PURPOSE OF THIS LEARNING MATERIAL

To the Students,

This learning material will serve as your guide as you learn the ways of
writing technically with regards to Police Report Writing and will also help
you improve your ability to document crime incident, investigation report
and other writings related Police work. On the other hand, this material will
hone your skills on the different techniques on how to write a very clear and
concise information, as well as the proper filing of documents in a case
folder.

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INTRODUCTION
When it comes to Police Operations, most of the works are supported
with written documents. It is a physical form of communication that serves
as basis or proof that an order or information exist.

Proper technical writing and reports are big help especially in criminal
cases. In reality, some of the main causes of dismissed cases are due to poor
technical writing skills and the improper filing of documents on the part of
Police Investigator, investigating the case. To be a good Police investigator,
one must understand the proper documentation in a complete, clear and
concise way with sufficient details of the incident.

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 CHAPTER ONE
GENERAL REPORT WRITING GUIDELINES

Objectives: After lecture, discussion and other related activities performed in this
chapter, the students can:

1. Explain the purpose and uses of Police Report and Writings.

 Evidences: Recitation, Quizzes and Examination
2. Completely and illegibly write information relative to the case under
investigation.
 Evidence: Activity Performance
3. Perform proper interview to the victim, suspect and witness.
 Evidences: Video presentation and assessment

USES OF POLICE REPORTS

Police reports have many different uses, both within the criminal justice system
and beyond:
1. Identification of Criminals
Police reports assist with the identification, apprehension and prosecution of
criminals by serving as a source document for filing criminal complaints, by providing a
record of all investigations, and providing a basis for additional follow up investigations.
2. Investigative Record
Police reports aid prosecutors, defense attorneys, and other law enforcement
agencies by providing records of all investigations and serving as source documents for
criminal prosecution, as well as documenting agency actions.
3. Court Preparation

Police reports assist officers prior to or during court appearances by refreshing

the officer’s memory before testifying, or preparing to provide hearsay testimony at
preliminary hearings.

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4. Civil Liability Assessment
Police reports are essential for risk managers, insurance companies, and civil
litigation attorneys for use in determining potential civil liability by documenting events
such as accidents or injuries on city, county, or state property, workman’s compensation
type injuries, as well as to presenting justification for an officer’s behaviour or actions in a
civil complaint or lawsuit against the officer.
5. Statistical Analysis
Police reports assist police and civilian administrators as well as the campus
community by providing statistical information for analysis of crime trends, equipment
needs, manpower issues, continued professional training requirements, and assist in the
evaluation of officer performance.

CHARACTERISTICS OF AN EFFECTIVE POLICE REPORT

On a daily basis, police officers are faced with a variety of events and incidents. At
each one, officers are required to make significant decisions, oftentimes without delay,
and while under stress or the benefit of all the facts regarding the situation. For this
reason, crime and incident reports must reflect the details of the specific crime or
incident for further reference and use. While the details of every incident or crime report
will likely vary, there are six characteristics that all effective reports have in common. An
effective police report is always:

1. Factual. A police report is an objective accounting of the relevant and observed

facts of the case, and any conclusions made by the reporting officer must be supported
by articulated and documented facts. Unsubstantiated opinions or conclusions are
never to be included in an effective report.

2. Accurate. The decisions and actions taken as a result of the report must be
supported by accurate information contained in the report. If any information is

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inaccurate, the credibility and reliability of the report will likely be jeopardized. Accuracy
is achieved by carefully, precisely, and honestly reporting of all relevant information.

3. Clear. A police report speaks for the reporting officer when he or she is not
present. There should be no doubt or confusion regarding what happened during an
incident or crime, based upon the content of a police report. Clarity in report writing is
achieved by clear and logical organization of information, the judicious use of simple,
common, and first person language, and effective writing mechanics.

4. Concise. Reports should be brief but also contain all relevant information necessary
for a complete understanding of the crime or incident, without additional explanation.
Brevity should never take precedence over accuracy, completeness, or clarity in report
writing.

5. Complete. A complete report will contain all the relevant facts, information, and
details that the reader will need to have in order to have a comprehensive understanding
of the crime or incident described in the report. The report is complete when it is a
complete word picture of the incident, there are no questions left unanswered by the
reader, officer actions are explained and justified by the contents of the report, and both
supporting and conflicting information is included.

6. Timely. No decisions can be made or actions taken regarding an arrest or request

for follow up investigation if a report is not submitted in a timely fashion.

