Technical English 1

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CHAPTER 2

POLICE REPORT WRITING

Essentially, a report is a short, sharp, concise document which is written for a particular purpose and
audience. It generally sets out and analyses a situation or problem, often making recommendations for future action.
It is a factual paper, and needs to be clear and well-structured.

Requirements for the precise form and content of a report will vary between organization and departments and in
study between courses, from tutor to tutor, as well as between subjects, so it is worth finding out if there are any
specific guidelines before you start.

Police Report

Police Report is a report made by the police containing the initial statement made by the victim at the
time she or he reported the crime. A police report consists of a testament, specific details of the event and
names of people involved.
A police report is a documentation made by a police officer which includes the important details and
events about an incident.
A police report is a document that details all of the facts, circumstances, and timeline of events
surrounding an incident.
Police reports vary from agency to agency, including the protocol that is to be followed when completing one;
however, the general information and function is relatively the same. The report is written by the responding
officer and is turned into the department for review and filing once completed. Not only does the police report
provide a point of reference for investigating officers, it may also be used by the victim for insurance purposes
or by court staff in the event of criminal charges.

Reports may contain some or all of the following elements:

 A description of a sequence of events or a situation;

 Some interpretation of the significance of these events or situation, whether solely your own analysis or
informed by the views of others, always carefully referenced of course;
 An evaluation of the facts or the results of your research;
 Discussion of the likely outcomes of future courses of action;
 Your recommendations as to a course of action; and
 Conclusions

Not all of these elements will be essential in every report. If you are writing a report in the workplace, check whether
there are any standard guidelines or structure that you need to use.

Report Writing Checklist

1. Think about the 5 W’s: who, what, when, where, why. If you are writing on paper, most of this information will
go into your opening sentence. If you’re writing on a laptop or using a template, make sure you’ve filled in the
spaces accurately and thoroughly.
2. Include full names and contact information for witnesses, victims, and suspects (if available). If you interview
someone who may be important to a future investigation, get a backup phone number, such as a relative,
friend, or workplace. Many people change phone numbers frequently, and an alternative number can help
solve a case.

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3. Include the results of each investigation you did: fingerprints, footprints, point of entry/exit, bloodstains, and so
on. Omitting results is one of the most common mistakes that officers make. Result: Confusion, wasted time,
and sometimes a missed opportunity to solve or prosecute a case.
4. Start each sentence with a person, place, or thing UNLESS you have absolute confidence in your writing
ability. Keeping sentences simple prevents a multitude of writing errors.
5. Avoid outdated report practices. Old-fashioned words like “abovementioned,” “ascertained,” and “respective”
waste time and cause confusion when you’re preparing for a court hearing. For example, what did you mean
when you said you “ascertained” something? A witness told you? You saw it? You came across a useful piece
of evidence? Explain in detail.
6. Clearly state who did what (in other words, use active voice). Contrary to popular belief, passive voice doesn’t
magically make you honest, objective, or professional. Those are qualities you have to commit to and work on.
Passive voice (“Harris was handcuffed”) can create confusion if several officers are working a scene: Six
months later, in court, are you going to remember who took the suspect into custody?
7. Make sure the disposition part of your report is complete: If you found useful evidence at the scene, did you
thoroughly cover the chain of custody? Did you describe injuries in detail? What was the outcome for victims
and suspects?
8. Avoid generalizations and hunches, which can open you up to challenges in a courtroom later. Statements
like “I knew Harris was lying” and “Johnson seemed nervous” don’t belong in a professional report. Stick to
factual descriptions: “Harris told me they were heading to Porter City, but his wife told me they were going to
Hicksville.” “Johnson’s hands were shaking, and he looked over his shoulder 10 times in less than five
minutes.”
9. Avoid slang and insensitive language unless you’re quoting someone’s exact words. Sexist language,
vulgarities, and other unprofessional terminology can embarrass you if a district attorney, newspaper reporter,
judge, or community leader reads your report.
10. Use the spellchecker and grammar checker if you’re writing on a computer. If you’re writing on paper, use the
dictionary to double-check words you’re unsure of. Make a list of words that give you trouble and write them
neatly on a piece of paper that you can keep handy while you’re working on a report. Memorize words that are
commonly misspelled: For example, a lot and all right are always two words; occurred has a double “c” and
double “r.”

