Chapter 9 - Police Report Format

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation) CHAPTER IX Police Report Format

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

Recognize the essential part of Report Writing, Construct an outline for report writing

THE POLICE REPORT Here is a typical example of a police report of an incident that transpired in a particular locality, extracted from the police blotter which is being maintained by the police station and according to the request of the victim. Example:

Republic of the Philippines National Police Commission PHILIPPINE NATIONAL POLICE SANTA ROSA POLICE STATION Santa Rosa, Nueva Ecija SRPS-IN

February 14, 2004 CERTIFICATION

TO WHOM IT MAY CONCERN THIS IS TO CERTIFY that based on the Police Blotter of this station, as shown on Page No. 6, under Entry No. C-2004-040, dated February 14, 2004, the following entries of events exist, to wit Feb. 14, 2004/1600H/C-2004-040 Page 1 of 10

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation) SERIOUS PHYSICAL INJURY

Stated in this portion is the statement of facts that answer the 5Ws and 1H pertaining to this incident. The reporter has affixed his signature this 14th day of February 2004. Sgd. John S. San Pedro (Reporter)

This certification is used upon request of Mr. San Pedro for whatever legal purposes and intents it may serve.

Prepared By:

Juan Dela Cruz PSS

PNP

Officer-on-case

NOTED BY:

PETER S. PARKER Police Lieutenant Colonel Chief of Police

Page 2 of 10

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation)

SPOT REPORT FOR VIOLATION OF LAW Following is a typical example of a spot report of an incident that transpired in a particular locality, which is submitted to the intermediate police office. Example:

RADIO MESSAGE FOR TRANSMISSION FM: COP SRPS

C

TO: PD NEPPO ATTN PIIB

L

R

P-

CN: SRPS-IN-02-14-40

141600 FEB 2004 TEXT

__________PD SPOT RPT ON ( STATE THE VIOALTION OF LAW COMMITTED ) PD OOA ( STATE THE TIME AND DATE WHEN THE INCIDENT TOOK PLACE ) ALPHA ( STATE THE NATURE OF THE OFFENSE ) TRANSPIRED AT ( STATE THE PLACE, BRGY/MPLTY/CITY AND PROV WHERE THE INCIDENT TOOK PLACE ) CMA WHEREIN THE VICTIM CMA IDENTIFIED AS ON ( STATE THE NAME AND OTHER PERSONAL CIRCUMSTANCES OF THE VICTIM ) WAS (STATE THE ACT PERPETRATED BY THE SUSPECT) BY THE SUSPECT CMA IDENTIFIED AS ONE (STATE THE NAME AND OTHER PERSONAL CIRCUMSTANCES OF THE SUSPECT ) INVESTIGATION DISCLOSED THAT ( STATE THIS PORTION THE FACTS AND CIRCUMSTANCES RELATIVE TO THE INCIDENT TO INCLUDE THE MOTIVE OF THE SUSPECT AND THE HOW AND WHY OF THE CASE ) PD THE VICTIM WAS (STATE THE STATUS OF THE VICTIM ) WHILE THE SUSPECT (STATE THE STATUS OF THE SUSPECT ) PD ( STATE THE ACTION TAKEN BY POLICE AUTHORITIES ) AND PROGRESS RPT TO FOLLOW PD OFFICER ON CASE DASH (STATE THE NAME OF THE INVESTIGATOR ) PD FOR INFO PD BT…..

DRAFTER

RELEASER:

ADALEM JT

GUIBONG PD

Officer-on-case

Chief of Police

Page 3 of 10

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation)

PROGRESS REPORT IN RADIO MESSAGE FORM Following is a typical example of a progress report in relation to the spot report submitted by the lower police unit to the intermediate police office, stating among others, additional information that was not included in the submission of the earlier spot report. Example:

RADIO MESSAGE FOR TRANSMISSION FM: COP SRPS

C

TO: PD NEPPO ATTN PIIB

L

R

P-

CN: SRPS-IN-02-15-41

151600 FEB 2004 TEXT

__________ PD PROG RPT REOURAD MSG CN SRPS-IN-02-14-40 PD PLS BE INFORMED THAT OOA (STATE THE TIME AND DATE) ALPHA CASE OF (STATE THE VIOLTION OF LAW) HAS ALREADY BEEN FILED BY THIS STATION AGAINST THE SUSPECT CMA IDENTIFIED AS ONE (STATE THE NAME AND PERSONAL CIRCUMSTANCES OF THE SUSPECT) AT THE (STATE WHETHER FILED AT THE CITY PROSECUTOR’S OFFICE AND/ OR COURT) AND DOCKETED UNDER (STATE THE CRIM CASE OR IS NR) PD FOR INFO PD BT . . .

