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MODULE

in
TECHNICAL REPORT WRITING

What is Report Writing`?


 It is a permanent written record which communicates all
important facts of the case to be used in the future.

What are the Criteria of Technical Report Writing?


 Reports must not obtain vague or unclear terms.
 Report must be original and correct in both composition and
grammar.
 Abbreviation must be used appropriately and correctly.
 The used of slang, colloquialism or unnecessary technical terms
should be avoided.
 Reports must not contain any erasures. Or alterations.
 If any correction is to be made, then it must be corrected by
changing the entire page to contain what is correct.
 All duplicate copies of reports must be legible, clearly readable.
 When necessary, duplicate copies of reports must be officially
authenticated.
 Contents of reports must be factual and devoid of bias or
prejudice on the part of those making the report.

Explain briefly the standard Style of Technical Report Writing?


 All reports are written in such a manner that it clearly presents
only the relevant facts. The presentation of these case facts
must not be distorted or confused by the writer’s manner of
expression. Clarity, accuracy, and brevity are emphasized based
on facts
Values and Principles in Police Reporting
 Values to the department.
 Values to outside person and agencies.
 Values to the individual officer.

Mechanics of Report Writing


 Elements of Grammar
 In this chapter, the concepts of nouns, pronouns,
verbs, contractions, adjectives, antecedents and
articles will be covered, along with other common
elements of grammar. Some of the things you'll
learn include: The four types of nouns. Types of
pronouns.
 Types of sentences
 The Four ( 4 ) main types of sentences?
 Declarative sentence (statement)
 Interrogative sentence (question)
Imperative sentence (command)
 Exclamative sentence (exclamation)
 Selection and use of words
 Word selection is the process of choosing the right
words to say what you want to say. This can be tricky
because there are so many words to choose from!

Principles or standard of effective and good police report writing.


What are the “CARDINAL PRINCIPLES” of good Technical Report
Writing
 Accuracy
 Completeness
 Brevity : Shortness of duration
 Fairness
 Form
 Style

What are the types of reports to prepared


 Initial Report / Preliminary Report : This is done as soon as
complaint is received. Reporting process begins when officer
completes preliminary investigation report referred to as case
report.
 Case Report : these referred to the initial detailed listing of the
facts of the case.
 Progress Report : Described progress of the investigation from
time to time and ensures constant follow-ups.
 Final Investigation Report : It is rendered when case is
completed, that is complainant, witnesses, sufficiency of
evidences and perpetrators are identified to as to warrant filing
of case and/or termination of investigation due to
circumstances.

What are the contains of the Technical Preliminary Report Writing


according to your reference book ?
 The offense
 Current date
 Date and time of offense if known
 Identification date pertaining to victim or other reporting party
 Location of Offense
 Method of Operation
 Identification data pertaining to suspect
 Identification of the officer / Investigating officer

What are the procedures for making entries in Police Blotter


 All entries in the police blotter shall be handwritten in a clear,
concise, and simple manner but must answer as far as
practicable, the 5ws and 1H
 Only facts are entered in the police blotter
 No erasures shall be made on the entries of the police blotter
 A ball pen or pen with blue, black or blue-black ink is used in
making the entries
 Misrepresentations in the blotter or any attempt to suppress any
information is punishable criminally and administratively
 All entries must be illegibly written in longhand and
consecutively numbered
 Every page of the blotter shall be consecutively or
chronologically filled in
 Any development of the case to be reflected in the blotter
should be a new entry number of the case, However, should be
made
 During entry shift, the duty sergeant, under the supervision of
the Duty Officer or Complaint Desk Officer, shall make the actual
entries on the blotter and at the end of their duty, both the Duty
Sergeant and the Duty Desk Officer shall sign the blotter

On the case problem below :


 Make a SIMPLE SPOT REPORT of the case. And second
 Distinguished if what kind of violation that the suspect has been
committed, prepared a folder containing REFERAL OF THE CASE,
for filing of the case to the office of the Prosecutor who has the
jurisdiction of the case. And the last make a Final Investigation
Report, indicating the result/status of the case. ( This will serve
as your PROJECT credited to your grades in Midterm Exam )

