WEEK 4
NATURE OF POLICE REPORT WRITING
Objectives:
Distinguish police report from a technical report.
Discuss the importance of a report.
Definition of Police Report
Report is a story of actions performed by men. In police reports, it is a
chronological or step by step account of an incident that took place at a given time. A
police report is an exact narration of facts discovered in the course of an investigation
which serves as a permanent written record foe present and future use.
It is also defined as any written matter prepared by the police enforcers
involving their interaction with the members of the community. It is a permanent
written record of police activities. It is a written record of officer’s statement
concerning their theory and opinion about the case investigated.
Importance of Police Reports
1. Reports are filed because they are needed for the efficient operation of law
enforcement activities.
2. Reports are permanent records of all important facts of case. They are stockpile
of information to be drawn upon by all individuals on law enforcement team.
The efficiency of a police reports and the procedures adopted in the preparing
the reports.
3. Reports are written to serve as raw data from which record systems are made.
4. Reports are written to reveal as part or component of the record systems, the
direct relationship between the efficiency of the department and the quality of
its reports and reporting procedures.
5. Reports are written to guide key officials and administrators for policy
formulation and decision making.
6. Reports are written to serve as gauge or yardstick for efficiency evaluation of
police officers.
7. Reports are written to guide prosecutors and courts in the litigation of criminal
cases investigated by the police.
Types of Police Reports
1. Basic or Informal Reports
Usually, this report contains the following items.
a. The HEADING or the LETTERHEAD of the organization, office or section
where the writer is assigned.
b. The DATE of preparation and submission.
c. The PERSON or OFFICE to whom it is addressed or submitted.
d. The TEXT PROPER.
e. The NAME OF THE WRITER or SOURCE of the report
2. Investigative or Formal Reports
This report covers a full dress treatment in the presentation of the case. It is an
exact and exhaustive narration of facts, without addition and subtraction of the
facts which were discovered during the course of investigation.
Classification of Investigative or Formal Reports
Initial or advance report
Progress or Follow – up Report
Final or Closing Report
Principles of Good Report Writing
1. It must be clear
Rules in Achieving Clarity/Clearness
a. Avoid high- sounding words.
BIG WORDS SIMPLE COUNTERPART
Magnitude size, degree, amount, level
Maximize develop fully get the most of it
Approximate estimate, near
Commence begin, start, initiate, originate
Correlate associate, compare, connect, link
Promulgate issue, spread, circulate,
Modification change, alteration, revision
Expedite speed up, accelerate, hurry up
Accumulate collect, gather, add, build up
Acquire obtain, get, buy, gain, attain
Ameliorate improve, modernize, upgrade
Inadvertent unintentional, unplanned, unintended
Devastation destruction, damage, ruin, desolate
Remuneration payment, fee, salary, wage,
compensation
In lieu of instead, in exchange of
b. Avoid unnecessary and unwitting language transfer
Here are some expressions which are interchangeably used.
Adapt ( to make correspond; to adjust) Adopt ( to choose or to take at one’s self, as
You have to adapt to the climate if you will an opinion or course of action)
be assigned in Sagada. The precinct must adopt the suggestion.
Advice ( a noun meaning counsel, Advise ( a verb meaning to counsel)
suggestion of information)
Our company welcomes your advice
Affect ( a verb meaning to modify or Effect ( noun: an outcome or result; a verb:
influence) accomplish or bring about)
His behaviour affects his case. The effect of radiation is damaging. (noun)
He wants to effect changes in the precinct.
(verb)
Coarse (vulgar, rude) Course ( path, way; classes, lesson)
The convict has a coarse language. You have to finish the obstacle course
He takes a Criminology course.
Price ( money, costs, value, worth) Prize ( award, reward)
The price of CAL. 45 increase this year. A CAL. 45is his prize in winning the shoot
test.
Complement ( match, harmonize, balance) Compliment ( praise, flatter, tribute)
His head dress complements his uniform. Thanks for the compliment
Illicit ( unlawful, illegal, prohibited) Elicit ( to gather, gather, extract)
The police must elicit a response from him.
Stationary ( not moving, still, static) Stationery ( writing material, paper)
The trainees are having their stationary She wrote a message on a stationery.
jogging.
2. It must be accurate
3. It must be brief
Below is a list of wordy expressions and their corresponding shorter
interpretations.
WORDY BRIEFY
At a period of time when
At this present writing now
Due to the fact that because
In compliance with your as requested
In a number of cases some cases
In relation to toward
In the event that in case (if)
In the majority of Circumstances usually
In the matter of in (or on)
In this time and age today
In (with) reference to about (or concerning)
In view of the fact that as
On the part of for
4. It must be specific
The following expressions are not specific; therefore they should be substituted
with more concrete sentences.
a) At an early date, in the near future, the earliest possible time
(Mention the particular date, this month? this year?)
b) Compromise : I have a compromise to attend to.
(Name the particular engagement)
c) Party: the said party is guilty of murder
(Name the specific person)
5. It must be factual
6. It must be complete
7. It must be relevant
8. It must be up to date
9. It must be written in proper form
NAME: ____________________________________ Year & Section:____________
Date of Submission: __________________ Score: _____________________
REINFORCEMENT
Directions: Revise these statements to a more concise one.
1. Enclosed here please find the Xeroxed copy of the endorsement provided you a
year ago.
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________________________________
2. Submitted hereto are nominees to represent the unit in this seminar.
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________________________________
3. Our uniform and invariable policy is to get rid of “scalawags”
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________________________________
4. During the course of our investigation, subject officer was found guilty of grave
misconduct.
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________________________________
5. We are sad to tell you that perhaps we may be in a position to disclose
casualties.
______________________________________________________________________________
______________________________________________________________________________
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