Page 1 of 5

POLICE TECHNICAL REPORT WRITING 2

CDI 8
MODULE 1
WEEK 1

CHAPTER 1 POLICE REPORTS

THE IMPORTANCE AND PURPOSE OF POLICE REPORT WRITING
One of the basic works of an investigator is writing a report; he needs to remind himself that in every
activity that engage himself with, there’s corresponding report writing that comes along with it. It is the
reason why the investigator must write good reports.
Reports may serve as records of planning, directing and organizing units’ duties for police administrators.
CLASSIFICATION OF POLICE REPORTS
1. INFORMAL REPORTS- It is usually a letter or memorandum or any of one of the any
prescribed in day to day police operations. It could contain many items administrative
importance. Many police reports may be lace in category.
2. FORMAL REPORTS- This suggest the full dress treatment, including cover, title page letter or
transmittal, introduction, summary sheet, text, conclusions, recommendations, appendices, index
and bibliography.
CLASSIFICATION OF POLICE REPORTS ACCORDING TO PURPOSE:
1. Performance report - contains information as to the status or an activity or operation
2.Fact-finding report- involves the gathering and presentation of data in a logical order without
attempt to draw conclusions.
3.Technical report - presents data on a specialized subject.
4.Problem-determining report- attempts to find out the causes of a problem or to find out whether a
problem really exists.
5.Problem-solution report - analyzes the thought processes that lie behind the solution of particular
problem. It may include all of the elements found in the other types of reports, including presentation of
data collected, discussion of possible solutions to the problem, and an identification of the best solution.

Categories of Police reports:

1. Operational reports- include those relating to the reporting of police incidents investigations,
arrests, identification of persons, and miscellaneous reports necessary to the conduct of routine
operations.
2. Internal reports- relate to the reporting necessary to the management of police organization and
include financial reports, personnel reports, purchase reports. Equipment report, property
maintenance reports, and general correspondence.
 Page 2 of 5

3. Technical report- present data on a specialized subject, but usually related to completed staff
work, and add to the specific knowledge necessary to proper police management.
4. Summary of information- furnish intelligence information necessary to the solution of crimes,
accidents and police administrative problems. It keeps executive and legislative authority. and the
general public informed of the problems. progress, and needs of the police organization.

Types of Police reports:

1.Spot report- is done after an important incident takes place in a certain area at a given time. It is done
within 24 hours in order to inform the immediate chief because of principle of command responsibility. It
is done using the memo farm or the radiographic form.
2.Special report- is done either because one feel he has some reporting to do, or a lower
police unit is obligated based on directives.
Paragraphing a Special report:
a. Problem- it answers the question, what is the report all about?
b. Rationale- this presents details. explanations or specifications regarding the problem
c. Action- it give the reader the idea of what to do after reading the report.
3. Progress report - this is a follow-up report to a report previously sent or it could be an
accomplishment report which may be analytical in nature and may be comparatively longer.
4. Investigation report- it is a report that is classified as Confidential and follows the following parts:
AUTHORITY, MATTERS INVESTIGATED. FACTS OF THE CASE; DISCUSSION,
CONCLUSIONS, and RECOMMENDATIONS.
5. Beat Inspection report- this I submitted by the beat supervisor after inspecting those on the beat.
6. After Patrol report - is submitted by the personnel on patrol immediately after their tour of duty.
7. Situation report - this relates the present condition of a place or unit and could be
submitted daily. hourly or as the need arises.

Chapter 2. Writing Clear Sentences for your Reader

A sentence is made up of words and expresses a complete thought. In order to express a complete
thought. a sentence must contain a subject and a predicate. Without both the subject and the predicate. it
is just a sentence fragment.

The subject is the person, place, thing, or idea doing or being something the predicate describes the
subject and starts with a verb.

Rules:

Never confuse one word for another. Observe the following sentences.
a. These chiefs of police do not have time to adhere to the needs of their subordinates.

b. Juan, one of the ten sons of my instructor. continuously eats bananas.

c. Please call up the Regional Training School for you to see how the training conducted.

d. An union among a woman with another woman is not acceptable by Cordillerans.

e. Please advise POl Don Juan to report to our Chief of Police.

i. Their is a house on top of the highest mountain.
g. The suspect had been appraised of his constitutional rights after he was apprehended.
 Page 3 of 5

2. Employ parallelism. Use parallel structure for coordinate elements. Coordinate elements are connected
by coordinating conjunctions (but. and, nor, or, for. so, yet) or are words phrases, or clauses that appear in
a series.

a. technical writers create memos. proposal, and manuals.

b. The chief PNP guarantees that he will replace the old system and to consider the new proposal.
c. The police officer’s duties include patrol, investigating crime scenes arrest a person who committed a
crime.
3. Write sentences of 12-15 words. Short sentences become choppy. but very long sentences become very
hard to understand.
4.Avoid strings of choppy sentences. Compare the two sentences.
a. Both police officers have firearms. Both police officers have whistles. Each one
has a night stick. Each one has a handcuff. One has a flashlight. This flashlight enhances safety.
b. Both police officers have firearms, whistles. nightsticks and handcuffs. only
one has a flashlight. which enhances safety.

