.

Investigation report is complete when it answers the six interrogatives of
police report writing- the5W’s and 1H. It also provides in brief, the sworn
statements executed by the individuals having an interest in the case
being investigated.
 Different Types of Report
7. Flash Alarm – Is an account relative to the commission of a crime or incident
filed by a complaining witness or victim to the Police citing the date, time,
place, possible motive of the commission/occurrence, how it was
perpetrated, and other details relative to incident.

8. Investigator’s Notes – Recording Note: The data of the investigation should

be recorded in a complete, accurate and legible fashion.

9. Case referral report – It serves as endorsement to the Prosecutors Office of

the case being brought by the investigating officer before their (Prosecutor)
attention for appropriate action (either for inquest or regular filing).
 Different Types of Report
10. Referral notes – Used to inscribe incidents, cases and other important
events that transpire during his/her tour of duty.

11. Coordination Report – a report which is used as a means of formal

coordination to be made by the investigating agency with the police unit or
military unit having operational jurisdiction over the place where a police
case operation shall be conducted.

12. Turn Over of Crime Scene – procedure done by first responders to the
investigator/s in charge.
 Different Types of Report
13. Turn Over of the Physical Evidence – procedure done by investigator/s on
case to the SOCO team.

14. After Case Hearing Report (during trial)

15. After Case Hearing Report ( during promulgation)

16. Case Folder – complete copy of investigative documents in a particular

case.

17. Special Report in Civilian Letter Format

18. Forensic request Format

Summary

• Participants will write samples of the different types of investigative

reports from their own given written scenario and will be able to
make an accurate, concise, complete and clear investigation report at
the end of the course.
 Spot Report

Republic of the Philippines

Department of the Interior and Local Government

NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL PLOCE

  

MEMORANDUM

FOR :

FROM :

SUBJECT : Spot Report

DATE :

_______________________________________________________________________________

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

(Brief facts of the Case)

(Other facts)

Requested/ recommended action of the Hqs.

Progress report will follow

__________________________
 Republic of the Philippines

Department of the Interior and Local Government

NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE

MEMORANDUM

FOR :

FROM :

SUBJECT : Progress Report

DATE :

______________________________________________________________________________________________

Reference: (previous related Memos)

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

(Brief facts of the case)

(Other Facts)

Requested/ recommended actions of Hqs.

Disposition/ Action Taken

Final Report will follow

 
 Republic of the Philippines

Department of the Interior and Local Government

NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE

______________________________________

MEMORANDUM

FOR :

FROM :

SUBJECT : Final Report

DATE :

 
Reference: (previous related Memos)

 
(Indicated briefly the date/time, and place of occurrence)

 
Background/Brief facts of the case

 
Sequence of Events

 
Summary of Action

 
Recommendation/ Conclusion

 
Disposition/findings

For your information

(Regular Filing and Inquest)
 

Republic of the Philippines

Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE

 
(DATE)
 
The Honorable City Chief Prosecutor
Office of ________ Prosecutor
Justice Hall, _______
 
(Attn: Duty Inquest Prosecutor)
 
Greetings :
 
I have the honor to refer to your Office, the records of investigation relative to the case of (crime), committed atabout ______ of
________ at ______________.

COMPLAINANT : (Name, age, nationality, civil status and current address)

 
VICTIM : (Name, age, nationality, civil status and current address)
 
SUSPECT (ARRESTED/DETAINED):
(Name, age, nationality, civil status and current address)
 
EVIDENCE RECOVERED :
 
FACTS OF THE CASE:
 ENCLOSURES:

a) Subscribed NPS Investigative Data Form

b) SS of the complainant
c) SS of witness
d) SS of witness
e) Joint Affidavit of Arrest of
f) Medico-Legal Report
g) As stated evidence recovered
g) Death Certificate of the Victim
i) Anatomical Sketch of the Victim
j) Booking and Information of the suspect
k) And others to be presented later.
 
This case will be presented to you by (Name of Investigator-on-Case) of this Office during the course of
inquest proceedings. Further, request furnished this Office copy of resolution of the case and other proceedings.
 
For appropriate action and disposition.
 
 
___________________________
Chief of Police
Coordination Report
Republic of the Philippines
Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE
 
 
COORDINATION FORM
 
UNIT: ­__________________________________________________________­______________
 
DATE/TIME: ___________________________________________________________________
 
PLACE OF OPERATION: ________________________________________________________
 
TEAM LEADER: _______________________________________________________________
 
MEMBERS: ___________________________________________________________________
_____________________________________________________________________________
 
VEHICLE USED
 
_________________________________ _____________________________________
 (From First Responder to the Investigator)
 
Republic of the Philippines
Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE

 
TURN-OVER OF CRIME SCENE

Date

This is to certify that the crime scene (State the particular incident and the date, time, place of occurrence)was turned over by
the first responder to the duty investigator.

This further certifies that all the physical evidence found by the first responder at the crime scene are properly secured and
preserved.

