Police Report Writing-lecture.pptx

POLICE INVESTIGATIVE REPORT WRITING

PSUPT HADO NAING EDDING Instructor

Introduction ◦ A report is a story of actions performed by men. In police report, it is a chronological or step-by-step account of incident that took place at the given time. ◦ In this manner, it has, therefore, a beginning (On or about 010900 August 1991, this station received a call regarding a vehicular accident...), then moving forward, with more details in this middle portion was arranged at ...), informing the reader(s) of relevant details, such as the version of drivers involved and the corresponding notation of the traffic authorities, and ending with present temporary agreement between same authorities and subject drivers.

Another example is a traffic report wherein the reader is informed from the start to finish how the speeder is overtaken by the traffic police officers who would stop the former, arrest him, take his story, then make a temporary compromise with him. In other words, the paragraphing process could be aptly done like this; first paragraph reveals what sort of crime is being described; the middle paragraph(s) would involve an arrivals and departures, or the recounting of various steps or actions done; and the end paragraph concludes the report.



Conclusion includes the status of the case, the disposition of the individuals involved (hospitalized? Jailed? Take home?) and disposition of the evidence obtained. Who or what is being sought for can be a basis for ending.

REPORT WRITING – is basically story of actions performed by a 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. Police Reports result from the fact that someone has asked for them and needs them for immediate and future use. Police Report writing is the backbone of criminal investigation and prosecution.

IMPORTANT USES OF REPORT WRITING 

   



They serve as records for police administrators in planning, directing, and organizing the unit’s duties. Reports can be used as legal documents in the prosecution of criminals. Reports can be used by other agencies. Reports can be useful to local media which need access to public documents. The author of a report should also consider that his (written) work is reflective of his personality and can be basis for performance evaluation. Reports can be a basis for research and evaluation.

Who will read your report Officer in Patrol  Report Writer  Immediate Supervisor  Station Chief  Department Level  Congress  National Prosecution Service  Court of Justice  Prosecution and Defense Counsel  Media  Public and Private Agencies 

CRITERIA FOR GOOD REPORTS In the preparation of narrative reports for significant events or incidents, the following criteria must be observed: 1.Accuracy – 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?. It refers to the correctness or precision in both information and word choice. 2.Clarity – The police report writer must consider that the reader has no time to look for the meanings of difficult words used by the inconsiderate writer.

3.Conciseness – to be concise is to express much in a few words as possible—to be brief but substantial. In narrative report, the role of a writer is not to re-enact events but to summarize them using only pertinent or important details. Any extraneous event details irrelevant to the event should be excluded, lest they render the report superfluous or bring the reader off his focus from the more important details. It is necessary for the writer to determine which details should be included and which is not.

4. Objectivity – the key to objectivity or being fair and impartial in writing reports is to use language that has a nuetral tone. This means that your report covers all sides of the story and does not slant toward or favor one side only. To do this, you need to avoid opinions, personal judgment and emotional overtone in your sentences which will render your report subjective and partial. Although the statement of witness, victims and suspects may not be objective, it is important that you as a writer, properly quote or attribute the statement to your source(s) without adding your personal judgment or conclusion. Write only the facts and include brief details.

5.Completeness – In any incident report, the essential elements of information must be complete. The 5Ws and 1H (WHO, WHAT, WHEN, WHERE, WHY, AND HOW) should be the basic guide in writing a report. THE 5Ws AND 1H OF POLICE REPORTS The police officer need not be a literary genius to write a good police report. If the officer knows his 5Ws and 1H, his report will be complete even though it might not be a literary masterpiece. The 5Ws and 1H can be a useful guide to report writers, especially the beginners. The following is a list of the variations that can be derived from these:

WHO? This question considers some like: -Who was the victim? -Who was the complainant? -Who discovered the crime?

factors,

WHAT? This question considers some factors, like: -What type of property was attacked (building, residence, car, etc.)? -What type of property was stolen,lost or found? -What offense was committed?

