COURSE: Public Safety Junior Leadership Course

(PSJLC) Module 5: Police Operations

Sub-Module 3:
Investigation
Definition of Terms:

INVESTIGATIVE REPORTING – is an objective statement of the

investigator’s findings, it is an official record of information relevant to the
investigation which the investigator submits to his/her superior.

COMMUNICATION – the use of language, spoken or written to exchange ideas

or transfer information. The transfer of information or ideas from one person to
another includes the transmission & receipt of message to affect some type of
action or change.

REPORT – is a detailed account of an event, situation, etc., usually based on

observation or inquiry.

REPORT WRITING – 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.

Reporting – is knowingly passing along information to someone else.

Fact – is anything which either through careful observation or investigation, has

been proven to exist as to have happened.

Note Taking – is defined as a brief notation concerning specific events that are
recorded while fresh in your mind and used to prepare a report.

Chronological Order – is the arrangement of events and/or actions in order by

the time of their occurrence.

Importance of Investigative Reporting

 It serves as records for police administrators in planning, directing, and
organizing the unit’s duties
 Reports can be used as legal documents in the prosecution of
criminals.
 Reports can be used by other agencies.
 Reports can be useful to local media which need access to public
documents.
 The author of a report should also consider that his/her (written) work is
reflective of his personality.
 Reports can be a basis for research.
Preparations needed in Report Writing

1. Review and Organize notes.

2. Draw an outline in chronological sequence – should answer the 5W’s & 1H.
3. Review for completeness.
4. Actual writing of the report

Criteria

 It must be grammatically correct.

 Abbreviation must be used appropriately and correct.
 The report should avoid slang, colloquialism or unnecessary technical terms.

Requisites of a Good Investigation Report

 Accuracy
 Completeness
 Brevity
 Fairness
 Form and Style
 Clarity
 Specific
 Timeliness

Types of Report Writers

 Those who write without thinking.

 Those who write and think at the same time.
 Those who think first and write afterwards.

Supervision of Reports

Methods of Supervision:

1) Tickler system – this system assures a regular check on each

pending case and is filed behind the officer’s name in the card index
box.

2) Assignment record – this should show the cases assigned to each

officer, and should include a record of reports submitted.

3) All reports should be read and signed by the supervisory

official –it is best to have a rule that no report can be filed until
approved by the supervisor.
Different Types of Report

1. Police Blotter – is a record or log of daily events occurring within the

territories/jurisdiction of a given police unit or command. It contains material
details concerning the event for legal and statistical purposes, it is also where
all types of operations and undercover dispatched shall be recorded containing
the five Ws (WHO, WHAT, WHERE, WHEN, and WHY) and one H (HOW)
of an information.

2. Spot Report – this refers to an immediate initial investigative or incident

report addressed to Higher Headquarters pertaining to the commission of the
crime, occurrence of natural or man-made disaster or unusual incidents
involving loss of lives and damage of properties.

3. Progress Report – it is an accounting of the actions or series of actions

undertaken in relation to an ongoing investigation of a case. It includes updates
and or recently discovered facts, data, evidence recovered, result of forensic
examinations which would shed further light into case and determine the next
courses of action to be taken.

4. Special Report – special reports are done either because one feels he has
some reporting to do, or a lower police unit or office is obligated based on the
directives or an instruction from the higher police offices.

5. Final Report – is a thorough, in-depth and lengthy account regarding an

investigation into an incident or case as mandated by higher authorities to
establish a determination of the truth and or how far it could be determined
based on the facts and circumstances with the appropriate recommendation for
the proper course/s of action/s to be made.

6. Investigation Report – is considered internal communication, and it should

be addressed to the chief or head of a police office. Investigation report is
complete when it answers the six interrogatives of police report writing- the
5W’s and 1H. It also provides in brief, the sworn statements executed by the
individuals having an interest in the case being investigated.

7. Flash Alarm – is an account relative to the commission of a crime or incident

filed by a complaining witness or victim to the Police citing the date, time,
place, possible motive of the commission/occurrence, how it was perpetrated,
and other details relative to incident.

8. Investigator’s Notes – recording note: The data of the investigation should

be recorded in a complete, accurate and legible fashion so that in the event
another investigator is required to assume responsibility for the investigation,
he can make intelligent use of the notebook.

9. Case Referral Report – it serves as endorsement to the Prosecutors Office

of the case being brought by the investigating officer before their
 (Prosecutor) attention for appropriate action (either for inquest or regular
filing). When the particular case is already referred to the Prosecutor the
investigation of the case terminates and the jurisdiction over the case already
resides with the Prosecutor in-charged.

10. Referral Notes – used to inscribe incidents, cases and other important events
that transpire during his/her tour of duty.

11. Coordination Report – a report which is used as a means of formal

coordination to be made by the investigating agency with the police unit or
military unit having operational jurisdiction over the place where a police case
operation shall be conducted.

12. Turn Over of Crime Scene – procedure done by first responders to the
investigator/s in charge.

13. Turn Over of the Physical Evidence – procedure done by

investigator/s on case to the SOCO team.
 After Case Hearing Report (during trial)
 After Case Hearing Report (during promulgation)

14. Case Folder – complete copy of investigative documents in a particular case.

 Special report in civilian letter format
 Forensic request format

You can download at https://didm.pnp.gov.ph the sample format of:

 Spot Report.
 Progress Report.
 Final Report.
 Sample format of Case Referral (Regular Filing and Inquest).
 Sample Format of Coordination Report.
 Sample Format of Turn-over of Crime Scene (From First
Responder to the Investigator).
 Sample Format of Turn-over of Crime Scene (From Investigator to SOCO
Team Leader).