Police Report Writing

Copyright 2005-2009: Hi Tech Criminal Justice, Raymond E. Foster
Principles of InvestigationsPrinciples of Investigations
and Report Writingand Report Writing
Criminal InvestigationsCriminal Investigations

Copyright 2005-2009: Hi Tech Criminal Justice, Raymond E
Principles of Investigations andPrinciples of Investigations and
Report WritingReport Writing
AA criminalcriminal
investigationinvestigation isis
only as goodonly as good
asas
the report thatthe report that
supports it.supports it.

Investigation BasicsInvestigation Basics
 Who is anWho is an
investigator?investigator?
 What is anWhat is an
Investigation?Investigation?
 When does anWhen does an
Investigation BeginInvestigation Begin

Basic Legal Beginning of anBasic Legal Beginning of an
investigation.investigation.
 Probable causeProbable cause --
Probable cause means thatProbable cause means that
police must have apolice must have a
reasonable belief that areasonable belief that a
crimecrime has beenhas been committed,committed,
or is being committed, byor is being committed, by
the suspectthe suspect
 Reasonable Suspicion –Reasonable Suspicion –
an objectively justifiablean objectively justifiable
suspicion that is based onsuspicion that is based on
specific facts orspecific facts or
circumstances and thatcircumstances and that
justifies stopping andjustifies stopping and
sometimes searching asometimes searching a
personperson may bemay be involved ininvolved in
criminal activitycriminal activity

Basics of Report Writing SkillsBasics of Report Writing Skills
 Write in the firstWrite in the first
person.person.
 Use chronologicalUse chronological
order.order.
 Use past tense.Use past tense.
 Use active voice.Use active voice.
 Use correct spellingUse correct spelling
and punctuation.and punctuation.
 Use correct subject/Use correct subject/
verb agreement.verb agreement.
 Use correct pronounUse correct pronoun
reference.reference.
 Avoid jargon andAvoid jargon and
wordiness.wordiness.
 Write facts rather thanWrite facts rather than
opinions.opinions.
 Choose the correctChoose the correct
word to describe theword to describe the
incident.incident.
 Organize the report byOrganize the report by
using openings,using openings,
paragraphs, andparagraphs, and
headings.headings.

QualityQuality
““The best investigation is only as good as theThe best investigation is only as good as the
report completed about it. A quality report is anreport completed about it. A quality report is an
effective report, and to qualify as effective it musteffective report, and to qualify as effective it must
be:be:
 CompleteComplete
 ClearClear
 ConciseConcise
 Accurate”Accurate”
 Police Magazine,Police Magazine, May 1997May 1997

Note TakingNote Taking
 Purpose:Purpose:
 Record storageRecord storage
 Building BlocksBuilding Blocks
 Aid to MemoryAid to Memory
 Mechanics of Note TakingMechanics of Note Taking
 ReadableReadable
 AccurateAccurate
 ConciseConcise

Notes to SentencesNotes to Sentences
 0700 rec’d call, 459 now, 123 N. Main0700 rec’d call, 459 now, 123 N. Main
Street.Street.
 0710 arrvd scene0710 arrvd scene
 0711 PR R. Foster (3-16-59) arrvd busins,0711 PR R. Foster (3-16-59) arrvd busins,
0645, frnt door open.0645, frnt door open.

Sentences to ReportsSentences to Reports
On February 6, 2005, I was assigned toOn February 6, 2005, I was assigned to
uniformed patrol, unit 1A12. At 0700 hours,uniformed patrol, unit 1A12. At 0700 hours,
I received a call of a burglary in progress atI received a call of a burglary in progress at
123 North Main Street.123 North Main Street.

ReportsReports
Source of Activity:Source of Activity:
On February 6, 2005, I was assigned to uniformedOn February 6, 2005, I was assigned to uniformed
patrol, unit 1A12. At 0700 hours, I received apatrol, unit 1A12. At 0700 hours, I received a
call of a burglary in progress at 123 North Maincall of a burglary in progress at 123 North Main
Street.Street.
Observations:Observations:
At 0710 hours, I arrived on scene were I was metAt 0710 hours, I arrived on scene were I was met
by the Person Reporting, Raymond Foster.by the Person Reporting, Raymond Foster.
Foster told me that he arrived at his place ofFoster told me that he arrived at his place of
business (123 N. Main Street) at 0645 hours andbusiness (123 N. Main Street) at 0645 hours and
found the front door of the business open.found the front door of the business open.

