The document discusses the importance and elements of effective police reports. It notes that police reports are a permanent record, are used in investigations and prosecutions, and that 15-20% of an officer's time is spent on report writing. The key elements that police reports should address are who, what, when, where, how and why regarding the incident. Reports must be complete, concise, clear, correct and courteous. The document outlines the different types of reports and what should be documented in preliminary, progress, and closing reports. Effective description is also emphasized.

1. CRI 018
Technical Police Report Writing 2
Jovy D. Elimanao – Mihm, MAEd (English)

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12. The Police Report
At the end of the lesson, students should be
able to
• Understand the purposes of the police report
• List the elements of a well written report
• Understand the various types of investigative
reports and the circumstances in which they
are used

13. The Police Report
The Police Report
A police report is the physical record of an
incident deemed to be illegal or potentially
illegal. It is taken by a representative of a
police department and filed according to said
department's procedure.

14. The Police Report
The Police Report
• Police reports are the natural culmination of
field notes
• Reports are a permanent record and are
intended to preserve information
• 15 to 20% of an officer’s duty time is
expended on report writing

15. Importance of Police Reports
• They provide a source of information while
police carry out an investigation
1. Allows passing of the case from one officer to another
2. Provides a factual record of the work done on a case,
eliminating duplication
3. Is a requisite for the proper preparation and presentation
of a case to the district attorney and to the court
• Helps a department stay organized
1. The memory system of a department
2. Serves as a written, permanent record of all department
business

16. Importance of Police Reports
• A report is an administrative necessity; most
official forms of communication are
completed using reports.
• Other purposes
• The basis for maintenance of identification and criminal
records in the area
• Aid in the recovery of lost or stolen property
• Contain information used to apprehend criminals

17. Importance of Police Reports
• Used in civil suits
• Provide factual data to combat ill-advised or
unreasonable demands on police
• Furnish information to the news media

18. When are incidents documented by
the police?
• Reports are written
– Whenever an arrest is made
– For all serious incidents like
• Bomb threats
• Homicides
• Robberies
• Officer discretion is involved in the report decision for minor
incidents, when no arrest is made, or when a crime has not
been committed
– Minor disturbances
– Noise complaints
– Minor thefts

19. Who Reviews Reports?

20. Reports are Public Documents
• Most agencies must release law enforcement
reports as public documents
– To media
– To a private requester
• Mandated by law

21. Questions Police Reports Should Answer
• Who
– Committed the crime
– Was the victim
– Are the witnesses
– Reported the incident
• What
– Happened
– Was stolen
– Evidence exists
• When
– Did the crime occur
– Was the crime reported
• Where
– Did the crime occur
– Is the evidence
• How
– Did the crime occur
– Was the crime discovered
– Were the police notified
• Why
– Did the suspect commit the
crime

22. General Report Writing Guidelines
• It must contain precise data
• The typical report is totally objective
• Opinions and conclusions not based on fact do
not belong in a report
• Information in the report should be based on
fact
• The majority of facts in a report will have been
experienced by the officer directly

23. Specific Report Writing Rules
• It should be well organized
• Events should be in chronological order
• Reports should be accurate and brief
• Reports must be complete
• No slang or police jargon should be used
• Quotations should be accurate and reflect
exactly what was said ̶ including vulgarities,
slang, profanity, etc.

24. Five Essential Elements to a Police Report
• Completeness
• Conciseness
• Clearness
• Correctness
• Courteousness or fairness

25. Types of Investigative Reports
• Preliminary reports
• Progress reports
• Prosecution reports

26. Preliminary Reports:
What the Officer MUST Document
• The offense
• Current date and time
• Date and time of the offense, if known
• Identification data pertaining to the victim or
other reporting party
• Location of the offense
• Method of operation
• Identification data pertaining to the suspect
• Identification of the officer

27. Progress Reports:
What the Officer MUST Document
• Document the progress of the investigation
• Are normally due at specified intervals or
whenever investigative activity dictates
• Designed to ensure constant follow-up to the
initial crime occurrence
• Are common to all detective bureaus

28. Closing and Prosecution Reports:
What the Officer MUST Document
• May be on a separate “Closing Case” form
• Should be used with greater frequency
– Filters out essential information
– Identity of victims and witness are included
– Evidence information is included
• Lab test results
• How evidence was located at the scene
• Transmission of evidence

29. Reports are Links to Successful Prosecution
• Well-organized, accurate, and complete
reports are key
• Many successful plea negotiations resulting in
guilty pleas are due to well-written police
reports
• One of the biggest factors to a case going to
trial is a poorly written police report

30. Expectations from Police Officers
• The ability to write a good report can make or
break a case.
• A report that a police officer writes in his
squad car has the potential to make it to the
Supreme Court.

31. Expectations from Police Officers
• Observation
• An important skill in law enforcement.
• The better an officer observes things, the
better he or she can describe them

32. Styles of Reports
• Narrative
– Most widely used
– Information written in a logical manner or
sequence
• Chronological
– Events written in order of occurrence
– Time element is of prime importance

33. Essential Qualities of a Report
• Clear and complete sentences
• Proper grammar
• Detailed descriptions

34. Rules for Description
• Describe things without assuming.
• Use vivid language.
• Look for distinguishing marks, color, size, shape,
texture, location, type, etc.
• Paint a picture of a place with words.
• Describe people from top to bottom and include
characteristics such as manner of speaking,
walking, moving, items they are carrying, etc.
• Four Corners Rule – if it's not within the four
corners of the paper then it did not happen

35. Rules for Description
• Describe things without assuming.
• Use vivid language.
• Look for distinguishing marks, color, size, shape,
texture, location, type, etc.
• Paint a picture of a place with words.
• Describe people from top to bottom and include
characteristics such as manner of speaking,
walking, moving, items they are carrying, etc.
• Four Corners Rule – if it's not within the four
corners of the paper then it did not happen