TECHNICAL ENGLISH 2nd EXAM COVERAGE 2.

INVESTIGATIVE RECORD
● Police report aids prosecutors,
IMPORTANT ELEMENTS TO BE CONSIDERED attorneys and law enforcement
WHEN WRITING A REPORT: agencies as records of all
investigations
1. Complete ● SOURCE documents for criminal
2. Clear prosecution and documenting
3. Concise agency actions
4. FActual 3. COURT PREPARATION
5. Accurate ● For factual presentation in trial
6. Timely ● Assist officers during court
appearances by refreshing memory
WHAT IS A REPORT? before testifying
● Specific form of writing that is organized ● Prepares to provide HEARSAY
● Report identifying and examining issues, TESTIMONY at preliminary hearings
events or findings that have happened in a
physical sense 4. CIVIL LIABILITY ASSESSMENT
● Reports about events within an organization ● Essential for risk managers,
or findings from a research investigation insurance companies and civil
litigations attorneys
THREE FEATURES of REPORT AT BASIC ● Used to determine potential CIVIL
LEVEL: LIABILITY by documents such as
1. Pre-Defined Structure workman’s compensation type
2. Independent Sections injuries
3. Reaching Unbiased conclusions ● For presenting justification of an
officer’s behavior in a civil complaint
WHAT IS A POLICE REPORT? or lawsuit
● Document that details all facts, 5. STATISTICAL ANALYSIS
circumstances and timeline of events ● Assis police and civilian
surrounding an incident administrators and campus
● Can withstand critical review and legal community
scrutiny ● Provides statistical information for
● It is written by RESPONDING OFFICER analysis of CRIME TRENDS,
equipment needs, manpower issues
USE OF POLICE REPORT ● For evaluation of officer’s
● Used by victim for insurance purposes performance
● By court staff for determining criminal
charges CHARACTERISTICS OF AN EFFECTIVE POLICE
1. IDENTIFICATION OF CRIMINALS REPORT:
● Police report assists identification, 1. Factual
apprehension and prosecution of ● Report must be objective accounting
criminals of relevant and observed FACTS
● SOURCE OF DOCUMENT for filing ● Conclusions must be supported by
CRIMINAL COMPLAINTS articulated and documented facts
● Record of investigations ● Unsubstantiated opinions SHOULD
● Basis for follow up investigations NOT be included
● Fact based, not opinion based
 2. Accurate ● Required to use own templates to
● Decisions and actions must be aid you in formal report that will
supported by accurate information answer 5W and 1H
● Should answer the CARDINAL 2. Gathering Facts
POINTS (5W and 1H) ● Gather details of the incident as they
● Achieved through carefully, happened not based on what is told
precisely, and honestly reporting ● Conduct field interview, witness.
relevant information Background investigation and
3. Clear surveillance operation
● Police report should speak for the 3. Record and Organizing
officer even he or she is NOT ● Parallel to gathering of facts is data
PRESENT recording
● No doubt and confusion about the ● Serves as an essential tool in
incident report recording and organizing information
● Achieved by clear and logical 4. Writing and Evaluating
organization of information ● Evaluating is the stage in writing
● Use of simple, common and first process where you take a CLOSER
person language and good writing LOOK at the written work both in
mechanics content and format
4. Concise ● Content Evaluation- checking the
● Reports should be brief but has all qualities of good writing such as
relevant information for a complete accuracy, etc.
understanding of the incident
● Without any additional explanation FIELD NOTES
● Known as the BREVITY
5. Complete 1. It is the original source documents used to
● Has all the relevant facts and details write a police report
to have a comprehensive 2. Field notes are taken at the CRIME SCENE
understanding of the incident 3. FIeld notes are typically more reliable than
● Should have no questions left memory
unanswered by reader
6. Timely WHAT SHOULD BE INCLUDED IN FIELD NOTES
● No decisions and actions taken 1. Victims and Witnesses
about arrest or follow up ● Name, age, background information,
investigation if that report is not email address, race and sex
submitted in a timely fashion 2. Occurrence
● KUNG KARON NAHITABO ANG ● Date and time of incident
CRIME, KARON HIMOON ANG ● Crime location, case number,
REPORT. DILI UNYA UNYAON weapons, physical evidences
gathered
STEPS IN POLICE REPORT WRITING 3. Suspect
1. Pre Writing ● Name of suspect, race, sex,
● Activity of a writer prior to (before) to background information, height,
actual writing to draft weight, build, tattoos and physical
● Includes brainstorming or generating appearances
ideas
● Presented with GRO (Gathering,
Recording, and Organizing Facts)
 4. Incident Specific QUESTIONS ANSWERED BY AN EFFECTIVE
● Scene description, photographs, REPORT
entries, exits, descriptions of the
crime scene 1. WHO, WHAT, WHERE, WHEN, WHY and
HOW
NOTE TAKING AND CONDUCTING FIELD a. Who- persons involved
INTERVIEWS FORMAT: b. What- nature of crime committed
c. Where- location of crime
1. Separate the Involved Parties d. When- time and date of crime
● To minimize distraction and e. Why- to answer cause of the crime,
interruptions to know the motive
● Separating involved parties focuses f. How- to determine Modus Operandi
their attention on speaking to officers
● Minimize manipulation of witness FUNDAMENTAL REPORT CONTENT
statements by other involved parties
2. Establish Rapport 1. Initial Information
● Be considerate, courteous, and ● Establish how the officer became
patient involved with the incident
● Tell person why he is interviews and ● Describe the officer’s immediate
describe the interview to him observations and actions they took
3. Listen Attentively in the scene
● Ask person what happened and 2. Identification of the crime or incident
allow them to talk about it freely ● Include the facts that are necessary
● Don’t take notes at this point to show that a crime has taken place