Tell the StoryTell the Story
What happened?What happened?
Create a mental picture soCreate a mental picture so
the reader knows what happened.the reader knows what happened.
The reader:The reader:
SupervisorSupervisor DetectivesDetectives VictimVictim
District AttorneyDistrict Attorney WitnessesWitnesses
JudgeJudge
Defense AttorneyDefense Attorney YouYou

Write in First PersonWrite in First Person
 To make reports easier to read and toTo make reports easier to read and to
understand, most department ask officers tounderstand, most department ask officers to
write in the FIRST PERSON.write in the FIRST PERSON.
 The writer of the report refers to himself/herselfThe writer of the report refers to himself/herself
asas I,I, and uses the first person pronounsand uses the first person pronouns me, my,me, my,
andand minemine..
 The more formal third personThe more formal third person this officerthis officer,,
reporting officer (R/Oreporting officer (R/O) or) or this writerthis writer reference isreference is
old-fashioned and unacceptable in modernold-fashioned and unacceptable in modern
law enforcementlaw enforcement..

Missing InformationMissing Information
Missing information can be used to inferMissing information can be used to infer
that you are:that you are:
 Not very professionalNot very professional
 Not ThoroughNot Thorough
 Do not have certain expertiseDo not have certain expertise
 Not TruthfulNot Truthful

Write in Chronological OrderWrite in Chronological Order
 Chronological order is order by time. YourChronological order is order by time. Your
report should tell what happened in thereport should tell what happened in the
order that the events took place. order that the events took place.
 Get all the facts and then list them in theGet all the facts and then list them in the
order in which they happened. It is muchorder in which they happened. It is much
easier to understand what happened if theeasier to understand what happened if the
details are written in chronological order,details are written in chronological order,
even if the people involved do noteven if the people involved do not telltell youyou
the information in chronological order.the information in chronological order.

Write in the Past TenseWrite in the Past Tense
 Everything you write in your report has alreadyEverything you write in your report has already
happened, so use the past tense.happened, so use the past tense.
 In present tense, you would write:In present tense, you would write: The suspect livesThe suspect lives
at 1010 Swanson Courtat 1010 Swanson Court.. A defense attorney mightA defense attorney might
ask: “Does the suspect still live there?”ask: “Does the suspect still live there?”
It’s likely you will have to say that you do not know. IfIt’s likely you will have to say that you do not know. If
you have to say, “I don’t know” many times, you willyou have to say, “I don’t know” many times, you will
destroy your credibility. If you write in past tense, youdestroy your credibility. If you write in past tense, you
can say that what is in the report was correct at thecan say that what is in the report was correct at the
time you wrote the report.time you wrote the report.

Past TensePast Tense
 Do notDo not use the emphatic form (the worduse the emphatic form (the word diddid) in) in
combination with other action words (verbs).combination with other action words (verbs).
This form implies that something else happened.This form implies that something else happened.
 Incorrect:Incorrect: I did issue a citation. (But it was ignored.)I did issue a citation. (But it was ignored.)
 Correct:Correct: I issued a citation.I issued a citation.
 Incorrect:Incorrect: Markly did say that Norman had a gun.Markly did say that Norman had a gun.
(But later he changed his statement.)(But later he changed his statement.)
 Correct:Correct: Markly said that Norman had a gun.Markly said that Norman had a gun.

Basic English RulesBasic English Rules
Or, the what your teachersOr, the what your teachers
have been telling you forhave been telling you for
years!years!

AntecedentAntecedent
 Basic Principle:Basic Principle:
A pronoun usually refers to somethingA pronoun usually refers to something
earlier in the report (itsearlier in the report (its antecedentantecedent) and) and
must agree in number — singular/plural —must agree in number — singular/plural —
with the thing to which it refers.with the thing to which it refers.

Spelling and PunctuationSpelling and Punctuation
Basic Principle:Basic Principle:
Spelling always counts!Spelling always counts!
Avoid looking –Avoid looking –
StupidStupid
CarelessCareless
UnprofessionalUnprofessional
UneducatedUneducated

Use an Active VoiceUse an Active Voice
 Every sentence has a subject and a verb.Every sentence has a subject and a verb.
Active Voice:Active Voice: When the subject performs theWhen the subject performs the
action of the verb.action of the verb.
 Active voice:Active voice: II askedasked the man about the brokenthe man about the broken
mirror. mirror.
Passive Voice:Passive Voice: When the action is done to theWhen the action is done to the
subject. The subject receives the action of thesubject. The subject receives the action of the
verb.verb.
 Passive voice: ThePassive voice: The firefire was reportedwas reported by the child.by the child.
 Reports should be written in active voiceReports should be written in active voice
whenever possible.whenever possible.