SCENARIO OF THE CASE PROBLEM:


Engr. Michael C. Pangilinan, owner of MP Construction
Company, in 641 Sales Street, Sta. Cruz, City of Manila, reported and
complained to the Western Police District, Manila Police Department
that 500 bags of cement, 20 wheel barrows, and cash of P500,000.00
were missing from his MP Construction Hardware Store. Robbers
destroyed the back window of one of the toilets of his store. He
suspects one of his helpers, named Joselito Batumbakal to be one of
the culprits. Batumbakal and the companion Arnulfo Sierra were
former employees of Engr. Michael C. Pangilinan previously dismisses
due to dishonesty and being engaged in drug abuse. The suspects had
a record of previous thefts at Muntinlupa Police Station according to
Engr. Pangilinan. A witness identified as Eduardo Labrador saw the
suspects used an owner jeep stainless with plate number NCW-773,
with two ( 2 ) others unidentified malefactors inside the jeep at
about 2 a.m. during the time of incident.

How are the Law Enforcement reports Classified


 Administrative Reports : deals with the routine functioning of
the Department or agency. Such reports may cover proper
uniform, reporting procedures and grievances.
 Operational Reports : Deals with the activities of the Law
enforcement officers. (Journal Report )

What are the contents of the Technical Basic or Informal Report


Writing
 The heading or the letter head of the Organization
 The date of preparation or submission
 The person or office to whom it is addressed or submitted and
 The name of the writer or source of the report

What are the concept of Report Writing?


 Generally, the common thinking about police report is any
written matter prepared by the police involving their interaction
with the community.
 Another concept is that a police report is an exact narration of
facts discovered during the course of crime investigation which
serves as a permanent record for future reference.
 Likewise, it is a permanent written record of police activities
classified as informal and formal which communicates important
facts concerning people involved in criminal activities.

What are the four ( 4 ) types of Technical Operational Report Writing


 Patrol Service Report
 Arrest Report
 Preliminary Investigation Reports
 Supplemental Progress / Follow-up Reports

Style of Technical Criminal Investigation Report Writing


 All reports are written in such a manner that it clearly presents
only the relevant facts. The presentation of these case facts
must not be distorted or confused by the writer’s manner of
expression. Clarity, accuracy, and brevity are emphasized based
on facts.

What are the basic purposes of Technical Criminal Investigation


Report Writing?
 To preserve knowledge / information about a case.
 To provide accurate detail about the case.
 To aid other investigation and other agencies concerned.
 To coordinate investigation activities within the organization.
 To serve as reference by competent authorities.

01- What are the elements for a crime to happen?


Answer :
 Instrumentalities – are the means or instruments used in
the commission of the crime. It be firearm, a bolo, a knife,
an icepick, poison or obnoxious substance,, a crow bar, a
battery operated hand drill for carnapping, motor vehicle,
etc. Both the motives are instrumentalities belong to and
are harbored and wielded respectively by the criminal.
 Opportunities – consist of the acts of omission and or
commission by person ( the victim ) which enable another
person or group of persons ( the criminals ) to perpetrate
the crime. Illustrate examples include leaving one’s home
or car unattended for a long time, walking all alone in a
well-known crime prone alley, wearing expensive
jewelries in slum areas, readily admitting a stranger into
one’s residence and the like. Opportunities is
synonymous to carelessness, acts of indiscretion and lack
of crime prevention consciousness on the part of the
victim
 Motives – are reasons or causes why a person or group of
persons perpetuate a crime. Examples are disputes,
economic gain, jealousy, revenge, insanity, and thrill.
Intoxication, drug addiction and many others.

