CDI 5 Technical English 1 Lesson 4

TOPIC: TYPES OF POLICE REPORTS occurrences in his

command of
Intended Learning Outcomes responsibility.
At the end of this lecture,  Should be acted upon
learners are expected to: within 24 hours.
 Form also of
1. Identify the specific types of radiographic message
police reports; if the reporting unit
2. Examine actual and authentic is far from the
samples of police reports; receiving office
3. Utilize actual report samples
and formats for writing 2. Special Report: written by a
exercises; police unit or office based
4. Write reports using actual from a directive or
formats of different police instruction from higher police
reports. officers.
 Follows the
Specific Types of Police Report memorandum format of
correspondence
The world of police word is
 Commander or chief
always confronted with tons of
signs this report, or
writing requirements to be
an authorized person
submitted to superiors. In
signs if the
preparation for this police work,
commander is not
it is important that a criminology
around.
student will be familiar with all
 Contain the
the format, description, styles and
‘rationale’ and the
conventions of the different types
‘action’.
of police reports. Examples of
police reports are: SPOT REPORT,  Rationale: the
SPECIAL REPORT, SPECIAL REPORT, specifications and
BEAT INSPECTION REPORT, SITUATION details related to
REPORT, WANTED PERSONS REPORT, the problem.
MISCELLANEOUS INCIDENT REPORT,  Action: the expected
ARREST REPORT, INVESTIGATION action or response
REPORTS, AND TRAFFIC ACCIDENT the receiver or
REPORT. reader will do after
reading the report.
1. Spot Report: verbal or written
report done within twenty-four 3. Beat Inspection Report/After
hours after an important Patrol Reports: written forms
incident. of communication in a station.
 Written to inform an  It is a routine
immediate chief or report because the
those in higher duty beat supervisor
position of submits this report
particular daily
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CDI 5 Technical English 1 Lesson 4

 Use the memorandum prisoners, and court

format proceedings.
 Beat inspection: do  This report is based
their routine check on information
on foot, while those received, ensuring
on patrol sectors use probable cause for a
patrol cars. warrant/warrantless
arrest.
4. Wanted Person Report: this
report is about those persons 6. Crime Report: written after
who are wanted by the police. conclusion from the
 Report is done in preliminary investigation that
four (4) copies to be a crime truly happened.
submitted to the ff.:  Includes important
o PNP Provincial factors like corpus
Director delicti (elements of
o PNP chief in the crime), suspect
Crame if the descriptions,
province is not properties taken,
under the evidences collected,
provincial property damages,
commander victims’ injuries,
o Department, and suspects’ modus
concerned which operandi.
will have the
original copy in 7. Situation Report: also known
the “Persons as SITREP
Wanted File”  Similar to patrol
o NBI which will report which is
have one copy, submitted every eight
and hours but on a need-
o Rogues’ Gallery only basis.
will have the
fourth copy The importance of SITREP:

Information of wanted persons a. Completing the SITREP

are flashed on local and covers all key aspect of
national television, as well community survival.
as posted conspicuous areas as b. A structured message is
a notice to the public. easier to carry as a
document or to send over
5. Arrest Report: report that radio or the telephone.
documents all the events in c. The SITREP can be copied
arresting a suspect including to organizations with
personal information, jail different
bookings, information about responsibilities, to
control and release of initiate action and
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CDI 5 Technical English 1 Lesson 4

