Student Handout in Technical English 2 – Prelims

CDI 8 – TECHNICAL ENGLISH 2

(LEGAL FORMS)

CHAPTER I
POLICE REPORT

REPORT
It is defined as an account of any occurrence prepared after thorough investigation. It is an
account or statement describing in detail an event, situation or the like, usually as the result of
observation or inquiry.

POLICE REPORT WRITING

It is considered technical writing, and as such, one needs to develop special skills and
techniques. It is the backbone of criminal investigation and prosecution.

DEFINITION OF TERMS

1. Assumption – pertains to the belief of somebody that something is true without having any
proof.

2. Chronological Order – refers to the arrangement of events and/or actions in the order or by
the time of their occurrence.

3. Communication – the use of language, spoken or written to exchange ideas or transfer

information. It includes the use of non-verbal language (sign, symbol) to exchange ideas or
transfer information.

4. Coherence – means logically or aesthetically consistent so that all the separate facts or
information fit together and add up to a harmonious or credible whole report.

5. Conclusion – pertains to a decision made or an opinion formed after considering relevant facts
or evidence.

6. Corpus Delicti – refers to the body of facts that show that a crime has been committed,
including physical evidence such as a corpse.

7. Fact – refers to anything which either through careful observation or investigation, has been
proven to exist as to have happened.

8. Hearsay – pertains to information that is heard from other people.

Instructor: SHERWIN H. PINALGAN, LPT, JD Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com
Student Handout in Technical English 2 – Prelims

9. Jargon – refers to the language or technical term that is used by a group, profession or culture,
especially when the words and phrases are not understood or used by other people.

10. Logical – is a characteristic or trait which one is able to think sensibly and come to a rational
conclusion based on facts rather than emotion.

11. Narrative – pertains to the story or an account of a sequence of events in the order in which
they happened.

12. Note Taking – is a brief notation concerning specific events while fresh in one’s mind and used
to prepare a report.

13. Opinion – refers to a personal view about an issue especially when it is based on personal
judgment.

14. Proofreading – is a way of reading the proofs of a text and marking corrections to be made.

15. Reporting – is a way of knowingly passing along information to someone else.

16. Report Writing – is a communication that lends itself to a useful tool for people in a free
society to express their thoughts and ideas and to obtain what they need or want.

17. Slang – pertains to the words, expressions and usage that are casual, vivid, racy or playful
replacement for standards ones which are often short-lived and are usually considered
unsuitable for formal context.

18. Surveillance – refers to the discreet observation of places, persons and vehicles for the
purpose of obtaining information concerning the identity or activities of the subjects.

19. Tone – is a writer’s attitude toward a subject, an audience and the self.

20. Verbal – is a way of using words, especially spoken words as opposed to pictures or physical
action.

PURPOSE OF WRITTEN REPORTS

A. To Preserve Knowledge
B. To Provide Accurate Details
C. To Aid the Personnel and Other Agencies
D. To Coordinate the Activities within the Organization

Instructor: SHERWIN H. PINALGAN, LPT, JD Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com
Student Handout in Technical English 2 – Prelims

QUALITIES OF A GOOD REPORT

1. Accurate
2. Clear
3. Complete
4. Concise
5. Factual
6. Objective
7. Prompt

STEPS IN REPORT WRITING

1. Interviewing – defined as asking somebody a series of questions to gather information.

2. Note Taking – means brief notation concerning specific events while fresh in one’s mind and
used to prepare a report.
3. Organizing – means to arrange the components of something in a way that creates a particular
structure.
4. Writing the Narrative – the task is not only to express your ideas, but to make an impression
upon the mind of the reader as well.
5. Proofreading – ask yourself the following questions:
i. Is this report the best I can do?
ii. Do I want to read it to the Chief of Police?
iii. Is there anything I can do to make it better?

GUIDELINES IN REPORT WRITING

A. Word Usage
a. Slang is usually a nonstandard vocabulary developed by a group of people.
b. Jargon is usually the specialized language of profession
B. Tone (First Person and Third Person)
a. Both are acceptable
b. First Person writing style is preferred and the most widely used
C. The Contents of a Police Report (5Ws and 1H)
a. Who – Complete and Correct Name
b. What – happenings
c. Where – geographical location of the crime scene, property or evidence
d. When – includes the date and time when the offense was committed
e. Why – object or desire which motivated the offense

Instructor: SHERWIN H. PINALGAN, LPT, JD Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com
Student Handout in Technical English 2 – Prelims

f. How – refers to general manner in which the crime was committed

SECURITY CLASSIFICATIONS OF DOCUMENTS

A. Top Secret – a document which unauthorized disclosure of its contents would cause
exceptionally grave damage to the nation, politically, economically or from security aspect.

B. Secret Matter – a document which unauthorized disclosure of its contents would endanger
national security, cause serious injury to the interest or prestige of the nation or to any
governmental activity or would be of great advantage to a foreign nation.

C. Confidential Matter – a document which unauthorized disclosure of its contents while not
endangering the national security would be prejudicial to the interest or prestige of the nation
or any governmental activity or would cause administrative embarrassment or unwarranted
injury to an individual or would be of advantage to a foreign nation.

D. Restricted – a document which requires special protection other than that determined to be
Top Secret, Secret or Confidential.

CHAPTER II
THE FIVE ELEMENTS OF EFFECTIVE WRITTEN COMMUNICATION

1. PRECISION

2. BREVITY
a. Use the simple, familiar and concrete words
b. Short sentences
c. Make your paragraph direct to the point

3. ORIGINALITY

4. VIVIDNESS

5. STYLE

Instructor: SHERWIN H. PINALGAN, LPT, JD Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com
Student Handout in Technical English 2 – Prelims

CHAPTER III
10 BASIC RULES IN WRITING LEGAL FORMS

1. Always be specific with the proper title of the document

2. State the personal circumstances of the parties involved

3. State operational clauses in separate or numbered paragraphs

4. Be precise but concise in writing the legal document

5. Avoid pronouns

6. Indicate the place and date of execution, if necessary

7. Always use the proper punctuation marks

8. Be wary of your grammar and the proper use of the English language

9. Organize your writing style

10. Polish your work before submitting your legal form.

References

2016. Fetalvo-Belares, Marilyn, Ananayo-Sanao, Mary Jane, Garcia, Nicasio Lanite

Police Report Writing
Wisemen’s Books Trading, Inc.

PRE-WEEK REVIEW IN PRACTICAL EXERCISES

By: Atty. Chrizellie K. Almendral-Leynes

Instructor: SHERWIN H. PINALGAN, LPT, JD Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com