CDI 5 Technical English 1 Investigative Report Writing and Presentation 1

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hnical English 1 (Investigative Report Writing and Presentation)
CDI 5: TECHNICAL ENGLISH 1

Page PAGE 10 of NUMPAGES 31
Unit I. BASIC CONCEPTS OF
REPORT WRITING
The Nature of Report Writing

A report is an objective statement of the findings of the investigator; this is an official
record of the information that is relevant to an investigation. Therefore, a good report plays
an important role in the success of any investigations. But the fact remains that there are
many reports that are haphazardly written, and it results in jeopardizing the whole
investigation process. There is a great demand for every report writer to fully develop his
writing skills so that the best written outputs will be achieved.
Reports are helpful and may influence the career of the investigator, or any law enforcer.
Recognition and promotion are mostly based on the quality of reports. The personality of an
effective report writer is also reflected in the kind of reports he writes. Well written reports
show a favorable impression not only on the competence of the writer but also destroy the
image of the agency or the organization he is connected with.
Points to Consider in Writing Reports

Well-written reports do not happen in a snap of a finger, but rather they are products of
series of writing activities that are perfected over constant practice. Good report writers are
those who painstakingly take the effort of writing and revising their work to achieve the best
output. They follow certain points of considerations and rules in writing reports like: using
the best language, avoiding the errors of form, and avoiding errors of substance.
The best language in report writing is one that could be easily understood by the target
reader, because not all reader has the time to read twice and decipher ambiguous reports. A
report that contains the best language includes the following characteristics: concise, clear,
organized, thorough, accurate, and adequate. Faulty report is awkward is ambiguous; and
those with grammatical errors are an additional headache to the reader, because it may
present meaning aside from what it intends to convey. Report writers are greatly expected to
be well-versed in grammar and all its governing rules to avoid errors in spelling,
typographical forms, file number, and report format. The substance of the report with the
completeness of the 5W’s and 1H. the accurate content of the report is seriously considered

because it can seriously affect the lives of people like a criminal being set free, or an innocent
person being convicted. In addition, the credibility of the writer will also be tarnished, along
with the reputation of the whole company or agency he is representing. To avoid this error,
the writer must not delay in investigating and reporting, he must include essential facts, must
cover obvious leads, and must conduct adequate interviews.
Strategies in Writing Good Reports

Just like any other activity, writing is a process that requires strategies. Good written
outputs are the products of carefully crafted writing activity. A writer can expect a favorable
outcome in his report if the written activity has been developed from a specific goal, and
follows from a time - tested strategy. The following are suggested strategies that a writer
must adhere in writing a report:
1. Check and re-check first whether notes on gathered facts are already complete and
organized.
2. If notes on gathered facts are insufficient, go back into the process of gathering more
facts related to the situation.
3. Make an outline of the report basing from the completely gathered facts.
4. Use the chronological order of writing in presenting facts and ideas in the written
report.
5. The outline of the report should basically answer the complete 5 W's and 1 H.
6. Prepare a report that could either be simple, brief, complex, or in memorandum form,
depending on its required format.
Types of Report Writers
According to the Philippine National Police Investigative Manual, there are three types of
report writers: Those who write without thinking, those who write and think at the same
time, and those who think first and write afterwards.
The writers who write without thinking are those who do not bother to gather facts and
information to support the written report. They are those who are not keen in observing and
gathering facts to supplement the written output. These are also writers who are not conscious
of their grammar errors and do not intend to correct what is grammatically wrong. They are

lazy and careless in gathering specific information. As a whole, they are not concern whether
their readers will understand the written report or not.
On the other hand, there are also writers who write and think at the same time, these
are the writers who gather information and facts and put them into writing. In addition, they
review and verify their works but they are in a hurry to write, therefore the gathered
information are not properly documented. These kinds of writers are also partially conscious
of the grammaticality of their written output, and submit their reports with average accuracy.
The last types of report writers are those who think first and write afterwards. These
writers are those who gather specific data, facts, and evidences carefully before they write,
and they are very keen in observing and gathering information to back up their report. They
are also very conscious of their grammar and goes on correcting themselves to improve their
written output. Because they are diligent in collecting facts, their reports are accurate,
complete, fair, concise, and specific. These writers are concern about the conciseness of their
report with the purpose in mind that their reader will be able to understand everything they
have presented. Lastly, these are the writers who present reports that are free from biases,
prejudices, subjectivity, and errors in any form, and thus, they submit reports with 100%
accuracy.
THE IMPORTANCE AND PURPOSES OF POLICE

REPORT WRITING
One of the basic works of an investigator is writing reports; he needs to remind

himself that in every activity that he engages himself with, there is always corresponding
report writing that comes along with it. It is with the same reason that an investigator must
write good reports because it is important not only for himself, but for the whole agency and
organization as well.
Soriano (2005) stressed out the following reasons why police reports are important:
Reports may serve as records for planning, directing, and organizing units’ duties for police
administrators. In the prosecution of criminals, reports are used as legal documents, as a
reference used by other agencies, and as basis for researches. Reports may also help local

media, when they need access to public documents. And lastly, reports could serve as a
reflection of the investigator’s credibility.
An investigator can never be considered an effective writer if he does not have a

specific purpose in mind. It is essential that any report should serve its purpose to the readers.
Furthermore, Soriano (2005) added that the police organization develops their reporting
systems to serve the following purposes: To account upward and outward for their activities,
in order to justify their programs. To report upward for purposes of administrative control.
And lastly, to inform downward (in the organization) concerning policies, programs,
resources, procedures, and all other matters concerning work in the police organization.

QUALITIES OF A GOOD REPORT
A well written report is also a result of carefully planned and designed writing.
Good report writers undergo the process of writing, editing, and revising their work. For a
work to be considered as good, it needs to possess certain qualities, like: Clarity, Accuracy,
Completeness, Brevity, Fairness, and Specificity. These are elaborated more with examples
on the concepts below:
1. Clarity
Clarity refers to the clearness of thought, style, or expression of the writer. An

effective writer must use correct English, and must point directly to the written
communication to save readers from reading unnecessary words.
Examples:
Unclear: The pump boat capsized because it was overloaded.
Clear: The pump boat capsized because it was overloaded. Rescuers confirmed
that the pump boat can only hold five (5) people. Witnesses said that there
were ten (10) people when it capsized.
2. Accuracy
Accuracy is the conformity to facts and representation of truth with precision and
exactness. In writing a report, all facts and information whether favorable or
unfavorable to the concerned subject should be included, and these facts are verified
by statement of witnesses, and by reference to official records or reliable sources. An
accurate report is a true reflection and representation of the facts to the best of the
writer’s knowledge. An accurate report is also a specific report.
Examples:
Inaccurate: The child was hit by a speeding motorcycle.
Accurate: The child was hit by a blue Honda Wave motorcycle, which is
approximately travelling an estimated speed of 50 kph.
3. Completeness
Completeness refers to having all the necessary normal part, components, and style of
writing in its entirety. In writing a complete report the elements of the crime should be
established and the additional facts should prove those elements. Documentation of
the report should base from important statement and letters, findings of other
agencies, and laboratory reports. This should also answer the 5 W’s and 1 H
questions.

