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INVESTIGATIVE REPORT WRITING AND PRESENTATION

Investigative Report Writing

- the process of drafting/creating a written account of the findings of the investigation. It may highlight on
updates and or recently discovered facts, data, evidence recovered, result of forensic examinations which
would shed further light into case
- process of writing an investigation report in a factual and objective manner

Police sentence- is a grammatically structured sentence with the subject and predicate with a distinctive use
of police words , phrases, and clauses, and other terminologies without being too technical, vulgar, and legal,
its vocabulary and diction conform with police functions.

Introductory paragraph- is the first paragraph in police report writing. It readily informs the reader on the
type of report and its subject.

Punctuation- is the use of spacing, conventional signs, and certain typographical devices as aids to the
understanding and correct reading of written text, whether read silently or aloud.

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

Coherence – in writing this means to be logically consistent so that all the separate facts of information fit
together and add up to a harmonious or credible whole report. It is the quality of being logical and consistent.

Facts – refers to anything which either through careful observation or investigation, has been proven to exist
or has happened.

Jargon- this refers to a language or a technical term that is used by a group or profession where the words
and meanings are not mostly understood by other people.

Report writing – it is a communication that lends itself to a useful tool for people in the free society to
express their thoughts and ideas.

What is police report?

It is an exact narration of facts, discovered during the course of an investigation which serves as a permanent
record for future reference. It deals with the story of action performed by the police personnel.

General Categories
1. Basic or Informal report – a letter or memorandum or any one of many prescribed or used in day to
day police operations. Most reports may be placed under this category.
2. Investigative or Formal Report – these are reports that cover all the exact and exhaustive narration
of facts. Suggests a full-dress treatment including cover, title page, letter of transmittal, summary
sheet, appendices, index, or bibliography.

Types of Formal Report

1. Initial report – advanced information on anew or fresh case assigned to an investigator, submitted
immediately after the conduct of an investigation.
2. Progress reports – the result of the follow-up investigations of a fresh or new case. It is submitted
every time or whenever any development or progress is accomplished in the case. This can be
submitted more than once.
3. Final report – is written and submitted whenever the case is solved and classified as closed.

Note: A case is solved when the offender has been identified and there is sufficient evidence to charge him,
the offender has been taken into custody, and the offender has been charged before the prosecutor`s office, or
when some elements beyond police officers control prevent the arrest of the offender. When a case is no
longer being investigated and is not assigned to an investigator, the case is closed.

Note: a case is cleared when at least one of the offenders has been identified, there is sufficient evidence to
charge the suspect, and he has been charged before the prosecutor`s office. A case is considered “solved” if
the culprit was arrested and charges filed in court. cases were considered “cleared,” which means that

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although the suspect was identified, he or she was still at large.

Mechanics of a Good Report

a. Accuracy – this means that the report is an exact conformity to the facts. A fact is something that is
objectively verified.
b. Clarity – the language and format in one`s report must be simple and direct to the point. Clarity
means clear and evident.
c. Completeness – a report must answer the 5 Ws and 1 H.
d. Conciseness/brevity – this means that the report says much with few words as possible. It relates to
the elimination of unnecessary words. Most sentences in a police report consist of 12-15 words.
e. Factuality – one must report the facts correctly and without error. Inferences, hearsays, and
personal opinions should be avoided.
f. Objectivity – the investigation report should not be contaminated with the investigator`s emotions,
personal prejudice, and opinions.
g. Promptness/timeliness – a report must be submitted in a timely manner and at the soonest
possible time.
h. Security – must be considered classified hence, transmission, handling, and access should be limited
only to police personnel who are granted by higher authority with security clearance.
i. Impartiality – important data must not be omitted or added to conceal responsibilities, to impute
liabilities or to favor parties.

Note: Erasures of the records of the police force should be avoided. Changes and corrections shall be made by
drawing a red ink line through the words or letters to be corrected and inserted in red ink any correction or
change. The initials and the police serial number, if any, or badge number of the member making the
correction shall also be indicated in red ink together with the date and the time.

Note: Avoid using slang language in the report.

Slang- type of language that consists of words and phrases that are regarded as very informal, common in
speech than writing, and typically restricted to a particular context or group of people.

