Investigative Report Writing and Presentation

PMSg Alvin S Doloque, RCRim, MSCJ

CCJE, Faculty

A document that details the findings of an investigation after the filing of formal
complaint
Investigative Report
Take Note: Under RA9344, juvenile delinquent is now called Child-in-Conflict with the
Law.
Antonyms – words with opposite meanings
Synonyms- words with the same meaning
Homonyms – words with similar sounds or pronunciation but with different spelling
and meaning
Important Terms
Police Sentence
is a grammatically structured sentence with the subject and predicate with a
distinctive use of police words, phrases, and clauses, and other terminologies
without being too technical, vulgar, and legal, its vocabulary and diction conform with
police functions.
Other Important Terms
Introductory paragraph- is the first paragraph in police report writing. It readily
informs the reader on the type of report and its subject.
Punctuation- is the use of spacing, conventional signs, and certain typographical
devices as aids to the understanding and correct reading of written text, whether
read silently or aloud.
Chronological Order- refers to the arrangement of events and/or actions in order by
the time of occurrence.
Coherence – in writing this means to be logically consistent so that all the separate
facts of information fit together and add up to a harmonious or credible whole report.
It is the quality of being logical and consistent.
Facts – refers to anything which either through careful observation or investigation,
has been proven to exist or has happened.
Jargon- this refers to a language or a technical term that is used by a group or
profession where the words and meanings are not mostly understood by other
people.
Report writing – it is a communication that lends itself to a useful tool for people in
the free society to express their thoughts and ideas.
What is police report?
It is an exact narration of facts, discovered during the course of an investigation
which serves as a permanent record for future reference. It deals with the story of
action performed by the police personnel.
General Categories
a letter or memorandum or any one of many prescribed or used in day-to-day police
operations. Most reports may be placed under this category.
Basic or Informal report
these are reports that cover all the exact and exhaustive narration of facts. Suggests
a full-dress treatment including cover, title page, letter of transmittal, summary sheet,
appendices, index, or bibliography.
Investigative or Formal Report
Types of Formal Report
Initial report – advanced information on anew or fresh case assigned to an
investigator, submitted immediately after the conduct of an investigation.
Progress reports – the result of the follow-up investigations of a fresh or new case.
It is submitted every time or whenever any development or progress is accomplished
in the case. This can be submitted more than once.
Final report – is written and submitted whenever the case is solved and classified
as closed.
Note: A case is solved when the offender has been identified and there is sufficient
evidence to charge him, the offender has been taken into custody, and the offender
has been charged before the prosecutor`s office, or when some elements beyond
police officers control prevent the arrest of the offender. When a case is no longer
being investigated and is not assigned to an investigator, the case is closed.
Note: a case is cleared when at least one of the offenders has been identified, there
is sufficient evidence to charge the suspect, and he has been charged before the
prosecutor`s office. A case is considered “solved” if the culprit was arrested and
charges filed in court. cases were considered “cleared,” which means that although
the suspect was identified, he or she was still at large.
Mechanics of a Good Report
Accuracy – this means that the report is an exact conformity to the facts. A fact is
something that is objectively verified.
Clarity – the language and format in one`s report must be simple and direct to the
point. Clarity means clear and evident.
Completeness – a report must answer the 5 Ws and 1 H.
Conciseness/brevity – this means that the report says much with few words as
possible. It relates to the elimination of unnecessary words. Most sentences in a
police report consist of 12-15 words.
Factuality – one must report the facts correctly and without error. Inferences,
hearsays, and personal opinions should be avoided.
Objectivity – the investigation report should not be contaminated with the
investigator`s emotions, personal prejudice, and opinions.
Promptness/timeliness – a report must be submitted in a timely manner and at the
soonest possible time.
Security – must be considered classified hence, transmission, handling, and access
should be limited only to police personnel who are granted by higher authority with
security clearance.