Examples:
Incomplete: The missing boy was found.
Complete: The 5-year old boy from Lapu-lapu City who was missing for seven
days was found wandering in A.C. Cortes Avenue by a couple from
Mandaue City.
4. Brevity
Brevity has something to do with the quality or state of being brief and concise, with
the quality of terseness, and lack of wordiness. Brevity is achieved by omitting
materials or information that is useless, irrelevant, and redundant.
Examples:
Wordy: The victim telephonically contacted the police station right after the
incident happened.
Concise: The victim called the police station after the incident.
5. Fairness
Fairness in writing is having or exhibiting a disposition that is free of favoritism, bias,

impartiality, self-interest, or preference in judgment. A fair writer should always base
his report on facts, and if there are theories, these theories should be verified first and
be consistent with facts.
Examples:
Biased: If a fireman couldn’t fireproof his own home, how can he save another
man’s house?
Unbiased: If a firefighter couldn’t fireproof his or her home, how can he or she
save other people’s house?
6. Specificity
Specificity is the quality of writing pertaining to being explicitly definite and specific
rather than general. A good writer must be precise and specific in writing his or her
report, and should avoid ideas that could mislead the readers.
Examples:
Unspecific: She died of stab wounds.
Specific: She died of five stab wounds in her chest, and another five stab wounds
in her upper right rib cage.

Fundamental Styles of Police Report Writing
The writing of police report is a tough job. It demands constant practice and application of
some fundamental principles of writing like perspective, selection, and organization.
Perspective refers to the point of view from which the investigator presents the findings of
his report based from gathered evidences. For maintaining the objectivity of the report, the
third person point of view should be used the writer should refer himself or herself as the
"investigator” or “the police officer”.
Selection of information relates to the gathered data in connection with how the writer
presents these in his report. Selectivity is vital since this will affect the investigator's decision
on the facts and information that he will include. He should discard irrelevant details to arrive
at a coherent report, and should only report information that are composed of physical
evidence, statement, and complete investigation. An effective writer should be able to make a
distinction between facts and opinions.
Organization is the process of how a report is put together after the specific details of facts
have been gathered. Organization of the report should follow after the investigator had
conducted and gathered the evidences necessary in the investigation. The chronological order
of narrating events should be used in writing the report. Basing from a specific and detailed
outline, the report shall follow the rules of writing and stylistics.
THE BASIC REQUIREMENTS OF POLICE REPORT WRITING

In police report writing the WHO, WHAT, WHERE, WHEN, WHY, and HOW are the most
important questions that an investigator must take into consideration. These questions
basically cover the essentials of the whole process of police report writing.
Below are sample questions that should be answered as guide to writing the report:
WHO?
This question answers all about the persons involve in the investigation, their complete and
correct names, and their exact addresses and contact numbers. Below are sample questions
using WHO:
Who is the culprit?
Who are the victims?
Who is the aggravated party?
Who is the leader of the suspected group?

Who are the suspects?
Who are the witnesses?
Who are the complainants?
Who discovered the crime?
Who are the accomplices of the crime?
Who worked on the case?
Who responded on the alarm?
Who searched and gathered the evidence?
Who reported the crime? Who cordoned the area?
Who controlled the crowd?
Who is the prosecutor?
Who is the legal counsel?
Who investigates the crime?
Who has a contact number of the victims?
Who knows where the suspect lives?
Who is being attacked?
WHAT?
This question answers about what offenses are committed, what kind of evidence was
retrieved, what properties are stolen or burglarized, and what are the possible motives of the
crime.
What law was violated?
What did the suspect do to the victims?
What was the reaction of the victim's family?
What was the motive of the criminal?
What did the police do with the victims?
What was the response the victims?
What type of property was attacked?
What was stolen, lost, or found?
What was committed?
What evidences are recovered from the crime scene?
What are the elements of the crime?
What kinds of weapons were used in the crime?
What did the police officer do after being notified about the crime?
What agencies are notified about the crime?
What evidences are presented in court?
What is the verdict of the case?
What made the suspect confess?
What type of vehicle was used by the culprits?
WHERE?

This question answers about the geographical location of the crime scene, the property, or the
evidence that are related to the incident.
Where was the crime committed?
Where did the crime take place?
Where was the victim found?
Where was the suspect during the crime?
Where is the suspect now?
Where are the evidences of the crime?
Where are the entry and the exit points of the crime scene?
Where can the witnesses be found?
Where is the location of the body?
Where is the location of the explosives?
Where is the police station?
Where is the investigator now?
Where was the body found?
Where did the marked-money go?
Where did you see the subject?
WHEN?
This question answers about the exact time and date when the offense was committed, the
properties found, and the suspects apprehended.
When was the exact time that the crime was committed?
When did the crime happen?
When was the body of the victim recovered?
When was the suspect arrested?
When did the police arrive?
When did the suspects surrender to the authorities?
When are they going to investigate?
When will they file a complaint?
When will be the hearing?
When will be the deadline of the investigation?
When are you going to submit your investigation report?
When will the suspects be prosecuted?
When are we going to discuss about your testimony?
When are you going to appear in court?
WHY?
This question answers about the objects or desire which motivated the offense or the crime.
For crime against persons, the possible object of the attack might be revenge, ransom, sexual

pleasure, or hatred. For Crime against property, the possible object of the attack might be to
obtain money to sustain vices or simply to acquire property.
Why did the suspect commit the crime?
Why did the witnesses report the crime?
Why are the witnesses afraid to divulge information about the suspect?
Why is the suspect lying?
Why did the suspect commit the crime at such particular time, date, and place?
Why did the suspect attack the victims?
Why is the crime committed?
Why are there no witnesses to the crime?
Why did the suspect hide from the authorities?
Why did the suspect surrender to the authorities?
Why did the suspect conceal the evidences?
Why did you not report the crime?
Why are these crimes happening?
Why are you going to pursue the case?
Why are you going to file a complaint?
HOW?
This question answers the general manner in which the crime was committed.
How was the offense or the crime committed?
How did the policemen respond?
How did the suspect react to the authorities?
How did the investigator handle the case?
How did they discover the evidences?
How was it reported?
How are you going to answer the accusations?
How are you going to explain everything to the police?
How did the law enforcers arrest the criminal?
How much was the damage of the property?
How much money was stolen?
How was entry gained in the property?
How many people are involved in the commission of the crime?
How are you going to give your alibi?
How will you plead, guilty or not guilty?

Additional notes from Police Report
Unit I
Police Report
I. POLICE REPORT
Primarily, report is defined as an account of any occurrence prepared after thorough
investigation. It is also defined as an account or statement describing in detail an event,
situation, or the like, usually as the result of observation or inquiry.
On the other hand, police report deals with the story of action performed by police
personnel. It is a chronological or step-by-step account of an incident that transpired in a
given time, at a given place. It is also defined as an account of some subjects specifically
investigated, or an official statement of facts. Police report results from the fact that someone
has asked for them and needs them for immediate or future use. In any event, police reporting
has become one of the most significant processes in modern police operations.
A police officer, after rendering his/her duty, must render a report. His immediate
supervisor must be aware of the things he/she had done in the field during his/her tour of
duty, and submitting a report is the only way to do that, making a report is also the means of
recognizing his/her good deeds that may deserve a merit or award.