● Listen carefully and pay attention to ● Include the COMMON NAME OF
details CRIME, Statutory Reference
● Encourage the person to talk Number
4. Take Notes/ Ask Questions 3. Identification of involved parties
● Ask person to repeat their account of ● Identify reporting persons, victims,
what happened witnesses and suspects and their
● Ask for clarification of information contact information and background
● Write in simple statements and life
important ideas ● Add the role of the involved parties
5. Verify Information in the incident
● Repeat specific information to the 4. Victim/WItness/Suspect Statements
person interviewed to ensure ● Summary statements of these
accuracy people including DIRECT QUOTES
● Confirm direct quotes, time are included
relationships, weapons information ● Statements from them should be
and physical descriptions of suspect details of the event from their OWN
POV
IMPORTANT FIELD INTERVIEW SKILLS 5. Crime Scene Specifics/ Description
● In order to recreate the scene and
1. Determine difference between opinions, events of the crime
facts and conclusions in a statement given ● Include photographs and location of
by persons physical evidences prior to collection
2. Determine what information is relevant
 6. Property Information ● Avoid casual greetings like “Hey
● Color, make, model, value, serial There” or “Hi Everyone” in
number and full descriptions of professional context
stolen and recovered properties 6. Be wary of excessive exclamation points
● Property booked for safekeeping ● Limit when expressing enthusiasm
and property booked as evidence or excitement
are included and entered into ● Makes writer sound overly eager or
CLETS immature
7. Officer Actions/ Observations 7. Be careful when using humor
● Descriptions and observations of ● Level all forms of humor in
actions related to incident professional email exchange
● Details of the officer’s action to the ● It can hurt or be rude
incident 8. Reply to all your Emails
● Should be written from the ● Communication is necessary
PERSPECTIVE OF THE WRITING ● Reply is not mandatory but it is
OFFICER always a good email etiquette
15 ESSENTIAL EMAIL ETIQUETTE RULES 9. Always Proofread before pressing send
1. Use a direct Subject Line ● Do not depend on standard spell
● Lines should be descriptive, brief and grammar checker like auto
and action oriented correct and always read your
EX: Instead “BOARD MEETING MOVED content before sending
TO TUESDAY, 11/21” use “Meeting date changed” 10. Add the email address after composing the
message
2. Use a professional email address ● Type out your email first before
● Avoid using non-branded or adding recipient or email address
nondescript address 11. Double-Check recipient addresses
● Use email address given by ● Pay attention when typing name in
company the contact list on the “TO” line
● Makes you more credible and ● Make wise use of CC and BCC in
professional email to avoid conversational clutter
● In B2B Marketing, business email 12. Always Consider cultural differences in
should always convey your NAME communication
IN ORDER ● Customize message to the cultural
context of your recipient
3. The “reply all” button should be used ● Take considerations the TIME ZONE
sparingly differences before sending at any
● Avoid this unless you know time
everyone included on the list 13. Keep your fonts Simple And Basic
4. Add a professional email signature ● Sans Serif: Calibri, Helvetica or
● It can lead to higher ROI rates in Arial
marketing campaigns ● Size: 11 or 12 point font size
● Give reader additional information ● Highlight, bold words and such
about you or the company should be minimum
● Signature Includes: Full name, title, 14. Segment your Communication
company name, amd contact ● Segment your email list
information ● Makes it easier for you to target your
campaigns
5. Use Professional greetings ● Allow you to make messages more
tailored to recipients
15. Consider Your Tone SECURITY CLASSIFICATION OF DOCUMENTS
● Read your email out before sending
it 1. TOP SECRET
● Consider the perspective of your ● Information that are unauthorized
voice in your message disclosed cause GRAVE damage to
● Not use overly-dramatic or negative nation, politically and economically
words ● It is the nation’s closest secrets and
● And use basic manners: please and used with great reserve
thank you 2. SECRET MATTER
● Information disclosed that can
10 ESSENTIAL SMS ÉTIQUETTES ENDANGER NATIONAL SECURITY
and serious injury to interest and
1. Do not reply promptly prestige of nation
● Reply with no delay, if it’s not time to 3. CONFIDENTIAL MATTER
reply then just wait and do it later ● Information disclosed that not
2. Don’t Text during inappropriate moments endanger national security
● Text during public gatherings is a no ● BUT PREJUDICIAL TO THE
no, or during funerals and such INTEREST AND PRESTIGE OF
3. Do Keep texts short NATION
● Break up messages into several ● Cause administrative
texts embarrassment or unwarranted
● TEXTS ARE A SHORTER MEDIUM injury
OF COMMUNICATION 4. RESTRICTED
4. Don’t text Sensitive news ● Information that requires SPECIAL
● For example, don’t text divorce in PROTECTION over the documents
sms, it must be on phone or above.
personal matters
5. Do re-read your texts before sending MARGIN RULES
● Think before you click
6. Don’t send too many attachments 1. TOP (FIRST PAGE)- without printed
● Do not overwhelm people with stuff letterhead
they are not interested in ● Typed letterhead = ¾ inch or 5 roller
7. Don’t Forget to double-check recipient spaces from the edge of the paper
8. Do use proper grammar 2. TOP (SECOND PAGE) and SUCCEEDING
● Use correct abbreviations, spellings PAGES
and punctuations ● 1 ¼ inches or 7 roller spaces
9. Don’t text too early or late 3. LEFT MARGIN
● Follow 7AM to 9PM the preferable ● 1 ¼ inches or 15 bar spaces
time to send sms 4. RIGHT MARGIN
10. Don’t Text while driving ● ¾ inch or 7 bar spaces
5. BOTTOM
● 1 ¼ inches or 7 roller spaces
OFFICIALLY ADOPTED CORRESPONDENCE KINDS OF MEMORANDUM:

