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CRIM 6
Subject Name:
Technical English 1 (Investigative Report
Writing And Presentation)
Subject
The course covers the study of the concept of application
Description:of the appropriate report writing: brevity, clarity,
completeness and accuracy of facts and presentation
according to the prescribe format and style of
investigative report writing structure and feasibility
studies. It includes the fundamentals and styles of
different report writings and contents of police report
writing; manner of handling standards police forms and
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INVESTIGATIO
N REPORT
WRITING
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Introduction
• A report is a story of actions performed by men. In police report,
it is a chronological or step-by-step account of incident that took
place at the given time.
• In this manner, it has, therefore, a beginning (On or about
010900 August 1991, this station received a call regarding a
vehicular accident...), then moving forward, with more details in
this middle portion was arranged at ...), informing the reader(s)
of relevant details, such as the version of drivers involved and
the corresponding notation of the traffic authorities, and ending
with present temporary agreement between same authorities
and subject drivers.
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Another example is a traffic report wherein the reader is
informed from the start to finish how the speeder is
overtaken by the traffic police officers who would stop the
former, arrest him, take his story, then make a temporary
compromise with him.
In other words, the paragraphing process could be aptly
done like this; first paragraph reveals what sort of crime is
being described; the middle paragraph(s) would involve an
arrivals and departures, or the recounting of various steps
or actions done; and the end paragraph concludes the
report.
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Conclusion includes the status of the case, the
disposition of the individuals involved
(hospitalized? Jailed? Take home?) and
disposition of the evidence obtained. Who or
what is being sought for can be a basis for
ending.
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REPORT WRITING – is basically a story of actions performed by a
man.
POLICE REPORT – is a chronological or step-by-step account of
an incident that transpired in a given time, at a given place.
Police Reports result from the fact that someone has asked for them
and needs them for immediate and future use.
Police Report writing is the backbone of criminal investigation and
prosecution.
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IMPORTANT USES OF REPORT WRITING
They serve 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 (written) work
is reflective of his personality and can be basis for performance
evaluation.
Reports can be a basis for research and evaluation.
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Who will read your report
Officer in Patrol
Report Writer
Immediate Supervisor
Station Chief
Department Level
Congress
National Prosecution Service
Court of Justice
Prosecution and Defense Counsel
Media
Public and Private Agencies
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CRITERIA FOR GOOD REPORTS
In the preparation of narrative reports for significant events or
incidents, the following criteria must be observed:
1. Accuracy – Use the word that serves your purpose. What
exactly do you mean? Have you made your readers see and
feel what you want to see and feel?. It refers to the correctness
or precision in both information and word choice.
2. Clarity – The police report writer must consider that the reader
has no time to look for the meanings of difficult words used by
the inconsiderate writer.
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3. Conciseness – to be concise is to express much in a few
words as possible—to be brief but substantial. In narrative
report, the role of a writer is not to re-enact events but to
summarize them using only pertinent or important details. Any
extraneous event details irrelevant to the event should be
excluded, lest they render the report superfluous or bring the
reader off his focus from the more important details. It is
necessary for the writer to determine which details should be
included and which is not.
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4. Objectivity – the key to objectivity or being fair and impartial in
writing reports is to use language that has a neutral tone. This
means that your report covers all sides of the story and does not
slant toward or favor one side only. To do this, you need to avoid
opinions, personal judgment and emotional overtone in your
sentences which will render your report subjective and partial.
Although the statement of witness, victims and suspects may not be
objective, it is important that you as a writer, properly quote or
attribute the statement to your source(s) without adding your
personal judgment or conclusion. Write only the facts and include
brief details.
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[Link] – In any incident report, the essential elements of information
must be complete. The 5Ws and 1H (WHO, WHAT, WHEN, WHERE, WHY,
AND HOW) should be the basic guide in writing a report.
THE 5Ws AND 1H OF POLICE REPORTS
The police officer need not be a literary genius to write a good police report.
If the officer knows his 5Ws and 1H, his report will be complete even though it
might not be a literary masterpiece. The 5Ws and 1H can be a useful guide to
report writers, especially the beginners. The following is a list of the variations
that can be derived from these:
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WHO?
This question considers some factors, like:
-Who was the victim?
-Who was the complainant?
-Who discovered the crime?
WHAT?
This question considers some factors, like:
-What type of property was attacked (building, residence, car, etc.)?
-What type of property was stolen,lost or found?
-What offense was committed?
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WHERE?
This question considers some factors, like:
-Where was the crime committed?
-Where was the crime discovered?
-Where was the victim found?
WHEN?
This question considers some factors, like:
-When was the crime committed?
-When was it discovered?
-When was the victim last seen?
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WHY?
This question considers some factors, like:
-Why was the crime committed?
-Why were the witnesses reluctant to give information?
-Why were certain tools used?
HOW?
This question considers some factors, like:
-How was the crime committed?
-How did the criminal get to the scene?
-How was the crime discovered?