Police report writing is considered technical writing, and as such, one needs to
develop special skills and techniques. Police report writing is the backbone of criminal
investigation and prosecution.
Quite literally, the success of police operation depends upon the quality of the reports
and the ability of the police officer to write them effectively. The PNP relies on written
reports to relay information to superiors, co-workers, the courts and numerous other agencies.
Reports are also used to train personnel and to get people to follow procedures and policies.
Written reports are something we hardly just avoid. Yet, there are those who regard
their importance to be over emphasized and downgrade the need to express ideas in writing.
This lack of understanding commonly reflects itself in reports that are too frequently
incomplete or poorly prepared.
Report writing is a skill or competence that is difficult to master. A person always

discloses something about himself/herself in writing. Typically, he or she discloses his/her
ability to organize information, his/her educational level and his/her technical expertise.
II. DEFINITION OF TERMS
1. Assumption. This pertains to the belief of somebody that something is true without
having any proof.
2. Chronological Order. It refers to the arrangement of events and/or actions in the
order or by the time of their occurrence.
3. Communication. It is defined as the use of language, spoken or written to exchange
ideas or transfer information. Communication includes also the use of non-verbal
language (sign, symbol) to exchange ideas or transfer information. The transfer of
information or ideas from one person to another includes the transmission and receipt
of a message to effect some type of action or change.
4. Coherence. In writing, this means to be 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. It pertains to a decision made or an opinion formed after considering
relevant facts or evidence.

6. Corpus Delicti. It refers to the body of facts that show that a crime has been
committed, including physical evidence such as a corpse.
7. Fact. It refers to anything which either through careful observation or investigation,
has been proven to exist as to have happened.
8. Hearsay. This pertains to information that is heard from other people.
9. Jargon. This 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. It 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. This pertains to the story or an account of a sequence of events in the order
in which they happened. This is the language of the narrator taken down as he/she
tells. It has the advantage of giving him/her free rein and not restricting him/her to the
point where he/she leaves out vital or important information. It has the disadvantage
of being too long and a burden in note taking.
12. Note Taking. It is a brief notation concerning specific events while fresh in one's
mind and used to prepare a report.
13. Opinion. It refers to a personal view about an issue especially when it is based on
personal judgment.
14. Proofreading. This is a way of reading the proofs of a text and marking corrections to
be made.
15. Reporting. This is a way of knowingly passing along information to someone else.
16. Report Writing. It 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. It 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. It 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. It is a writer's attitude toward a subject, an audience, and the self. (First Person,
1; Second Person You; Third Person - He/She).

20. Verbal. It is a way of using words, especially spoken words, as opposed to pictures or
physical action.
III. PURPOSE OF WRITTEN REPORTS:
A. To Preserve Knowledge. Knowledge when in use can be shared and used by others for
greatest possible benefits. It can pass on from generation to generation;
B. To provide Accurate Details. Regardless of the length of time the details recorded in a
written report will be available for future time and for any purpose with accuracy:
C. To Aid the Personnel and Other Agencies. Written report provides valuable assistance
to other members of investigation agencies and other law enforcement agencies. Record
and report are important part of achieving mutual cooperation among agencies national,
local or private entities, and
D. To Coordinate the Activities within the Organization. A report by an individual may
be concerned of another office within the organization. Mutual and supportive roles
would result to closely coordinate activities when the report is widely disseminated or not
limited to a few.
IV. QUALITIES OF A GOOD POLICE REPORT:
All police reports must contain certain qualities, which can be categorized as
Accurate, Clear, Complete, Concise, Factual, Objective and Prompt.
A. Accurate. This means that the report is in exact conformity to fact (errorless). A fact
is something that has been objectively verified. You must report the facts correctly
and without error. If it is a criminal incident report, the elements of the crime are a
must for accuracy. One must restrict his/her report to the facts of the incident as one
saw it or as victims and witnesses reported the. One must accurately report the
conditions of the scene as he/she found them;
B. Clear. The language and format in one's report must be simple and direct to the point.
Clear means plain or evident to the mind of the reader. One should use simple words
so the reader will know exactly what he/she needs to know. Avoid use of words that
can have double meanings, slang, jargon and unnecessary abbreviations;

C. Complete. A report must answer the Who, What, When, Where. Why and How
questions (5W's and 1 H). It must also contain the elements of the offense. One's
memory is not sufficient to assure the completeness of reports. Proper note-taking
techniques can assure one to write complete reports;
D. Concise. This means that the report says much with a few words as possible.
Conciseness relates to the elimination of unnecessary words and does not mean short.
Writing concise reports includes using active voice, avoiding wordiness, eliminating
unnecessary words, prepositional phrases, and using ordinary and commonly
understood words. Most sentences in police reports consist 12 to 15 words;
E. Factual. A report must be factual. A fact is something that has been objectively
verified and is presented objectively. One must report the facts correctly and without
error. Avoid reporting opinions, inferences (drawing conclusions), suppositions
(assumptions of truth), or hearsay as though they were facts;
F. Objective. One must remember that there are always two sides to every story and
both sides have the right to be told. The investigation must not be influenced by
emotion, personal prejudice or opinion. Investigator collects and reports the facts in
an objective and professional manner; and G.
G. Prompt. A report must be completed in a timely manner and submitted at the soonest
possible time. One's credibility may be open to speculation if this quality of police
report is not followed.
V. STEPS IN REPORT WRITING PROCESS:
Report or Technical Writing is a five-step process. It involves: (1) Interviewing. (2)

Note Taking, (3) Organizing, (4) Writing the Narrative, and (5) Proofreading.
The results of an investigation must be reduced to writing. During the investigation,

one must complete each of the steps, or else, the final report will lack substance.
A. Interviewing. Interview is defined as asking somebody a series of questions to gather

information. This is the first step in the process. The investigator's interview of the
victims, witnesses, and suspects is the backbone of the preliminary investigation.
Frequently, the first officer at the scene of the crime has the best opportunity to conduct

interviews. If he/she fails to conduct Successful interviews, his/her actions on preliminary
investigation is incomplete.
B. Note Taking. It means brief notation concerning specific events while fresh in one's mind
and used to prepare a report. An investigator takes notes to assist his/her memory with
specific details, such as names, date of birth, serial numbers, addresses and phone
numbers. Neat and accurate notes add to one's credibility and demonstrate one's high
level of proficiency and professionalism. Since notes are made of all pertinent
information during an investigation, they would be of great help especially when an
investigator is subpoenaed 9or summoned to appear in court.
C. Organizing. Organizing means to arrange the components of something in a way that
creates a particular structure. Since during the note taking, all information gathered are
fragments, the investigator must organize these information into logical manner. The
sequence of events must be followed in order to portray the incident clearly.
D. Writing the Narrative. This is the fourth stage in the preparation of the report. The task
is not only to express your ideas, but to make an impression upon the mind of the reader
as well. In other words, you must write for the benefit of the reader. Place yourself in
his/her position and try to visualize his/her interest, his/her knowledge of the subject and
his/her dependence upon the report. Writing the narrative should be the easiest part of
report writing. Before you begin writing the narrative, stop and think about what you have
done and what you have yet to do.
E. Proofreading. To proofread, ask yourself the following questions: Is this report the best I
can do? Do I want to read it to the Chief of Police? (Is there anything else I can do to
make it better?) Most officers are just thankful to have finished the reports and don't take
additional moment to review their works. Think about who else is going to read the
report.
VI. GUIDELINES IN REPORT WRITING:
A. Word Usage:
Police officers from all over the country tend to use similar words and phrases. But
you should always make sure you know the correct definition and spelling of the
words you will use in the reports.

