WEEK 15 - PROGRESS REPORT

Definition of a Progress Report (Police Context)

A progress report in policing is a formal, written document that provides an update on the current status of an ongoing
criminal investigation or operational activity. It details the actions taken since the last report, evidence collected,
interviews conducted, suspects identified, and any pending tasks. The report is typically used to keep supervisors,
prosecutors, or other relevant authorities informed about the development and direction of a case.

Key Features of a Police Progress Report:

 Chronological or activity-based summary of investigative steps taken.
 Documentation of evidence recovered and analyzed.
 Status of interviews with victims, witnesses, and suspects.
 Identification of suspects or persons of interest.
 Operational actions like search warrants or surveillance.
 Outline of pending actions and expected next steps.
 Professional, objective, and fact-based language.

Purpose:
The purpose of a Police Progress Report is to:
 Document the progression of an investigation in a structured, chronological, or activity-based format.
 Inform supervising officers, prosecutors, and relevant authorities of the current status of the case.
 Identify outstanding tasks and outline planned future investigative actions.
 Maintain accurate records for operational, legal, and accountability purposes.
 Support decision-making processes regarding resource allocation, legal proceedings, or case prioritization.

Key Contents of a Progress Report:

A standard Police Progress Report should include the following:
1. Case Information: Case title, number, date, location, and investigating officer.
2. Summary of Progress: Details of crime scene examinations, evidence recovered, forensic results, interviews
conducted, and suspects identified.
3. Operational Actions Taken: Search warrants, surveillance operations, arrests, and public appeals.
4. Pending Actions: Further interviews, forensic analyses, operational plans, or legal procedures to be undertaken.
5. Remarks: General comments on the direction, challenges, or expectations for the investigation.

Professional Considerations:
 Use clear, concise, and objective language.
 Avoid personal opinions or speculative statements.
 Ensure all facts are accurate and verifiable.
 Maintain confidentiality and adhere to evidence handling procedures.

POLICE INITIAL REPORT

Define what an Initial Report is: An official, factual, and comprehensive written account of the first response to a
criminal incident, documenting all observations, actions, and information collected at the scene.

Importance of an Initial Report

 Serves as the foundation of a criminal investigation.
 Preserves initial observations, evidence, and witness statements.
 Guides further investigative actions and operational decisions.
 Acts as an official legal document, admissible in court.
 Ensures accountability and transparency in police work.


Components of an Initial Police Report
1. Case Information
 Case number
 Date and time of incident
 Location of incident
 Reporting officer’s name, rank, badge number, and division

2. Type of Offense
 Classification of the crime (e.g., armed robbery, assault, burglary)

3. Narrative Summary
 Chronological, factual account of the incident
 Officer’s initial observations on arrival
 Actions taken at the scene (e.g., crime scene protection, arrests)
 Statements obtained from victims, witnesses, and suspects
  Description of any suspects, vehicles, or items of evidence

4. Evidence Collected
 List of physical evidence recovered and its location
 Details of forensic examinations requested

5. Victim and Witness Information

 Names, addresses, contact details (if available)
 Brief summary of their statements

6. Suspect Information
 Name (if known), description, behavior, actions
 Arrest details (if applicable)

7. Action Taken
 Notifications made (superiors, detectives, forensics)
 Medical assistance provided
 Crime scene secured
 Suspects detained

8. Officer’s Remarks
 Any relevant comments on challenges, observations, or unusual circumstances.

9. Signature and Date

Key Principles for Effective Report Writing

 Accuracy: Record only verified facts.
 Clarity: Use clear, simple, formal language.
 Objectivity: Avoid personal opinions or assumptions.
 Chronology: Present events in the order they occurred.
 Completeness: Include all relevant details.
 Professionalism: Maintain a formal, official tone.

Conclusion
 Reinforce the role of Initial Reports as the cornerstone of case files.
 Stress the importance of professionalism, integrity, and attention to detail in report writing.
 Encourage regular practice and review of report writing skills.

POLICE FOLLOW-UP REPORT

Definition
A Follow-Up Report is an official, written update prepared by investigating officers to document additional information,
investigative actions, or significant developments in an ongoing criminal case after the submission of the initial report. It
ensures continuity, accountability, and a complete case record.

Purpose
The purpose of a Police Follow-Up Report is to:
 Record new evidence or findings.
 Document additional witness or suspect interviews.
 Report on the execution of operational actions (e.g., search warrants, arrests).
 Summarize forensic examination results.
 Maintain an official, chronological record of the investigation’s progression.