Received By : ____________________

Time/Date : ____________________

Turned over By: ___________________

Time/Date : ___________________
 
 
Witnessed By: ____________________
 
• 
 (From Investigator to SOCO Team Leader)
  Republic of the Philippines
Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE

 
TURN-OVER OF CRIME SCENE AND PHYSICAL EVIDENCE

Date
 
 This is to certify that the crime scene and all the physical evidence (State the particular incident and the date, time,
place of occurrence) were turned over by the duty the investigator to the SOCO Team Leader.

 
This further certify that all the physical evidence found and initially marked and inventoried by the investigator at the
crime scene are properly listed and recorded in the investigator’s Evidence Log Book.
 
 Received By:___________________

Time/Date :___________________

Turned over By: ________________

Time/Date : ________________
 
 Witnessed By: ____________
 
 After Case Hearing Report
(During Trial)

Republic of the Philippines

Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
 
MEMORANDUM
 FOR :

 FROM :
 
SUBJECT : After Case Hearing Reports
 
DATE :
_______________________________________________________________________________________________________
1. This has reference to the Court Hearing which was attended today by the undersigned together with ______________________
relative to the case filed by _________________ against ___________________________ docketed under CC#
______________________ is scheduled for arraignment at the sala of ______________________________________.
 
2. However, said court hearing/arraignment was set because __________________ counsel of the respondents submitted/filed a
motion for reinvestigation of the case and was presented to City Prosecutor and after examining the motion, it was only approved by
the court.
 
3. For information.
 ______________________
(CHIEF OF OFFICE)
 
 After Case Hearing Report
(During Promulgation)
  Republic of the Philippines
Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
 
MEMORANDUM
 FOR :
 FROM :
 
SUBJECT : After Promulgation of Judgment Reports
 DATE :
________________________________________________________________________________________________________
 
1. This pertains to the promulgation of Judgment in PP vs in CC.
 
2. On or about o’ clock in the afternoon on even date, _______was found “guilty beyond reasonable doubt” on the said
three (3) cases, to wit:
 
Case Number Crime Committed Sentence
___________ _______________ ___________
 3. In addition to the following, the accused is also directed to pay the heirs of deceased
______________of the “Decision”, twelve (12) pages are hereto attached.
 
4. According to the Provincial Jail Warden, accused will be transferred to National
Penitentiary, Muntinlupa City as soon as the commitment order issued by the Judge.
 
5. For Information.
 
 
________________________
(CHIEF OF OFFICE)
 CASE FOLDER OF 

Case Folder  ENCLOSURES OF CASE REFERRAL/TRANSMITTAL

 
(For Viol of ____________________)

TABLE OF CONTENTS

 1. Sworn Statement of (Name of Complainant) “A”

2. Sworn Statement of (Name of Witnesses) “B”

3. Affidavit of Arrest (Name of Arresting Officers) “C”

4. Documentary Evidence “D”

a. Complaint Sheet of Complainant “D-1”

b. Request and Certificate of POEA “D-2”

c. Request and Result of Ultra Violet Powder “D-3”

d. Summary of Information “D-4”

e. Coordination “D-5”

f. Request and Result of Physical Examination “D-6”

g. Booking /Information Sheet of Suspect “D-7”

h. Copies of Photographs and Sketch of Agency “D-8”

i. Copies of Photographs during Entrapment Opn “D-9”

j. Copies of Photographs of the Suspect “D-10”

k. Copies of Photographs of the Pieces of Physical “D-11”

l. Evidence Recovered and Seized “D-12”

m. Reports about the Case “D-13”

n. Others “D-14”

______________________

Officer-on-Case

  Noted By:

• _________________

• Chief of Office
Forensic Request Formats

• Sample Request Form for Medico-Legal Examination

• Autopsy

• Genital

• Physical/Medical

• Blood

• Semen

• DNA

• Sample Request Form for Firearms Identification

• Ballistic

• Cross-Matching
Sample Request Form for Chemistry Examination
 
Dangerous Drugs
 Drug Test
 Paraffin Test
 Explosives
 Macro-etching
 Trajectory
 Ultra-violet (Fluorescence Powder)
 Toxins
 Burned Debris and Flammable/Volatile Substances
 Chemical Analysis
 Sample Request Form for Fingerprint Examination
 Sample Request Form for Questioned Documents Examination
 Sample Request Form for Polygraph Examination
 Sample Request Form for the Conduct of SOCO
•  
 Medico-Legal Examination
(Autopsy)

 MEMORANDUM

 FOR : Director, PNP Crime Laboratory

 FROM :

 SUBJECT : Request for Autopsy Examination

 DATE :

___________________________________________________________________________________

1. Request conducts medico-legal (autopsy) examination on the accompanying specimen to determine the cause of death.

a) NATURE OF CASE :

b) VICTIM :

c) SUSPECT :

d) TDPO :

e) SPECIMEN SUBMITTED :

2. Further request that this Office be furnished a copy of medico-legal examination result for our reference.

3. For consideration.

  ____________________________

(CHIEF OF OFFICE)
(Genital)
Republic of the Philippines
Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
 
MEMORANDUM
 FOR : Director, PNP Crime Laboratory
 FROM :
 SUBJECT : Request for Genital Examination
 DATE :
_____________________________________________________________________________________________________ 

1. Request conducts Genital Examination of the person ____________________ residing at_______________.

 
2. In connection with para 1 above, request furnish this office a copy of the initial result thereof for reference purposes.
 