(a) Slang is usually a nonstandard vocabulary developed by a group of people.
You may be familiar with street slang, criminal slang, and police slang. It is
inappropriate to use slang in your report, unless you are quoting someone's
statements; and
(b) Jargon is usually the specialized language of a profession. Criminal justice
professionals, just like other professionals, use a great deal of jargons. You
should avoid use of jargon in your reports.
B. Tone (First Person and Third Person):
You may write your reports in either the first-person or third-person style. Both are
acceptable. First-person writing style is preferred and the most widely used. You
should refer to yourself as an active participant. The alternative to first person is the
Third-Person writing style. You refer to yourself as assigned officer, the undersigned
or this officer. Usually, department policy specifies which style you use. Police
reports should be written in an easily understandable style. The Philippine National
Police organization caters to the Third-Person writing style.
C. The Contents of a Police Report (5Ws and 1H): The police officer needs not be a
literary genius to write a good police report. If the officer obtains responses for the six
interrogatives, i.e., WHO, WHAT, WHERE, WHEN, WHY and HOW, his report will
be complete even though it might not be a literary masterpiece. The 5Ws and TH can
be a useful guide to report writers, especially the beginners. The following is a list of
the variations that can be derived from the above.
(a) Who
i. Complete and correct name. Wrong name usually results in failure to
locate a witness or apprehend a suspect. The spelling of the name of
witness, victim and suspect should be correct. Name including middle
name must be exact.
ii. Exact home address, be it residence or a hotel, and telephone address.
(b) What
i. What type of property was attacked, e.g., building, residence, alley,
vacant lot, etc.
ii. What type of property was stolen, lost or found. What items related to
the crime were found at the crime scene. An accurate description of all
such properties stolen, lost or found should be entered in the notes.

iii. What offense was committed, e.g., murder, homicide, rape, physical
injuries, robbery, theft, and violation of special laws.
iv. What type of evidence was found or recovered?
(c) Where
i. This question is concerned with the geographical location of the crime
scene, property or evidence.
(d) When
i. This question includes the date and the time when the offense was
committed; property found, suspect apprehended, etc.
(e) Why
i. Under this heading is listed the object or desire which motivated the
offense.
ii. In crime against person, the object of the attack might be revenge,
ransom, or sexual pleasure.
iii. In crime against property, the reason may be to acquire money and
property.
(f) How
i. This question refers to the general manner in which the crime was
committed.
Generally, the "who," "when," and "where" appear at the beginning of the report. The
reader needs to know the persons involved, the date and time the incident happened, and the
location at which it took place. "What” happened is usually unfolded throughout the report.
The "how" is closely related to the what. The "why" belongs to before or after the what,
depending on the situation. These six questions cover the essentials of many typical police
report. A police report is written because a crime is committed, and investigation of it is
made. If the writer has failed to ask important questions during investigation in his/her field
note or tickler, then he/she is in for an incomplete report, which understandably will be
unreliable.
VII. SECURITY CLASSIFICATIONS OF DOCUMENTS:

Classified information is a material that the government deems to contain sensitive
information and requires protection of confidentiality, integrity, or availability. Access is
restricted by law or regulation to particular groups of people, and mishandling can incur
criminal penalties and loss of respect. A formal security clearance is often required to handle
classified documents or access classified data. Documents and other information assets are
typically marked with one of several (hierarchical) levels of sensitivity - e.g. restricted,
confidential, secret and top secret. These levels of sensitivity are explained as follows:
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.
This category is reserved for the nation's closest secrets and is to be used with great reserve.
This kind of document has the highest level of sensitivity.
Examples:
(1) Very important political documents dealing with such matters as negotiations for our
country.
(2) Major governmental projects such as drastic proposals to adjust the nation's economy
(before official publications).
(3) Matters relating to new and far reaching experimental, technical, and scientific
development in methods of warfare, defense against biological warfare, or matter
affecting future operation strategy. A TOP SECRET grading is justified if:
a. It is likely to influence military strategy materially:
b. It gives us a prolonged military advantage over the nation: c.
c. It is liable to compromise some other project similarly graded
d. The critical information relates to vital strategic areas and the supply of vital
strategic materials.
e. The information indicates the capabilities or major successes of our
intelligence services which would imperil secret sources.
f. The critical information on cryptography relates to devices and equipment
under development.
g. It is a compilation of data or items which individually may be classified as
SECRET or lower, but which collectively should be put in a higher grade.

Classification Authority:
(1) Original classification authority for assignment of TOP SECRET classification rests
exclusively with the head of the Office. This power may however, be delegated to
authorized offices in instances when necessity for such arises.
(2) Derivative classification authority for TOP SECRET classification (authority for) may
be granted to those officers who are required to give comments or responses to a
communication that necessitates TOP SECRET response.
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.
Examples:
(1) High level directives dealing with important negotiations (as distinct from major
negotiations which would be in the TOP SECRET category) with other countries.
(2) Proposals for new schemes of government or other controls, foreknowledge of which
would seriously prejudice their operation.
(3) Matter relating to certain new methods of warfare or defense, including scientific and
technical developments, not classified as TOP SECRET, e.g. new design or service
aircraft, guided projectiles/missiles, tanks, radar and anti-submarine devices. A
SECRET grading is justified if:
a. It materially influences a major aspect of military tactics;
b. It involves a novel principle applicable to existing important projects.
c. It is sufficiently revolutionary to result in a major advance in existing
techniques or in the performance of existing secret weapons;
d. It is liable to compromise some other projects already so graded.
e. It refers to plans or details of schemes for the defense of areas other than vital
strategic areas, including plans or particulars of operations connected with
them.
f. It involves vital military information, including photographs, etc., relating to
important defenses, establishment and installation.

g. It refers to intelligence which is not in the TOP SECRET category but which
would reveal a secret source, or the value of which depends upon concealing
the fact that we possess it.
h. It is about cryptographic devices and equipment unless specifically assigned to
a lower classification.
i. It is a compilation of data or item which individually may be classified
CONFIDENTIAL or lower, but which collectively should be put in a higher
grade.
Classification Authority - Same as for TOP SECRET.
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.
Examples:
(a) Plans of government projects such as land development, hydro- electric schemes, road
development, or development of areas.
(b) Routine Service Reports, e.g., on operation and exercises, which contain information
of value but not of vital interest to a foreign power.
(c) Routine Intelligence Report.
(d) Technical matter not of major importance but which has a distinct military value or
required protection otherwise., e.g., new weapons calculated to influence minor
tactics or service test of war equipment of a standard pattern. A CONFIDENTIAL
grading is justified if:
i. It is more than a routine modification or logical improvement of existing
materials and is sufficiently advanced to result in substantial improvement in
the performance of existing CONFIDENTIAL weapons:
ii. It is sufficiently important potentially to make it desirable to postpone
knowledge of its value reaching a foreign nation;
iii. It is liable to compromise some other projects already so graded;

iv. It involves personnel records and staff matters;
v. Certain compilations of data or items which individually may be classified
RESTRICTED, or which may be unclassified, but the aggregation of which
enhance their security value;
vi. Matters, investigations and documents of a personnel and disciplinary nature,
the knowledge of which is desirable to safeguard for administrative reasons;
vii. Identification of personnel being investigated for misconduct, anomaly of
fraud prior to the filing of appropriate charges or completion of the findings of
boards created for such purpose.
Classification Authority
Any officer is authorized to assign CONFIDENTIAL classification to any matter in the

performance of his duties.
D. RESTRICTED - A document which requires special protection other than that

determined to be TOP SECRET, SECRET or CONFIDENTIAL.
Examples:
1. Departmental Books of Instructions and Training and technical document intended for
official use only or not intended for release to the public;
2. Routine information relating to the supply and procurement of military stores;
3. Minor modifications and routine test of equipment;
4. Certain compilations of data or item which individually maybe unclassified and which
in its aggregate warrants a classification.
Authority for Classification, Reproduction, Dissemination and Destruction
Authority to classify shall be the same as for CONFIDENTIAL matter. Reproduction

is authorized. Transmission shall be through the normal dissemination system. Destruction
shall be the same as for that of CONFIDENTIAL matter.