Impartiality – important data must not be omitted or added to conceal

responsibilities, to impute liabilities or to favor parties.
Note: Erasures of the records of the police force should be avoided. Changes and
corrections shall be made by drawing a red ink line through the words or letters to be
corrected and inserted in red ink any correction or change. The initials and the police
serial number, if any, or badge number of the member making the correction shall
also be indicated in red ink together with the date and the time.
Note: Avoid using slang language in the report.
Slang- is a type of language that consists of words and phrases that are regarded as
very informal, are more common in speech than writing, and are typically restricted
to a particular context or group of people.
Steps in Police Report Writing
1. Interview – is defined as asking somebody a series of questions to gather
information.
2. Note-taking – brief notation concerning specific events while fresh in one`s mind
and used to prepare a report. It assists the investigator`s memory on the specific
details surrounding the crime.
3. Organizing – this refers to the arrangement of components which will create a
structure. This allows the sequencing of the events to portray the incident clearly.
4. Writing the narrative – the fourth stage of police writing where the investigator
expresses the facts in an organized manner with the goal to make an impression to
the reader.
5. Proofreading - carefully checking for errors in a text before it is published or
shared.
Types of Police Records
Case Records- is composed of two (2) categories:
1. Complainant/Assignment sheet- reflects all information regarding complaints
and reports received by the police from citizens and other agencies, or actions
initiated by the police.
2. Investigation Report- contains the findings of action taken by the investigating
officer based on inquiries made and by obtaining the available facts of the incident
b. Arrest and Booking Records-maintains the arrest and jail booking report which
is required for all persons arrested. It is made out in full on each person arrested. It
shall bear an arrest number for each arrest made.
c. Identification Record- contains the fingerprint records, being the heart of any
identification system. It provides positive identification and the police must
supplement it with a record of physical characteristics and in some cases a
photograph of the criminal. Identification records have their own number series; an
identification number is assigned to each criminal to identify records relating to him.
d. Administrative Records- these are records required in the management of the
department’s personnel and designed to aid in assignments, promotions and
disciplinary actions. Such records are so essential in administering personnel
matters that they must be maintained in police department.

e. Miscellaneous Records- these are records which do not relate to recorded

complaints and investigation reports but are informational in character.
Identification Records
the most reliable method of criminal identification. Fingerprint records shall be
prepared in at least two copies, the original to remain in the central records of the
police department concerned and a copy to be sent to the NBI.
a. Criminal Fingerprint
b. Civilian Fingerprint
c. Alien Fingerprint
Fingerprint Record
(MO File) It consists of photographic records and modus operandi of known criminal.
This shall describe the method of operation of a criminal, classified and filed in such
a way as to aid in identifying the crime as one committed by a known criminal.
Criminal Specialty
Administrative Records
1. Personnel Records- a file showing the history of each police officer, both prior
and subsequent to joining the force.
2. Correspondence Files- this shall consist of sets of records of communications
classified, arranged and filed alphabetically by the subject to which they pertain.
3. Memoranda, Orders, Etc.- this shall be filed accordingly as they are made
available.
4. Assignment Record – record pertaining to the deployment or assignment of
police duties.
Is a record of daily events occurring within the territories of a given police command.
It contains a material detail concerning the event for legal and statistical purposes. It
contains the 5 Ws and 1 H.
What is Police Blotter?
Example smoking, a child may smoke to appear that he is already matured
Information subject for Police Blotter
Violations of laws and ordinances
Calls for police dispatched or any official actions
Legal papers handled such as warrants, subpoenas, etc.
Fire alarms reports and relevant information received by the office
Movement of prisoners
Missing properties and persons
Vehicular and other types of accidents
Physical injuries, suicide, etc.
Others