1. Operational Reports 1. Memorandum To (addresse)

● Used in the PNP ● From a chief to his subordinates,
● Done in the course of performing tone is impersonal
duties involving public safety and ● Sending a memorandum to
maintenance of peace and order somebody EQUAL OF RANK
● Written in a NARRATIVE FORM 2. Memorandum For
● Used in prosecution of cases before ● Somebody writing a memorandum to
court of justice a HIGHER POLICE OFFICER and
uses a FORMAL TONE
EXAMPLES: Blotter Report, incident reports, spot
reports, initial investigation and final report done. PARTS OF MEMORANDUM

2. Administrative Reports 1. THE HEADING

● Written for INTRA-AGENCY USE as ● Materials above the first line of the
basis of administrative decisions body is the HEADING
● Used in inter-agency conferences or ● Reference or office symbol,
activities addressee to whom letter is being
● Answer public inquiries or to obtain sent
cooperation
EXAMPLES: A. Letterhead
● Accomplishment Report- explains how fiscal ● Normally used for the first page
and logistical resources are used, or basis ● Top Edge of Letterhead: ¾ inch or
for future budget requests 5th line below the top edge of paper
● After Seminar Training Report

OFFICE MEMORANDUM
● PNP, BFP and BJMP adopted
Memorandum type in preparation of reports
and inter-agency correspondence
● Memorandum- common practice of B. File Reference or Office Symbol
inter-office communication ● Placed at the left margin and 2
● A note to help the memory spaces below the letterhead
● Used as identifying information on
NOTE: Police Executives may issue administrative the second pages
instructions in a form of MEMORANDUM EX: NFSTI-Admin
C. Addressee
MEMORANDUMS ● Title of addressee is entered after
● Subordinate officials may use this for the “MEMORANDUM FOR” or
matters that are advisory or informative in “MEMORANDUM TO”
nature ● Written in BLOCK STYLE with open
ROUTINE MEMORANDUM punctuation
● Resorts to a “BOTTOM LINE” technique to ● 2 spaces after the FILE
know the what had been done about a REFERENCE
problem EXAMPLE : MEMORANDUM:
FOR : The Director, HSS
MEMORANDUM
TO :
 H. Date
D. Addressor (sender) ● Placed at the left portion of the page
● Title of addressor is entered after on the last line below the subject
“FROM:” ● Day and year are numerals and
● Authorized abbreviations are used month may be spellouted or
abbreviated
EX: ● If month is abbreviated, year can be
FROM : The Assistant Director, IAS shortened
EX: March 18, 2008
E. Channels
● Correspondence can be routed thru 2. THE BODY
channels, through a lower Chief or ● Is the message itself
Supervisor ● The substance of the typed letter
● Placed 2 spaces after the ● Is it SINGLE SPACED
ADDRESSEE ● Used of 3RD POV is prescribe to achieve
EX: OBJECTIVITY
THRU : A. Paragraphing
TDCA-The Deputy Chief for Administration______ ● When there is 1 paragraph:
TDCO- The Deputy Chief for Operation_____ paragraph will not be numbered but
TCDS- The Deputy Chief for Directorial Staff___ its sub paragraph is lettered if there
are 2 or more
F. Attention Address ● When there are 2 or more
● To speed routing, to call out the paragraphs: paragraphs will be
attention of a specific individual or numbered consecutively
agency EX: xxxxxxxxxxxxxxxxxxxxx
● Specific names are used when there a. Xxxxxxxxxx
is a special reasons for calling the b. xxxxxxxxxx
letter to the attention of an individual B. Abbreviations