Steps in Police Report Writing

1. Interview – is defined as asking somebody a series of questions to gather information.
2. Note-taking – brief notation concerning specific events while fresh in one`s mind and used to
prepare a report. It assists the investigator`s memory on the specific details surrounding the crime.
3. Organizing – this refers to the arrangement of components which will create a structure. This allows
the sequencing of the events to portray the incident clearly.
4. Writing the narrative – the fourth stage of police writing where the investigator expresses the facts
in an organized manner with the goal to make an impression to the reader.
5. Proofreading - carefully checking for errors in a text before it is published or shared.

Types of Police Records

a. Case Records- is composed of two (2) categories:

1. Complainant/Assignment sheet- reflects all information regarding complaints and reports

received by the police from citizens and other agencies, or actions initiated by the police
2. Investigation Report- contains the findings of action taken by the investigating officer based on
inquiries made and by obtaining the available facts of the incident

b. Arrest and Booking Records-maintains the arrest and jail booking report which is required for all
persons arrested. It is made out in full on each person arrested. It shall bear an arrest number for each
arrest made.

c. Identification Record- contains the fingerprint records, being the heart of any identification system.
It provides positive identification and the police must supplement it with a record of physical
characteristics and in some cases a photograph of the criminal. Identification records have their own
number series; an identification number is assigned to each criminal to identify records relating to him.

d. Administrative Records- these are records required in the management of the department’s
personnel and designed to aid in assignments, promotions and disciplinary actions. Such records are so
essential in administering personnel matters that they must be maintained in police department.

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e. Miscellaneous Records- these are records which do not relate to recorded complaints and
investigation reports but are informational in character.

Identification Records
1. Fingerprint Record- the most reliable method of criminal identification. Fingerprint records shall be
prepared in at least two copies, the original to remain in the central records of the police department
concerned and a copy to be sent to the NBI.
a.Criminal Fingerprint
b. Civilian Fingerprint
c. Alien Fingerprint

2. Criminal Specialty- (MO File) It consists of photographic records and modus operandi of known criminal.
This shall describe the method of operation of a criminal, classified and filed in such a way as to aid in
identifying the crime as one committed by a known criminal.

Administrative Records

1. Personnel Records- a file showing the history of each police officer, both prior and subsequent to joining
the force.
2. Correspondence Files- this shall consists of sets of records of communications classified, arranged and
filed alphabetically by the subject to which they pertain.
3. Memoranda, Orders, Etc.- this shall be filed accordingly as they are made available.
4. Assignment Record – record pertaining to the deployment or assignment of police duties.

What is Police Blotter?

Is a record of daily events occurring within the territories of a given police command. It contains a material
detail concerning the event for legal and statistical purposes. It contains the 5 Ws and 1 H.

Information subject for Police Blotter

1. Violations of laws and ordinances
2. Calls for police dispatched or any official actions
3. Legal papers handled such as warrants, subpoenas, etc.
4. Fire alarms reports and relevant information received by the office
5. Movement of prisoners
6. Missing properties and persons
7. Vehicular and other types of accidents
8. Physical injuries, suicide, etc.
9. Others

Procedure in Police Blotter entries

1. It should be handwritten answering the 5 Ws and 1 H
2. Only facts, not opinions, are entered in the blotter
3. A ball pen with black or blue ink shall be used
4. Every page in the blotter shall be chronologically filled-up. No space shall be leave as blank between
two entries.
5. Any development of a case reflected in the blotter should be given a new entry with correct
referencing.

Memorandum
An inter communication in the police agency which is a common practice. In its simple terms, it is a “note to
help the memory”. It may be general in application requiring compliance by or information of a majority of all
the officers and members of the police organization.

Objectives of Memorandum

 to inform others within the organization on changes in policies, directives, or procedures.

 to announce changes in leadership, management structure, team divisions, or workflow.
 to disseminate information pertaining to meetings and events held within the organization.
 to introduce new employees, divisions, etc.

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Tones of Memorandum- in accordance with person or persons reading it:
a. Chief of police to subordinates – impersonal (i.e. for guidance and strict compliance)
b. Writer sending somebody of equal rank – casually personal ( i.e. the undersigned noticed
changes..)
c. Subordinate to a higher officer – formal tone (i.e. for info and request acknowledge)
d. MEMORANDUM FOR - is written above the addressee if sent to a superior officer
e. MEMORANDUM TO -if sent to subordinate officer or to same rank and position

Note: Vertical Memo – from top to bottom (Directive),

Bottom to Top - Report
Parts of a Memorandum
1. Heading- all the materials above the first line of the body
a. Letterhead – printed letterhead stationary is normally used for the first page. If not available, a typed
letterhead may be used.