UNIT II.
THE SENTENCE AND PARAGRAPH

I. SENTENCE COMPOSITION
A sentence is the most fundamental and versatile tool available to the writer.
Sentences generally flow from a subject, to a verb, to any objects, complements, or modifiers,
but can be ordered in a variety of ways to achieve emphasis.
We can define a sentence as a word or group of words that expresses a complete

thought. Consider the following group of words:
“The notorious robbers”
According to the definition, a sentence must express a complete thought. It is true that
the words “The notorious robbers” create a mental image, but in terms of communicating a
though to the reader, something is lacking.
To complete the thought started by the words, you must tell what the robbers did, or
what happened to the robbers, or what the robbers are.
Incomplete Thought Complete Thought

struck again.
were cornered by authorities.
are from Legazpi City.
The notorious robbers
posted bail bond.
regrouped in Naga City.
killed the victims.
Sometimes a word can express a complete thought. Consider the following example:
“Go.”
The meaning or thought of the above expression is complete. The understood subject
is the person to which is implied, “you”.

Other similar examples are: “Get out!”, “Leave!”
A. Subject and Predicate
A sentence consists of two basic parts, the subject and the predicate. The subject of a
sentence, a noun or a pronoun (and its modifiers) is the part about which something is being
said. The predicate is the part that says something about the subject. Although a subject may
appear anywhere in a sentence, it most often appears at the beginning.
Subject Predicate
Lightning strikes
1. The Simple Predicate, or Verb

The simple predicate is the verb (or verb phrase) alone; the complete predicate is the
verb and its modifiers and complements. A compound predicate consists of two or
more verbs with the same subject. It is an important device for conciseness in writing.
The principal word or group of words in the predicate is called the simple predicate,
or the verb. The predicate is the part of a sentence that contains the main verb and any
other words used to complete the thought of the sentence (the verb’s modifiers and
complements).
 Helen worked quickly and efficiently. [The complete predicate is worked
quickly and efficiently. The simple predicate, or verb, is worked.
2. The Simple Subject

The simple subject is the main word or combination of words that names the person,
place, thing, or idea about which something is being said.
 The performance of these engines shows the expertise of industrial
technicians in the late 1800’s. [The complete subject is “The performance of
these engines,” The simple subject is “performance”]
3. Compound subjects and compound verbs

A compound subject consists of two or more subjects that are joined by a conjunction
and have the same verb. The usual connecting words are and and or.

 The books and all the documents were at the library. [compound subject:
books and documents]
A compound verb consists of two or more verbs that are joined by a conjunction and
have the same subject.
 Helen chose a seat near the door and sat down. [compound verb: chose and
sat]
B. CLASSIFICATION OF SENTENCES
Sentences may be classified according to their purposes: (1) to make a statement, (2)
to ask a question, (3) to command or request, or (4) to exclaim or to express a strong feeling
or emotion.
1. A declarative sentence is a sentence that makes a statement.

a. Police Lieutenant is the initial rank of police commissioned officer.
2. An interrogative sentence is a sentence that asks a question.
a. Have you seen the PNP Journal yet?
3. An imperative sentence is a sentence that gives a command or makes a request.
a. Deliver this message to the Chief Operations.
b. Please carry me on leave effective tomorrow.
4. An exclamatory sentence is a sentence that expresses strong feeling or emotion.
a. Ah, you have solved the problem!
Note: It is rather unlikely in a piece of technical report you should have to use an
exclamatory sentence; however, it is convenient to remember the purpose of such sentences.
C. SENTENCES CLASSIFIED ACCORDING TO STRUCTURE
Classified according to their structure or parts, there are four kinds of sentences:
simple, compound, complex, and compound-complex.
1. A simple sentence is a sentence with one independent clause and no subordinate

clauses.

a. The invention of the microchip is the beginning of personal computing.
A clause is a group of words with subject and verb. If the clause expresses a complete idea, it
is obviously a sentence or independent clause. But if the clause has a subject and verb but it
does not express a complete idea, it is a subordinate clause.
/ bought a gold bracelet.
subject verb
(It has complete idea, so it is a sentence or independent clause)
which / bought
subject verb
(Incomplete idea, it is a subordinate clause)
2. A compound sentence is a sentence that is composed of two or more independent

clauses but no subordinate clause.
a. The invention of the microchip is the beginning of personal computing but it
meant the end of macrocomputers.
Independent clauses may be joined by coordinating conjunctions (and, but, for, nor, or, yet)
or by conjunctive adverbs (accordingly, also, besides, consequently, furthermore, hence,
however, moreover, nevertheless, still then, therefore, thus)
3. A complex sentence is a sentence that contains are one independent clause and at
least one subordinate clause.
a. The person who looks for success often finds it. [The independent clause is
the person often finds it. The subordinate clause is who looks for success.]
4. A compound-complex sentence is a sentence that contains two or more independent

clauses and at least one subordinate clause.

a. The person who looks for success often finds it, but then he does not know
what to do with it.
II. SENTENCE COMBINING, EMPHASIS AND VARIETY
As you combine short and choppy sentences to form longer, more mature sentences,
you will be making choices with regard to sentence structure and emphasis. In general terms,
short sentences are good for emphatic, memorable statements. Long sentences are good for
detailed explanations and support. There is nothing inherently wrong with a long sentence or
even with a complicated one, as long as its meaning is clear and direct.
Note how the following three sentences are combined.
Three Sentences:
 Juan Hernandez is an engineer.

 He is a mechanical engineer.
 He is an engineer this semester.
One Sentence:
 Juan Hernandez is our mechanical engineer this semester.
To combine these sentences, repetitious words have been deleted. An adjective,

mechanical, has been taken from the second sentence and inserted into the first sentence. A
phrase, this semester, has been taken from the third sentence and inserted into the first
sentence.
There may be more than one correct way to combine short related sentences.
Three Sentences:
 The liquid evaporated.

 It evaporated slowly.
 It evaporated slowly in the flask.

One Sentence:
 The liquid evaporated slowly in the flask.

 In the flask, the liquid evaporated slowly.
A. Combine closely related sentences by using participial phrases.
Like adjectives, participial phrases help you add concrete details to nouns and
pronouns in sentences. In the following example, the participial phrases are printed in
boldfaced type. Notice how they describe the subject of the sentence, “PhD candidates.”
 Prepared for the Final Test and having paid the tuition fee, the PhD candidates
went into the classroom.
Participial phrases are often a useful way to combine sentences and to express ideas
concisely.
Two Sentences:
 The students rested at the cafeteria.