FIELD NOTES
An officer’s field notes are the original source documents used to write a police
report. For this reason, if field notes are incomplete, poorly organized, or illegible, they
will be of little use to the officer in writing the resulting police report. For this reason,
field notes should always be taken at the scene, especially when interviewing suspect,
victims or witnesses, and whenever the officer wishes to remember specific details at a
later time. When writing field notes, officers should consider that field notes are typically
more reliable than memory, especially since reports are typically written several hours
after a specific incident or crime has occurred. This time lapse can often cause an officer

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to easily forget or confuse certain types of information, especially times, observations,
addresses, and key words and phrases from statements. Moreover, the judicious use of
field notes can minimize or even eliminate the need to re-contact the involved parties in a
case at a later time.

Every event, incident, and crime is different, and for this reason, the facts and
information needed by the officer to write a police report is different.

However, field notes should always be able to answer the questions what, where,
when, who, how, and why regarding the incident.

Regardless of how the individual officer decides to take field notes, the following
information is a snapshot of the items that should be included in field notes.

Basic Information and Additional Information

Basic Information Additional Information
Victims &  Full name  How to contact: by
Witnesses  Age telephone, cellular
 Date of birth phone, or in person
 Race  Best place to contact
 Sex/Gender  Place of employment
 Telephone numbers (home, (name of company &
work) contacts)
 Address
 Email address/es
Occurrence  Type of crime  All persons involved:
 Location  Informants
 Date and time of incident  Reporting party
 Was physical evidence  Victims
handled by Officers, Suspect  Witnesses
or victim?  Suspect/s. if known.
 Disposition and chain of  Officers
custody  Outside agencies and
 Suspects direction of travel members of the
 Type and descrition of outside agencies
weapons  Medical personnel
 Threats made with weapons  Members of the
 Direct statements made by media
suspects
 Case number
 Assisting Officer’s actions.

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Suspects  Race  Unusual or
 Sex/Gender memorable gesture.
 Age  Speech peculiarities,
 Build such as accents, tone,
 Height pitch, or noticeable
 Weight speech disorder, such
 Eye color as stuttering
 Hair color  Jewelry like: ring
 Hair style (identify which finger
 Facial Hair and hand), necklaces,
 Clothing type earrings, body
 Clothing color piercings.
 Clothing style  Right or left handed:
 Name and /or street name, if which hand was
theres any. dominant? Which
 Unusual physical attributes, hand held the
such as scars, tattoos, a weapon?
limp, moles, odor, and Where was a watch
missing teeth. worn?
 Can the suspects be  Gang affiliation.
identified by the victim or
witness?
Incident Specific  Scene description and
photographs (if available)
 Point of entry
 Point of exit
 Description of property
damage
 Types and values of
property taken
 Description of suspect’s
vehicle
 Nature and location of
evidence collected
 Suspect and victims’ injuries
 Unique characteristics of
the crime

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 NOTE TAKING AND CONDUCTING FIELD INTERVIEWS

Typically, field notes are obtained from the officer’s direct observations and from
field interviews with suspects, victims, and witnesses. The field interview, however, is
where the officer will learn the majority of the information about a crime or incident.
Therefore, the statements taken during a field interview are often critical to learning
about the specific facts of a case, because the existence of certain crime elements may
only be revealed from the statements of witnesses, victims, and the suspects of a case.

An effective field interview should generally follow the following five step format.
1. Separate the involved parties. This minimizes distractions and interruptions.
Separating the involved parties also focuses their attention on speaking to the officer,
rather than each other, and also minimizes manipulation of witness statements by other
involved parties.

2. Establish rapport. Be courteous, considerate, and patient. Briefly tell the person
being interviewed why the interview is being conducted, and describe the interview
process to the individual.

3. Listen attentively. Ask the person what happened, and allow them to talk about it
freely.

Let them explain it in terms that they understand. Be sure to keep the person
focused on the main subject being discussed in the interview. If they begin to get off
topic, guide the person back to the subject, and always use active listening skills to
encourage the person to talk. Listen carefully, and pay attention to the details of the
incident. Don’t take notes at this point in the interview!

4. Take notes/Ask questions. Ask the person to repeat their account of what
happened, but stop the person and ask questions for clarification, where necessary.
Take notes, but write in short, simple statements, highlighting the important thoughts or

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ideas. Be sure to obtain accurate identification information for the person at this point,
and ask any additional questions that are necessary for clarification.

5. Verify information. Repeat specific information to the person being interviewed

from the notes taken in the previous step, to ensure accuracy, and give them an
opportunity to add facts. Be sure to confirm direct quotes, time relationships, weapons
information, and physical descriptions of suspects. Be sure to verify any changes made in
this stage.