02- What are the three things that we should consider in Police
Visibility
Answer :
 Physical presence – Visible as a police, easy to locate
units
 Patrolling scheme –Mobile, Integrated, Widespread,
Supportive and redundant coverage
 Response – Proper, Adequate, Timely ( ideal: five
minutes )
03- What are the guidelines in the preparation and
classification of the Departmental communications
Answer :
 GENERAL ORDERS – orders and or objectives covering
organizational set-up, functional duties, constitution of
committees, including departmental commendations for
officers, members and civilian employees, general orders
are prepared for signature of the superintendent
 SPECIAL ORDERS - dealing on assignment, transfer,
temporary duty or special training of personnel. Special
Orders ( SO ) are prepared for signature of the Deputy
Superintendent under correspondent line Authority
 NUMBERED MEMORANDUM - is a department wide
direction or orders prescribing guidelines, standing
procedures, policies, rules and regulations which are
intended for compliance/implementation on permanent
or continuing basis. These orders are prepared for
signature of the Deputy Superintendent under casual line
authority
 MEMORANDA – ( unnumbered ) – This is another form of
dissemination of directives or orders which are intended
for compliance implementation on temporary basis or
lasting only for a short period. Memoranda are also used
for dissemination by quoting therein letters of
appreciation and other communications from other
offices or individuals, for informative purposes

04- What is Criminal Investigation


Answer :
 It is the collection and analysis of facts/truth about
persons, things places, subject of a crime to identify the
guilty party, locate the whereabouts of the guilty party,
and provide admissible evidences to establish the guilt of
parties involved in a crime

05- What are the goals of the Criminal Investigation


Answer : The criminal investigator must not forget and bear in
mind the goals of why he is investigating, namely :
 To determine if crime has been committed
 To legally obtain information and evidences to identify
persons responsible
 To arrest suspects
 To recover stolen property and
 To complete presentation of case to appropriate
authority

06- What are the three tools of an Investigator in gathering


facts
Answer : ( The Three I’s )
 INFORMATION - data gathered from other persons, the
victim and from other records such as public records,
private records. Modus operandi file
 INTERROGATION – skillful questioning of witnesses and
suspects
 INSTRUMENTATION – Scientific examination of real
evidence, application of instruments and methods of the
physical science in detecting crime such as microscope,
dactyloscopy, ballistics, photography, polygraphy and
others.

07- What are the Methods of identifying the offenders


Answer : ( The investigator makes use of the following )
 Confession
 Eyewitness
 Circumstantial evidence
 Associate evidence

08- What are the standard methods of Recording Investigative


Data
Answer :
 Photographs
 Sketches of crime scene
 Notes about the crime
 Finger prints found at the crime scene
 Physical evidences gathered
 Plaster cast
 Tapes of sounds or voices Video tape record of objects
and witnesses and
 Computerized Programmed

09- What are the qualifications of an Investigator


Answer : ( The Investigator must posses a well-round
educational background, a lot of experience in the job and the
right attitude. This includes other qualifications : )
 Capable of observation
 Rational thinker
 Knowledge about the laws on crimes, evidences, arrest,
investigative concept, techniques, scientific aids,
laboratory services, and about criminals and their modus
operandi
 Power of an intellect on the special called the 6th senses
 Cooperative and can work with others
 Observant of professional ethics
 Has leadership potential and
 Reliable, Honest, and physically and mentally fit
10- What are the basic functions of an investigator
Answer : ( The numerous among others performed by an
investigators includes )
 Providing emergency assistance
 Securing the crime scene
 Photographing, video taping and sketching
 Taking notes and Report writing
 Searching for obtaining and processing physical evidences
 Obtaining information from witnesses and suspects
 Conducting raids, surveillance, stakeout and undercover
assignment
 Testifying in court and
 Investigation monitoring and research

11- What are the contents of the basic or informal Report


Answer :
 The heading or the letter head of the Organization
 The date of preparation or submission
 The person or office to whom it is addressed or submitted
and
 The name of the writer or source of the report

12- What is Police Report


Answer :
 It is a permanent written record which communicates all
important facts of the case to be used in the future.