ensure that action is Rest Centers and official

coordinated. notice boards.
d. SITREPs from various
parts of an affected
area can be used to Parts of a SITREP:
detect variations in
In view of the Government
general need and so
advice, it is wisest to adopt these
assist in allocating
parts, which match the effects of
resources most
the disaster rather than the cause.
effectively
The ff. classifications are advised
e. SITREPS for a record for
but may need to be modified
the future of the actual
according to events:
situation and the
results of action to 1. To: (the police of local
deal with. authority control center in
charge of relief operations)
Steps in preparing a SITREP: 2. From: (Author of the Report e.g.
Community Council, Community
1. Gather information on each volunteer)
aspect covered by the SITREP. 3. Date and time of SITREP draft
Remember that his can be done 4. Area referred to in the SITREP
by several people and the (e.g. street, community council
information assembled area, village, town)
centrally. 5. Nature of the emergency (e.g.
2. Draft the SITREP at an agreed location, type, and scale of
times, preparing one copy to crisis)
file locally and one to be 6. Law and order situation (Used
taken or transmitted to higher only in the absence of any
authorities. police presence)
3. If possible, arrange for the 7. Medical Situation (e.g. persons
messages to be sent through killed, missing or injured,
medical support or ambulance
secure official channels (e.g.
needs, vulnerable people needing
Fax, police radio, local
support)
authority radio) that are hard
8. Feeding problems (e.g. food or
for others to interfere with drinking water shortages,
or to monitor for a malicious emergency feeding, or delivery
purpose. requirements)
4. Alternatively, send a copy of 9. Welfare problems (e.g.
the SITREP by messenger or accommodations, rest center,
transmit by the nose secure social services needs,
channel available (in order of vulnerable groups needing
security – line telephone, support)
mobile telephone, amateur 10. Road access (e.g. roads
radio, CB radio) blocked, best routes ins)
5. Prepare a modified version of 11. Telephone and Radio
the SITREP as headed paragraph communications (e.g. systems
for a news bulletin for local available and any disruption)
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CDI 5 Technical English 1 Lesson 4

12. Public utility witnesses, diagrams,

availability (e.g. disruptions and photographs.
to water, electricity, gas and
sewerage) Delizo (2008) pointed out that
13. Organizations active the officer of the case should do
(e.g. emergency services, the ff.: follow the uniform traffic
voluntary aid societies, WVRS, accident reporting system, prepare
emergency volunteers, local the traffic accident report from
authority services and evidences, diagram, sketches, and
commercial firms) sworn statements of witnesses. The
14. Local assessment of the traffic investigation report will
general situations (keep it be accomplished in five copies to
brief) be submitted to:

 The court of prosecutor’s

8. Miscellaneous Incident Report:
office;
knows as MI Report
 TRAFCOM (TMG) or Traffic
 Used to document any
division
incident, situation
or circumstances that  Investigator
are crimes, or may  Insurance company for party
not be designated by involved#1
a particular title.  Insurance company for party
 PURPOSE: to simply to involved #2
maintain the
integrity of the 10. The Investigation
department’s Report: written to investigate
reporting system. a particular case or crime.
o Internal form of
9. The Traffic Accident Report: communication that
written by the officer who requires the addressee,
investigates the accident. the officer-on-case, and
 Documents all the the chief of
facts and information investigation section.
about any vehicular o Important in court
accident whether it proceedings, the
is fatal or non- prosecutor’s office can
fatal. use this filing
 Also examines the appropriates cases,
nature of the damage while the court can use
of any property, the this in filing
location of the appropriates cases,
accident and its while the court can use
causes. Included in this for minor offenses
this type of report and for determining
are statements of whether the accused is
guilty or innocent.

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CDI 5 Technical English 1 Lesson 4

o The investigator writes slang, colloquialism

an investigation report and unnecessary
to achieve these technical terms.
objectives for:
o RECORD: it CLASSIFICATION OF INVESTIGATION
provides a REPORT:
permanent
There are three
official record
classifications of investigation
of the pertinent
report namely:
information
procured during A. Initial or Advance Report:
the course of advance information on a new
the or fresh case assigned to an
investigation. investigator
o LEADS: provides  The data is not yet
other complete but it is
investigators written and
the lead and immediately submitted
information after the preliminary
relevant to investigation of the
further advance case.
their own
investigation. Points to Remember in Writing
o PROSECUTION: the Initial/Advance Report
provides
1. Paragraph no. 1 is the
statement of
introductory paragraph of an
facts for
initial report
prosecution
2. The objective of the
action on which
introductory paragraph is to
designated
point out to the reader the
authorities may
statement of the objective,
base a criminal,
and the subject of the report.
either for
3. After presenting the
corrective or
introductory paragraph, the
disciplinary
report writer will proceed
action.
with paragraph No.2, narrating
 Subject to close
the facts gathered in the
scrutiny at all
course of the ongoing
levels of command,
investigation.
therefore it must be
grammatically
B. Progress Report: written
correct, it must use
narration of facts developed
correct and
by the investigator in the
appropriate
course of the follow-up
abbreviations, and it
investigation.
must be free from

