TECHNICAL ENGLISH 3rd EXAM COVERAGE ● An information record book for

EVIDENTIARY or REFERRAL PURPOSES

DIFFERENT POLICE REPORTS
CONTENTS;
1. Spot Report ● Answer the cardinal elements
● Immediate initial investigative or ● Names of suspects and people involved in
incident report addressed to the nature of crime etc. and important
HIGHER HEADQUARTERS details.
● Contains commission of crime, INCIDENTS TO BE RECORDED:
occurrence of natural or man-made 1. Violations of laws and ordinances
disaster: loss of lives or damage of discovered
properties 2. Calls of police force which was dispatched
or taken official action
NOTE: Spot report must be: 3. Warrants, subpoenas, summonses, citations
A. Acted upon and reported to higher police and like
officer verbal or written 4. Fire alarms, reports and information
B. Within 24 HOURS received by stations
C. To inform an immediate chief considering 5. Movement of prisoners
the fact that whatever happens in area is a 6. Cases of missing, and found persons,
COMMAND RESPONSIBILITY animals and properties
D. SPOT REPORT may use RADIOGRAPHIC 7. Vehicular and types of accidents which
MESSAGE FORM if reporting unit is far require police actions
E. Must be complete answering CARDINAL 8. Personal injuries, bodies found and suicide
POINTS 9. Damage to property
10. Cases where police member is involved
SOURCES/REFERENCE OF SPOT REPORT 11. Arrest and returns made
a. Standard Operating Procedure (SOP) 12. Miscellaneous cases, special orders and
b. Police Blotter Entry others that CHIEF OF POLICE wants to be
recorded