 The students were tired by the test.
One Sentence:
 The students, tired by the test, rested at the cafeteria.
The second sentence has been turned into a participial phrase, tired by the test, and attached
to the first sentence. Unnecessary words have been deleted.
B. Combine short, related sentences by using appositives or appositive phrases.
Appositives and appositive phrases add definitive detail to nouns or pronouns in

sentences by helping to identify or explain them. Note how the appositive phrases in the
following sentence helps identify the noun zinc.
 Zinc, a very malleable metal, is quite ductile.

Two sentences can often be combined in a variety of ways by using an appositive or
appositive phrase.
Two sentences:
 Juan Hernandez published an article for the NCF Journal.

 Juan Hernandez is a regular student at Naga College Foundation.
One Sentence:
 Juan Hernandez, a regular student at Naga College Foundation, published an article

for the NCF Journal.
Or
 A regular student at Naga College Foundation, Juan Hernandez published an article
for the NCF Journal.
C. Combine short, related sentences by using compound subjects or verbs or by writing

a compound sentence.
Joining two subjects or two verbs by the conjunctions and, but, or or is common in
most writing, as is the joining of two independent clauses to make a compound sentence.
 John and Helen will attend the conference. [compound sentence]

 Helen will go to the conference but will join us later. [compound verb]
Two subjects or two verbs may also be joined by correlative conjunctions such as either…or,
neither…nor, and both…and.
 Neither John nor Helen will attend the conference.

 They will either attend the conference or go to class.
Independent clauses are joined into a compound sentence by conjunctions such as and, but,
for, and or and by other connectives such as furthermore, yet, for example, however,
either…or, and neither…nor. The relationship of the independent clauses determines which
connective works best.
 John worked hard all night, but he could not finish the assignment.

 The assessment committee has rejected the essay: furthermore, it has refused to give
John a second opportunity. [Notice the use of the semicolon.]
Ideas in separate sentences can be combined by using the appropriate connecting words.
Two Sentences:
 Helen showed early signs of interest.

 She began engineering school when she was only eighteen.
One Sentence:
 Helen showed early signs of interest; for example, she began engineering school when
she was only eighteen.
D. Combine, short, related sentences into a complex sentence by putting one idea into a
subordinate clause.
Subordination is a technique that writers use to show, by the structure of a sentence,

the appropriate relationship between ideas of unequal importance by subordinating the less
important ideas to the more important ideas.
 Beta Corporation now employs 500 people. It was founded just three years ago. [the
two ideas are equally important.]
 Beta Corporation, which now employs 500 people, was founded just three years ago.
[The number of employees is subordinated.]
 Beta Corporation, which was founded just three years ago, now employs 500 people.
[The founding date is subordinated.]
1. Use an adjective clause to combine sentences.

Adjective clauses. Like adjectives modify nouns or pronouns. In the following
sentence, the adjective clause is printed in boldfaced type.
 The Center for Research and Development, which offers several post-
graduate specialties, is in Naga City.

To combine sentences by using an adjective clause, you must first decide which idea
to emphasize. Then you must choose the correct relative pronoun to join the sentences.
Relative Pronouns: who, whom, whose, which, that, where.
The adjective clause must always be placed next to the word or words it modifies.
Two Sentences:
 I studied the book of Jeremy Stephens.

 He worked in England with Thomas Leary.
One Sentence:
 I studied the book of Jeremy Stephens, who worked in England with Thomas Leary.
2. Use an adverb clause to combine sentences.
Adverb clauses can express a relationship of time, cause, purpose, or condition

between two ideas in a single sentence.
Example:
 John and Helen both received high grades because they worked hard. [Because they
worked hard gives the cause of John’s and Helen’s receiving high grades.]
To combine sentences by using an adverb clause, you must first decide which idea should
become subordinate. You must decide which subordinating conjunction best expresses the
relationship between two ideas.
Two Sentences:
 Professor Sanchez explained the problem once more.

 The students finally understood.
One Sentence:
 When Professor Sanchez explained the problem once more, the students finally
understood.
Two Sentences:
 You should buy that book.

 It is convenient for you.
One Sentence:
 You should buy that book because it is convenient for you.
3. use a noun clause to combine sentences.
A noun clause is a subordinate clause used as a noun. Note the following examples of
noun clauses and how they are used.
Whoever borrows a book from the library, must not write on any page or mark on any part
of it in any way. [noun clause used as subject]
III. THE PARAGRAPH
1. What is a paragraph?
A paragraph is a collection of related sentences dealing with a single topic. Learning

to write good paragraphs will help you as a writer stay on track during your drafting and
revision stages. Good paragraphing also greatly assists your readers in following a piece of
writing. You can have fantastic ideas, but if those ideas aren’t presented in an organized
fashion, you will lose your readers (and fail to achieve your goals in writing).
2. the Basic Rule: Keep one idea in one paragraph
The basic rule of the thumb with paragraphing is to keep one idea in one paragraph. If
you begin a transition, a new idea belongs in a new paragraph. There are some simple ways
to tell if you are on the same topic or a new one. You can have one idea and several bits of
supporting evidence/details within a single paragraph.
Your notes provide the key or topic sentence and the outline for the paragraphs.
Check for completeness and rearrange sentences if it is necessary. Write the paragraph using
12 to 15 word sentences. Paragraphs in police reports generally have five (5) to seven (7)
sentences or approximately 100 words. However, it is acceptable in police reports to write
one or two-sentence paragraphs. One or two-sentence paragraphs are used to mark transition

in reports, from one topic or section to another. Indent the beginning of each paragraph or
skip one to two lines between paragraphs.
3. Elements of a Paragraph
A paragraph should contain the following: A Topic Sentence, and supporting

sentences for Adequate Development. These supporting sentences must be unified and each
sentence must point to a single idea found in the topic sentence to achieve Unity.
Furthermore, the supporting sentences should stick together in such a way that the
topic is developed clearly and logically in order to achieve Coherence. As you will see, all of
these traits overlap. Using and adapting them to your individual purposes will help you
construct effective paragraphs.
i. Unity. The entire paragraph should concern itself with a single focus. If it begins with
one focus or major point of discussion, it should not end with another or wander
within different ideas.
ii. Coherence. Coherence is the trait that makes the paragraph easily understandable to a
reader. You can help create coherence in your paragraphs by creating logical and
verbal bridges using appropriate transition words.
a. Logical bridges
i. The same idea of a topic is carried over from sentence to another.
ii. Successive sentences can be construed in parallel form.
b. Verbal bridges
i. Key words can be repeated in several sentences.
ii. Synonymous words can be repeated in several sentences.
iii. Pronouns can refer to nouns in previous sentences and pronouns should
agree with their antecedents in person, number and gender.
iv. Transition words can be used to link ideas from different sentences.
iii. A topic sentence
A topic sentence is a sentence that indicates in a general way what idea or thesis the
paragraph is going to deal with. Although not all paragraphs have clear-cut topic
sentences, and despite the fact that topic sentences can occur anywhere in the
paragraph (as the first sentence, the last sentence, or somewhere in the middle), an
easy way to make sure your reader understands the topic of the paragraph is to put

your topic sentence near the beginning of the paragraph. (This is a good general rule
for less experienced writers, although it is not the only way to do it). Regardless of
whether you include an explicit topic sentence or not, you should be able to easily
summarize what the paragraph is about.
iv. Adequate development
The topic (which is introduced by the topic sentence) should be discussed fully and
adequately. Again, this varies from paragraph to paragraph, depending on the author’s
purpose, but writers should be wary of paragraphs that only have two or three
sentences. It’s a pretty good bet that the paragraph is not fully developed if it is that
short.
4. Some methods to make sure your paragraph is well-developed:
 Use examples and illustrations