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PRACTICAL CONSIDERATIONS FOR THE 5Ws AND
1H
Generally, the “who”, “when”, and “where” will appear at
the beginning of the report. The reader needs to know
the persons involved, the date and time the incident
happened, and the location in which it took place. “What”
happened is usually unfolded throughout the report. The
“how” is closely related to the “what”, the “why” belongs
before or after the “what”, depending on the situation.
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DOCUMENT SECURITY – All significant incident reports are
considered classified, hence, transmission, handling, and access to
these reports should be limited only to police personnel who are
granted the same or higher security clearance as the report.
Accordingly, it is also imperative to place the necessary markings to
emphasize the document classification of the report (TOP SECRET,
SECRET, CONFIDENTIAL, AND RESTRICTED), likewise, it is
prohibited to divulge its contents to anybody, except when regulations
permit it, and the approval of appropriate authorities is sought
beforehand.
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[Link] Secrets Documents - the unauthorized disclosure of which
would cause exceptionally grave damage to the nation politically,
economically or from the point of National Security. This kind of
records deserves the most guarded secrets by the person involved.
[Link] Records or Documents - the unauthorized disclosure of
which would endanger National Security, cause serious injury to the
interest and prestige of the nation or any governmental activity or
would be of great advantage to other nation.
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[Link] Records or Documents - the unauthorized
disclosure of which would be prejudicial to the interest or
prestige of the nation, or any government activity or would
cause administrative embarrassment or unwarranted injury to
the honor and dignity of an individual, or would be of
advantage to a foreign nation.
4. Restricted Records or Documents - Records contain
information and material which requires special protection
other than that determined to be TOP SECRET, SECRET, OR
CONFIDENTIAL.
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Classification of Police Reports
[Link] Reports
[Link] Reports
Classification of Police Reports According to Purpose:
1. Performance Report
2. Fact-Finding Report
3. Technical Report
4. Problem-Determining Report
5. Problem-Solution Report
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1. Operational Report
2. Internal Report
3. Technical Report
4. Summary Of Information (SOI)
Types of Police Reports
5. Spot Report 6. Situation Report
6. Special Report 7. Formal Report
7. Progress Report
8. Final Investigation Report
9. Beat Inspection Report
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RADIO MESSAGE
The radio message form is used when
preparing radiographic messages intended for
transmission throughout the Philippine
National Police (PNP). This is patterned after
the form used in the Armed Forces of the
Philippines (AFP), and subscribes to the
procedures based on AFPRG 421-141, dated
November 26, 1968.
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ROUTING SLIP
The routing slip is primarily
aimed at transmitting papers from
office to office within a police unit
or station, or from branch to
branch, within an office.
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It is never used to forward papers to an agency outside of
the police service. It is used to speed up transmittal of
correspondence direct to the action section without a brief, a
disposition form, or an endorsement.
However, when it is faster to stamp a comment on a basic
communication and this comment is intended to form part of the
record, the routing slip will not be used.
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It is never used to forward papers to an agency outside of
the police service. It is used to speed up transmittal of
correspondence direct to the action section without a brief, a
disposition form, or an endorsement.
However, when it is faster to stamp a comment on a
basic communication and this comment is intended to form
part of the record, the routing slip will not be used.
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MEMORANDUM AND ENDORSEMENT LETTER
-commonly used in the police service which are inter-office communications
dealing with official matters.
-reduced to fewest possible words.
TONES OF MEMORANDUMS
There is no strict rule governing the tone of a memorandum. However,
the tone usually differs in accordance with the person or persons reading it.
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From a Chief of Office to his subordinates, the tone is
impersonal, i.e., “For guidance and strict compliance.”
From a writer sending a memorandum to somebody of
equal rank, the tone is casually personal, i.e., “The
undersigned noticed changes in…”
A subordinate police officer writing a memorandum to
a higher police officer uses a more formal tone, i.e., “For
information and request acknowledgement.”
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In other government agencies similar to police offices, using FOR and
TO is commonly practiced. The “MEMORANDUM FOR:” is used if sent to
a superior officer; the “MEMORANDUM TO:” is used if sent to subordinate
officers.
THE AUTHORITY LINE
An authority line should be drawn when the correspondence is signed for
the chief or head of an agency or office by an individual authorized to do so.
This reflects the fact that the communication is an expression of the will of
the chief himself.
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THE SIGNATURE
-contains the name of the officer, usually his first name, middle
initial, and last name;
-signed in black or blue-black ink, never blue or any other color;
-the name being typed, stamped or printed, all in capital letters,
identical with the written name, the officer’s rank or service and title
designation.
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ENDORSEMENT
-An endorsement letter is a reply or a forwarding statement usually added to a
letter;
-An endorsement is meant to furnish information, comment, or recommendation;
-The use of the third person, such as: “the writer”, “the undersigned”, “this unit”, or
“this office” is prescribed to achieve objectivity;
-This is not a personal matter; it is an official one wherein the sender acts on a
particular problem in behalf of their agency he belongs to.
