Cdi 5 Technical English 1 (Tecgnical/Investigative Report Writing and Presentation)

CDI 5
TECHNICAL ENGLISH 1 (TECGNICAL/INVESTIGATIVE REPORT WRITING

AND PRESENTATION)
Writing is the most indispensable skills that learner should develop to be
able to express his or her ideas effectively. It is the skill that every student should
master for efficient expression of ideas. Similarly, this skill is needed in all types
of professions and jobs especially because communication is a vital component of
any endeavor.
 WHAT IS POLICE REPORT WRITING?

A REPORT is an account of some subject specially investigated or
an official statement of facts. A POLICE REPORT is a or step-by-
step account of an accident that transpired in a given time.
POLICE REPORT may be written or oral; detailed or brief; simple or

complex. They may be prepared by anyone in the department from
the chief to the patrolman on the beat. In any event, police reporting
has become one of the most significant processes in modern police
operations.
IMPORTANT USES OF POLICE REPORT WRITING

1. Serve as records for police administrations in planning, directing, and organizing
the unit’s duties and functions.
2. Use as legal documents in the prosecution of offenders.
3.Use as basis by law enforcement agencies and other government and private
organizations.
4. Provide information to the media which need access to public documents.
5. Be a basis for research.
6. Reflect the competence and personality of the police writer regarding his written
work.
CHARACTERISTICS OF AN EFFECTIVE POLICE REPORT WRITING
1. ACCURATE and SPECIFIC

> Police reports should be accurate and specific. ACCURATE means not
being exact, but also non-commission of errors. Words presented must be
precise and correct. The report must be free from mistakes or errors.
Akin to accuracy is specifically. The use specific words in conveying ideas
most clearly to the readers is very important.
In order to achieve accuracy and specifically, all the forms of
correspondences and reports should be thoroughly edited in spelling,
punctuation, standard format, sentence structure, mechanics, and grammar,
among others.
2. BRIEF and CONCISE

> Police reports should be brief and concise. This means that reports should
be short or economy of words. Use necessary words only as you retain the
natural tone of your sentences.
3. CLEAR and COMPLETE

> Police reports should be clear and complete. This means that the report is
free from confusion and ambiguity, and is easily understood. The report
should include all necessary information such as the 5Ws and 1H (WHO,
WHAT,WHEN,WHERE,WHY and HOW) All the elements of the crime
are also included in the report including attachments, enclosures, and results
of medico-legal and other examinations released by the PNP Crime
Laboratory and other PNP recognized hospital and organizations.
In order to achieve clarity and completeness, use simple words to assure
understanding. Avoid also the use of general words, abstract words, weak
phrases, gender-biased words, unwittingly language transference,
colloquialism, and slang, among others. Finally, provide the necessary
information and pertinent documents to support the facts.
4. FACTAUL and OBJECTIVE
> Police report should be factual and objective. The report contains only
facts, not hearsays. A fact is a thing that has actually happened or that is
really true. Being objective is not injecting his/her own bias or prejudice into
the report. The police writer should be fair and impartial in conducting
investigation and gathering facts and pieces of evidence. To do this, the
police writer may quote statements from sources without adding prejudices
and conclusion.
In order to be factual and objective, focus on the facts. Avoid getting
opinions and personal judgements in order not to be partial and subjective.
5. WELL-ORGANIZED and GRAMATICALLY CORRECT

> Police reports should be well-organized and grammatically correct.
Chronological order is usually in organizing and writing the facts in police
reports.
In order to achieve that, follow proper rules in police report writing
including standard format specifications. Before you submit your report, you
let someone check the grammar, sentence structures, spelling, punctuation,
capitalization, and content of the report, among others.
TYPES OF POLICE REPORTS

1. Police Blotter - refers to a logbook that contains the daily registry of all
crime incidents reports, official summaries of arrest, and other significant
events reported in a police station.
2. Spot Report – refers to the initial report written by a police officer after
an important incident and submitted immediately to higher authorities for
further investigation and appropriate action.
3. Progress Report – refers to a follow-up report submitted by a police
officer after conducting further investigation of a particular incident.
Progress report can simply be an accomplishment report which may be
analytical and may be comparatively longer than a spot report.
4. Final Report - refers to an accomplishment report written by a police
officers after the investigation is completed and the case has been filed
against the suspect/s. In some cases progress report can be the final report
especially if the investigation has been terminated at the level.
5. After Operation Report – refers to a report that may be rendered after

any successful police operation that leads to the arrest of any member or
some members of syndicated crime group.
6. Investigative Report – refers to a report such as in criminal

investigations. The arrangement of the parts follows a specific pattern to be
easily found and read.
The format is similar to a memorandum format except the text or body should
have the following parts;
A. AUTHORITY
B. MATTERS INVESTIGATED
C. FACTS OF THE CASE
D. DISCUSSION
E. CONCLUSIONS
F. RECOMMENDATIONS
Note:
The parts are capitalized followed by a colon (:). Paragraph are numbered
consecutively using Arabic numbers such as 1,2,3, and 4 among others.
7. Situational Report – refers to a report which is done on a need basis. It contains
the actual situation on a particular incident/s which are on public interest.
This is primarily addressed to the commander or chief for him to
know the actual situation before the media and the public is informed.
8. Beat Inspection Report – refers to a report that is submitted daily by any duty
officer after his/her routine check on foot.
9. After Patrol Report – refers to a report which is submitted by assigned sector

using official vehicles and is assigned by the team leader.

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CDI 5

TECHNICAL ENGLISH 1 (TECGNICAL/INVESTIGATIVE REPORT WRITING

 WHAT IS POLICE REPORT WRITING?

POLICE REPORT may be written or oral; detailed or brief; simple or

IMPORTANT USES OF POLICE REPORT WRITING

1. ACCURATE and SPECIFIC

2. BRIEF and CONCISE

3. CLEAR and COMPLETE

5. WELL-ORGANIZED and GRAMATICALLY CORRECT

TYPES OF POLICE REPORTS

5. After Operation Report – refers to a report that may be rendered after

6. Investigative Report – refers to a report such as in criminal

9. After Patrol Report – refers to a report which is submitted by assigned sector

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