Example:
Republic of the Philippines
National Police Commission
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF PNP
Camp BGen Rafael T Crame, Quezon City

b. File reference or office symbol – it is placed at the left margin usually 2 spaces below the letter
head. It is used as identifying information on the second and subsequent pages.
Example: NFSTI-Admin

c. Addressee – is entered after Memorandum For or Memorandum To.

Example: MEMORANDUM:
TO: The Director, CIDG

d. Addressor – the sender of the memorandum. It is entered after the word FROM. Authorized
abbreviations can be used.
Example:
FROM: The Director, HPG

e. Channels – it is where the correspondence can be routed to a concerned police officer, usually 2
spaces below the addressee

f. Attention Address – used to speed routing to a police officer concerned.

Example:
MEMORANDUM:
TO: Regional Director, PRO CALABARZON
Camp Vicente Lim, Canlubang, Laguna
ATTN: P/LT JUAN DELA CRUZ

g. Subject – the subject should not contain exceeding 10 words. It starts 2 spaces below the addressor.
Example:
SUBJECT: Request for Optional Requirement of
P/LT JUAN DELA CRUZ

h. Date- is placed at the left portion of the page on the last line below the subject.

2. Body – the message of the memorandum. It is the substance of the letter as distinct from the formal
beginning and ending. This is single spaced. The usage of third person should be followed.
a. Paragraphing – when a letter consists of only 1 paragraph, it should be numbered. Sub paragraphs
should be lettered. If there are 2 paragraphs, it should be numbered consecutively.
b. Abbreviations – they are usually written without spacing or periods except geographical locations.
If the full name is used, the abbreviated rank is permissible, if family name only, the ranks is spelled
out.
c. References – it should not be made to a publication or document which is not available to the
addresses of the correspondence.
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d. Page numbering – the first page should not be numbered (silent pagination). Subsequent pages
shall be numbered starting with 2.
e. Dividing a paragraph –three or fewer lines will not be divided between pages. At least 2 lines of a
divided paragraph will appear on each page. In dividing a sentence between pages, at least 2 words
will appear on each page.

3. Complimentary Ending – this refers to the material found below the last paragraph of the body. It
consists of the authority line (if used), signature, list of enclosures, and list of copies.
a. Authority line – an authority line will be shown when the correspondence is signed for the Chief
or Head of Office by an individual authorized to do so.
b. Signature – name of the officer signed in black or blue-black ink, NOT blue or any other color.
The name being typed, stamped or printed capital letters, the officers rank and title or
designation.
c. Enclosures- are supplementary documents which are sent with communications to provide
additional information.

Vertical Reports - Reports that move upward or downward the hierarchy which contribute to management
control.
Lateral reports - assist in coordination in the organization. A report traveling between units of the same
organization level.

General Etiquette for Letters and Memos

1. Use company letterhead where appropriate.

2. Spell-check and proofread your document carefully before you send it. Be sure it is complete and
factually correct and does not include any grammar or spelling errors.
3. Use CC to indicate the names of other people who should also receive a copy of the letter or memo. The
term “CC” is short for “carbon copy,” which dates back to the days of typewriters when carbon paper was
used to make multiple copies of a document. It can also mean “courtesy copy”: an additional copy
provided to someone as a courtesy.
4. Use BCC (blind carbon copy) to send copies to other people without having the primary recipient see it.

General Etiquette for E-mails, Text Messages, Instant Messages, and Social Networks

 use an e-mail subject line that clearly tells the recipient about the content of the e-mail.
 create a short, concise message that uses proper grammar and spelling—use spell-check to be sure all
words are spelled correctly
 Don’t use all capital letters in an e-mail; it appears that you are shouting or angry.
 Don’t use “Reply to All” unless it’s absolutely necessary that all the recipients see your response—be
selective to avoid mailbox overload.
 Don’t send an e-mail, text message, or instant message when you are angry: take the time to think about
what you send because you can’t take it back after it’s sent.
 Don’t use abbreviations like “ur,” “2b,” and others—this is not appropriate communication.
 Don’t use company e-mail, text message, or instant message accounts to send personal correspondence.
 Don’t use electronic communication to transmit bad news: talk to the person first, and if follow-up is
necessary, reiterate the information in written form