-Endorsements are numbered consecutively, starting with 1st. A civilian
endorsement is typed below the sender’s address, or heading, or letterhead, and
above the dateline, which is also above the text.
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Hence, a communication being endorsed to a superior office shall use
“Respectfully forwarded”, or “Respectfully submitted”, and never
“…….referred”, or “…….transmitted”.
If sent to an office of equal rank, it is “Respectfully transmitted”; to
subordinate units, “Respectfully referred”.
Correspondence returned to an office where it originated or where it has been
recorded use “Respectfully returned” regardless of the rank of the office
concerned.
Starting with the word “Respectfully”, whether submitted, forwarded, transmitted,
referred, or returned, the text which is usually composed of one paragraph should
be brief, accurate, clear, and definitely following grammar rules.
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CIVILIAN LETTER
The police uses a purely civilian letter when communicating with the President of the
Philippines, Department Secretaries, Provincial Governors, City or Municipal Mayors, owners
and managers of private companies, and the like.
PARTS OF A CIVILIAN LETTER
1. Heading 8. Body
2. File reference (optional) 9. Complimentary Close
3. Dateline 10. Company Signature
4. Inside Address 11. Reference Initials
5. Attention Line 12. Enclosure Notation
6. Salutation 13. Postscript (P.S.)
7. Subject Line 14. Copy Furnished
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TYPES OF CIVILIAN LETTERS
1. Information Letter [Link] Letter
2. Invitation Letter [Link] of Inquiry
3. Invitation Refusal 11. Recommendation Letter
4. Claim Letter 12. Reference Letter
5. Adjustment Letter 13. Application Letter
6. Request Letter 14. Condolence Letter
7. Transmittal Letter 15. Appointment Letter
8. Credit Application Letter
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POLICE
BLOTTER
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POLICE BLOTTER
• Police Blotter is a record of daily events occurring within the
territories/ jurisdiction of a given police unit or command.
• Contains material details concerning the event for legal and
statistical purposes.
• An informational record book that is utilized for evidentiary or referral
purposes.
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Contents and details to be entered in the Police Blotter
Form and size
a record book bound with hard cov ers and shall be 12 inches
by 16 inches in size.
The front cover shall contain the following:
- name or designation of the police force
- particular police district/station
- designation of the specific police unit or sub-station
volume or book number
- series number and the period covered
- the format for the entries in the inside sheets shall be as
depicted.
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Contents of Entry
Should answer the following cardinal elements of a police report :
Who
What
When
Where
Why
How
Disposition of the case
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In answering 5 W’s and 1H and the case disposition, all material
details about the event, including:
name/s of the suspect/s; victim/s; witnesse/s, if any
nature of action or offense; the possible motive;
place, date and time of occurrence;
significant circumstances that aggravate or mitigate the event or;
the crime should be entered along with the identity of the officer to
whom the case is assigned ( officer-incase); and, the status of the
case.
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Following incidents or transactions, among others, are entered
in the police blotter:
1. Violations of laws and ordinances reported and/or discovered;
2. All calls in which any member of the PNP is dispatched and/or
takes of f icial action;
3. All f ire alarms, reports and information received by the stations;
4. Movement of prisoners with corresponding notations on the
Authority f or such movements;
5. Cases of missing and/or f ound persons, animals and property ;
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6. Vehicular and other types of accidents;
7. All personal injuries, bodies found, and suicides;
Damage to property ;
8. All cases in which a police member is inv olv ed;
9. All arrest and returns made;
10. and Miscellaneous cases;
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Procedures in Incident Reporting and Filing Out of Incident
Record Form
The incident Record Form
Duty of the QSL Officer
Office Space for Clients
Confidential Reports
Information on the Reporting Person
Data of Suspect
Completeness and Correctness of Data
Data of the victim
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Narrative of the Incident
Importance of the signature
Incident record transaction receipt
Maintenance of the official police blotter
Turn-over to police investigator
Supporting documents
Accuracy of report
Amendment of the report
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Procedure for Recording Incident Report in the
Blotter
‡ Manual Recording of the Crime Incident from the
IRF to the Police Blotter
‡ Importance of the Police Blotter
‡ Basic Guidelines
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Basic Guidelines
‡ Who was involved?
‡ When did it take place?
‡ What happened?
‡ Why did it happened?
‡ How did it happen?
‡ Affixing Signatures and Contact Details.
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Crime Information Reporting and
Analysis System (CIRAS)
Enhanced e-Blotter System
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Background/History
▪ A stand-alone customized single database;
▪ It was launched in September 6, 2011 to serve as a more efficient electronic
blotter system across the country;
▪ It shall be installed into the existing desktop of the police units/stations;
▪ It will be utilized by the Police Stations to enter blotter/incident reports directly
to the system;
▪ Incident Record Forms (IRF) is system generated thru the CIRS (Memorandum
Circular on PNP Crime Incident Recording System - MC-2014-009 ); and
▪ On May 2015, a web-based CIRS has been developed and has been pilot
tested in NCRPO in June 2015.
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