You've probably spent a lot of time learning how to write police reports. Why not take a look at what NOT to do when you write a report? This PowerPoint reviews basic principles officers need to think about when writing reports.

1. How NOT to Write a
Police Report
by Jean Reynolds, Ph.D.

2. Writing police reports
takes time and effort.

3. There are two
basic ways to
write a police
report...

4. The right way…

5. …and the wrong
way.

6. You’ve probably
spent a lot of
time learning
how to do reports
correctly.

7. So…just to be
different…let’s
talk about how to
write a BAD
report.

8. Rule 1: Be out of date.

9. Police practices
have changed in
recent years...

10. But why should
you change with
them?

11. Make your reports sound quaint and old-
fashioned…
…not modern and professional.

12. Rule 2. Always use
passive voice.
It gives the impression
you’ve done nothing on
your shift.

13. Isn’t this report amazing? It sounds like
the search and arrest happened by
themselves.

14. Passive voice is
great for creating
confusion during a
court hearing.

15. “A revolver was
found in the glove
box.”
“Who found it,
Officer – you or
your partner?”
“Uh…uh…I don’t
remember.”

16. Active voice shows exactly who did
what. But why make life easier for
yourself and everyone else?

17. If your report doesn’t state who did
what, the judge might reschedule the
trial until you can figure it out.

18. Rule 3: Be vague.
You’ll make it easy
for a defense
attorney to challenge
your report.

20. If your report is precise and factual
(like the version below), a defense
attorney might not want to take a
chance with a court hearing.
What fun is that?

21. Rule 4: Repeat
yourself. Over and
over. And over. And
over and over. Keep
going!

23. But what’s wrong with repeating
yourself endlessly? You have nothing
better to do, right?
Here’s a more concise version.

24. Rule 5: Make lots
of grammar and
spelling mistakes.

25. Wouldn’t your high
school English teacher
love to read a report
written like this?

26. It takes time and
effort to use good
grammar and spelling,
like this….

28. Rule 6: Use police
jargon instead of
simple words that
everyone understands.

29. It’s fun to confuse juries, attorneys,
reporters, and citizens who are trying
to figure out what you mean!

30. This version is much easier to read, but
who cares?

31. Rule 7. Use texting
abbreviations
whenever you can.

32. Sure, it looks strange—but your
supervisor will probably get used to it.

33. Nobody writes professional sentences
like this anymore…do they?

34. Let’s review what
we’ve learned
about writing BAD
reports.

35. Rule 1: Be out of date.

36. Rule 2. Always
use passive
voice.
Rule 3: Be
vague.

37. Rule 4: Repeat
yourself.
Rule 5: Make
lots of grammar
and spelling
mistakes.

38. Rule 6: Use police
jargon.
Rule 7: Use texting
abbreviations
whenever you can.

39. Of course you
could decide all
this bad advice
isn’t for you…

40. …and you want
to be as
professional
as possible.

41. That means
putting time,
effort, and
brainpower into
your reports.

42. You can learn more about report writing
at www.YourPoliceWrite.com.

43. All the resources there are FREE:
www.YourPoliceWrite.com.

44. And if you’re
looking for a
low-cost,
practical book…

45. The Criminal Justice
Report Writing Guide
for Officers is available
from www.Amazon.com
for just $19.95.
View a free sample
online.

46. An e-book edition is
available for Kindles
and other e-readers for
only $9.99 from
Smashwords.com.

47. A free Instructor’s
Manual is available on
request: Send an e-
mail to jreynoldswrite
at aol.com.