5. Avoid noun clusters. Noun clusters are three or more nouns joined in a phrase. It makes reading
difficult. Compare the two sentences.

a. Allowing individual police officers absences during scheduled Monday flag raising ceremonies
will result in low morale in the PNP personnel.
b. We will have low morale if we allow PNP personnel to be absent during Monday flag raising
ceremonies.
6. Avoid wordiness
wordy brief
At a period of time when When
At this present writing Now
Due to the fact that Because
For the reason that for
In compliance of your request As requested/on request
Pursuant to your request As requested/on request
In a number of cases Some cases
In relation to Toward
In the event that In case/if
In the majority of circumstances Usually/sometimes
In the matter of In/on
In this and age Today
With reference to About/concerning
In view of the fact that As
Notwithstanding the fact that Although/though
On the part of For
Under date of On/of/dated
Under the prevailing circumstances As thing are
Transmitted herewith is Transmitted is

7. Avoid Redundant Phrases

Redundant phrase More concise word or phrase

Due to the fact that Because
Employed the used of Used
Basic fundamentals Fundamentals
 Page 4 of 5

Completely eliminate Eliminate

Alternative choices Alternatives
Actual experience Experience
Connected together Connected
Final result Result
Prove conclusively Prove
In as few words as possible Concisely/briefly
Controversial issue Issue
Definite decision Decision
For recreational purposes For recreation
Future plans Plans
General consensus Consensus
New recruit Recruit
Protest against protest
Qualified expert Expert
Razed to the ground Razed
Reason why Reason
Strangled to death Strangled
True facts Facts
Whether or not whether

8. Avoid nominal actions (verbs turned into nouns by adding a suffix such as-ion.-ity, ment -ness. Express
the true action with strong verbs. Compare the two sentences
a. the training policy for al PNP personnel will have the requirement of the completion of an initial one-
year recruit course.
b. The training policy will require all PNP personnel to complete a one-y recruit course.
9.Avoid sexist language. Compare the two sentences.
a. The police officer must make sure that he arrests the perpetrator of the crime.
b. The police officer must make sure to arrest the perpetrator of the crime.
10. use "There' sparingly because the subject will be buried. Compare the two sentences.
a. There is now a positive perception of the people toward the PNP leadership that could decrease the
incidence of crimes.
b. Crimes will decrease with the positive perception of the people toward the PNP leadership.
11. Place the main idea first. Compare the two sentences.
a. The implementation of the Police operational procedures, which is made mandatory to all police
officers. is the most important thing I will do.
b. The most important thing I will do is to implement the Police Operational Procedures, which is made
mandatory to all police officers.
12. Use normal word under (subject-verb-object). This makes the sentence clearer, easier and more
concise. Compare the two sentences.
a. The PNP Standard Operating Procedures describe the process by which police operations are properly
conducted. Police operations are properly conducted in a process described by the PNP
Standard Operating Procedures.
13. Use "You" correctly. Compare the two sentences.
a. The quality of performance that is. the amount of quality you can have and
still remain competitive - is very important.
b.The quality of performance - that is. the amount of quality the PNP can have
and still remain competitive- is very important.
14. Use the Active Voice. The active voice emphasizes the performer of the action rather
than the receiver.
 Page 5 of 5

Mr. Navalta eats bananas.

The bananas were eaten by Mr. Navalta.

Guidelines in changing passive to active

1.) The person acting out of a prepositional phrase.

PASSIVE The suspect in the killing incident was arrested yesterday by SPO1 Don Juan.
from a tip by a student of the University of the Cordilleras.
ACTIVE SPOI Don Juan arrested the suspect in the killing incident yesterday fro
by a student of the University of the Cordilleras.
2.) Supply a subject (a person or an agent)
PASSIVE The police operation was carried out yesterday.

ACTIVE PNP personnel of Station 2 carried out the police operation yesterday.

Prepared by:

DESIREE B. BAYANI RCrim

College Instructor

Noted by:

JOSSETTE Y. PEREZ-DAES, RN
President