It is important to note that while some officers may elect to record an interview with
a digital voice or tape recorder, the use of a recorder may inhibit an individual from
talking freely. Also, electronic devices can malfunction or fail, thereby eliminating the
information from the interview. If interviews are recorded, officers should also take
written notes as a backup in the event of mechanical or device failure.

IMPORTANT FIELD INTERVIEW SKILLS

One of the most important skills that officers are required to have while conducting
a field interview and taking field notes is determining the difference between opinions,
facts, and conclusions in a statement given by a suspect or witness. Another important
skill is being able to determine what information is relevant to the case or incident.

Opinions are statements that can be open to interpretation, or expresses a belief not
supported by the facts of a case, while a fact is a statement that can be verified or proven
by the facts of the case. A conclusion is a statement that is based upon the analysis of
opinions and conclusions, and a conclusion should always be accompanied with the
supporting facts and opinions.

Generally, relevant facts typically establish the facts of the case or elements of the
crime. Irrelevant facts, on the other hand, usually furnish details that are not elements of
the crime, or provide information that may dilute the facts of the case.

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 QUESTIONS ANSWERED BY AN EFFECTIVE REPORT

The facts and questions that an officer includes in his or her field notes should
typically provide the foundation for an effective police report. As discussed earlier, an

effective police report should always answer the questions who, what, where,

when, how, and why.

If any of the six questions cannot be answered by the officer’s report, the report
should contain as much information as possible, as the information can prove to be vital
to investigators, attorneys, and other users of the report.

The following table presents examples of the specific facts and information that can
be included in the body of the report to help answer the six questions. It is not intended
to be all inclusive, and used as a guide. Specific crimes or incidents will require certain
information that should be noted by the investigating officer in the report.

Who, What, Where, When, How, and Why.

Supporting facts and information

What  What was the crime that was committed?
 What are the elements of the crime?
 What were the actions of the suspect before and after the crime?
 What actually happened?
 What do the witnesses know about it?
 What evidence was obtained?
 What was done with the evidence?
 What weapons were used?
 What action did the officers take?
 What further action should be taken?
 What knowledge, skill or strength was needed to commit the crime?
 What other agencies were notified?
 What other agencies need to be notified?
When  When was the crime committed?
 When was the crime discovered?
 When were the involved parties arrived at the crime scene?
 When was the victim last seen?
 When was the suspect last seen?
 When did officers arrive?
 When was any arrest made?
where  Where was the crime committed?

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  Where was the crime discovered?
 Where was the entry made?
 Where was the exit?
 Where was the weapon obtained that was used to commit the crime?
 Where was the victim found?
 Where was the suspect seen during the crime?
 Where was the suspect last seen?
 Where did the suspect live?
 Where is the suspect now?
 Where would the suspect likely go?
 Where was the evidence found?
 Where was the evidence stored?
Who  Who are the involved parties in the incident?
 Who were the participating officers?
 Who was the complainant?
 Who discovered the crime?
 Who saw or heard anything of importance?
 Who had a motive for committing the crime?
 Who committed the crime?
 Who had access to the crime scene?
 Who searched, identified and gathered evidences?
 Who was the victim’s associates?
 Who was the suspect’s associates?
 Who was the victim last seen?
 Who was the witness associates?
How  How was the crime committed?
 How did the suspect leave the scene?
 How did the suspect obtain the information necessary to commit the
crime?
 How was the crime discovered?
 How was entry made?
 How was the weapon/tool for the crime obtained?
 How was the weapon/tool used?
 How was the arrest made?
 How much damage was done?
Why (if Why was the crime committed?
Why was a certain weapon/tool used?
available) Why was the crime reported?
Why where the witnesses reluctant to give information?
Why did the suspect commit the crime?

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 FUNDAMENTAL REPORT CONTENT

As previously stated, every crime or incident is different, and as a result, each report
will require different information to complete a total word picture about the incident.
However, every report should have certain content elements, regardless of the crime
that was committed. The following general content elements are fundamental to an
effective report, however, it should be noted that in some crimes or incidents, a specific
element may not be applicable.

1. Initial information. This should establish how the officer became involved with the
specific incident and additional background information. The initial information should
also describe the officer’s immediate observations and any actions they took upon arrival
at the scene.

2. Identification of the crime or incident. Always include the facts that are necessary
to show that the specific crime or incident has taken place. The report should include the
common name of the crime, the statutory reference number and the required elements
necessary for the crime to be complete.

3. Identification of the involved parties. Regardless of the type of report, the report
should always identify the reporting persons, victims, witnesses and suspects, if known.
Always include full names, address, home, work and cellular telephone numbers. Include
alternate contact information, such as work or school addresses, email addresses, and
their role in the incident.