THE IMPORTANCE AND PURPOSES OF POLICE REPORT WRITING

Importance of Police Report Writing

One’s skills as a police officer are largely evaluated based on his or her written reports. An officer must
not only be able to do his job well and within the scope of the law, but he must also be able to accurately record
information concerning those activities and present it to those who were not there.

In most instances, the ranking supervisor will not be present as an officer is investigating an incident. It will likely
be this supervisor who ultimately reviews and passes judgment on the reports generated by the officer. It will be this
supervisor’s responsibility to determine whether or not the officer followed the proper policies and procedures of the
department, as well as applicable laws concerning the initial investigation. Eventually there is the potential for a large
number of people to read these reports. In many instances, it will be up to some of these people to pass judgment on
others based on much of the information presented in these police reports. Follow up investigators from the
original department, and/or other agencies will determine what an officer has done in the case based on the
information that has been presented in the report. These officers will then have to decide what they will need to do
next in order to continue the investigation and successfully bring it to a close.

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Initial investigating officers should not only indicate what they did in their reports, but should also record what
they did not do, and the reasons why. For example, if an attempt was made to contact a potential witness and that
contact was not made because the witness works nights, then this information should be listed in the report. This
would be important information for the follow up investigators to know before potentially wasting valuable time. Follow
up investigators will often retrace the initial investigating officer’s footsteps, and potentially complete a
number of unnecessary steps that could have been avoided had the original officer recorded all of his
actions. This could relate to a tremendous loss of valuable time.

Since these initial investigating officers are generally the first responding officers to the scene of an incident, it is
of paramount importance to accurately and descriptively record short-lived evidence. These could include
odors, stains, sounds, even the actions, statements and demeanor of witnesses, suspects and victims. The drama of
heated verbal exchanges or physical altercations between an officer and an attacker may seem bland, uneventful or
even routine to one reading the police report if all of the information is not listed.

As a prosecutor sits in his office some days after a crime has occurred, he will not have the ability to hear the
frantic screams of the victim nor be able to smell the blood and burnt gunpowder. It will be up to the prosecutor to
understand the full scope of the event simply by reading the police reports. He will then have to determine
whether all of the elements of the crime have been presented, in order to sustain the proper charge, and ultimately
prove the case. In addition to the prosecutor, judges, other attorneys and juries will have to rely on specific
information recorded in police reports to make a decision about the honesty, deception, guilt and/or
innocence of the parties involved in the reported event.

Many officers seem to be under the impression that the police report they are writing will simply find itself in a
dark cabinet drawer somewhere never to be seen again. They do not consider the importance of the document as it is
being written, nor do they consider those who may end up reading it. Insurance companies require completed
police reports before they can act on claims by victims. These reports may initiate further investigations by
representatives of the insurance companies, as well as further criminal investigation. The majority of police reports
are considered public record and available to anyone desiring to obtain them. Media representatives may read
most available police reports as they look for an interesting story. The victims, witnesses and suspects listed in these
reports often have the opportunity to obtain and read them. If the report is inaccurate, misleading or untruthful, there
could be damaging repercussions. An officer’s integrity and credibility are at stake.

Police reports are integral components of the criminal justice system. These reports facilitate criminal
prosecution, provide judges with a third-party view of circumstances pertaining to court cases, and serve as vital
pieces of documentation that help victims of criminal injury recover damages and find justice. Because many court
cases take place after much time has passed between an incident and a hearing, a police report doesn’t depend on
faulty memories or even hearsay; it is a firsthand account of circumstances close to the moment of the incident.

Purposes of Police Report Writing

Starting Point for an Investigation

A police report is a document detailing a crime or a problematic incidence. Many times, it is the victim of
the crime who reports what happened to the police, but sometimes it is a witness. Police officers generate a police
report to start an investigation. This report may be used as the basis for further investigation, or it may be used by the
prosecutor's office when a district attorney charges a suspect with the crime.