13- How are the Law Enforcement reports Classified


Answer :
 Administrative Reports – deals with the routine
functioning of the Department or agency. Such reports
may cover proper uniform, reporting procedures and
grievances.
 Operational Reports – Deals with the activities of the Law
enforcement officers

14- What are the Basic Function of the PNP


Answer :
 Crime Prevention – this is the basic role performed by the
members of the Philippine National Police
 Crime Solution
 Traffic Control

15- What are the concept of Police Report


Answer :
 Generally, the common thinking about police report is
any written matter prepared by the police involving their
interaction with the community
 Another concept is that a police report is an exact
narration of facts discovered during the course of crime
investigation which serves as a permanent record for
future reference
 Likewise, it is a permanent written record of police
activities classified as informal and formal which
communicates important facts concerning people
involved in criminal activities

16- What are the four ( 4 ) types of Operational Report


Answer :
 Patrol Service Report
 Arrest Report
 Preliminary Investigation Reports
 Supplemental Progress / Follow-up Reports
17- What are the basic purposes of Criminal Investigation
Report
Answer :
 To preserve knowledge / information about a case
 To provide accurate detail about the case
 To aid other investigation and other agencies concerned
 To coordinate investigation activities within the
organization
 To serve as reference by competent authorities

18- What are those some conditions that may lead to


termination of investigation
Answer :
 Lack of leads, hence case is suspended
 Awaiting for further development and gathering of
evidences
 Closed – perpetrators arrested and case filed in the
proper court of jurisdiction

01- What are the Methods of identifying the offenders


Answer :
( The investigator makes use of the following )
 Confession
 Eyewitness
 Circumstantial evidence
 Associate evidence

19- What are the goals of the Criminal Investigation Report


Answer :
The criminal investigator must not forget and bear in mind the
goals of why he is investigating, namely :
 To determine if crime has been committed
 To legally obtain information and evidences to identify
persons responsible
 To arrest suspects
 To recover stolen property and
 To complete presentation of case to appropriate
authority

20- What are the standard methods of Recording Investigative


Data
Answer :
 Photographs
 Sketches of crime scene
 Notes about the crime
 Finger prints found at the crime scene
 Physical evidences gathered
 Plaster cast
 Tapes of sounds or voices Video tape record of objects
and witnesses and
 Computerized Programmed

21- What are the basic functions of an investigator


Answer :
( The numerous among others performed by an investigators
includes )
 Providing emergency assistance
 Securing the crime scene
 Photographing, video taping and sketching
 Taking notes and Report writing
 Searching for obtaining and processing physical evidences
 Obtaining information from witnesses and suspects
 Conducting raids, surveillance, stakeout and undercover
assignment
 Testifying in court and
 Investigation monitoring and research

22- What are the contents of the basic or informal Report


Answer :
 The heading or the letter head of the Organization
 The date of preparation or submission
 The person or office to whom it is addressed or submitted
and
 The name of the writer or source of the report

23- What are the conducive contents/parts of your


Investigation Report on Format Number-1?
Answer :
 Date
 Letterhead
 Subject
 The person or office to whom it is address or be
submitted
 Authority to conduct investigation
 Details
 Recommendations
 Investigating Officer
24- In terms of Final Investigation Report what are the most
important contents/parts which are not found in your
Investigation Report Format number – one?
Answer :
 Matters to be Investigated
 Discussion of the case
 Conclusion of the case
 List of attachments ( Documentary and material
evidences )

25- In terms of attachments in the Final Investigation Report,


What are those documentary or material evidences which will
serve as an integral part of the case?
Answer :
 Complaint slip
 Authority to Investigate
 Sworn statement of the Arresting Officer
 SS of the witnesses
 SS of the suspect
 Arrest Booking sheet
 Laboratory Report
 Actual Surveillance Photos and Video
 Other Documentary evidence

26- In terms of filing of the case in proper court, what are the
legal correspondence, pleading and court order?
Answer :
 Transmittal of the Case/ Inquest Proceeding
 Information
 Warrant of Arrest
 Motions/Petitions
 Memoranda
 Resolution / Decision

27- What are the contains of the Preliminary Report according


to your reference book ?
Answer :
 The offense
 Current date
 Date and time of offense if known
 Identification date pertaining to victim or other reporting
party
 Location of Offense
 Method of Operation
 Identification data pertaining to suspect
 Identification of the officer / Investigating officer

