2. Report writing begins at the
scene
start organizing your thoughts and
observations
think in six categories: yourself, victims,
witnesses, suspects, evidence,
disposition
record information promptly and
accurately
use quotation marks for someone’s
exact words
3. When you begin writing…
follow your agency or institution’s
procedures
if you’re filling out a form on paper or a
laptop, enter the facts first
if you’re writing on a blank sheet of
paper, begin with a detailed opening
sentence
4. Your opening sentence should
include
date, time, and location
your name and ID
additional officers, if present
why you were at the scene
nature of the call or incident
5. Typical opening sentences:
At 3:20 p.m. on October 3, 2009, I, Officer Carole
Donner #13925, was dispatched to a break-in at
35 Woodland Road.
At approximately 10:35 a.m. on July 9, 2010, I,
Officer Frank Dunham ID 0621, went into Building
B to talk to the chaplain about plans for next
month’s musical program.
NOTE: Some agencies require an opening
sentence even if you’re filling out a paper or
6. When you write your report
start a new paragraph for each witness, victim,
and suspect
Use names, not Victim1, Suspect2
Use “later identified as” if you don’t know the
person’s name right away
Record contact information for each person you
talked to (get phone numbers for a friend or
relative if necessary)
7. Be sure to include…
Each investigation you performed, even if there
were no results (important if someone violates the
crime scene later)
Serial numbers, makes, and models when
appropriate
Behavioral characteristics that may be useful in
court later (such as trembling, crying, clenched
fists)
A victim’s or suspect’s exact words when they
might assist an investigation (often perpetrators
have a consistent pattern of speech and
8. Be sure to complete the “disposition”
Tie up every loose end
Establish a chain of custody for each piece of
evidence
Explain how injuries were handled
If a suspect was apprehended, include Miranda
rights, charges, and custody
Document agency procedures, such as victim’s
rights booklets and follow-up information
If more than one officer was present, record who
performed each step
9. To Learn More:
Criminal Justice Report Writing is available in
softcover ($17.95) from www.Amazon.com and in a
variety of ebook and Apple formats (Kindle, Nook,
SONY etc.) for $11.99 from www.Smashwords.com.
Read a free sample online!
10. Find FREE report writing
resources online at
www.YourPoliceWrite.com