 Cite data (facts, statistics, evidence, details, and others)
 Examine testimony (what other people say such as quotes and paraphrases)
 Use an anecdote or story
 Define terms in the paragraph
 Compare and contrast
 Evaluate causes and reasons
 Examine effects and consequences
 Analyze the topic
 Describe the topic
 Offer a chronology of an event (time segment)
5. How do I know when to start a new paragraph?
You should start a new paragraph:
i. To begin a new idea or point. New ideas should always start in new paragraphs. If
you have an extended idea that spans multiple paragraphs, each new point within that
idea should have its own paragraph.

ii. To contrast information or ideas. Separate paragraphs can serve to contrast sides in
a debate, different points in an argument, or any other difference.
iii. To pause for the readers. Breaks between paragraph function as a short “break” for
your readers – adding these in will help your writing more readable. You would create
a break if the paragraph becomes too long or the materials is complex.
iv. To end the introduction or to start the conclusion. The introductory and
concluding materials should always be in a new paragraph. Many introduction and
conclusions have multiple paragraphs depending on their content, length, and the
writer’s purpose.
D. Margin Rules:
1. Top – first page (without printed letterhead), typed letterhead, ¾ inch or 5 roller
spaces from the edge of the paper;
2. Top – second page and succeeding pages, 1 ¼ inches or 7 roller spaces from the top
edge of the paper;
3. Left Margin – 1 ¼ inches or 15 bar spaces;
4. Right Margin – ¾ inch or 7 bar spaces; and
5. Bottom – 1 ¼ inches or 7 roller spaces.
Police Report Writing (Technical English)
Definition of Terms:
 Affidavit - summary judgment. The kind of  Police Report - report made

by the police containing the
affidavit necessary to support a summary
initial statement made by the
judgement is that affidavit from which it may victim at the time she or he
be clearly drawn that certain facts pleaded by reported the crime. A police
either party are certain, undisputed and report consists of a testament,
indubitable which dispense with the hearing or specific details of the event
trial of the case.(PNP definition). and names of people involved.
 After operation report - it is a report that may  Index Crime - are very
serious crimes that happen
be rendered after any successful police
frequently or regularly that
operation that leads to the arrest of any member they can serve as index of the
or some members of syndicated crime group. crime situation. Index Crime is
 After soco report - it is a report rendered by basically anything that is
the team leader of the SOCO that conducted the physically pursued by the
scene of the crime operations, processing or person committing the crime
while non index crimes
investigation.

 Agents report - it is a report rendered by a consists of non physical
documented agent who answers an intelligence confrontation.
requirement.  Non Index Crime - refers to
all crime not classified as
 Agreement - Proposal. A proposal remains an
index crime. These crimes are
offer even if not answered and irrespective of mostly victimless.
the length of time that has passed. It only  Crime Solution Efficiency -
becomes an agreement when accepted by the means the number of crimes
other party.(PNP definition). solved after the arrest of the
 Book of account - a book containing charges suspects and filing of charges
and showing a continuous dealing with persons against them.
generally. To be admissible in evidence, it must  Crime Clearance
be kept as an account book and the charges Efficiency - means the
number of crimes considered
made in the usual course of business. solved because the suspects
 Case officer - the person responsible for and in have been identified and
charge of the investigation of the case. charged but they remain at
 Police blotter - a record or log where all types large.
of operational and under cover dispatches shall  Crime Incidence - the
be recorded containing the 5 "W" and 1 number of crimes reported as
index or non index crimes
"H"(Who, What, Where, When, Why, and How within a given period.
of an information.
 Crime Volume - is a basic
 Spot report - refers to an immediate initial indicator of the frequency of
investigative or incident report addressed to known criminal activity. It
higher headquarters pertaining to the represents the number of
commission of the crime, occurrence of natural reported offenses.
or man-made disaster or unusual incidents  Crime Trend - represents the
involving loss of lives and damage of percentage change in crime
properties. based on data reported in a
prior equivalent period.
 Tactical interrogation report - the report  Crime Rate - the measure
rendered by an interrogator which contain the that gives an index of crime
following information: 1. Personal and family occurring in a particular
background 2. Educational background 3. jurisdiction for a specific time
Professional background 4. Criminal period.
activities,associates/armaments 5. Plans
 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.
WHAT ARE THE TWO TYPES OF POLICE REPORT?
INFORMAL REPORT

Usually is a letter or memorandum or any one of many prescribed or used in day-
by- day police operations. It customarily carries three items besides the text proper;
date submitted, subject, and persons or person to whom submitted. It may, however,
contain many items of administrative importance along with the subject matter of
the text. Actually, most police reports may be placed in this category.
FORMAL REPORTS
Suggests a full-dress treatment, including cover, title page, letter of transmittal,

summary sheet, text, appendixes, and perhaps an index or bibliography
HOW ARE POLICE REPORTS CATEGORIZED?
a. OPERATIONAL REPORTS
-Include those relating to the reporting of police incidents, investigation,
arrests,
identification of persons, and a mass of miscellaneous reports necessary to
the conduct of routine police operations.
b. INTERNAL BUSNIESS REPORTS

-Relate to the reporting necessary to the management of the agency and
include financialreports, personnel reports, purchase reports, equipment
reports, property maintenance reports and general correspondence.
c. TECHNICAL REPORTS
-Presents data on any specialized subject, but usually relate to completed
staff work and add to the specific knowledge necessary to proper functioning
of police management.
d. SUMMARY REPORTS
-Furnish intelligence information necessary to the solution of crime accident
and police administrative problems.
WHAT ARE THE TYPES OF

REPORT TO BE PREPARED?
INITIAL OR PRELIMINARY
REPORT

- This is done as soon as
complaint is received . reporting
process begins when officer
completes preliminary
investigation report reffered to as
case report.
CASE REPORT
- Refers to the initial detailed
listing of the facrs of the case.
THE PRELIMINARY REPORT
CONTAINS THE
FOLLOWING:
1. The offense
2. Current date/time
3. Date and time of offense if
known

4. Identification date pertaining to
victim or other reporting party
5. Location of offense
6. Method of operation
7. Identification of data
pertaining to suspect(s)
8. Identification of officer(S)
PROGRESS REPORTS
- Describe progress of the
investigation from time to time
and ensures constant follow-
ups.
TERMINATION OF
INVESTIGATION MAY BE
DONE DUE TO:
1. Lack of leads, hence case is
suspended

2. Awaiting for further
developments and gathering of
evidences
3. Closed-perpetrator(s) arrested
and case filed in the proper court
of jurisdication.
FINAL INVESTIGATION
REPORT
- Is rendered when case is
completed, that is complainant(s),
witnesses, sufficiency of
evidences and perpetrators are
identified so as to warrant filing
of case and/or
termination of investigation due
to circumstances listedd above.
WHAT ARE THE TYPES OF REPORT TO BE PREPARED?