28- On the case problem below, make a SIMPLE SPOT REPORT of


the case

Engr. Michael C. Pangilinan, owner of MP Construction Company,


in 641 Sales Street, Sta. Cruz, City of Manila, reported and complained
to the Western Police District, Manila Police Department that 500 bags
of cement, 20 wheel barrows, and cash of P500,000.00 were missing
from his MP Construction Hardware Store. Robbers destroyed the back
window of one of the toilets of his store. He suspects one of his helpers,
named Joselito Batumbakal to be one of the culprits. Batumbakal and
the companion Arnulfo Sierra were former employees of Engr. Michael
C. Pangilinan previously dismisses due to dishonesty and being engaged
in drug abuse. The suspects had a record of previous thefts at
Muntinlupa Police Station according to Engr. Pangilinan. A witness
identified as Eduardo Labrador saw the suspects used an owner jeep
stainless with plate number NCW-773, with two ( 2 ) others
unidentified malefactors inside the jeep at about 2 a.m. during that the
time of incident.

29- On the case problem above, distinguished if what kind of


violation that the suspect has been committed and prepared a
folder containing REFERAL OF THE CASE for filing of the case to
the office of the Prosecutor who has the jurisdiction of the case.
( This will serve as your PROJECT credited to your grades in Pre-
Final Grading )

==========================================================

01- Explain in details the characteristics of Feasibility Study?


Answer :
 It is a thorough and systematic analysis of the future that
will affect the possibility of success of proposed
project/undertaking
 It is a synthesis of separate studies usually dealing with
the market, technical, financial, socio-economic, and
management aspect of the project
 It is an essential medium of progress both as means to
initiate profitable projects for sectoral enhancement and
expansion and to evaluate actual project results
 Its primary purpose is to enhance the probability of
success of an specific understanding. It is the result of the
belief that a careful planned activity has been chances to
succeed than an activity without a previous plan
 It is also one of the best instruments to meet the
challenges of constant change

02- Discuss and explain what is Project Study


Answer :
 It presents the highlights, descriptive definition, long-
range objectives, feasibility criteria, history and basic
conclusions of the project under study. It gives the analyst
and the financier a capsule view of the whole project

03- In an outline form, How Project Study are described


Answer :
 Name of Enterprise – Briefly explain the reason for such
choice of name
 Location – Pinpoint the location of the head office and
the plant site and give the main reason for choosing
them. The factors which affect the choice of locations are
sources of raw materials, labor and utilities, proximity to
the market nature of available transportation, and the
cost of land buildings. The project must be in location
where maximum efficiency can be attained at the lowest
possible cost
 Descriptive Definition of the Project
1- Related National Program – It is the project in line
with any government-encouraged undertaking
2- Affinity to Regional or Sectoral studies – It is the
project a result of encouraging findings in the certain
regions or sectors in the country
3- Project potential and Proponent – It gives a
conceptual description of the project’s potential worth
and importance and the main behind it
 Project Long-Range Objectives – It explain what does the
project expect to achieve in 5 years in terms of size,
capacity, volume, worth, role in the industry and in the
economy
 Feasibility Criteria – It discuss what were the most
important guidelines used to judge the feasibility of the
project. What is profitability? Do it seriously consider the
impact on the socio-economic environment

04- What are the components of the Feasibility Study


Answer :
 Project Summary
 Objectives
 Market feasibility
 Technical Feasibility
 Socio-Economic Feasibility
 Organization and Management Feasibility

05- In terms of Feasibility Study, What are the major


assumptions on total project cost
Answer :
 Initial working capital requirements
 Alternative sources of financing, if any
 Sources of financing the project
 Beginning the pro-formula financial statements

06- What are the objectives of Police Patrol


Answer :
 To establish an effective patrol system at the station /
Block level in order to reduce criminal opportunity and
crime victims
 To identify the roles and responsibilities of patrol
members
 To instill among the personnel of the new cops on the
block, the importance of patrol in crime prevention and
apprehension
 To develop the trust and confidence of the community in
the police and enhance its support in crime prevention