2. INCIDENT REPORT (Traffic Accident Report) PROCEDURE IN MAKING POLICE BLOTTER

● Is a written account of an event or ENTRIES:
occurrence 1. Shall be handwritten in clear and concise
● Purpose is to document EXACT DETAILS of manner
the occurrence as BASIS for FURTHER 2. Only facts
ACTIONS 3. No erasures shall be made
● Concerned PUBLIC SAFETY OFFICERS NOTE: Corrections are made by drawing 1
horizontal line over such word and
NOTE: are jump off points of investigations actual entry is INITIALED by police officer
designed to ferret out the facts and recommended 4. Blue, black or blue-black ink pen
solutions. 5. Misrepresentations in blotter are punishable
CRIMINALLY and ADMINISTRATIVELY
3. Police Blotter 6. Written in longhand and consecutively
● Record of daily events occurring within NUMBERED
jurisdiction of a given police unit or 7. Every page shall be CONSECUTIVELY or
command. chronologically filled up
● Contains details about event for LEGAL 8. No line of space shall be left blank between
AND STATISTICAL PURPOSES any two ENTRIES
 9. Development of a case to be reflected in the PURPOSES OF INVESTIGATION REPORT
blotter should be a new entry at the time 1. Record- provides permanent official record
and day it was reported of relevant information obtained in course of
10. DUTY SERGEANT under supervision of investigation
DUTY OFFICER or COMPLAINT DESK 2. Leads- provides other investigators with
OFFICER- shall make entries in the blotter information necessary to further advance
11. DUTY SERGEANT and DUTY the investigation
COMPLAINT DESK OFFICER shall both 3. Prosecution Action- report is a statement
sign the blotter at the end of TOUR of facts on which designated authorities
may BASE a criminal, corrective or
POLICE BLOTTER EXCERPT disciplinary action.
1. A CERTIFICATION of its contents is made CRITERIA OF GOOD INVESTIGATION REPORT
to have a COPY of the blotter. It is copied 1. Report is subject to close scrutiny
word for word and no correction in the 2. Grammatically correct
grammar 3. Abbreviation used correctly
2. Obvious mistakes inventory shall be 4. Avoid slang, colloquialism or unnecessary
consulted to the DESK OFFICER who made terms#
the entry REQUISITES
1. Accuracy
4. INITIAL INVESTIGATION REPORT ● True presentation of facts
● Is the first action to be undertaken when ● Information is favorable and
there is a reported or discovered incident unfavorable to suspect included
● One of the standard operating procedures in ● Information should be verified by
police stations statements of other witnesses
● THIS IS WHERE THE SPOT REPORT ● References to official records and
WILL BE RELIED ON reliable sources
5. PROGRESS REPORT 2. Completeness
● Is submitted if there is NEW FINDINGS or ● 5Ws and 1H are answered
DEVELOPMENT IN THE CASE ● Element of crime are established
● Should be numbered consecutively and facts to prove these elements
according to the sequence of developments ● Documented by important
in the case statements, letters, findings and
SOURCE/REFERENCES laboratory reports
1. SOP 3. Brevity- irrelevant or unnecessary materials
2. POLICE BLOTTER should be omitted
3. SPOT REPORT 4. Fairness- investigator should take facts as
4. PROGRESS REPORT he/she finds them. And THEORIEs must be
consistent with facts
5. Form and Style
5. Final Investigation Report ● In a manner that is easy to READ
● An objective statement of the investigator’s ● Proper paragraphing, underscoring,
findings capitalization and heading
● An official record of information relevant to ● Written in 3RD POV, refers himself
the investigation which investigator submits as the “INVESTIGATOR
to his superior officer 6. Prompt- report must be completed in a
● This report provides vehicle for HIGHER timely manner
HEADQUARTERS to act on the matter
CHARACTERISTICS OF REPORT WRITERS 8. POLICE OPERATION PLAN
A. Writers who write without thinking ● In police parlance, known as THE OPLAN
B. Who write and think at the same time ● Used to have a systematic and economical
C. Who think first and write afterwards use of resources
SUPERVISION OF REPORTS ● States the TASKS of every personnel and
1. Assure Good Reports resources needed
● Chiefs must sincerely want good EXAMPLES: Oplan for police activities, Fiesta,
reports and train his writers New year, Summer Vacation, Labor Day
METHODS OF SUPERVISION Celebration and other occasions
1. Tickler System
● Supervisory official keeps a “3x5” PARTS OF OPLAN
index cards on each case showing 1. The Heading
basic data and dates ● In the right-most part of the
● Card is filed behind the officer’s document containing number of
name in the card index box copies of OPLAN: office and date
● Also assures a regular check on 2. Title
each pending case ● Subject of the operational plan
2. Assignment Record ● A code number or name is used
● Show the cases assigned to each which is reflective on the mission
officer and include a record of ● It provides gist and idea about what
reports submitted the OPLAN is all about
3. All reports should be read and signed by the NOTE: Reference- is the authority why OPLAN
supervisory official exists
Task Organization- list of PNP personnel involved
6. After Operations Report in the OPLAN
● After major operations, this report is made 3. Situation
● Informative report detailing EVERY ● Tackles the RATIONALE why
ACTION performed by personnel during OPLAN is adopted
operations ● Presents the current situation in the