Structure of a Police Follow-Up Report

1. Report Number & Case Information
 Case number
 Date of report
 Officer’s name, rank, and unit

2. Reason for Report

 State the purpose: “To document additional investigative actions in relation to…”

3. Summary of Developments
 Chronological summary of investigative actions taken since the last report:
 New interviews conducted
 Evidence recovered or processed
 Operational actions (arrests, searches, surveillance)
  Forensic analysis results
 Suspect identification or arrest

4. Pending Actions
 Outline actions to be completed

5. Remarks
 General comments or recommendations

6. Officer’s Signature and Date

Summary of Developments
Since the initial report dated 30 April 2025:
1. Evidence Processing: The fingerprint analysis identified Johnathan Reed (DOB: 02/11/1995) as a match to prints
recovered from the display counter.
2. Suspect Surveillance: Surveillance conducted on 6 May 2025 at the suspect's last known address yielded no
sightings. Neighbors reported no recent activity.
3. CCTV Footage Enhancement: Enhanced review of external CCTV footage confirmed the suspect vehicle as a black
SUV with license plate 4KX-218.

Witness Follow-Up:
A second interview with witness Laura Chen on 7 May 2025 provided confirmation of the suspects' accents and possible
prior visit to the store two days before the robbery.
Operational Planning:
A search warrant was obtained for the suspect's residence and is scheduled for execution on 10 May 2025.

Pending Actions
Execute search warrant on 10 May 2025Obtain and analyze cell tower data
Conduct interviews with the suspect’s known associates.
Remarks: The investigation remains active. Current evidence strengthens the case against Johnathan Reed. Efforts to
locate the second suspect continue.

POLICE FINAL REPORT

Introduction:
A final police report is an official, comprehensive document prepared by law enforcement at the conclusion of an
investigation. It records all relevant facts, evidence, witness statements, and conclusions drawn from the case.
It serves multiple purposes:
 For submission to a prosecutor or court
 As an official record in police archives
 For use in future investigations, legal processes, or public safety planning

Components of a Final Police Report:

1. Heading
 Name of the police station/unit
 Report number
 Date and time of the report
 Case number/reference

2. Introduction
 Purpose of the report
 Summary of the incident (what, when, where)

Investigation Findings
 How the investigation was conducted
 Major discoveries
 Connections established
 Arrest details if applicable

Conclusion
 Summary of facts established
 Charges recommended (if any)
 Case status (solved, unsolved, forwarded for prosecution)

Officer’s Name and Signature

 Name, designation, badge number
  Date of submission

Importance of a Final Police Report:

 Acts as legal evidence
 Determines whether a case proceeds to court
 Helps maintain transparency and accountability
 Assists future investigations by providing a historical record

What is an Incident Report (After-Incident Report)?

 Prepared immediately after an incident occurs
 It’s a preliminary account of what happened, based on initial observations, victim statements, and scene
assessments.
 Helps supervisors and investigators understand the basic facts so they can decide on next steps.

What is a Post Operation Report?

A Post Operation Report (sometimes called an After-Action Report) is a formal document prepared after a planned
police operation or special activity.
It summarizes:
 The purpose and objectives of the operation
 How the operation was conducted
 Results and outcomes
 Problems encountered and lessons learned
It serves as an evaluation and accountability tool, and helps improve future operations.

What is a Status Report?

A Status Report is a formal, periodic or on-demand document that provides an update on the current progress,
condition, or situation of a case, operation, investigation, or ongoing situation.
Unlike a final report, which concludes a case or operation, a status report keeps superiors or relevant authorities
informed while things are still underway.

Purpose of a Status Report:

 To keep command or management updated on ongoing activities
 To document any changes, developments, or actions taken since the last report
 To highlight issues or challenges affecting progress
 To recommend immediate actions or decisions if needed

When is a Status Report Used?

 During ongoing investigations
 In extended police operations (e.g., manhunts, VIP events, natural disasters)
 In cases requiring regular monitoring
 At specific intervals (daily, weekly, hourly) during large events or special duties

Components of a Status Report:

1. Heading
 Title (e.g., Status Report)
 Date and time of the report
 Operation or case name/reference number

2. Summary of the Situation

 Recap of what the report is about
 Current status (ongoing, pending, suspended, etc.)

3. Actions Taken Since Last Report

 List of tasks completed or activities conducted
 Developments/FindingsNew information obtainedChanges in the situationProblems/ChallengesObstacles or
difficulties encounteredRecommendationsImmediate or future actions suggestedNext StepsPlanned activities
moving forward.

Prepared by: Officer’s name, designation, and date