Technical

or Report
Writing 1
Prepared by:
Maria Diana B. Delfin, MSCrim, CCS
Paragraph

A paragraph is a group of sentences that tells

about one topic. It is also a method of alerting the
reader to a shift in focus in the report.
Paragraph Cont..
Write the paragraph using 12 to 15 word
sentences. Paragraphs in police reports generally
have five to seven sentences or approximately 100
words. However , it is acceptable to write one or
two-sentence paragraphs.

Indent the beginning of each paragraph or skip

one to two lines between paragraphs.
Elements of Paragraphing

1. Unity. A paragraph should develop a single topic.

2. Coherence. It reflects the clear thinking of the writer.

A clearly stated chronological order of events makes
paragraph, and therefore the report, coherent.

3. Development. Consider the central idea. Include

relevant facts, details, or evidence. Explore and explain
the causes of an event or motive of the suspect.
Qualities of a Good Report

1. Accurate. This means in exact conformity to fact (errorless)

2. Clear. The language and format in your report must be
simple and to the point.
3. Complete. Your report must answer the 5Ws and 1H. it
must also contain the elements of the offense and your
probable cause to stop, detain, arrest, search and seize.
4. Concise. Avoiding wordiness or unnecessary words,
prepositional phrases and using ordinary and commonly
understood words. Police reports are 12-15 words long.
Qualities of Good Report Cont…
5. Factual. Avoid reporting opinion, inference,
supposition, or hearsay though they were facts.
6. Objective. You collect and report the facts in an
objective and professional manner by writing the two
sides of every story.
7. Prompt. Your report shall be completed in a timely
manner.
Margin Rules
 Top – first page (without printed letterhead), typed letterhead –
¾ inch or 5 roller spaces from the top edge of the paper.

 Top – second page and succeeding pages – 1 ¼ inches or 7 roller

spaces from the top edge of the paper.

 Left Margin- 1 ¼ inches or 15 bars spaces

 Right Margin – ¾ inch or 7 bar spaces

 Bottom Line Margin – 1 ¼ inches or 7 roller spaces

Memorandum Type of Communication
Memorandum- is a type of communication
commonly practiced in the police service dealing
with official matter.

Memorandum For:

Memorandum To:
Tone of Memorandum
a. From Officer to subordinate- tone is
impersonal (Strict compliance)

b. From Equal Rank – tone is casual (Informative)

c. From subordinate – tone is formal

 LETTERHEAD

(File Reference or Office Symbol)

MEMORANDUM
FOR/TO :
THRU :
FROM :
SUBJECT :
DATE :
=============================================================
1.
2.
3.

Maria Diana B. Delfin

Police Officer 2
1a. LETTERHEAD

Republic of the Philippines

Department of the Interior and Local Government
Philippine Public Safety College
NATIONAL FORENSIC SCIENCE TRAINING INSTITUTE
Fort Bonifacio, Taguig City
Tel No. 8812722 (loc 112)
 Republic of the Philippines
Department of Interior and Local Government
National Police Commission
Philippine National Police
BAGUIO CITY CRIME LABORATORY OFFICE
Abanao St., Baguio City
1b. File Reference or Office Symbol

Placed at the left margin, 2 spaces below the

letterhead.

Eg. NFSTI-Admin
BCCLO-009
1c. Addressee
MEMORANDUM FOR

MEMORANDUM TO

In block style with open punctuation, normally 2 spaces

after file reference.

Eg. Director, CIDG

Chief of Police, MPS
1d. Channels
THRU a lower chief or supervisor expected to
exercise control, taken action or concerned.

Normally placed 2 spaces after addressee.

1e. Attention Address
 Addressed to the attention of an Individual
Eg.

TO: Regional Director, PRO CALABARZON

Camp Vicente Lim, Canlubang, Laguna
Attn: PSINSP JUAN B. DELA CRUZ
 Addressed to the attention of the Head of Office

Eg.

TO: Regional Director, PRO CALABARZON

Camp Vicente Lim, Canlubang, Laguna
Attn: ADPCR
1f. Addressor
The sender is entered after FROM:

Eg. Director, CIDG

Investigator-On-Case
1g. Subject
Should not contain not exceeding 10 words. It is placed
2 spaces below addressor. Title capitalization rules is used.
When the subject extends 2 lines, the second line is
blocked under the first letter of the first word in the
subject.
Eg.

SUBJECT: Request for Optional Retirement of PSINSP JUAN DELA CRUZ

1h. DATE
It is placed at the left portion of the page on the last
line below the subject. The day and year are
numerals and the month may be spelled out or
abbreviated.

Eg.
DATE: JUNE 23, 2007
 LETTERHEAD

(File Reference or Office Symbol)

MEMORANDUM
FOR/TO :
THRU :
FROM :
SUBJECT :
DATE :
=============================================================
I. Authority
II. Matters Investigated
III. Facts of the case
IV. Discussion
V. Conclusion
Vi. Recommendation
_________________________________
_________________________________
Exhibit/Annexes