TECHNICAL ENGLISH 1:

INVESTIGATIVE REPORT WRITING AND PRESENTATION

CRIME DETECTION AND INVESTIGATION (CDI-

5)
 POLICE REPORT?
Police Report is basically a story of actions
performed by man. A police report is a
chronological or step-by-step account of an
incident that transpired a in a given time, at a
given place. It is also defined as an account of an
investigation, of an official statement of facts.
Police reports result from the fact that someone
has asked for them and needs them for
immediate or future use. In any event, police
reporting has become one of the most significant
processes in modern police operations.
 HOW DO YOU DEFINE POLICE REPORT?
1.Police Report is any written matter prepared
by the Police involving their inter-action with
the community.
2. Police Report is an exact narration of facts
discovered during the course of crime
investigation which serves as a permanent
written record for future reference.
3. Police Report is a permanent written record
of police activities classified as informal and
formal which communicates important facts
concerning people involved in criminal
 WHAT ARE THE PURPOSES OF POLICE
REPORTS?
• Written report to serve as the raw materials from which records system
are made.
• Written report to reveal as part of the component of the record system,
the direct
relationship between the efficiency of the department and the quality of
its reports
and reporting procedures.
• Written report to guide police administrators for policy formulation and
decision making.
• Written report to serve as a gauge/ yardstick for efficiency evaluation of
police officers.
• Written report to guide prosecutors and courts in the trial of criminal
cases investigated by the police.
 WHAT ARE THE IMPORTANT USES OF
REPORT WRITING?
1. Reports serve as records for police
administration in planning, directing, and
organizing the unit's duties.
2. Reports can be used the prosecution of criminals.
3. Reports are utilized by other agencies.
4. Reports can be useful to tri-media for public
information purposes.
5. Reports can be utilized for research purposes.
6. Reports improve the personality of the writer.
 CRITERIA TO BE CONSIDERED IN
REPORT WRITING
• Clarity One of the most basic considerations of Direct-to-
the-point words are essential to report writing is the
• Accuracy language used. words also contributes good police
• Brevity report writing. Use of specific to factual police
reports. Every complete sentence must have at least
• Specificity one subject and one predicate. Diction refers to the
manner and style of expression in words. It is almost
• Completeness always necessary to use a paragraph in any
• Timeliness narrative report. A paragraph is simply a warning to
a the reader that a change in thought is about to
• Security occur, or that a new subject explored. The report

• Impartiality should be complete, easily understood, brief and

accurate.
CLARITY
The police report ACCURACY
must be clear
and it should be The police report
written directly must conform BREVITY
and easy to with the
established rules
The police
understand. report must be
presented must
spelling and short,
be precise and
grammar. the information easy to
given must be understand. with
factual. simple
sentences,
common words.
SPECIFICITY
The police report
descriptive narration
must be specific by
COMPLETENESS
using concrete The police
examples. A good life
report must be TIMELINESS
to the written words
through particular complete by
The police report
terms that project using the 5W's must be
hues, movements, and 1H.
quantities and submitted on
shapes. time. As much as
possible
immediately
after the
incident has
happened.
SECURITY IMPARTIALITY
The police report must The police report must
be considered know what the receiving
classified, hence, office needs to know.
transmission, Important data must not
handling, and access to be omitted or added to
these reports should be conceal responsibilities,
limited only to police to impute
personnel who liabilities or to favor
are granted by higher parties.
authority security
clearance. It is a top
 TWO (2) TYPES OF POLICE REPORT
• An informal report usually is a letter or memorandum or
any one of many prescribed or used in day-by-day police
operations. It customarily carries three items besides
the text proper, date submitted, subject, and persons or
person to whom submitted. It may, however, contain
many items of administrative importance along with the
subject matter of the text. Actually, most police reports
may be placed in this category.