07- Explain briefly concept of operation in Police Patrol


Answer :
 The AOR of the New Cops on the Block shall be sectorized
into patrol beats to pinpoint area responsibility and avoid
duplication of efforts. The patrol beat shall determined by
the Block Commander in consultation with Chief of Police
depending on the appreciation of the existing problems
and situation obtaining in the area. The composition and
frequency of the patrol shall likewise be dependent on
the aforesaid factors. The District/Station Mobile Patrol
Unit shall complement the New Cops on the Blocks with
mobile patrol cars and elements as necessary

08- State briefly the Roles and Responsibility of the Police


Patrol
Answer :
 Patrolling assigned beats, observing and checking
suspicious people, structures/buildings, compounds and
vehicles
 Responding to calls, entertaining complaints, initiating
the investigation and protection of the scene and
minimizing the after effects of accident, fires, and other
catastrophes
 Inquiring at public gatherings, preventing disorders and
dispersing unlawful assemblies
 Preventing crimes and arresting wrongdoers sighted,
assuring the public that peace is preserved
 Inspecting and or conducting surveillance in various
places of business establishments and other installations
and the removal of hazards of public safety
 Assisting traffic personnel of responsible agencies/unit in
facilitating the flow of traffic at busy intersections/roads
within AOR
 Conducting home visitations, ugnayans, dialogue, and
organizing CVOs during weekends
 Reporting occurrences and conditions which relates to
crime, public peace and order and public safety
09- State briefly Patrol Procedures
Answer :
 Observe precautionary measures and personal safety
while on patrol
 Drivers of mobile cars on patrol must practice defensive
driving and must follow traffic rules and regulations
 Select routes which provide best visibility
 Be observant of people, places, situations or conditions
and develop a suspicious attitude even if they appear to
be slightly out of the ordinary
 Use and tack persuasiveness when conducting spot
inquiry or questioning individuals for information.
 When inquiring a suspicious person or any individual for
identification, never handle the wallet or bag in which the
cards / documents are located. Let the individual remove
and hand them to you
 Be familiar as much as possible with known criminals ex-
convicts residing in or frequenting the patrol beat.
 Be on the alert of loiterers
 Keep under close observations actions of juvenile, trouble
makers/agitators and mentally ill/retarded persons.
 Observe the practice of “shaking doors” of unguarded
business establishments and vehicles especially during
night patrol
 When checking for suspicious persons, places, buildings,
establishments and vehicles especially during night time,
be prepared to use your service firearm.
 Be familiar with all personnel who are likely targets for
robbery or may be utilized as temporary refuge by
criminals
 Keep watch of an occupied homes
 Patrol members should avoid loitering in theaters,
restaurants, or public places
 Develop contact by getting to know as many people as
possible who can give factual information about crime
condition in the patrol beat
 Patrol members must be always on the look-out for
indications of vices and other illegal activities in the beat
 Patrol members must keep themselves well informed of
all conditions, events and particular places in his beat

10- Whose Units are required to maintain Police Blotters


Answer :
 Every Police Station or Sub-station shall maintain a Police
Blotter
 All PNP operating Units or divisions in the Metropolitan
Police District, in addition to the stations and sub-stations
shall likewise maintain a separate blotter

11- Who will be responsible in supplying the Police Blotter


Answer :
 General Headquarters, PNP shall supply Police Blotters to
each PNP Unit, Station or Sub-Station who shall reflect
the same on their property books as accountable items
 The PNP unit Commanders shall responsible for the
proper maintenance, use, safe-keeping and accounting of
the police blotter
 Pending procurement to use the present police blotter,
provided, the forms and rules shall be followed

12- What is Record Management


Answer :
 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

13- What are the importance of Police Records


Answer :
 Primary means of communications among members of
the police department and the integration of various
units of the organization for accomplishing the police task
and goals
 Essential in the efficient performance of routine duties,
supervision and control od personnel and determination
of department policy

14- What are the types of police records


Answer :
 Case records
 Arrest and booking records
 Identification records
 Administrative records
 Miscellaneous records
15- What are the record elements of the Personal
Identification File
Answer :
 Arrest Booking Report
 Fingerprint file
 Criminal Record History
 Personal Identification Photographic File
 Personal Identification Negative File
 Crime Scene Photograph file
 Wanted and Missing Persons File
 Warrant file

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