WHERE? This question like: -Where was the -Where was the -Where was the

considers

some

factors,

crime committed? crime discovered? victim found?

WHEN? This like: -When -When -When

question

considers

some

was the crime committed? was it discovered? was the victim last seen?

factors,

WHY? This question considers some factors, like: -Why was the crime committed? -Why were the witnesses reluctant to give information? -Why were certain tools used?

HOW? This question considers some factors, like: -How was the crime committed? -How did the criminal get to the scene? -How was the crime discovered?

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.

DOCUMENT 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 (TOP SECRET, SECRET, CONFIDENTIAL, AND RESTRICTED), likewise, it is prohibited to divulge its contents to anybody, except when regulations permit it, and the approval of appropriate authorities is sought beforehand.

1.Top Secrets Documents - the unauthorized disclosure of which would cause exceptionally grave damage to the nation politically, economically or from the point of National Security. This kind of records deserves the most guarded secrets by the person involved. 2.Secret Records or Documents the unauthorized disclosure of which would endanger National Security, cause serious injury to the interest and prestige of the nation or any governmental activity or would be of great advantage to other nation.

3.Confidential Records or Documents - the unauthorized disclosure of which would be prejudicial to the interest or prestige of the nation, or any government activity or would cause administrative embarrassment or unwarranted injury to the honor and dignity of an individual, or would be of advantage to a foreign nation. 4. Restricted Records or Documents - Records contain information and material which requires special protection other than that determined to be TOP SECRET, SECRET, OR CONFIDENTIAL.

Classification of Police Reports 1.Informal Reports 2.Formal Reports Classification of Police Reports According to Purpose: 1. Performance Report 2. Fact-Finding Report 3. Technical Report 4. Problem-Determining Report 5. Problem-Solution Report

Categories of Police Reports 1.Operational Report 2.Internal Report 3.Technical Report 4.Summary Of Information (SOI)

Types of Police Reports 5.Spot Report 6.Special Report

6. Situation Report 7. Formal Report

7.Progress Report 8.Final Investigation Report 9.Beat Inspection Report

RADIO MESSAGE The radio message form is used when preparing radiographic messages intended for transmission throughout the Philippine National Police (PNP). This is patterned after the form used in the Armed Forces of the Philippines (AFP), and subscribes to the procedures based on AFPRG 421-141, dated November 26, 1968. ROUTING SLIP The routing slip is primarily aimed at transmitting papers from office to office within a police unit or station, or from branch to branch, within an office.

MEMORANDUM AND ENDORSEMENT LETTER -commonly used in the police service which are inter-office communications dealing with official matters. -reduced to fewest possible words.

TONES OF MEMORANDUMS There is no strict rule governing the tone of a memorandum. However, the tone usually differs in accordance with the person or persons reading it.

From a Chief of Office to his subordinates, the tone is impersonal, i.e., “For guidance and strict compliance.” From a writer sending a memorandum to somebody of equal rank, the tone is casually personal, i.e., “The undersigned noticed changes in…” A subordinate police officer writing a memorandum to a higher police officer uses a more formal tone, i.e., “For information and request acknowledgement.”

In other government agencies similar to police offices, using FOR and TO is commonly practiced. The “MEMORANDUM FOR:” is used if sent to a superior officer; the “MEMORANDUM TO:” is used if sent to subordinate officers.

THE AUTHORITY LINE An authority line should be drawn when the correspondence is signed for the chief or head of an agency or office by an individual authorized to do so. This reflects the fact that the communication is an expression of the will of the chief himself.

EXAMPLES 1. If signing for a chief or head of office and addressed to members under him, BY AUTHORITY OF POLICE SUPERINTENDENT MORADA: ROMAN B DELA CRUZ, JR Police Chief Inspector Chief, UTPS 2. If not addressed to a member under him, FOR THE CHIEF OF POLICE: WILHEMSON A TAN Police Senior Inspector Deputy Chief of Police

THE SIGNATURE -contains the name of the officer, usually his first name, middle initial, and last name; -signed in black or blue-black ink, never blue or any other color; -the name being typed, stamped or printed, all in capital letters, identical with the written name, the officer’s rank or service and title designation.

