Definition of Police Report
A report is basically a story of actions performed by man. A police report is a chronological or
step-by-step account of an incident that transpired in a given time, at a given place. It is also defined as
an account of an investigation, or an Official statement of facts. Police reports result from the fact that
someone has asked for them and needs them for immediate ~ or future use. In any event, police
reporting has become one of the most significant processes in modern police operations.
Narrative Techniques of Police Reports Among the techniques of composition, narration is
effective in writing police reports. This is because narration concerns events and actions. There is a
chronology of events which means that the report begins when something happens and ends when
something has finished. A
Tone of Police Reports
Police reports are most effective when they have an objective tone. The use of “I,” or “We,”
“Me,” or “My,” makes writing subjective and opinionated. Administrative decisions cannot effectively be
based on subjective opinions.
Criteria for Good Police Reports
In the preparation of narrative reports for significant events or incidents, the following criteria must
be observed: -
1. Clarity -The police report writer must consider that the reader - - has no time to waste. The
reader therefore has no time to look for the meanings of difficult words used by the.
inconsiderate writer. -. A police report writer, therefore is duty-bound to serve . his readers by
letting them understand easily what he is trying to get across.
2. Accuracy
The report must conform to established rules of syntax, format and grammar. The data
must be precise and the information must be factual, hence assumptions or opinions must
be avoided. The words used must always leave no doubt for misinterpretation. Use the
word that serves your purpose. What exactly do you mean? Have you-made your readers
see and feel . what you want to see and feel? ,
3. Brevity
Wordy and lengthy sentences tend to make the idea vague. The report must be easily
understood. Hence the use of short, simple sentences, and common words js encouraged.
Verbose or repetitive writing Compromise ' the substance of a report. A report should provide
information and should not be written to impress. Brevity may not always be the soul of wit, but
certainly _long-windedness is its enemy. Readers tire of wading through a stream of verbiage in
search for a few nuggets of sense. Avoid padded phrases. Outright redundancy duplicates words
that say exactly the same. If the repetition is not aimed at intentional emphasis, it should not be
encouraged. Wordiness should be avoided. Brevity or conciseness means saying much in a fewer
4. Specificity
When we write about concrete examples, we need specific words that bring the reader
close to firsthand experience. Words that remain too general keep an event colorless and
anonymous. Generalities must. be avoided. A good descriptive narration gives life to the written
word through particular terms that project hues, movements, quantities and shapes. | —
5. Completeness
In any incident report, the essential elements of information must be complete. The
5Ws and 1H should be the basic guide in writing a report. Intentional or unintentional omission
of data may leave the reader asking more questions. It must be avoided.
6. Timeliness
A report rendered after a considerable lapse of time ' is useless and defeats the purpose
of submitting an incident report. Belated accounts of events are histories that are apt for future
and not for immediate use.
7. Security
All significant incident reports are considered classified, hence, transmission, handling,
and access to these reports should be limited only to police personnel who are granted the
same or higher security clearance as the report. Accordingly, it is also imperative to place the
necessary markings to emphasize the document classification of the report, Likewise, it is
prohibited to divulge its contents to anybody, except t when regulations permit it, and the
approval of appropriate authorities 1s sought beforehand.
8. Impartiality
The reporting unit must know what the receiving unit needs to know. Important data
must not.be omitted or added to conceal responsibilities, to impute liabilities, or to favor
parties. Embellishments, by inducing incredible information for purposes of making the report
impressive, must likewise be avoided.
Practical Considerations for the 5Ws and 1H
Generally, the “who,” “when,” and “where” will appear at the beginning of the report. The
reader needs to know the persons involved, the date and time the incident happened, and the location
in which it took place. “What” happened is usually unfolded throughout the report. The “how’ is closely
related to the “what.” The “why” belongs before or after the “what,” depending on the situation. These
six questions cover the essentials of many typical police reports. A police report is written because a
crime is committed, and an investigation of it is made. If the writer has failed to ask important questions
during the investigation, then he is likely to submit an incomplete report, which understandably
becomes unreliable.
These six questions cover the essentials of many typical police reports. A police report is written
because a crime is committed, and an investigation of it is made. If the writer has failed to ask important
questions during the investigation, then he is likely to submit an incomplete report, which
understandably becomes unreliable.
Classifications of Police Reports
1. Informal Reports- It is usually a letter or memorandum, or any of one of the many prescribed in
day-to-day police operations. It customarily carries three items besides the text proper, i.e., date
submitted, subject, and persons or person to whom submitted. It may however, contain many
items of administrative importance along with the subject matter of the text. Actually, most
police reports may be placed in this category. ( REFER TO SAMPLE 0-001)
2. Formal Reports -A formal report suggests the full-dress treatment, including cover, title page, letter
of transmittal, summary sheet, text, appendices, and perhaps a an index and bibliography. ( REFER TO
SAMPLE 0-002)