INITIAL OR PRELIMINARY REPORT-This is done as soon as complaint is
received . reporting process begins when officer completes preliminary investigation
report reffered to as case report.
CASE REPORT-Refers to the initial detailed listing of the facrs of the case.
THE PRELIMINARY REPORT CONTAINS THE FOLLOWING:

1. The offense
2. Current date/time
3. Date and time of offense if known
4. Identification date pertaining to victim or other reporting party
5. Location of offense
6. Method of operation
7. Identification of data pertaining to suspect(s)
8. Identification of officer(S)
PROGRESS REPORTS-Describe progress of the investigation from time to time and

ensures constant follow-ups.
TERMINATION OF INVESTIGATION MAY BE DONE DUE TO:

1. Lack of leads, hence case is suspended
2. Awaiting for further developments and gathering of evidences
3. Closed-perpetrator(s) arrested and case filed in the proper court of jurisdication.
FINAL INVESTIGATION REPORT-Is rendered when case is completed, that is

complainant(s), witnesses, sufficiency of evidences and perpetrators are identified so
as to warrant filing of case and/or termination of investigation due to circumstances
listedd above.
RECORD MANAGEMENT
Function of administrative management business operations and education
concerned with the creation, protection, retention, retrieval, preservation of records
and records information required for the continuance of government, business and
industry operations at cost consistence with services involved.
WHAT ARE THE ELEMENTS POLICE RECORDS?
The police records elements are established to provided all departmental records
keeping and information retrieval service except those records exclusively concerned
with personnel, fiscal and related management matters.

Depending upon the size of the agency, but especially in a very small departments,
the latter may also be maintained by the records staff, as well as record dealing with
property land evidence currently in the department’s custody.
The responsibility or the records services segment of a records and communication
division fall into three (3) major categories:
1. Maintenance or records on arrest and personnel identification, crimes, accidents
and evidence.
2. Provision of indexing and information retrieval, office stenographic services, and
public assistance and information.
3. Records control through report review and audit services.
WHAT ARE THE SPECIFIC FUNCTIONS AND USES OF RECORDS?

1. Measures police efficiency;
2. Present the community’s crime picture;
3. Assist in assigning and promoting personnel;
4. Identify individuals;
5. Provided a basis for property accountability;
6. Control investigation;
7. Make information available to the public;
8. Increase the efficiency of traffic control;
9. Assist the court and prosecutors;
10.Assist in evaluating control services;
11. Coordinate custodial activities;
12.Integrate the department;
13.Furnish data for the budget;
14.Establish responsibility;
15.Reveal unusual problems;
16.Aid in the apprehension of criminals;
17.Assist other police agencies;
18.Provide the basis of compilation of police statistics;
19.Effective employment of personnel and equipment.

The classifications of police records are in five (5) categories namely:
1. Case Records
2. Arrest and Booking records
3. Identification records
4. Administrative Records, and
5. Miscellaneous Records
1. CASE RECORDS
A case record is composed of two (2) categories:
COMPLAINT’ ASSIGNMENT SHEET-Which reflects all information regarding
complaints and reports received by the police from citizens, and other agencies or
actions initiated by the police.
INVESTIGATION REPORT=Which contains the findings and action taken by the
investigating officer based on inquiries made and by obtaining the available facts of
the incident.
2. ARREST AND BOOKING RECORDS
This 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.
3. IDENTIFICATION RECORDS Identification record is the third major division of
police records. Fingerprint records are 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; and identification number is
assigned to each criminal to identify records relating to him.
4. ADMINISTRATIVE RECORDS These records required in the management of the
department’s personnel ad designed to aid in assignments, promotion and
disciplinary action. Such records are so essential in administering personnel matter
that they must be maintained in a police department.
5. MISCELLANEOUS RECORDS
These are records, which do not relate recorded complaints and investigation reports
but are informational in character.


CDI 5 Technical English 1 Investigative Report Writing and Presentation 1

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[Grab your reader’s attention with a great quote from the

document or use this space to emphasize a key point. To

hnical English 1 (Investigative Report Writing and Presentation)

CDI 5: TECHNICAL ENGLISH 1

The Nature of Report Writing

Points to Consider in Writing Reports

CDI 5: TECHNICAL ENGLISH 1

Strategies in Writing Good Reports

Types of Report Writers

CDI 5: TECHNICAL ENGLISH 1

THE IMPORTANCE AND PURPOSES OF POLICE

One of the basic works of an investigator is writing reports; he needs to remind

CDI 5: TECHNICAL ENGLISH 1

An investigator can never be considered an effective writer if he does not have a

CDI 5: TECHNICAL ENGLISH 1

Clarity refers to the clearness of thought, style, or expression of the writer. An

CDI 5: TECHNICAL ENGLISH 1

Fairness in writing is having or exhibiting a disposition that is free of favoritism, bias,

CDI 5: TECHNICAL ENGLISH 1

THE BASIC REQUIREMENTS OF POLICE REPORT WRITING

CDI 5: TECHNICAL ENGLISH 1

CDI 5: TECHNICAL ENGLISH 1

CDI 5: TECHNICAL ENGLISH 1

CDI 5: TECHNICAL ENGLISH 1

CDI 5: TECHNICAL ENGLISH 1

Report writing is a skill or competence that is difficult to master. A person always

II. DEFINITION OF TERMS

CDI 5: TECHNICAL ENGLISH 1

CDI 5: TECHNICAL ENGLISH 1

III. PURPOSE OF WRITTEN REPORTS:

IV. QUALITIES OF A GOOD POLICE REPORT:

CDI 5: TECHNICAL ENGLISH 1

V. STEPS IN REPORT WRITING PROCESS:

Report or Technical Writing is a five-step process. It involves: (1) Interviewing. (2)

The results of an investigation must be reduced to writing. During the investigation,

A. Interviewing. Interview is defined as asking somebody a series of questions to gather

CDI 5: TECHNICAL ENGLISH 1

VI. GUIDELINES IN REPORT WRITING:

CDI 5: TECHNICAL ENGLISH 1

CDI 5: TECHNICAL ENGLISH 1

VII. SECURITY CLASSIFICATIONS OF DOCUMENTS:

CDI 5: TECHNICAL ENGLISH 1

CDI 5: TECHNICAL ENGLISH 1

B. SECRET MATTER - A document which unauthorized disclosure of its contents would

CDI 5: TECHNICAL ENGLISH 1

Classification Authority - Same as for TOP SECRET.

C. CONFIDENTIAL MATTER - A document which unauthorized disclosure of its

CDI 5: TECHNICAL ENGLISH 1

Any officer is authorized to assign CONFIDENTIAL classification to any matter in the

D. RESTRICTED - A document which requires special protection other than that

Authority for Classification, Reproduction, Dissemination and Destruction

Authority to classify shall be the same as for CONFIDENTIAL matter. Reproduction

CDI 5: TECHNICAL ENGLISH 1

THE SENTENCE AND PARAGRAPH

We can define a sentence as a word or group of words that expresses a complete

“The notorious robbers”

Incomplete Thought Complete Thought

CDI 5: TECHNICAL ENGLISH 1

A. Subject and Predicate

1. The Simple Predicate, or Verb

2. The Simple Subject

3. Compound subjects and compound verbs

CDI 5: TECHNICAL ENGLISH 1

1. A declarative sentence is a sentence that makes a statement.