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CDI 5 Technical English 1 Lesson 4

 Report on subsequent complete accumulation

details which are and collection of
very vital to the data.
case but have not
been incorporated in Points to Remember in Writing the
the initial report. Final Report
 Should be submitted 1. The final report bears the
within three days mark “CASE SOLVED/CLOSED”.
after the initial 2. The heading has the same
report has been letterhead, case number, date,
submitted, and capture of the crime. The
consequently a introductory paragraph
monthly report presents the original facts of
thereafter. the case.
3. The body has the main contents
Points to Remember in Writing the
of the report and related
Progress Report:
facts about the crime and the
1. In the Progress Report, the final sequence of events are
statement of the objective or unfolded here.
the subject of the report is 4. The ending has the usual
changed. administrative data like the
2. The opening statement of the signature of the report
introductory paragraph is also writer, the official
changed from Initial Report to endorsement of the section,
Progress Report. and the department offices.
3. For administrative purposes,
Parts of the Investigation
the case number is not
Report
mentioned, an original number
is assigned to every new fresh Investigation Report has the
cases throughout the following parts:
investigation until it is
solved. 1. Authority: part where the
4. The report progresses through investigator cites the
the follow-up investigation authority for making the
done by the investigator. report, and he states briefly
the date, the place, and the
C. Final Report : complete person by whom the
written narration of facts investigation is made.
based from a thorough 2. Matters Investigated: part
investigation of the case. where the investigator writes
 A result of the purpose of his report by
evaluation, generally stating what the
summation, and investigation is all about.
analysis of all facts Included in this part are the
and circumstances of complaints, and the
the case, and the
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CDI 5 Technical English 1 Lesson 4

allegations of committed investigator determines his

crimes. purposes and objectives in
3. Facts of the Case: part is the writing the report. He then
coherent presentation of all gathers the facts and
the important facts supported circumstances related to the
by evidences involving the case.
whole investigation. 2. Final Organization of the
4. Discussion: part indicating collected data – using
all the factual information chronological order, all the
related to the investigation. gathered facts, and evidences
Discusses all the related to the case should be
circumstances to give the sequentially presented.
reader a clear picture of the 3. Preparation of the first draft
whole investigation in order – just like the second step,
to establish the conclusion the first draft should also
and recommendation of the follow the chronological order
report. of presentation. The draft
5. Conclusion: part indicating should be based from the
then summary of the result of outline and should be
the whole investigation presented in a clear manner
process. The summary should be with the use of appropriate
supported by facts basing from transitions to maintain the
the order of statement of coherent flow of ideas.
allegations. 4. Rewriting and polishing the
6. Recommendations: last part report – this is the step
which is consistent with the where the investigator will
conclusion. This is where the recheck, edit, and review the
investigator writes his rough draft to check and
judgment and the practical correct the errors, and goes
suggestions for appropriate on rewriting to improve the
actions to be taken, for whole report.
proper disposition of the 5. Finalize the report – last
case, for remedy of step where the investigator
unsatisfactory situation, and prepares the final report
for a recommendation that a based from the rewritten and
case be closed. corrected draft.

Steps in Writing an Investigation

Report

In order for an investigator to

write a good and complete report,
he needs to follow certain steps:

1. Initial preparation: first

step of writing the
investigation report where the

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CDI 5 Technical English 1 Lesson 4