Other Forms of Police Reports

1. Intelligence report- A specific report of information, usually on a single item, made at any level of
command in tactical operations and disseminated as rapidly as possible in keeping with the timeliness of
the information. Also called INTREP.
2. Summary of information (SOI) - an intelligence report rendered regarding any illegal activity or
violation of laws being observed by intelligence operatives within a given area of responsibility. This is
the usual basis of case operations hence, information received should be cared, validated, countered
checked, analyzed and evaluated.
3. Post Operation report- it is a report that may be rendered after any successful police operation that
leads to the arrest of any member or some members of syndicated crime group.
4. After SOCO report - it is a report rendered by the team leader of the SOCO that conducted the scene of
the crime operations, processing or investigation.
5. Status report- is a report that summarizes a particular situation as of a stated period of time.
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6. Letter of instruction- sets forth the procedure to be followed. A form of order dealing only with the
broader phases of operations and issued by or to higher commanders for the guidance and control of a
large military command.
7. Mission order- shall refer to the written directive or order issued to a lower unit that includes the
accomplishment of a mission.

8 Parts of speech
1. Noun – a word that names person, place, concept, or object.

Categories
a. Common nouns - are general names for things. Examples: Crime, criminals, country
b. Proper nouns - are specific names for individual things. Examples: murder, Juan de La Cruz, Philippines

2. Pronoun – – used instead of a noun or in place of a noun.

Kinds of Pronoun
a. personal pronoun - a short word we use as a simple substitute for the proper name of a person.
 First person – I
 Second person – person spoken to – – You
 Third person – person or thing spoken of – he, she, it, they, their, etc.

Note: police reports are generally done in the third person.

b. Relative pronoun – refers to the noun or pronoun previously used in the sentence. E.g. that, which, who,
whose.
c. Demonstrative pronoun – points out directly to a place, person, or thing. E.g. that, these, this, those, etc.

3. Adjectives - are the words that describe nouns. Examples: violent, timid, fast
4. Verbs – are action words.

Note: Because police reports consist of events happened in the past, all verbs should be in past tense.

Subject and Verb Agreement – is the grammatical relationship of words with respect to their person,
number, gender.

Rules:
a. When the subject of a sentence is composed of two or more nouns or pronouns connected by and, use a
plural verb.
Example: The suspect and his accomplice were at the park.

b. When two or more singular nouns or pronouns are connected by or or nor, use a singular verb.
Example: The suspect or his accomplice was at the park.

c. When a compound subject contains both a singular and a plural noun or pronoun joined by or or nor, the
verb should agree with the part of the subject that is nearer the verb.
Example: The suspect or his accomplices stay at the park

d. Doesn't is a contraction of does not and should be used only with a singular subject. Don't is a
contraction of do not and should be used only with a plural subject. The exception to this rule appears in
the case of the first person and second person pronouns I and you. With these pronouns, the contraction
don't should be used.
Examples:
The suspect doesn't like it.
The accomplices don't like it.

e. Do not be misled by a phrase that comes between the subject and the verb. The verb agrees with the
subject, not with a noun or pronoun in the phrase.
Examples:
The people who listen to that music are few.

The suspect, as well as his accomplices, is anxious.

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f. The words each, each one, either, neither, everyone, everybody, anybody, anyone, nobody, somebody,
someone, and no one are singular and require a singular verb.
Example: Each of the accomplices was anxious

g. Nouns such as civics, mathematics, dollars, measles, and news require singular verbs.
Example: The news is on at six.

h. Nouns such as scissors, tweezers, trousers, and shears require plural verbs.
Example: These scissors are dull.

i. In sentences beginning with "there is" or "there are," the subject follows the verb. Since "there" is not the
subject, the verb agrees with what follows.
Example: There are many questions.

j. Collective nouns are words that imply more than one person but that are considered singular and take a
singular verb, such as group, team, committee, class, and family.
Examples: The team runs during practice.
The family has a long history of crime.

k. Expressions such as with, together with, including, accompanied by, in addition to, or as well do not
change the number of the subject. If the subject is singular, the verb is too.
Example: The suspect, accompanied by his accomplice, is visiting the park.

5. Adverbs- An adverb is a word that describes an adjective, a verb, or another adverb.

Example: The suspect entered the room quietly. Quietly is describing how you entered (verb) the room.
The suspect always visited the victim. Always is describing how frequently the suspect is visited.

6.Prepositions- relationship between the other words in a sentence.

Example: in, at, on, under, inside, et.

7.Conjunctions- connects two or more clauses or sentences. Examples: and, because, or, nor, if

8. Interjection – a word used to express emotions. Examples: wow!... oops!...

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