Investigative Report Writing

N.C.I.T. Training Program-

presented by
Mike Ferjak
Iowa Department of Justice
What this training will and won’t
do for you:
THE TRAINING WILL NOT:
• Make you a better speller
• Make you a better grammarian
THE TRAINING WILL :
• Help you write more effectively
• Help you organize your thoughts logically
• Help you do a more complete investigation
 We all need a refresher

• Fact 1: Nothing stays the same forever.

• Fact 2: We cannot change Fact 1.
• Fact 3: We don’t always do everything
we’ve been taught to do.
• Fact 4: We can always do a better job.
 Section 1:WHAT IS REPORTING
WRITING?
Report Writing versus Factual Reporting

• The purpose of this training is not to teach

you how to write a report. Everyone writes
reports differently because of preferences or
requirements.
• This training is to intended to refresh and
improve your factual reporting skills so
they can be applied to any report you may
write.
 A Report:
• describes
• documents
• informs
• presents
• MOST IMPORTANTLY A REPORT
COLLECTS AND DOCUMENTS
INFORMATION IN A FACTUAL
AND OBJECTIVE MANNER
 What can cause a poor report?

Which of the following can we control?

• Lack of information
• Insufficient information
• Lack of preparation or training
• Too many cases
• Deadlines
• Poor report writing skills
 The First Step
Collecting and Documenting Information:
• Perfect, error-free recall is very rare.

• We collect information using our senses;

sight, hearing, smell, taste and feel.

• How well we objectively and accurately

describe the information is the heart of
factual reporting.
EXERCISE # 1: The Interview

Who Are You ?

and
Where were you at 3:00PM
yesterday?
 If you are the:
INTERVIEWER: SUBJECT:
• Talk to the Subject • You can respond to
and write a report the interviewer’s
answering the two questions in the
questions. manner you see fit.
• (You do have rights
you know…)
 Exercise #1: The Point
• No interview is as simple as we think it will
be.

• Information offered may or may not be

accurate or truthful (SHOCKED?).

• Verification is an essential part of making a

report factual.
 Section 2: Skills for the
Investigator or Inspector

This period of instruction will address:

• Human Relations
• Listening
• Interviewing
• Note Taking
• Factual Report Writing
 Human Relations
• Human Relations skills will directly impact
on a person’s ability to gather information.
• Body language, speech, appearance, tone of
voice and demeanor influence the individual
you are interviewing or working with.
• Remember that only 40% of communication
is accomplished by speaking. Be aware of
what you are communicating non-verbally.
 Listening
• Active listening is crucial to effective
information gathering.
• Do not anticipate the answer to your
question- it may limit the way you listen.
• While it is sometimes necessary, try not
interrupt the person you are listening to.
• If they take a tangent- explore it. You may
gain valuable information just by letting the
person talk.
 Interviewing
• The goal of an interview is to obtain
information.
• Ask open ended questions and don’t be
afraid to use silence as a tool.
• Think about the physical set up in terms of
personal space.
• Usually we try to put the subject at ease.
The easier we make it for the person to
speak the more information we will obtain.
• Prepare for the interview- know the case.
 Note Taking
• Note taking is a recommended practice for
persons who conduct interviews.
• Check your agency’s policy with regard to the
maintaining of your notes.
• Check with your agency legal counsel to
determine whether your notes are
discoverable.
• If you keep notes- keep them consistently.
 Factual Report Writing Skills
• Objectivity- unless your agency asks for it,
leave your personal opinions out of a report.
• Accuracy- never consider anything as a fact
until you have verified it.
• Clarity- write as you would speak, avoid the
use of jargon, slang and acronyms when
possible.
• Brevity- get to the point with as few words
as possible.
“I can write better than anybody
who can write faster, and I can
write faster than anybody who
can write better.” A.J. Liebling
(1904-1963)

TAKE A BREAK!
 Section 3:
The Investigative Report

Reports are “judged” on three basic points:

• Grammar
• Content
• Appearance
These characteristics may decide how much
credibility your report is given.
 Section 3:
The Investigative Report

• Using proper grammar should be a goal for

all writers.
• The way we write will determine how we
are seen professionally.
• Section 6 of this training will deal more
specifically with the grammar consideration
in report writing.
 Section 3:
The Investigative Report

Factual and objective content

• A professional report must look good and
contain proper grammar.
IT ALSO MUST BE
• OBJECTIVE & FACTUAL
• Section 4 will address the characteristics of a
factual/objective report specifically.
 Section 3:
The Investigative Report

• Professional Appearance
• The way we compose a report and format it
has a direct impact on how willing people
will be to read it.
• Format and appearance also go directly to
the credence given to your report.
 Section 3:
Reports and Formats
Reports and Formats
• Even if a report is objective and is
grammatically correct it can still lack
professionalism.
• Reports must look professional.
• Generally speaking there are 2 ways to
achieve this professionalism- (1) using
department forms and (2) using a report
format.
 Section 3:
Reports and Formats