EXAMPLE ROMAN B DELA CRUZ, JR Police Chief Inspector Double signatures should be avoided. Instead, a designated individual may sign his own name and add the word “FOR” or “BY” on the typewritten name in the signature. If an individual in the police service signs “FOR” or “BY”, the rank and designation of the signing individual may be shown.

EXAMPLE DANILO R MORADA Police Superintendent FOR: ROMAN B DELA CRUZ, JR Police Chief Inspector Chief, UTPS

ENCLOSURES Enclosures are supplementary documents which are sent with the communication to provide additional information. When the letter has one or more enclosures, this fact is entered on the left side of the page in the following manner. EXAMPLE Enclosures: 1 -

Crime scene sketch

2 -

Pictures of crime scene sketch

COPY FURNISHED OTHER OFFICES A notation concerning copy furnished should be typed immediately under, and separated by at least one line from the listing of enclosures, if any. EXAMPLE Copy Furnished: RD, PROs D, NSUs

SAMPLE FORMAT OF A MEMORANDUM Republic of the Philippines Department of the Interior and Local Govrnment National Police Commission Philippine National Police Valenzuela City Police Station Maysan Road, Valenzuela City MEMORANDUM FOR

: Chief of Police, VCPS (ATTN: Chief, Intelligence and Investigation Branch)

FROM

: Investigator-on-Case

SUBJECT

: Shooting Incident

DATE : January 14, 2005 ============================================================== 1. Reference/s: (may be by another memorandum, hand-written instruction, verbal instruction, or your inherent duty) 2. 3.

Sammy O Lagmay Senior Police Officer IV

Cc:

ENDORSEMENT -An endorsement letter is a reply or a forwarding statement usually added to a letter; -An endorsement is meant comment, or recommendation;

to

furnish

information,

-The use of the third person, such as: “the writer”, “the undersigned”, “this unit”, or “this office” is prescribed to achieve objectivity; -This is not a personal matter; it is an official one wherein the sender acts on a particular problem in behalf of their agency he belongs to. -Endorsements are numbered consecutively, starting with 1st. A civilian endorsement is typed below the sender’s address, or heading, or letterhead, and above the dateline, which is also above the text.

Hence, a communication being endorsed to a superior office shall use “Respectfully forwarded”, or “Respectfully submitted”, and never “…….referred”, or “…….transmitted”. If sent to an office of equal rank, “Respectfully transmitted”; to subordinate “Respectfully referred”.

it is units,

Correspondence returned to an office where it originated or where it has been recorded use “Respectfully returned” regardless of the rank of the office concerned. Starting with the word “Respectfully”, whether submitted, forwarded, transmitted, referred, or returned, the text which is usually composed of one paragraph should be brief, accurate, clear, and definitely following grammar rules.

CIVILIAN LETTER The police uses a purely civilian letter when communicating with the President of the Philippines, Department Secretaries, Provincial Governors, City or Municipal Mayors, owners and managers of private companies, and the like.

PARTS OF A CIVILIAN LETTER 1. Heading

8. Body

2. File reference (optional) 3. Dateline

9. Complimentary Close

10. Company Signature

4. Inside Address

11. Reference Initials

5. Attention Line

12. Enclosure Notation

6. Salutation 7. Subject Line

13. Postscript (P.S.) 14. Copy Furnished

TYPES OF CIVILIAN LETTERS 1. Information Letter

9.Order Letter

2. Invitation Letter 10.Letter of Inquiry 3. Invitation Refusal 4. Claim Letter

11. Recommendation Letter 12. Reference Letter

5. Adjustment Letter 13. Application Letter 6. Request Letter 7. Transmittal Letter

14. Condolence Letter 15. Appointment Letter

8. Credit Application Letter

WHEN DO WE USE THE APPROPRIATE SALUTATION? The salutation greets the reader and the greeting may be formal or informal, cordial or personal. The following examples show the different kinds of salutations and the tones they reflect. EXAMPLES Singular Plural Extremely Formal Sir Sirs Still Very Formal Dear Sir Dear Sirs Formal and Cordial Dear Mr.Tan Dear Messrs. Tan and Cruz Informal Gentlemen (When addressed to a company or to a group consisting entirely of men, or even of men and women) Personal Dear Banjo Dear Lyn Used in courtesy letters

