Chapter 7 - Investigation Reports And Operational Plans

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation) CHAPTER VII Investigation Reports and Operational Plans

At the end of this module, the learner should be able to: ▪ ▪

Recognize the essential part of Investigation Report, Illustrate the Police Operational Plan

THE INVESTIGATION REPORT The investigation report is complete when it answers the six interrogatives of police report writing – the 5W’s and 1H. it also provides in brief, the sworn statements executed by the individuals having an interest in the case being investigated. Copies of these statements become integral parts of the report, and are listed in the annexes. The investigation report is considered internal communication, and it should be addressed to the chief or head of a police unit and, must be signed by the officer-on-case, and noted by the chief of the investigation section. It usually follows the Inspectorate General (IG) prescribed format, with little modifications as to form.

PARTS OF AN INVESTIGATION REPORT 1. Authority

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This section contains a brief statement of when, where and whom the investigation was made. It should also cite the authority for making it. If the investigation is made on the basis of oral orders, this fact should be stated naming the individual issuing the order and the date. If it is made pursuant to written orders, specific reference to the document, stating the date and the original directing authority, whether local or higher police offices, is necessary. 2. Matters investigated This section of the report states the mission of the investigator. In essence, it answers the question, “what is the investigation all about?” Most of these are written complaints or reports alleging that some persons have committed a crime of impropriety, that the writer has been unjustly treated. If the allegations are too long, a synopsis may be made and the appropriate references made to the copies of the papers in the appendix upon which investigation is based. 3. Facts of the Case This portion presents the facts regarding the matter being investigated. “Completeness” and “Clarity” are particularly necessary in this section. It should be a coherent presentation of all pertinent facts which shall be free of bias and should be fully supported by evidence.

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The facts regarding the case should be presented in the same manner as the allegations are presented in the section “Matters Investigated.” If there are allegations, the presentation should be such that the reader will know at all times which allegation is being considered. The facts of each allegation should be put together to tell the story, especially if the investigating officer is reporting orally. Shortcuts for the sake of brevity are never permissible, if they involve the omission of a single fact necessary to establish the truth. Where the only evidence available concerning an element of the case are conflicting statements of two witnesses, who seem to be both credible, the investigating officer may quote from their testimonies. But this procedure should be the exception rather than the rule, and not to be used in lieu of making a determination of the facts based on a study, analysis and evidence. 4. Discussion This section should indicate the presumption and inference from all the circumstances of the case to give the directing officer the clearest possible picture. It should contain such related factual matters as may be necessary, in addition to the facts presented, to establish the conclusions and recommendations. 5. Conclusions This contains the summary of the results of the investigation as supported by facts. It should contain no item not supported by facts. The facts are usually stated in the order suggested by the statement of the allegations or facts. Conclusions should not be a repetition of the facts, merely worded differently, they should represent the investigating officer’s honest, well-studied opinions representing the truth of the case. As such, they should contain no apology or qualification, such as “it appears,” “it is believed,” or “it seems probable.” 6. Recommendation This contains the practical suggestions for appropriate action to be taken to suitably dispose of the case. It should follow, as far as practicable, the same sequence as that used in the presentation of the conclusions. Recommendations should be consistent with the conclusions. They constitute the investigating officer’s judgment as to the action the Page 3 of 7

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directing authority should take. They should state the proper action in the case of a wrong committed, or the remedy for an unsatisfactory situation or condition found to exist. If the facts and conclusions disclose that no wrong has been committed nor is there a condition requiring correction, the recommendation may state that the case be closed.

REMINDERS 1. Paragraph subdivisions should be numbered consecutively throughout rather than separately under each subdivision. 2. In the list of annexes, only five letters are used in case of additional sworn statements: add annex “C-3,” etc., and “D-3,” etc., as the case may be.

POLICE OPERATIONAL PLAN

A Police operational plan can assume many names. It can be called a proposal, a project study, outline, feasibility study or even under a code name. the police operational plan can follow various accepted formats. This outline “pro forma” to be used depends on the planner himself. This is similar to project feasibility studies. It is however advised that if the police operational plan is written in one format, the other more detailed plans should also use similar formats for uniformity. In the preparation of a police operational plan, the planner must always consider the proper and economical utilization of resources. At the same time the police operational plan must be suitable, acceptable, feasible, and flexible. Flexibility is an important requirement because changes may occur.

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PARTS OF A POLICE OPERATIONAL PLAN 1. Title It is the subject of the operational plan. In this part, a code number or a code name may be used. This portion must reflect the mission and the execution of the operational plan. The title must provide the idea of what the operational plan is all about. It must state the purpose of the operational plan, whether it is an anti-gambling operation, crime prevention and control, maintaining peace and order, ensuring public safety, and other tasks. 2. Situation The situation will explain in a short paragraph, the historical background of the organization, and rationale relative to the formulation of plans and programs. This should describe the growth of the organization and the need for police operations and activities. Current crime trends may also be cited as they affect the peace and order condition of a given locality. Availability, location and efficiency of other friendly forces may likewise be mentioned in this paragraph. 3. Mission This will state the plan is all about and what it intends to do. It could be the protection of the locality, safeguarding of lives and property, securing of premises for sensitive activities, or maintenance of peace and order and ensuring public safety. The mission is subdivided into purpose, goals, and objectives. 4. Execution In this part of the operational plan, the concept of the project is outlined and explained. For easier reading and to prevent the study from becoming too long, reports exceeding one page should be appended as an “annex.” This will explain how the operational plan will be carried out using the various resources of the police organization. Enumerated under this subtopic are the tasks of those involved in the project.

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The tasks should be enumerated so that the responsibility can be made definite. Support of friendly forces and outside agencies, internal and external coordination, classification of the initial operational plan, and when in operation should also be included in this portion. In the initial planning period, the operational plan can be classified “confidential” and later downgraded to “restrict” upon implementation. Certain operational plans like those involving sabotage or espionage by necessity should remain secret or confidential.

5. Administrative and Logistics The administrative and logistics portion lists the logistical requirements such as the supplies and materials needed to implement the project. This list is to be appended in the annex. Human resources and the administrative requirements fall under this item. Transportation and dry ration requirements to implement the operational plan should likewise Page 6 of 7

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be included. The financial portion in the annex should summarize all the expenses like cost of equipment, salaries, supplies, and materials and others that will require funding. 6. Command and Signal Command and signal are the last portion and this pertains to the channels of communication needed when implementing the operational plan. This part also includes the types of reports the operations officer will render from time to time to the police executive and the intermediate office. These will include summaries, progress and evaluation reports.

References: Basic Police Report Writing By Oscar Gatchalian Soriano BSCrim, MSBA, MACrim, PhDCrim

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