• A formal report suggests a full-dress treatment,

including cover, title page, letter of transmittal,
summary sheet, text, appendixes, and perhaps an index
and bibliography.
 CRIMINAL INVESTIGATION
It is the collection and analysis of facts/truth about persons, things
places, subject of a crime to identify the guilty party, locate the
whereabouts of the guilty party, and provide admissible evidences to
establish the guilt of parties involved in a crime. Criminal
Investigation covers a broad activity concerning crimes against
persons, property, security of the state, and other crimes such as
syndicated organized crimes of kidnappings, illegal drug trade and
trafficking, assassinations, bank robberies, carnapping, computer
crimes, money laundering, religious crimes, white slavery among
others. In investigation work, the investigator's effectiveness rest on
his adequate knowledge, skills and the experiences about
investigative techniques, methods, procedures, rules and policies to
include the 5 W's and 1 H.
 QUALIFICATION OF AN
INVESTIGATOR:
The investigator must posses a well-rounded educational
background, a lot of experiences in the job and the right attitude.
This includes other qualifications:
• Capable of observation
• Rational thinker
• Knowledgeable about the laws on crimes, evidences, arrest,
investigative concepts, techniques, scientific aids, laboratory
services, and about criminals and their 'modus operandi'
• Power of intellect called 6th sense
• Cooperative and can work with others
• Observant of professional ethics
• Has leadership potential, and
• Reliable, honest, and physically, and mentally fit.
 CRIMINAL INVESTIGATION REPORT
It provide facts to competent authorities and serve as
a record of investigative activity. Criminal
Investigation units are essentially responsible for
collecting facts and preparing written reports. Factual
information are collected and reported on time to
allow immediate appropriate action.
 BASIC PURPOSE OF CRIMINAL
INVESTIGATION REPORT:
To preserve knowledge/ information about a case.
To provide accurate details about the case.
To aid other investigation and other agencies
concerned.
To coordinate investigation activities within the
organization.
To serve as reference by competent authorities.
 STYLE
 To preserve knowledge/ information about a case.
 To provide accurate details about the case.
 To aid other investigation and other agencies
concerned.
 To coordinate investigation activities within the
organization.
 To serve as reference by competent authorities.
 CRITERIA
• Reports being permanent records of investigative
efforts are subject to close scrutiny at all levels of
the police organization including other concerned
agencies of the government.
 CRITERIA FOR REPORT WRITING:
• Reports must not contain vague or unclear terms.
• Reports must be original and correct in both composition and
grammar.
• Abbreviation must be used appropriately and correctly.
• The use of slang, colloquialisms or unnecessary technical terms
should be avoided.
• Reports must not contain any erasures or alterations.
• If any correction is to be made, then it must be corrected by changing
the entire page to contain what is correct.
• All duplicate copies of reports must be legible, clearly readable.
• When necessary, duplicate copies of reports must be officially
authenticated.
• Contents of reports must be factual and devoid of bias or prejudice on
TYPES OF POLICE RECORD
 CASE RECORD
A case record is composed of two (2) categories:

• Complaint' Assignment Sheet - which reflects all

information regarding complaints and reports received by
the police from citizens, and other agencies or actions
initiated by the police.

• Investigation Report - which contains the findings and

action taken by the investigating officer based on inquiries
made and by obtaining the available facts of the incident.
 ARREST AND BOOKING RECORDS
This record 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.
 IDENTIFICATION RECORDS
Identification record is the third major division of
police records. Fingerprint records are the heart of
any identification system. It provides positive
identification and the police must supplement it with
a record of a physical characteristics and in some
cases photograph of the criminal. Identification
records have their own number series; and
identification number is assigned to each criminal to
identify records relating to him.
 ADMINISTRATIVE RECORDS
These records required in the management of the
department's personnel and designed to aid in
assignments, promotion and disciplinary action. Such
records are so essential in administering personnel
matters that they must be maintained in a police
department.
 MISCELLANEOUS RECORDS
These are records which are not related to the
recorded complaints and investigation reports but
are essential.
 WHAT IS INVESTIGATIVE REPORT?

It is prepared as written report on the

findings of the investigator.

