CRIME DETECTION

AND
INVESTIGATION
103

INTRODUCTIO
N
 POLICE REPORT

• any written report prepared by the police involving their

interaction with the community
• an exact narration of facts discovered during the crime
investigation which serves as a permanent written record for
future reference.
• a permanent written record of police activities classified as
informal and formal which communicates important facts
concerning people involved in criminal activities.
 Purposes of Police Reports

• serve as the raw materials from which records system are made.
• 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
• guide police administrators for policy formulation and decision making
• serve as a gauge/ yardstick for efficiency evaluation of police officers
• guide prosecutors and courts in the trial of criminal cases investigated by the police
 Police Report

• “Report is basically a story of actions performed by

man. “
- Dr. Oscar Soriano

• It is a chronological or step-by-step account of an accident

that transpired in a given time, at a given place.
• It is also defined as an account of an investigation, of an
official statement of facts.
.
 WHAT ARE THE IMPORTANT USES OF REPORT
WRITING?

• serve as records for police administration in planning, directing, and organizing the unit's
duties
• can be used as legal documents in the prosecution of criminals
• are utilized by other agencies
• can be useful to tri-media for public information purposes
• can be utilized for research purposes
• can improve the personality of the writer
WHAT ARE THE CRITERIA TO BE CONSIDERED IN
REPORT WRITING?

Language
• Clarity
• Accuracy
• Brevity
• Specificity
• Completeness
• Timeliness
• Security
• Impartiality
 WHAT IS NEEDED IN PREPARING AND WRITING A
REPORT?

• outline from the facts of the case and follow a chronological sequence

• organize the notes and review for completeness prior to the actual writing of the report
• answer the 5Ws and 1H the facts presented in Report Writing
• simple and brief to complex memorandum
• requires the application of basic standards such as clear, pertinent, brief, complete,
current, accurate, fair, properly classified, informative, and objective
• submit in proper format and should be on time.
 STEPS IN POLICE REPORT WRITING

Recording
Gathering of Writing and
Pre-writing and
Facts Evaluating
Organizing
 TYPES OF POLICE REPORT

• Informal report - a letter or memorandum or any one of many

prescribed or used in day-by-day police operations

- carries three items: text proper; date submitted,

subject, and persons or person to whom submitted

• Formal report – a full-dress treatment, including cover, title page, letter or transmittal,
summary sheet, text, appendixes, and perhaps an index and bibliography
MEMORANDUM FORMAT
SPOT REPORT
 INITIAL
INVESTIGATION
REPORT
SAMPLE MEMORANDUM
ITEMS TO BE INCLUDED IN FIELD NOTES
ITEMS TO BE INCLUDED IN FIELD NOTES
QUESTIONS ANSWERED BY AN EFFECTIVE REPORT
QUESTIONS ANSWERED BY AN EFFECTIVE REPORT
QUESTIONS ANSWERED BY AN EFFECTIVE REPORT
QUESTIONS ANSWERED BY AN EFFECTIVE REPORT
 NOTE TAKING AND CONDUCTING FIELD
INTERVIEWS

• FIVE STEP FORMAT

1. Separate the involved parties.
2. Establish rapport.
3. Listen attentively.
4. Take notes/ ask questions.
5. Verify information.
 IMPORTANT FIELD INTERVIEW SKILLS

• Determine the difference between opinions, facts and conclusions.

• Determine what information is relevant to the case or incident.
 FUNDAMENTAL REPORT CONTENT

1. Initial information
2. Identification of the crime or incident
3. Identification of the involved parties
4. Victim/witness/suspect statements
5. Crime scene specifics/ description
6. Property information
7. Officer actions/ observations
FIFTEEN ESSENTIAL EMAIL ETIQUETTE RULES

1. Use a direct subject line.

2. Use a professional email address
3. The “reply all” button should be used sparingly.
4. Add a professional email signature.
5. Use professional greetings.
6. Be wary of excessive exclamation points.
7. Be careful when using humor.
8. Reply to all your emails.
9. Always proofread before pressing send.
10. Add the email address after you’ve composed the message.
 FIFTEEN ESSENTIAL EMAIL ETIQUETTE RULES

11. Double-check the recipient addresses

12. Always consider how cultural differences may affect your
communication.
13. Keep your fonts simple and classic.
14. Segment your communications.
15. Consider your tone.
 TEN ESSENTIAL SMS ETIQUETTE RULES

1. Do reply promptly.
2. Don’t text during inappropriate moments.
3. Do keep texts short.
4. Don’t text sensitive news.
5. Do re-read your texts before sending.
6. Don’t send too many attachments.
7. Don’t forget to double-check the recipient.
8. Do use proper grammar.
9. Don’t text too early or late.
10. Don’t text while driving-ever!
Let's wrap it up
and see what
we've learned!
 REFERENCE

Foronda, M.A. (2021) Technical English 2 (Legal Forms) Crime Detection

and Investigation (CDI-8). Wiseman's Books Trading, Inc.