 

_______________________________
(CHIEF OF OFFICE)
(Physical/Medical)

Republic of the Philippines

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

MEMORANDUM
 FOR : Director, PNP Crime Laboratory
 FROM :
 SUBJECT : Request for Physical/Medical Examination
 DATE :
________________________________________________________________________________________________
 1. Request conducts Physical/Medical Examination of the person ____________________ residing at
________________________.
 
2. In connection with para 1 above, request furnish this office a copy of the initial result thereof for reference purposes.
 
3. For consideration.
 

____________________________
(CHIEF OF OFFICE)
(Blood Samples) Republic of the Philippines
 
Department of the Interior and Local Government

NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE

MEMORANDUM

 FOR : Director, PNP Crime Laboratory

 FROM :

 SUBJECT : Request for Blood Examination

 DATE :

______________________________________________________________________________________________

1. Request conducts medico-legal (blood) examination on the accompanying specimen.

a) NATURE OF CASE :

  b) VICTIM :

  c) SUSPECT :

  d) TDPO :

  e) SPECIMEN SUBMITTED :

2. Further request that this Office be furnished a copy of medico-legal examination result for our reference.

3. For consideration.

  _________________

(CHIEF OF OFFICE)
 Republic of the Philippines
(Semen Samples) Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
 
MEMORANDUM
 FOR : Director, PNP Crime Laboratory
 FROM :
 SUBJECT : Request for Semen Examination
 DATE :
______________________________________________________________________________________________

 1. Request conducts medico-legal (semen) examination on the accompanying specimen.

 
a) NATURE OF CASE :
  b) VICTIM :
  c) SUSPECT :
  d) TDPO :
  e) SPECIMEN SUBMITTED :
 2. Further request that this Office be furnished a copy of medico-legal examination result for our reference.
 3. For consideration.
  ____________________________
• (CHIEF OF OFFICE)
(DNA) Republic of the Philippines

Department of the Interior and Local Government

NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE

MEMORANDUM

 FOR : Director, PNP Crime Laboratory

 FROM :

 UBJECT : Request for DNA Examination

 DATE :

___________________________________________________________________________________________________

1. Request conducts medico-legal (DNA) examination on the accompanying specimen.

a) NATURE OF CASE :

  b) VICTIM :

  c) SUSPECT :

  d) TDPO :

  e) SPECIMEN SUBMITTED :

 2. Further request that this Office be furnished a copy of medico-legal examination result for our reference.

 3. For consideration.

__________________ (CHIEF OF OFFICE)

SRPS-IN
MEMORANDUM
  FOR : Provincial Director, NEPPO
  FROM : Chief of Police, SPRS
  SUBJECT : SPECIAL REPORT ON (STATE THE NATURE OF CASE OR
INCIDENT BEING REPORTED)
  DATE :
__________________________________________________________________________________________________

1.  Reference: Spot Report this station with cite Nr SRPS-02-14-40 dated February 14, 2010, subject as above.
 2. This pertains to the (what – significant incident)__________ that transpired at (where – place of occurrence)________
perpetrated by (who – name and other personal circumstances of the suspect) on (when – month, date and year) at (specific
time) in the (morning, afternoon or evening).
 3. Report revealed that (how the incident occurred and why the incident happened) that resulted in (result or consequence of
the incident).
 4. Further investigation disclosed that (other information relevant to the incident, which may answer another set of 5W’s and 1H,
if necessary).  
5. Elements of (unit taking action) are/have (police action conducted-search/follow up/pursuit operations, filing of charges,
further investigation, etc.) that resulted in the (result of police action- seizure, arrest, surrender, confiscation, recovery,
issuance of arrest warrant, etc.).
 6. Other developments regarding the incident shall be submitted as soon as obtained.
 
 
_________________
Chief of Police
 
SRPS-IN
 November 01, 2010

 HONORABLE__________
Municipal Mayor
Santa Rosa, Nueva Ecija
 
 Sir:
This pertains to the (what – significant incident)__________ that transpired at (where – place of occurrence)________ perpetrated by
(who – name and other personal circumstances of the suspect) on (when – month, date and year) at (specific time) in the (morning,
afternoon or evening).
 
Report revealed that (how the incident occurred and why the incident happened) that resulted in (result or consequence of the incident).
 
Further investigation disclosed that (other information relevant to the incident, which may answer another set of 5W’s and 1H, if necessary).
 
Elements of (unit taking action) are/have (police action conducted-search/follow up/pursuit operations, filing of charges, further
investigation, etc.) that resulted in the (result of police action- seizure, arrest, surrender, confiscation, recovery, issuance of arrest warrant,
etc.).
 
Other developments regarding the incident shall be submitted as soon as obtained.
 
 
Respectfully yours,
_______________
(COP)
• 
•