Use Active VoiceUse Active Voice
 The report wasThe report was
written by Officerwritten by Officer
Jackson.Jackson.
 Passive voicePassive voice
 Seven wordsSeven words
 Officer Jackson wroteOfficer Jackson wrote
the report.the report.
 Active voiceActive voice
 Five wordsFive words
 If you save two wordsIf you save two words
per sentence, in a fiveper sentence, in a five
paragraph report, youparagraph report, you
will savewill save
approximately 40approximately 40
words.words.

Subject/Verb AgreementSubject/Verb Agreement
 Singular subjects require a singular verb. (Note:Singular subjects require a singular verb. (Note:
Verbs that end inVerbs that end in ss are singular!)are singular!)
 II waswas notnot awareaware of the new procedure.of the new procedure.
 A plural subject must have a plural verb.A plural subject must have a plural verb.
 TheyThey werewere sent to the hospital.sent to the hospital.
 The pronoun “you” always requires a plural verb.The pronoun “you” always requires a plural verb.
 YouYou werewere never good at telling a lie.never good at telling a lie.
 YouYou allall werewere to finish the exercise before you left theto finish the exercise before you left the
class.class.

 Singular (He/ She)Singular (He/ She)
 IsIs
 WasWas
 HasHas
 DoesDoes
 KnowsKnows
 WantsWants
 Plural (They)Plural (They)
 AreAre
 WereWere
 HaveHave
 DoDo
 KnowKnow
 WantWant

 Collective nouns are words which indicateCollective nouns are words which indicate
a group (like committee, jury, department,a group (like committee, jury, department,
squad).squad).
 If the noun is used to show the group as anIf the noun is used to show the group as an
entity or whole (one), use the singular verb.entity or whole (one), use the singular verb.
 TheThe juryjury waswas able to reach a verdict.able to reach a verdict.
 If the noun shows members acting asIf the noun shows members acting as
individuals, use the plural.individuals, use the plural.
 TheThe SquadSquad castcast their votes for a new president.their votes for a new president.

 Certain subjects look like they are pluralCertain subjects look like they are plural
when they are really singular. The wordswhen they are really singular. The words
each, either, neithereach, either, neither and any word thatand any word that
ends in –one, -body, or -thing are singular.ends in –one, -body, or -thing are singular.
 AnyoneAnyone AnybodyAnybody AnythingAnything
 No oneNo one NobodyNobody NothingNothing
 EveryoneEveryone EverybodyEverybody EverythingEverything
 SomeoneSomeone SomebodySomebody SomethingSomething

Subjects Joined bySubjects Joined by AndAnd
 If two or more singular subjects are joinedIf two or more singular subjects are joined
byby andand, they are considered plural. (1 + 1, they are considered plural. (1 + 1
= 2)= 2)
 OfficerOfficer ThompsonThompson and Officerand Officer SimsSims werewere
transferred to District 5.transferred to District 5.
 If singular and plural subjects are joinedIf singular and plural subjects are joined
byby and,and, they are plural.they are plural.
 OfficerOfficer GreenGreen and threeand three teenagersteenagers werewere
asked to testify in court.asked to testify in court.

Subjects Separated bySubjects Separated by OrOr oror NorNor
 If two subjects are separated byIf two subjects are separated by oror oror nor,nor,
the verb agrees with the subjectthe verb agrees with the subject
positioned nearest to it in the sentence.positioned nearest to it in the sentence.
 Mrs. Gayle or herMrs. Gayle or her sonssons werewere in the house atin the house at
the time of the incident.the time of the incident.
 Her sons or Mrs.Her sons or Mrs. GayleGayle waswas responsible forresponsible for
the fire.the fire.

Pronoun Antecedent AgreementPronoun Antecedent Agreement
Basic Principle:Basic Principle:
A pronoun takes the place of a noun. EachA pronoun takes the place of a noun. Each
pronoun has anpronoun has an antecedentantecedent – the word that– the word that
the pronoun takes the place of and refersthe pronoun takes the place of and refers
to. Each pronoun refers to only oneto. Each pronoun refers to only one
antecedent.antecedent.

 The pronoun must agree with theThe pronoun must agree with the
antecedent in gender and in number.antecedent in gender and in number.
 IncorrectIncorrect:: EachEach officerofficer must bringmust bring theirtheir notesnotes
to the meeting.to the meeting.
 Correct:Correct: EachEach officerofficer must bringmust bring hishis (or(or her)her)
notes to the meeting.notes to the meeting.
 Better:Better: AllAll officersofficers must bringmust bring theirtheir notes to thenotes to the
meeting.meeting.

