CDI 8: TECHNICAL ENGLISH 2 LEGAL FORMS

SY 2021-2022
I. INTRODUCTION: LEGAL FORMS

WHY SHOULD A POLICE OFFICER WRITE?

 QUALITIES OF INVESTIGATOR:

(1) MASTERY OF ORAL AND WRITTEN COMMUNICATION

(2) WORKING KNOWLEDGE OF CRIMINAL LAW,

EVIDENCE, CRIMINAL PROCEDURE and SPECIAL
LAWS.
 THE PHILIPPINE NATIONAL POLICE BLOTTER

1. REFERENCES
a) RA 6975 establishing the Philippine National Police (PNP)
b) Rules and Regulations Governing the Philippine National Police.
c) PNP Circular Number 05 dated December 10, 1992.

2. PURPOSE – The purpose of this Circular is to prescribe a uniform police blotter for the
Philippine National Police and to define the rules and procedure of making entries therein.

3. DEFINITION – A police blotter is a record of daily events occurring within the

territories/jurisdiction of a given police uniform command. It contains material details
concerning the event for legal, and statistical purposes. This police blotter is therefore
an informational record book that is utilized for evidentiary or referral
purposes.

4. FORM AND SIZE – The police blotter shall be a record book bound with hard covers
and shall be 12 inches by 16 inches in size.
 PRESCRIBING A UNIFORM POLICE BLOTTER FOR THE
PHILIPPINE NATIONAL POLICE

a) The front cover of the blotter shall contain the name or designation of the police force
and particular police district/station, together with the designation of the specific police
unit or sub-station, the volume or book number, the series number and the period
covered
b) The format for the entries in the inside sheets shall be as depicted.

5. CONTENTS OF ENTRY
a) The entry in the police blotter should answer the following cardinal elements of a police
record, to wit: WHO, WHAT, WHY, WHERE, WHEN, HOW, DISPOSITION OF
CASE.
b) In answering the 5Ws and 1H and the Case Disposition, all such material details about
the event, including: the names of the suspects; the victim; the witnesses, if
any; the nature of the action or offense; the possible motive; the place; the
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-on-Case); and the status of the case.
PRESCRIBING A UNIFORM POLICE BLOTTER FOR THE
PHILIPPINE NATIONAL POLICE
c) The 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 official action

3. All fire alarms, reports and information received by the stations

4. Movement of prisoners with corresponding notations on the authority for such movements

5. Cases of missing and/or found persons, animal and property

6. Vehicular and other types of accidents which require police action

7. All personal injuries, bodies found, and suicides

8. Damage to property

9. All cases in which a police member is involved

10. All arrests and returns made

11. Miscellaneous cases, general and special orders, violations of rules and regulations, and any
other reportable incident that the Sub-Station/Station Commander, or higher authority desires
to be recorded.
 PRESCRIBING A UNIFORM POLICE BLOTTER FOR THE
PHILIPPINE NATIONAL POLICE

6. PROCEDURE IN MAKING THE ENTRIES:

a) All entries in the police blotter shall be handwritten in a clear, concise and simple manner but
answering as far as practicable the 5Ws and 1H. Clarity should not be sacrificed for brevity.
b) Only facts, not opinions, are entered in the blotter.
c) No erasures shall be made on the entries. Corrections are made by drawing one horizontal
line over such word or phrases and the actual entry initialled by the police officer making the
correction.
d) A pen with a blue or black ink is used for making the entries.
e) Misrepresentations in the blotter or any attempt to suppress any information
therein is punishable criminally and administratively.
f) The entries must be legibly written in long hand and consecutively numbered.
g) Every page of the blotter shall be consecutively or chronologically filled-up. No line or space
shall be left blank between two entries.
h) Any development of a case to be reflected in the blotter should be a new entry at the time
and day it was reported. A reference to the previous entry number of the case shall, however,
be made.
i) In every shift, the Duty Sergeant, under the supervision, of the Duty Officer or Complaint
Desk Officer, shall make the actual entries in the blotter and at the and of his tour of duty,
both the Duty Sergeant and Duty/Complaint Desk Officer shall sign the blotter.
 Sample Police Blotter

0001
ENTRY
DATE TIME INCIDENTS/EVENTS DISPOSITION
NO.

2021- 7:00 Case Referred to

1-1-21 *Details of incident applying 5Ws and 1H*
0001 PM Barangay
II. ACKNOWLEDGEMENT and JURAT

 NARRATIVE (AFFIDAVIT)
It is hard for the judge to believe that in a narrative type of
confession/statement, the subject voluntarily dictated all that is in the
confession/statement. Affidavit is a form of sworn statement made in
narrative style. It is usually started with a “SCILICET” which is usually
abbreviated as “S.S”.

Example:
Republic of the Philippines )
City of Laoag ) S.S
----------------------------------------------x

The word “Scilicet” is derived from the Latin word Scire licet”, “one is
permitted to know” and is translated to mean “to wit, or namely, and
utilized here to particularize the place of the execution of the instrument.
 ACKNOWLEDGEMENT
REPUBLIC OF THE PHILIPPINES )
CITY/MUNICIAPLITY OF ) S.S
 
BEFORE ME, a Notary Public for and in Province/City of ____________, this ____ day of ______ 2021
personally came and appeared ________________ with Residence Certificate No. A- __________
issued on ____________ at ___________________, and Tax Account No. ______________ known to
me and to me known to be the same person who executed the foregoing instrument which he
acknowledged before me as his free and voluntary act and deed.

WITNESS MY HAND AND SEAL this ______ day of ________ 2021 at ___________________
 
Notary Public
My Commission Expires on 31 December 2025
PTR No. ___________
Issued on __________
At ________________
 
Doc. No. _________
Page No._________
Book No. ________
Series of _________ 
 JURAT

 SUBSCRIBED AND SWORN to before me, this _______ day of

_________ 2021, by __________, who exhibited to me his Res. Cert.
No. A ___________ issued at _____________ on ______________.
 
Notary Public
Until December 31, 2025
PTR No. ___________

Doc. No. _________

Page No._________
Book No. ________
Series of 20 ______