Reporting Methods include:

• handwriting, printing, typing and dictating.
• None of these methods makes a report good
or poor.
• None of these methods involves format or
organization and so all can be used
effectively in the appropriate format.
 Section 3:
Reports and Formats
Report Forms:
• Forms are useful because they prompt the
writer to collect information consistently.
• Forms allow the agency to readily extract
statistics (budgets live and die by stats)
• Be careful not to allow the form to become a
“crutch” that limits your investigative effort.
• The information required for the report form
may not be enough to satisfy the court or
administrative board.
 Section 3:
Reports and Formats

Report Formats:
• Formats are useful because they allow the
writer to be complete, in narrative form.
• The formats can be applied to a variety of
needs from memorandum to court
document.
• Formats form the skeleton of your
investigation.
 Section 3:
Objectivity in observations and report
writing
• Writing professionally means writing objectively.
• Reports must be fair & impartial because:
• lack of objectivity (even unintended personal
opinions) can lead to outright misleading
statements in your report.
• Investigators & Inspectors as well as the subject of
their investigations must live with their reports
good or bad.
• Your job demands a search for and record of the
truth fact by fact.
 Section 3:
Objectivity in observations and report
writing
• CAUTION- CAUTION- CAUTION
• There may be proper places where you can
record your personal opinions or educated
guesses. FOLLOW YOUR AGENCY’S
POLICY (if you don’t know-ask!)
• If you include opinions make sure they are
based on factual, provable information.
 Section 4:
Characteristics of a Factual/Objective Report

• There are 5 characteristics of a factual and

objective report:
• Accuracy, Logic, Clarity,
Conciseness and Completeness

(Can you hear the foot stomping?)

 Section 4:
Characteristics of a Factual/Objective Report

ACCURACY:
• A factual report must be accurate.
• Its basic purpose is to describe people,
events or objects.
• An inaccurate report is worthless and may
even be dangerous.
• CHECK YOUR FACTS CAREFULLY!
 Section 4:
Characteristics of a Factual/Objective Report

LOGIC:
• Described events must be logically
organized and correctly represent the order
in which they occurred.
• Readers should be able to easily follow the
pattern of events.
• The use of a time/event line while writing
the report can be very helpful.
 Section 4:
Characteristics of a Factual/Objective Report

CLARITY:
• Readers should be able to understand each
word, sentence and paragraph quickly.
• Avoid the use of jargon, slang, acronyms or
unclear words- think about who will read
your report.
• APD-IDOJ
 Section 4:
Characteristics of a Factual/Objective Report

CONSCISENESS:
• Unnecessary words can blur the reader’s
understanding of what you are reporting.
• Say what you have to say in as few words
as possible without sacrificing clarity.
• A concise report stands a better chance of
being read completely.
 Section 4:
Characteristics of a Factual/Objective Report

COMPLETENESS:
• Put all the facts in the report- don’t make
the error of deciding what’s enough or
what’s important.
• Facts should be organized, not edited.
• Failing to include all known facts in a
report is at the least a poor practice, it could
be illegal.
 Section 5: Note Taking

What is the purpose of note taking?

• To make a permanent record of events.
• To organize material for a clear
understanding of the entire event.
• To aid you in follow up interviews.
• To aid your memory for report writing .
 Section 5: Note Taking
Rules for Notes:
• Notes that are written as events happen or as a
statement is made are given greater weight than
those prepared after the fact.
• Make taking notes a usual course of action in your
investigation and be consistent.
• Your personal observations and direct knowledge
should always be in your notes.
• Keep your notebook intact and complete in the
event it is entered into a proceeding.
• Do not “doodle” or make unprofessional entries in
your notes for the same reason.
 Legal implications for Notes
• Timeliness: Notes prepared in a
contemporaneous manner (as an event is
observed or reported) are given more
weight than those prepared after the fact.
• Usual Course of the Investigation: If you
are going to take notes be consistent- if not,
you are subject to suspicion as to why now
and not then- either way there is no good
answer.
 Legal implications for Notes
• Personal Observation/Knowledge: Notes
are your personal record and as such can be
consider as original evidence (the strongest
type of evidence) if taken
contemporaneously. They can represent
direct personal knowledge of an event.
• Original Entries: Keep your notes intact, do
not remove pages and do not erase entries,
to do otherwise invites questions that can
address your credibility.
 The Bottom Line on Notes

• Be consistent
• Keep notes intact
• Prepare notes contemporaneously
• Keep unprofessional entries out of the notes
• Check your agency policy concerning the
keeping of notes and follow it.
About Brevity: “He can compress
the most words into the smallest
idea of any man I ever met.”
Abraham Lincoln (1809-1865)

Take a Break!
 GOOD NEWS!