There are different types of investigative

reports.
 CASE REPORT
This report shall be accomplished by the investigator or
member making preliminary investigation of crimes
reported to the police.
 SUPPLEMENTARY/ PROGRESS /FINAL
REPORT
Progress report shall be accomplished by the investigator continuing the
investigation if the case is left in a pending status after case report has
been submitted pending status after case report had been submitted.
 CONTINUATION REPORT
This report shall be used as the second and succeeding pages of
all kinds of reports.
 TECHNICAL REPORT

This report shall be accomplished by the investigator to

cover other angles of the case or the technical staff whose
assistance has been requested to conduct laboratory
examination of evidence specimen gathered, to
supplement the findings and report of the investigating
officer.
 ACCIDENT REPORT

This report shall serve as the investigation report of

officer who investigates the accident. It shall be the
prepared for each vehicular accident -fatal, non-
fatal, injury, or damage to property,
complaint/assignment sheet.
 WANTED PERSON REPORT
This report shall serve as information on persons who are wanted by the police shall
be flashed by means of the “notice" Wanted PNP of the Person, accomplished in
quadruplicate copy to be sent to the provincial Director, province incase of cities/
municipalities, the copy should be sent to the Chief, Philippine National Police under
a provincial commander, the copy should be sent to the Chief, Philippine National
Police (PNP), Camp Crame, Quezon City:
• One copy to be sent to the National Bureau of Investigation, headquarters in Manila;
• The original to be placed in the "Persons Wanted File” Department concerned and of
the Police
• The fourth copy to be displayed in the rouges gallery.
• Strict compliance with the instruction at the back of Wanted Person Report is
required.
 DAILY RECORD OF EVENTS

A daily record of events is needed to keep all members of

the Police force informed concerning operations,
assignments, and administrative instruction.
 CASE REPORT PROCEDURES
The typical felony or serious accident case report comprises original preliminary investigation report,
subsequent follow-up investigation reports, or supplementary statement of arrestees, complainants,
witnesses, and so forth, and a copy of the arrest report, if applicable. Additionally. The case report may
contain scene photographs, correspondences concerning crime or accident and other the case,
photocopies of warrants, subpoenas status papers issued, and other date directly pertaining to the case.
In some agencies a case-report is filed periodically, summarizing the facts known about the case at that
time, this is usually filed as a supplementary report. The than majority of cases will not require such
extensive reporting; most will have one or two pages of report on file. This is no more cases of
drunkenness especially true for minor disturbances, on-view and disorderly conduct, and the many
public and departmental services performed by the patrol force. One case reports have received,
processed, and are proved for filing, they should be filed by case number without regard to type of
complaint, persons involved, or date of incidents. The master name index serves to identify the appear
on the daily bulletin or proper reports for later inquiries. other control summary to provided Case
numbers should a means of insuring prompt submission of supervisory personnel with reports, no
deviation from this should be permitted.
 ARREST REPORT PROCEDURES

Arrest number are issued to persons physically arrested and

booked for criminal offenses or major traffic violations. They are
not issued for arrests when the person is brought to the station
only to post bond. Arrest minor offense completed in multiple
copies; the original is filed with the complaint report, report
normally is and arrest numbers in an arrest file, files a second
copy. The arrest file frequently is used interdepartmentally and
for federal and other agencies that conduct security
investigations.
 RECORD ELEMENT DUTIES
Record element personnel assigned to identification duties perform certain
task in connection with all arrest and the completion or arrest / booking
reports and allied records. First they issue a central booking number or
request, then complete the central booking register with all require
information. Immediately after completing or approving their register
entries, they should identify prior departmental arrest and conduct a
wanted check for all names or aliases used by the arrestee. The appropriate
detention officer should be notified immediately, by telephone in
necessary, if a 'stop" order, 'wanted" card, or a detainee for another agency
is found of the subject.
 PERSONAL IDENTIFICATION FILE
• Arrest/booking Report
• Fingerprint file
• Criminal History Record
• Personal Identification Photographic file
• Personal Identification Negative File
• Crime Scene Photograph File
• Wanted and Missing persons File
• Warrant File
 WARRANT AND SUBPOENAS

A Central warrant index file, consisting of original

warrants, filed serially by central warrant number should
be maintained by the department. In instances an
automated file may be used by the department or the
court to eliminate the need for a manual register, unless
the warrant system is specially designed, however, a
warrant file will probably be required for storage of the
actual warrant document until it can be returned to court.
END OF PRESENTATION