DRAFTER:

RELEASER:

ADLAEM JT

GUIBONG PD

Officer-on-Case

Chief of Police

Page 4 of 10

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation)

SPOT REPORT ON ARRESTED WANTED PERSON Following is a typical example of a spot report on an arrested wanted person by virtue of a warrant of arrest issued by the proper court. Example:

RADIO MESSAGE FOR TRANSMISSION FM: COP SRPS

C

TO: PD NEPPO ATTN PIIB

L

R

P-

CN: SRPS-IN-02-16-42

161600 FEB 2004 TEXT

__________ PD SPOT RPT ON ARRESTED WANTED PERSON PD OOA (STATE THE TIME & DATE WHEN THE PERSON WAS ARRESTED) AT (STATE THE PLACE, BRGY/ MPLTY/ CITY AND PROV WHERE THE ARREST WAS CONDUCTED) CMA WARRANT OFFICERS THIS STN UNDER (STATE THE NAME AND DESIGNATION OF THE TEAM LEADER) ARRESTED ONE (STATE THE NAME AND OTHER PERSONAL CIRCUMSTANCES OF THE PERSON ARRESTED) BY VIRTUE OF WARRANT OF ARREST UNDER (STATE THE CRIM CASE NR) ISSUED BY (STATE THE NAME OF THE ISSUING JUDGE AND COURT) FOR (STATE THE NAURE OF OFFENSE) PD SUBJECT PERSON (STATE THE STATUS OF THE PERSON ARRESTED) PD PROG RPT TO FOL PD FOR INFO PD BT

DRAFTER:

RELEASER:

ADALEM JT Officer-on-Case

GUIBONG PD Chief of Police

Page 5 of 10

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation)

PROGRESS REPORT ON MEMORANDUM FORM Progress reports are submitted if, after the submission of a report, subsequent details which are vital to the case under investigation are gathered, have not been incorporated in the previous report. Below is a typical example of a progress report in memorandum format. Example: Republic of the Philippines National Police Commission PHILIPPINE NATIONAL POLICE SANTA ROSA POLICE STATION Santa Rosa, Nueva Ecija SRPS-IN MEMORANDUM FOR

:

Provincial Director, NEPPO

FROM

:

Chief of Police, SRPS

SUBJECT

:

PROGRESS REPORT (STATE THE NATURE OF CASE OR INCIDENT BEING REPORTED)

DATE

:

February 16, 2004

1. Reference: Spot Report this Station, Cite Nr SRPS-02-14-40 dated February 14, 2004, subject as above. 2. Submitted is the Progress Report re (state the nature of incident being reported, time and date and place of occurrence). 3. Please be informed that (state the additional information answering the 5Ws & 1H in relation to the case). 4. (In this portion state the action taken by the police unit handling the case, and the status of the case and the suspects). 5.

For info. PETER DULNUAN GUIBONG Police Superintendent Page 6 of 10

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation)

SPECIAL REPORTS ON MEMORANDUM FORM Following is a typical example of a special report of a significant event or incident using a memorandum format of police correspondence. Example: Republic of the Philippines National Police Commission PHILIPPINE NATIONAL POLICE SANTA ROSA POLICE STATION Santa Rosa, Nueva Ecija SRPS-IN MEMORANDUM FOR

:

Provincial Director, NEPPO

FROM

:

Chief of Police, SRPS

SUBJECT

:

SPECIAL REPORT ON (STATE THE NATURE OF CASE OR INCIDENT BEING REPORTED)

DATE

:

February 18, 2004

1. Reference Spot Report this situation with Cite Nr SRPS-02-14-40 February 14, 2004, subject as above. 2. This pertains to the (what – significant incident) __________ that transpired at (where – place of occurrence) perpetrated by (who – name and other personal circumstances of the suspect) on (when – month, date and year) at (specific time) in the (morning, afternoon or evening). 3. Report revealed that (how the incident occurred and why the incident happened) that resulted in (result or consequence of the incident). 4. Further investigation disclosed that (other information relevant to the incident, which may answer another set of 5Ws & 1H, if necessary). 5. Elements of (unit taking action) are/ have (police action conducted – search/ follow-up/ pursuit operations, filing of charges, further investigation, etc.) that resulted in the (result of police action – seizure, arrest, surrender, confiscation, recovery, issuance of arrest warrant, etc.)

Page 7 of 10

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation) 6.

Other developments regarding the incident shall be submitted as soon as

obtained.

PETER DUNLUAN GUIBONG Police Superintendent

Page 8 of 10

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation)

SPECIAL REPORTS IN CIVILIAN LETTER FORMAT Following is a typical example of a special report of a significant event or incident using the civilian letter format.

Example: Republic of the Philippines National Police Commission PHILIPPINE NATIONAL POLICE SANTA ROSA POLICE STATION Santa Rosa, Nueva Ecija

SRPS-IN February 18, 2004 HONORABLE MARK RYAN M. MABUTOL Municipal Mayor Santa Rosa, Nueva Ecija Sir: This pertains to the (what – significant incident) __________ that transpired at (where – place of occurrence) perpetrated by (who – name and other personal circumstances of the suspect) on (when – month, date and year) at (specific time) in the (morning, afternoon or evening). Report revealed that (how the incident occurred and why the incident happened) resulted in (result or consequence of the incident). Further investigation disclosed that (other information relevant to the incident, which may answer another set of 5Ws & 1H, if necessary). Elements of (unit taking action) are/ have (police action conducted – search/ follow-up/ pursuit operations, filing of charges, further investigation, etc.) that resulted in the (result of police action – seizure, arrest, surrender, confiscation, recovery, issuance of arrest warrant, etc.) Other developments regarding the incident shall be submitted as soon obtained. Respectfully yours, PETER DULNUAN GUIBONG Police Superintendent Chief of Police

Page 9 of 10

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation)

References: Basic Police Report Writing By Oscar Gatchalian Soriano BSCrim, MSBA, MACrim, PhDCrim Page 10 of 10