known ● Written without spacing or periods,
EX: except geographical locations.
MEMORANDUM: ● IF FULL NAME USED: rank can be
TO :Regional Director, PRO CALABARZON abbreviated
Camp Vicente, Lim, Canlubag , Laguna ● IF FAMILY NAME ONLY: spell out
Attn: PCAPT JUAN DELA CRUZ the rank
G. Subject EX: PMGEN: Police Major General
● Subject line not exceed 10 words PCOL: Police Colonel
● Starts 2 paces below the addressor PMAJ: Police Major
● Title capitalizations: Capital letter for PCAPT: Police Captain
the first letter and important words Memo: Memorandum
● When it extends 2 lines, second line C. References
is blocked under the first letter of the ● It is not made to a publication if the
1st word in subject reference is not available to the
EX: ADDRESSEES
SUBJECT: Request for Optional Retirement of ● Includes the type of
PCAPT JUAN DELA CRUZ correspondence, file reference,
office origin, date and subject
EX: 1. Reference: Memo from the Director,
NFSTI dated August 2, 2007, subject as stated
above.
 D. Page Numbering
● FIRST PAGE: not numbered (silent
pagination)
● 2nd page and succeeding pages:
numbered as 2 and consecutively
● Centered 1 inch from the bottom of
the page
● Not set off by dashes, parenthesis or
punctuations
E. Dividing Paragraph
● 3 or fewer lines will not be divided
between pages
● 2 lines of divided paragraph will
appear on each page
● IN DIVIDING SENTENCE: 2 words
will appear on each page
● 2 lines of the paragraph
subparagraph should consist of 1
line placed on the last page together
with the complimentary ending.
NOTE:
1. Second and succeeding pages: file
reference and subject typed at the
LEFT MARGIN 1 ¼ inches from the
top edge of the page
2. Date will be placed so that it ends at
the right margin
3. Text continued on the second line
below the identification line
EX: NFSTI- Admin. Request for Optional
Retirement of PCAPT JUAN DELA CRUZ dated
August 2, 2007.
3. Complementary Ending
● A closing portion found below the last
paragraph of the body
● Consists of the Authority Line, signature, list
of enclosures, and list of copies
A. Authority Line
● Shown when the correspondence is
signed for the CHIEF or HEAD OF
OFFICE by an individual authorized
● Reflects an expression of will of the
chief or head of office
NOTE:
1. It shall bein on the 2nd line below the last
paragraph directly under the first letter of
the first word of the preceding main
or paragraph
2. Type in capital letter without abbreviations
3. A STAFF OFFICER may sign the authority
line when AUTHORIZED
EX: 3. For Guidance and compliance.
BY ORDER OF THE DIRECTOR, NFSTI:
B. Signature
● Contains the name of officer, signed ink
(blue or black):
● name being typed, stamped or printed in
capital letters, officer’s rank and title or
designation
NOTE:
1. Double signatures are avoided
2. A designated individual may sign his own
name and add the word “FOR” in front of
the typewritten name in the signature
EX: PAUL C DE LA CRUZ, PH.D
Police Colonel
Director, NFSTI
FOR:
JOEL A SANTOS
Police Major
Deputy Director, NSFTI
WHERE:
1. 1 space to the right of the center of the
page, 5 lines below the authority line of the
body
2. Block style and open punctuation are used
3. BLOCK STYLE: first letter of the rank is
placed under first letter of the typewritten
signature

C. Enclosures
● Supplementary documents which are send
with communicates to provide additional
information
● Entered at the LEFT SIDE OF THE PAGE