Procedure in Police Blotter entries

It should be handwritten answering the 5 Ws and 1 H
Only facts, not opinions, are entered in the blotter
A ball pen with black or blue ink shall be used
Every page in the blotter shall be chronologically filled-up. No space shall be leave
as blank between two entries.
Any development of a case reflected in the blotter should be given a new entry with
correct referencing.
An inter communication in the police agency which is a common practice. In its
simple terms, it is a “note to help the memory”. It may be general in application
requiring compliance by or information of a majority of all the officers and members
of the police organization.
Memorandum
Tones of Memorandum
in accordance with person or persons reading it:
Chief of police to subordinates – impersonal (i.e. for guidance and strict
compliance)
Writer sending somebody of equal rank – casually personal (i.e. the undersigned
noticed changes.)
Subordinate to a higher officer – formal tone (i.e. for info and request acknowledge)
MEMORANDUM FOR - is written above the addressee if sent to a superior officer
MEMORANDUM TO -if sent to subordinate officer or to same rank and position
Note:
Vertical Memo – from top to bottom (Directive),
Bottom to Top - Report
Parts of a Memorandum
1. Heading- all the materials above the first line of the body
a. Letterhead – printed letterhead stationery is normally used for the first page. If not
available, a typed letterhead may be used.
Example:
Republic of the Philippines
National Police Commission
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF PNP
Camp BGen Rafael T Crame, Quezon City
b. File reference or office symbol – it is placed at the left margin usually 2 spaces
below the letter head. It is used as identifying information on the second and
subsequent pages.
Example: NFSTI-Admin
c. Addressee – is entered after Memorandum For or Memorandum To.
Example:
MEMORANDUMTO: The Director, CIDG
d. Addressor – the sender of the memorandum. It is entered after the word FROM.
Authorized abbreviations can be used.
Example:
FROM: The Director, HPG
e. Channels – it is where the correspondence can be routed to a concerned police
officer, usually 2 spaces below the addressee
f. Attention Address – used to speed routing to a police officer concerned.
Example:
MEMORANDUM:
TO: Regional Director, PRO CALABARZON
Camp Vicente Lim, Canlubang, Laguna
ATTN: P/LT JUAN DELA CRUZ
g. Subject – the subject should not contain exceeding 10 words. It starts 2 spaces
below the addressor.
Example:
SUBJECT: Request for Optional Requirement of
P/LT JUAN DELA CRUZ
h. Date- is placed at the left portion of the page on the last line below the subject.
2. Body – the message of the memorandum. It is the substance of the letter as
distinct from the formal beginning and ending. This is single spaced. The usage of
third person should be followed.
a. Paragraphing – when a letter consists of only 1 paragraph, it should be
numbered. Sub paragraphs should be lettered. If there are 2 paragraphs, it should
be numbered consecutively.
b. Abbreviations – they are usually written without spacing or periods except
geographical locations. If the full name is used, the abbreviated rank is permissible, if
family name only, the ranks is spelled out.
c. References – it should not be made to a publication or document which is not
available to the addresses of the correspondence.
d. Page numbering – the first page should not be numbered (silent pagination).
Subsequent pages shall be numbered starting with 2.
e. Dividing a paragraph –three or fewer lines will not be divided between pages. At
least 2 lines of a divided paragraph will appear on each page. In dividing a sentence
between pages, at least 2 words will appear on each page
3. Complimentary Ending – this refers to the material found below the last
paragraph of the body. It consists of the authority line (if used), signature, list of
enclosures, and list of copies.
a. Authority line – an authority line will be shown when the correspondence is
signed for the Chief or Head of Office by an individual authorized to do so.
b. Signature – name of the officer signed in black or blue-black ink, NOT blue or any
other color. The name being typed, stamped or printed capital letters, the officers
rank and title or designation.
c. Enclosures- are supplementary documents which are sent with communications
to provide additional information.
Vertical Reports - Reports that move upward or downward the hierarchy which
contribute to management control.
Lateral reports - assist in coordination in the organization. A report traveling
between units of the same organization level.
Notes
General Etiquette for Letters and Memos
Use company letterhead where appropriate.
Spell-check and proofread your document carefully before you send it. Be sure it is
complete and factually correct and does not include any grammar or spelling errors.
Use CC to indicate the names of other people who should also receive a copy of the
letter or memo. The term “CC” is short for “carbon copy,” which dates back to the
days of typewriters when carbon paper was used to make multiple copies of a
document. It can also mean “courtesy copy”: an additional copy provided to
someone as a courtesy.
Use BCC (blind carbon copy) to send copies to other people without having the
primary recipient see it.
General Etiquette for E-mails, Text Messages, Instant Messages, and Social
Networks
1. use an e-mail subject line that clearly tells the recipient about the content of
the e-mail.
2. create a short, concise message that uses proper grammar and spelling—use
spell-check to be sure all words are spelled correctly
3. Don’t use all capital letters in an e-mail; it appears that you are shouting or
angry.
4. Don’t use “Reply to All” unless it’s absolutely necessary that all the recipients
see your response—be selective to avoid mailbox overload.
5. Don’t send an e-mail, text message, or instant message when you are angry:
take the time to think about what you send because you can’t take it back
after it’s sent.
6. Don’t use abbreviations like “ur,” “2b,” and others—this is not appropriate
communication.
7. Gen Z slang words
8. Don’t use company e-mail, text message, or instant message accounts to
send personal correspondence.
9. Don’t use electronic communication to transmit bad news: talk to the person
first, and if follow-up is necessary, reiterate the information in written form