 The same rules that apply to subject/ verbThe same rules that apply to subject/ verb
agreement also apply to pronounagreement also apply to pronoun
antecedent agreement.antecedent agreement.
 The female child heldThe female child held herher pencil inpencil in herher closedclosed
fist.fist.
 Attorney Jim Spartus was asked to bringAttorney Jim Spartus was asked to bring hishis
estimates on the damage toestimates on the damage to hishis client’s boatclient’s boat
to court on Wednesday.to court on Wednesday.
 The threeThe three suspectssuspects asked forasked for theirtheir lawyerslawyers

Ambiguous PronounsAmbiguous Pronouns
 When a sentence isWhen a sentence is
written in such a waywritten in such a way
that the reader doesthat the reader does
not know who or whatnot know who or what
the pronoun refers to,the pronoun refers to,
the sentence has anthe sentence has an
ambiguous pronounambiguous pronoun

Ambiguous PronounsAmbiguous Pronouns
 Each pronoun in a sentence should refer to onlyEach pronoun in a sentence should refer to only
one antecedent.one antecedent.
 Incorrect:Incorrect: Officer Swanson saw the man carrying aOfficer Swanson saw the man carrying a
television set, andtelevision set, and hehe began to run.began to run. Who doesWho does hehe referrefer
to– Officer Swanson or the man?to– Officer Swanson or the man?
 Correct:Correct: Officer Swanson saw the man carrying aOfficer Swanson saw the man carrying a
television set, and the man began to run.television set, and the man began to run.
 Correct:Correct: Officer Swanson saw the man carrying aOfficer Swanson saw the man carrying a
television set, and he, Swanson, began to run.television set, and he, Swanson, began to run.

What is Jargon?What is Jargon?
And, why should we avoid it?And, why should we avoid it?

Avoid WordinessAvoid Wordiness
 Good police reports can avoid wordinessGood police reports can avoid wordiness
by doing the following:by doing the following:
 Use simple wordsUse simple words
 Use active voiceUse active voice
 Avoid wordy phrasesAvoid wordy phrases
 Avoid redundancyAvoid redundancy

ExamplesExamples
 Incorrect:Incorrect: InIn
subsequentsubsequent
endeavors toendeavors to
ascertain herascertain her
whereabouts on Julywhereabouts on July
28, I questioned the28, I questioned the
suspected perpetratorsuspected perpetrator
as she exited theas she exited the
premises of herpremises of her
employment.employment.
 Correct:Correct: I laterI later
questioned thequestioned the
suspect as she leftsuspect as she left
work to learn wherework to learn where
she had been on Julyshe had been on July
28.28.

Avoid Wordy PhrasesAvoid Wordy Phrases
 Each and everyEach and every
 Red in colorRed in color
 Due to the fact thatDue to the fact that
 If this should prove toIf this should prove to
be the casebe the case
 Paced back and forthPaced back and forth
 Members of the gangMembers of the gang
 EachEach
 RedRed
 BecauseBecause
 IfIf
 PacedPaced
 Gang membersGang members

Avoid RedundancyAvoid Redundancy
 Past experiencePast experience
 True factsTrue facts
 Future plansFuture plans
 Meet togetherMeet together
 Reduce downReduce down
 Final resultFinal result
 Join togetherJoin together
 Basic fundamentalsBasic fundamentals
 ExperienceExperience
 FactsFacts
 PlansPlans
 MeetMeet
 ReduceReduce
 The resultThe result
 JoinJoin
 Basic/ fundamentalBasic/ fundamental

Report Facts, Not OpinionsReport Facts, Not Opinions
 How do youHow do you
know?know?
 SeeSee
 HearHear
 TasteTaste
 TouchTouch
 SmellSmell

Report Facts, Not OpinionsReport Facts, Not Opinions
 Report facts, not your opinions.Report facts, not your opinions.
 Opinion:Opinion: Peterson is a violent person.Peterson is a violent person.
 Fact:Fact: Peterson has been arrested twice for domesticPeterson has been arrested twice for domestic
abuse.abuse.
 Be sure to cite the source of your information.Be sure to cite the source of your information.
 The victim entered the garage at approximately 2311The victim entered the garage at approximately 2311
hours. (How do you know? Were you there?)hours. (How do you know? Were you there?)
 The victim said she entered the garage atThe victim said she entered the garage at
approximately 2311 hours.approximately 2311 hours.

Use Specific WordsUse Specific Words
 Accuracy involves detail,
so be sure your
sentences are specific
enough to give the reader
a clear picture.
 The suspect was driving
recklessly.
 The suspect did not stop
the vehicle before it struck
the child on the sled.