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Much effective police work involves initiating some form of record. It may be anything from a single line entry
about some minor event to a lengthy detailed investigative document describing a crime scene. The police officer’s
supervisors evaluate the officer’s skills using written reports. An officer’s duties include performing police work within
the scope of the law, but they must also accurately record information concerning what was done so that others who
were not present can have all the facts.

Evidence for the Crime Victim

As anyone who has had their car broken into or vandalized knows, not every police report results in a suspect, let
alone a conviction. But tracking down and prosecuting suspects is only one purpose of a police report. Even if
a suspect is never found in a case, the victim requires some document showing what happened to process insurance
claims and to present at court hearings. For example, if your car is hit by a hit-and-run driver, you'll need a police
report to get the insurance company to pay for physical damage to the car and medical care for those inside the car.

Information for Communitie

Police reports can also assist communities deter criminal activity. These reports can be used to track
criminal activity trends in different areas of a city. If many reports detail house break-ins at night in a certain
neighborhood, the police can warn the residents to install better security. They can also patrol the area more
frequently at night.

QUALITIES OF A GOOD POLICE REPORT

Police report writing is a part of required training for police candidates. A large number of police agencies have
transitioned to computer electronic reports rather than using paper forms. The electronic reports are designed as
templates with fillable information, making it user-friendly when writing a report. While the computer offers some ease,
the officer should take consideration in writing a quality police report.

1. Strong Narrative Flow

Walking readers through every step of an incident is critical to avoiding confusion. Good reports stay in sequence,
beginning with the time, date, location and nature of the complaint. The narrative should lay out each event as it
happened, the officer’s response and the outcome. Missing details or jumbled time sequences can jeopardize the
credibility of a report and the officer who wrote it.

2. Clear Language

Avoiding police jargon--such as references to "this officer," for example--will trim excess verbiage that disrupts a
report's narrative flow and confuses readers, Lt. Fran Hart says on PoliceOne.com. She further advises to write in the
first person whenever possible and clearly identify suspects, victims and witnesses. Continually referring to "Subject
#1" or "above date and time," in Hart's view, leaves the reader guessing about what happened.

3. Attention to Detail

Well-written reports show attention to detail, because information is the lifeblood of police work, Barry M. Baker
observes in an excerpt from his book "Becoming A Police Officer." This point becomes important when victims delay
reporting traumatic crimes such as sexual assault. Failing to pin down when the crime occurred could help the suspect
build an alibi, causing problems for any prosecution.

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4. Concise Approach

Getting to the point is another hallmark for all good reports, says Hart, who recalls seeing sentences that run down
a whole page. Good reports give readers' eyes a break by avoiding endless sentences and paragraphs, Hart advises,
as well as abbreviations and writing done solely in capital letters. Sticking with shorter sentences and spelling out
common abbreviations only serves to boost credibility, Hart says.

5. Complete Information

Taking time to elicit crucial details from victims makes a good report even more valuable, Baker says. Many
officers write "No Further Description" based on the first superficial answers that a victim gives, according to Baker--
instead of posing further questions that provide a more detailed picture. For example, suspects' ages rank among the
most consistent omissions, lessening the report's value to other officers.

6. Crime Classification

Classification of the offense needs to be accurately reported and placed under the proper crime category.
Statistical data of these offenses is collected from all law enforcement agencies to analyze and gauge the types of
crimes that occur throughout the country. The police officer is responsible for knowing the different types of crimes
and applying the applicable crimes in the report.

7. Basic Information

Police report forms contain checklists and fields for the police officers to fill in information. Each item and area have
to be thoroughly completed, even if it is non-applicable. Several of these fields are completed by the police officer
using the victim or alleged suspect's government-issued identification card. Contact information and phone numbers
are important to follow up or obtain additional information from the victim or alleged suspect.

8. Incident Information

Date, time and location of the incident are critical components in a police report. When an offense or incident is not
reported on the actual date or time of occurrence, the details become important should the case go to trial. The police
officer should enter the actual date and time of the initial offense. Sometimes, the location of the incident occurs in
several different areas. Indicate the first location on the police report; all other locations can be provided in the
narrative.

9. Suspect Information

A vital part of the police report is getting a detailed description of the suspects. Obtaining a good physical
description from the victim may be difficult during a traumatic experience. The best way is to ask several questions,
which produces an effective and thorough report, especially if the report is necessary for court cases. Important
physical details should include race, eye color, hair color, complexion, approximate age, height, weight, tattoos, scars
and clothing.