REMEMBER: Except for peers and royalty, the virtually universal form is “Dear Sir” or “Dear Sirs” and “Dear Madam” or “Dear Mesdames”. The singular form is used for a person or a particular member, e.g., president of a company. “Sir” without “Dear…” is usually reserved for honorific distinctions in addressing a person of rank, like a judge, military or police officer. “Doctor” is occasionally written in full, although the abbreviation “Dr.” is perfectly acceptable. The following titles are frequently abbreviated, but it is more dignified to write them in full, i.e., “Hon.” for “Honorable”, “Prof.” for “Professor”, “Atty.” for “Attorney”, and “Rev.” for “Reverend”.

WHEN DO WE USE THE APPROPRIATE COMPLIMENTARY CLOSE? EXAMPLES Formal to a Superior :Yours respectfully :Respectfully yours :Very respectfully yours :Yours very respectfully Formal-Businesslike

:Yours truly

:Yours very truly Less Formal

:Very sincerely yours :Yours very sincerely :Yours sincerely

Less Formal-Cordial

:Very cordially yours

:Yours very cordially :Yours cordially

The segment ranges from formal to cordial. For official correspondence, “Very truly yours” is perfectly acceptable. The tone in the complimentary close must match with that of the salutation. “Dear Sir” and “Lovingly yours”, or “Dear Juan” and “Respectfully yours” do not complement each other. Among government officials, it is only the president whose name may be omitted in the inside address.

EXAMPLES Addressee

:

The President

Malacanang Palace Manila Salutation

:

Madam:

Dear Mrs. President: Mrs. President: Complimentary Close

:

Very respectfully yours,

Yours very respectfully, Respectfully yours, Yours respectfully,

COMPANY SIGNATURE In a civilian letter, a company signature may be shown immediately above the writer’s signature, based on the theory that the company, not the writer, is the legal entity. In other words, the company assumes a greater responsibility than the individual; otherwise, the company signature is omitted, especially if including it is not a standard policy of the firm. EXAMPLES With a company signature

:Very truly yours,

DEL MUNDO MERCHANDISING GEORGE MUNDO Manager, Sales Department Without a company signature :Very truly yours, GEORGE L. DEL MUNDO Manager, Sales Department

L.

DEL

Among those in uniform, the authority line takes place of a company signature. The line is typed all in capital letters, followed by a colon, and is positioned two spaces below the complimentary close. EXAMPLE Respectfully yours, FOR THE CHIEF OF POLICE: ADRIATICO B DEL CAMAT, JR Police Superintendent Chief, Operations Branch

EXERCISE: MAKING A BRIEF, CONCISE, AND INFORMATIVE REPORT

Using the 5Ws and 1H technique, make a brief, concise, and informative report by eliminating the inessentials from the information given below: 

Ilaban, a former Philippine Army (P.A.) Officer, was walking towards a staff house to have dinner when the suspect approached him and fired the fatal shot, Ridsdel said in a mobile phone interview.



When Ilaban retired from the military service, he immediately joined TVI’s mining project in Cabanatuan as a security officer, leading the Special CAFGU Active Auxiliary, a unit trained and supervised by the military.



John Ridsdel, a corporate advisor for Toronto Ventures, Inc., (TVI), yesterday said that retired Colonel Ruben Ilaban, security manager of the Cabanatuan Copper-Gold Project, was gunned down at 7:15 P.M. of March 01, 2005 at the mine site. The killing may have been triggered by Ilaban’s active campaign against MILF extremists in the past.



CAFGUs are usually deployed by the military in areas with highprofile security problems to augment regular army troops in the area.

END OF THE LECTURE! MOBE KITA!