Other Forms of Police Reports

Intelligence report- A specific report of information, usually on a single item, made

at any level of command in tactical operations and disseminated as rapidly as
possible in keeping with the timeliness of the information. Also called INTREP.
Summary of information (SOI) - an intelligence report rendered regarding any
illegal activity or violation of laws being observed by intelligence operatives within a
given area of responsibility. This is the usual basis of case operations hence,
information received should be cared, validated, countered checked, analyzed and
evaluated.
Post Operation report- it is a report that may be rendered after any successful
police operation that leads to the arrest of any member or some members of
syndicated crime group.
After SOCO report - it is a report rendered by the team leader of the SOCO that
conducted the scene of the crime operations, processing or investigation.
Status report- is a report that summarizes a particular situation as of a stated period
of time.
Letter of instruction- sets forth the procedure to be followed. A form of order
dealing only with the broader phases of operations and issued by or to higher
commanders for the guidance and control of a large military command.
Mission order- shall refer to the written directive or order issued to a lower unit that
includes the accomplishment of a mission.
8 Parts of speech
1. Noun – a word that names person, place, concept, or object.
Categories:
Common nouns - are general names for things. Examples: Crime, criminals,
country
Proper nouns - are specific names for individual things. Examples: murder, Juan de
La Cruz, Philippines
2. Pronoun – used instead of a noun or in place of a noun.
Kinds of Pronoun
a. personal pronoun - a short word we use as a simple substitute for the proper
name of a person.
First person – I
Second person – person spoken to – – You
Third person – person or thing spoken of – he, she, it, they, their, etc.
Note: police reports are generally done in the third person.
2. Pronoun – used instead of a noun or in place of a noun.
b. Relative pronoun – refers to the noun or pronoun previously used in the
sentence. E.g. that, which, who, whose.
c. Demonstrative pronoun – points out directly to a place, person, or thing. E.g.
that, these, this, those, etc.
3. Adjectives - are the words that describe nouns. Examples: violent, timid, fast
4. Verbs – are action words.
Note: Because police reports consist of events happened in the past, all verbs
should be in past tense.
Subject and Verb Agreement – is the grammatical relationship of words with
respect to their person, number, gender.
Rules:
a. When the subject of a sentence is composed of two or more nouns or pronouns
connected by and, use a plural verb.
Example: The suspect and his accomplice were at the park.
b. When two or more singular nouns or pronouns are connected by or nor, use a
singular verb.
Example: The suspect or his accomplice was at the park.
c. When a compound subject contains both a singular and a plural noun or pronoun
joined by or nor, the verb should agree with the part of the subject that is nearer the
verb.
Example: The suspect or his accomplices stay at the park
d. Doesn't is a contraction of does not and should be used only with a singular
subject. Don't is a contraction of do not and should be used only with a plural
subject. The exception to this rule appears in the case of the first person and second
person pronouns I and you. With these pronouns, the contraction doesn’t should be
used.
Examples:
The suspect doesn't like it.
The accomplices don't like it.
e. Do not be misled by a phrase that comes between the subject and the verb. The
verb agrees with the subject, not with a noun or pronoun in the phrase.
Examples:
The people who listen to that music are few.
f. The words each, each one, either, neither, everyone, everybody, anybody, anyone,
nobody, somebody, someone, and no one are singular and require a singular verb.
Example: Each of the accomplices was anxious
g. Nouns such as civics, mathematics, dollars, measles, and news require singular
verbs.
Example: The news is on at six.
h. Nouns such as scissors, tweezers, trousers, and shears require plural verbs.
Example: These scissors are dull.
I. In sentences beginning with "there is" or "there are," the subject follows the verb.
Since "there" is not the subject, the verb agrees with what follows.
Example: There are many questions.

j. Collective nouns are words that imply more than one person but that are
considered singular and take a singular verb, such as group, team, committee, class,
and family.
Examples: The team runs during practice.
The family has a long history of crime.
k. Expressions such as with, together with, including, accompanied by, in addition to,
or as well do not change the number of the subject. If the subject is singular, the verb
is too.
Example: The suspect, accompanied by his accomplice, is visiting the park.
5. Adverbs
An adverb is a word that describes an adjective, a verb, or another adverb.
Example: The suspect entered the room quietly. Quietly is describing how you
entered (verb) the room.
The suspect always visited the victim. Always is describing how frequently the
suspect is visited.
[Link]- relationship between the other words in a sentence.
Example: in, at, on, under, inside, et.
[Link]- connects two or more clauses or sentences.
Examples: and, because, or, nor, if
8. Interjection – a word used to express emotions
Examples: wow!... oops!...
THANK YOU