THERE AIN’T GONNA BE NO

GRAMMAR OR INFERENCE TEST
NEITHER!
 Section 6:
Grammar- The mechanics of writing

• Active v Passive • Sentence Length

Voice • Spelling
• First v Third Person • Logical Sequence
• Specific v. General • Paragraphs
Words • Organization
• Simple Writing
• Word Choice
 Section 6, Part 1:
Grammar & Structure
“The Voices”:
• Active Voice is preferred over Passive
Voice because:
• it is clearer, livelier and more direct
• EXAMPLE:
• The intruder was questioned by the Officer
at Gate 5B. (10 words)
• The Officer at Gate 5B questioned the
intruder. (8 words)
 Section 6, Part 2:
Grammar & Structure
“Persons”
• First Person is preferred over Third Person
because:
• it is widely accepted*, and is direct and brief.
• I, Me, We not The writer, The undersigned, This
reporter.
• EXAMPLE:
• I saw the man strike the child. (7 words)
• This writer saw the man strike the child. (8 words)
• * if your employer permits it, refer to yourself as
“I” whenever possible
 Specific (concrete) Versus
General (abstract) Words
• Specific or concrete words generally are
understood to mean one thing only. Examples are:
wife, husband, rifle
• General or abstract words are routinely assigned a
variety of meanings. Examples are: cool, rough,
big
• Avoid using general (abstract) words to describe
persons or events. It will reduce the chance of
being misunderstood.
• Look at Work Sheet #5 for examples of unclear
writing.
 Simple Writing
• Do not write to impress, write to inform.
• K.I.S. method (no there is not a second “s”)
• Write as you speak, use short clear
sentences and keep your ideas organized.
• Look at Work Sheet #4- simplify the
sentences..
 Word Choice

• A personal experience…

• Be certain that you have used the right /

write word for the meaning you want to
convey.
“Motivationally deficient and
ethically disoriented”

Translation:
“Lazy Cheaters”
Don’t make your readers translate
your words! Say what you mean.
 3 Reasons for Correct Word
Choice
• 1. You cannot write a factual report without
words, incorrect word choices cause
mistakes in meaning and may defeat the
purpose of the report.
• The chance for success in your case depends
on selecting the best word to exactly
describe something- even a smell, color or
sound.
• Careless word choice confuses the reader
and makes you seem unprofessional.
 Sentence Length
• Nurse Robinson reported that the resident fell
from the right side of the bed striking her head on
the northwest corner of the bed frame which
lacerated her scalp, causing profuse bleeding and
pain to the resident, she screamed initially but did
not continue due to a loss of consciousness,
medical attention was requested immediately and
the resident was taken to the emergency room
where she received a total of twenty seven sutures
to close the wound which was then dressed and
she was returned to her room with pain
medications to be administered as prescribed by
the attending physician .
 A few things about sentence
length
• The human eye can span sentences of up to
25 words without much difficulty.
• Use as few words as possible to state the
thought or idea in a sentence. Use additional
sentences to support that thought or idea.
• When used too frequently conjunctions
such as “and”, “but” or “or” causes
sentences to become lengthy and
confusing.
 Speling, Speeling, Spelling

There is no excuse for misspelling a word

today:
• Pocket Dictionary
• Spell Check
• Proof Readers
• Spelling is critical to a professional
effective, accurate report.
 Chronological Sequence
• Chronological means from the beginning to
the end in the sequence of occurrence. The
key is to allow the reader to follow the
facts.
• Chronological report writing is an important
method of organizing factual material.
• Good notes are an effective aid to reporting
the accurate sequence.
 Paragraphs
• Break your report into logical units- one
main thought in each paragraph.
• In general, try to restrict your paragraphs to
seven or eight sentences.
• The first sentence in a paragraph tells the
reader what the paragraph is about. The last
sentence introduces the next paragraph.
• Paragraphing is important in all types of
writing. In factual reporting it is very useful
for organizing a complicated case.
 Organization
• The organization of the report is what makes
the difference between words on a page and a
meaningful report.
• The first step- organize your materials and
facts before you write.
• Use a logical, accurate sequence to arrange
the information to bring the clearest meaning
out.
 Organizational Formats
• Example 1 • Example 2
• Synopsis • Summary of Events
• Witnesses • People Mentioned
• Suspects • Action Taken
• Narrative • Statements
• Conclusions • Evidence
 Organization

• The minimum organization is three

sections
• The Introduction- how you got involved
• The Body- what the investigation revealed
• The Closing- disposition, conclusions or
recommendations
 Points to Remember about
Report Writing

• Appearance, Factual Accuracy, Objectivity

all go to making a report professional.
• Use report formatting- outline major events
and organize them into a logical sequence.
• Use the Active Voice and First person when
possible.
• To write as clearly as possible use specific
(concrete) words.
 Points to Remember about
Report Writing
• Format is the design or outline of a report,
• Spelling problems are significant concerns
in factual reports.
• A Factual/Accurate report is descriptive.
• The logic of a report depends on how it is
organized and formatted.
• Sentence length can be a problem when
conjunctions are used too often.
Thank you for your attention!

ANY QUESTIONS?