10. Report Narrative

The report narrative needs to be well written, accurate, direct, concise and complete. Refrain from repeating
information previously entered in the data fields and use it as a second reference in the narrative, such as Victim
Smith or Suspect 1. Gather all information and interviews by being proactive, since people are sometimes reluctant to
volunteer information. Write the report in chronological order with facts from the interview and investigation. Details,
such as contradictions, may be pertinent to the report. Do not overlook any details, such as conversations and verbal
exchanges.

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WRITING THE BASIC REQUIREMENTS OF POLICE REPORT WRITING

(According to Jean Reynolds)

Police reports require you to stick to the facts and avoid original thinking. Sentences need to be straightforward, and
you have to employ ordinary vocabulary words. Here are some guidelines:

1. Use names and pronouns (I, he, her) when you write about yourself and others at the scene. Avoid
outdated expressions like “this officer” and “the abovementioned witness” or “victim 1.”

2. Limit yourself to one idea per sentence. Short, straightforward sentences are easy to read and understand,
saving time for everyone. (You’ll especially appreciate this time-saving tip when you’re reviewing a report to
prepare for a court hearing.) The longer a sentence is, the more likely you are to make an error.

3. Start every sentence with a person, place, or thing. Normal sentence structure in English begins with a noun,
and the grammar is simple: Just put a period at the end. Complicated sentences, on the other hand, require
complicated punctuation, and they open the door to sentence errors.

4. Try to limit yourself to three commas per sentence. If a sentence has more than three commas, it’s probably
too complicated to be read easily, and it may contain usage or punctuation errors.

5. Use active voice. A widespread (and mistaken) notion in law enforcement says that passive voice guarantees
objectivity and accuracy. False. Writing a sentence like “A baseball bat was seen on the sofa” does not guarantee
that you’re telling the truth. It’s much simpler just to write “I saw a baseball bat on the sofa.”

6. Use lists. Of course you can’t write an entire report in list format. But lists can save time when you’re recording
evidence from a scene or statements from a witness. Here’s an example:

When I entered the living room, I saw:

 a baseball bat on the sofa

 a trembling woman sitting on an armchair
 a man (later identified as Paul Rosen) standing over her
 pieces of a broken vase on the carpet
 He didn’t touch her.

7. Don’t use fillers. Avoid empty words and phrases like “…whereupon I proceeded to,” “upon seeing this,” “at this
point,” and similar expressions that don’t add anything useful. Many phrases can be simplified to save time:
“members” rather than “individual members,” and “returned to their homes” rather than “returned to their respective
homes.” Remember that police reports—unlike school assignments—don’t have minimum word counts.

8. Eliminate repetition. You don’t have to write “I asked him…he told me…. I then asked him… whereupon he told
me.” Just record what the person told you, as in this example:

Paul Rosen told me:

 He and Gail have been “fighting a lot”

 Dinner wasn’t ready when he came home from work
 They started arguing
 She threw a vase at the wall
 He didn’t touch her

These tips can transform your report writing, making you more professional, more up-to-date, and more efficient.

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References:

“Four types of police report.” Virtual academy.

https://www.virtualacademy.com/blog/police-officer-training-four-types-of-police-reports

“Information-Police Reports.” Legal Beagle. https://legalbeagle.com/5291423-information-police-reports.html

“Police Report Definition and Examples.” Study.

https://study.com/academy/lesson/police-reports-definition-examples.html

“Police Report Writing-Technical English.” Criminology Board Exam Reviewer.

https://criminologyboardexamreviewer.weebly.com/police-report-writing-technical-english.html

“Report Writing.” Skills You Need. https://www.skillsyouneed.com/write/report-writing.html

“Report Writing Checklist.” Your Police Write.

https://www.yourpolicewrite.com/how-to-write-a-report/report-writing-checklist/

“Requirements for effective police reports.” Virtual academy.

https://www.virtualacademy.com/blog/8-requirements-for-effective-police-reports

“Write Crime Scene Report.” Legal Beagle. https://legalbeagle.com/4894831-write-crime-scene-report.html

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