Attitude Toward ReportsAttitude Toward Reports
 Defense Attorney:Defense Attorney:
 ““If it isn’t on paper, it didn’t happen.”If it isn’t on paper, it didn’t happen.”
 Defense attorneys always check to see whoDefense attorneys always check to see who
was the arresting officer. Every officer earnswas the arresting officer. Every officer earns
a reputation for the quality of reports that hea reputation for the quality of reports that he
or she writes.or she writes.

Attitudes Toward ReportsAttitudes Toward Reports
 Juries:Juries:
 ““If I don’t hear it in court, it didn’t happen.”If I don’t hear it in court, it didn’t happen.”
 If something is not in the report, it is harder to bringIf something is not in the report, it is harder to bring
up in court. If you testify about information but it’s notup in court. If you testify about information but it’s not
in the report, you’ve lost credibility. There is no goodin the report, you’ve lost credibility. There is no good
answer to the question, “Why isn’t it in the report?”answer to the question, “Why isn’t it in the report?”
 On the witness stand, if an officer can’t remember butOn the witness stand, if an officer can’t remember but
says that the information is in the report, the jurysays that the information is in the report, the jury
usually believes the report.usually believes the report.

Writing a ReportWriting a Report
 Most reports will begin with aMost reports will begin with a face sheet.face sheet.
 Face sheetsFace sheets are used toare used to
 Direct information gatheringDirect information gathering
 Record pertinent statisticsRecord pertinent statistics
 Organize informationOrganize information
 Reduce the length of the narrativeReduce the length of the narrative
 Provide a quick reference for othersProvide a quick reference for others

 Once your notes are inOnce your notes are in
order, write theorder, write the
narrative. Eachnarrative. Each
narrative will havenarrative will have
 An opening orAn opening or SourceSource
of Activityof Activity
 Chronological facts ofChronological facts of
the investigation orthe investigation or
ObservationsObservations
 A closing or dispositionA closing or disposition

 The opening will containThe opening will contain
 Who the officer(s) and complainant(s) areWho the officer(s) and complainant(s) are
 What the officer was doing at the time of theWhat the officer was doing at the time of the
callcall
 What the incident wasWhat the incident was
 When (time and date) the officer received theWhen (time and date) the officer received the
callcall
 Where the incident occurredWhere the incident occurred

 A typical opening, with heading, may readA typical opening, with heading, may read
as follows:as follows:
Source of Activity:Source of Activity:
On Tuesday, March 18, 200-, I was onOn Tuesday, March 18, 200-, I was on
patrol alone. At approximately 1042 hours,patrol alone. At approximately 1042 hours,
Dispatch called and said that a Henry BartellDispatch called and said that a Henry Bartell
had reported a battery in progress outsidehad reported a battery in progress outside
Katy’s Café, 123 Main Street.Katy’s Café, 123 Main Street.

 The chronological narration of the incidentThe chronological narration of the incident
should outline what you did to investigateshould outline what you did to investigate
the incident.the incident.
 UseUse headingsheadings to keep your reportto keep your report
organized. Exact headings will depend onorganized. Exact headings will depend on
the type of incident that you arethe type of incident that you are
investigating.investigating.

 Source of ActivitySource of Activity
 ObservationsObservations
 Victim’s StatementsVictim’s Statements
 Witness’ StatementsWitness’ Statements
 Officer’s ActionsOfficer’s Actions
 Suspect’s StatementsSuspect’s Statements
 Description of StolenDescription of Stolen
GoodsGoods
 EvidenceEvidence
 DispositionDisposition
 ArrestsArrests
 CitationsCitations
 Juvenile CustodyJuvenile Custody
 StatusStatus
 Headings may include:

 Under each heading use one or moreUnder each heading use one or more
paragraphs. Use a new paragraph to signalparagraphs. Use a new paragraph to signal
 A shift in focusA shift in focus
 New perspective/ viewpointNew perspective/ viewpoint
 New topic or idea within a topicNew topic or idea within a topic
 A change of timeA change of time
 A change of locationA change of location
 A new person or speakerA new person or speaker
 Set off dialogueSet off dialogue
 A new section of the reportA new section of the report
 Paragraphs may include numbered orParagraphs may include numbered or
bulleted lists.bulleted lists.

Principles ofPrinciples of
Criminal InvestigationsCriminal Investigations andand
Report WritingReport Writing
Find out more aboutFind out more about forensicforensic sciencescience atat
www.forensicprofiles.comwww.forensicprofiles.com

Police Report Writing

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