● Being done NO MATTER WHAT the result area and current CRIME TREND
● Basis of staff officers for administrative ● Enemy and friendly forces indicated,
actions human resources etc.
INCLUSIONS 4. Mission
1. List of participating personnel ● Cover what the plan is all about and
2. Summary of resources consumed what it intends to do
3. Coordination forms (CSWD) ● Subdivided into PURPOSE, GOALS
4. Photographs and OBJECTIVEs
5. Execution
7. After Encounter Report ● The concept of the project will be
● A report on special missions or combat outlined and explained
operations involving lawless elements and ● Must be made as an “ANNEX”
SUBVERSIVE TERRORISTS or REBELS ● Explains how the OPLAN will be
● Sketch of encounter scene, participating carried out and human and material
troops, summary of ammunition expended, resources
summary of ammunition stocks and ● Enumerated
AWARD RECOMMENDATION for troop 6. Administrative and Logistics
members, pictures, proposed citation. ● Listing of logistical requirements,
supplies and materials needed to
 implement the project and BASIC PARTS OF SWORN STATEMENT
enumerated as an ANNEX NOTE: sworn statements must be in a language
7. Command and Signal understood or used by HIM
● Is the last portion and this pertains to 1. Title or identification of statement: name,
the channels of communication address of affiant, name of investigator and
needed when implementing OPLAN rank where and when the statement was
● Include types of reports rendered taken
8. Signatures 2. Affiant informed of his constitutional rights
● Original copy of OPLAN signed by 3. Question revealing personal circumstances
CHIEF OF POLICE : name of it shall of the affiant
only appear in the RIGHT SIDE OF 4. Questions asking the affiant if she knows
THE DOCUMENT and rank under why she is questioned
● Succeeding pages signed by 5. CARDINAL POINTS
OPERATIONS OFFICER: in the 6. Contain sufficient details as to the
LEFT PORTION only and rank and commission of the crime
designation 7. Affiant is informed that investigator has no
more question to her
9. SWORN STATEMENT AND AFFIDAVIT 8. Should contain errors and mistakes
A. Sworn Statement- a written statement committed by the investigator
voluntarily executed under oath by a 9. Signature of the AFFIANT or If MINOR
person, suspect or witness taken in a QnA signature of parents or guardian
Format or NARRATIVE (affidavit)
10. INDORSEMENT
TYPE OF WRITTEN STATEMENT ● Is a reply or a forwarding statement usually
1. Question and Answer Type added to a letter
● Preferable to the narrative ● It is a communication within a
● Easier to develop or prove essential communication
elements of an offense ● The content is meant to furnish information,
A. Leading Question- suggests to witness, comment or recommendation on the matter
affiant, informant, respondent, or at hand
complainant that answers which ● Use of 3rd POV is prescribed
INVESTIGATOR DESIRES ● Each paragraph may be started with
B. Misleading Question- one which assumes DOUBLE-SPACING
as true fact BUT NOT YET TESTIFIED by NOTE: A communication being sent to a
witness or suspect SUPERIOR OFFICE is always “RESPECTFULLY
2. Narrative Type (AFFIDAVIT) FORWARDED” with respectfully word
● A form of sworn statement made in a ● Should be given useful and necessary
narrative style information or recommendation on the
● Usually started with a “SCILICET” matter at hand
abbreviated as “S.S” ● Writer should avoid “FORWARDING” or
“RETURNING” indorsement
NOTE: Term of SCILICET is derived from LATIN PARTS OF INDORSEMENT:
WORD “SCIRELICET”- it is permitted to know 1. Heading,
translated mean “to wit” 2. Dateline, Inside Address
3. Salutation, Body, Complimentary Close
4. Signature
11. CASE OPERATION PLAN (COPLAN) INSTRUCTIONS IN MAKING ROUTING SLIP
● Refers to a preparatory plan on HOW TO 1. Shall be attached to every document which
CARRY OUT a case operation needs to be acted upon
● Refer to a definite target specific activity 2. Should indicate:
conducted in relation to an intelligence a. Control number
project b. Originating unit/office
● Case operation- is the last report to c. Type of document
measure to pursue intelligence objectives d. Date of document
when police operations fail e. Subject matter
3. For purpose of tracking, each officer shall have
12. Summary of Information (SOI) its own documents control number
● An intelligence report rendered regarding 4. DATE RELEASED and RECEIVED BY entities
any illegal activity or violation of laws being shall be filled up by the PERSON TO WHOM THE
observed by INTELLIGENCE DOCUMENT IS RELEASED
OPERATIVES
● Usual basis of CASE OPERATIONS

13. Background Investigation Report

NOTE: INTELLIGENCE REPORT- is important in

rendering the result of background investigation

● Involves records check and neighborhood

check regarding personal information and
such. Criminal records, behavior, address,
present activities and such

14. ROUTING SLIP

● Aimed in transmitting papers from office to
office within the headquarters
● It is never used to FORWARD PAPERS to
an agency outside of a HQ
● Used to SPEED UP transmittal of
correspondence direct to action without
using BRIEF, a DF or an ENDORSEMENT

NOTE:
1. Routing Slip is not used when it fosters to
stamp a comment on a basic
communication
2. Used for INTER-OFFICE routing in a HQ
3. It is never used for APPROVALS,
DISAPPROVALS, concurrences
4. Some officer use ROUTING SLIP in a
PLAIN WHITE COMMUNICATION
demanding immediate action