4. Victim/witness/suspect statements. Summary statements of all involved parties

should be taken and direct quotes used, where necessary. Statements should always
include the details of the events, from their own perspective.

5. Crime scene specifics/description. Crime scene specifics are necessary to

accurately re‐create the scene and events of the crime. Include photographs, where
possible, and include the locations of physical evidence prior to collection. Photographs

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should be printed for inclusion with the report, and booked as property as evidence,
where applicable.

6. Property information. Property information should include the color, make,

model, serial number, approximate value, and full descriptions where possible. Details
pertaining to stolen or recovered property, as well as property booked for safekeeping,
and property booked as evidence should always be included in the report, and entered
into CLETS, were applicable.

7. Officer actions/observations. Include descriptions and observations of all actions

related to the incident. If multiple officers responded to a crime or incident, each officer
involved should include a supplement that details their own actions at the incident or
crime, and the supplement should be submitted for inclusion with the master report. All
reports, whether a master report or supplemental report, should be written from the
perspective of the writing officer, and detail their own personal actions or observations

RECOMMENDED GRAMMAR FOR REPORTS

An effective report must always exhibit the writer’s command of the English
language, and be relatively free of errors in sentence structure, grammar, and other
writing mechanics, and the more effective the officer’s command of the written
language, the greater the clarity of the written report. Due to the large number of
grammatical guidelines in the English language, officers should have a basic
understanding of the basic building blocks of sentence structure when writing reports.

Nouns

Nouns are naming words, and could be used to identify people, places, or things.
Proper nouns

Proper nouns refer to specific places persons, or things, and always should begin
with a capital letter. When referring to a specific person within a report, officers should
use proper nouns.

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 After the proper noun has been used once, just the last name may be used when
referring to the same person.

Pronouns

Pronouns are words that substitutes for a noun or proper noun. There are two types
of pronouns primarily used in report writing.

 First person pronouns. First person pronouns are used when referring to the
officer writing the reports. Some examples are I/me/mine/my and
we/our/ours/us (when riding with a beat partner). First person pronouns can
also be used within quotes to refer to the person speaking (Wilson told me, “I
ran as fast as I could.”).

Officers should always use first person pronouns when referring to themselves,
because by doing so, the reader has a clear understanding of the officers’ actions.

 Third person pronouns. Third person pronouns refer to the person, place or
thing being written about. Examples are he/his/him, it/it’s and
they/their/them. Third person pronouns must always agree and clearly refer
to the noun or proper noun that is directly before it.

Tense

Since most investigative reports are written about things that have already
happened, the words that are used should clearly indicate the events occurred in the
past. This is expressed through the tense of the action words (or verbs) in the report.
Tense can be either present or past tense.

 Present tense. Present tense verbs express an action currently taking place.
For example, the phrase “I am reading this manual” is written in the present
tense.

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  Past tense. Past tense verbs express actions completed in the past For
example, the phrase “I read this manual last week” is written in the past
tense.

Voice

The term “voice,” when used to describe a type of verb, refers to whether the verb is
active or passive. Reports should be always be written in the active voice, as most
readers find sentences written in the active voice easier to follow and understand.

 Active voice. A verb is in the active voice when the subject of the sentence is
the individual or thing that is doing or performing the action. An example
would be “I gave the report form to the victim.”
 Passive voice. A verb is in the passive voice when the subject of the sentence
is someone or something other than the performer of the action in the
sentence. A common indicator of passive voice is the word “by” in the
sentence. An example would be “The victim was given the report form by
me.”

WRITING CLEARLY AND LOGICALLY

As previously discussed, effective police reports must be organized, logical, and

present all relevant information simply. An effective report must also be written in plain
English in order to be useful and understandable for the reader.

Paragraphs

Paragraphs are the structural units for grouping information. Regardless of whether
a narrative style format or a category format is used for the investigative report, all
paragraphs within the report must be clear and easy to understand. When writing an
investigative report, the first sentence (lead‐in sentence) of each paragraph should
clearly state the primary topic or subject of the paragraph. The sentences that follow

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within the paragraph should present facts, ideas, reasons, or examples that are directly
related to the primary topic.

The following table presents examples of poorly organized and well organized
paragraphs.

Transitions

Transitions are words or phrases that show relationships between thoughts,

sentences, or paragraphs. By selecting appropriate transitional words, officers can help
readers move smoothly and logically from detail to detail and sentence to sentence
within the report.

The following table suggests a few of the possible transitional words and phrases
officers may use within their reports.

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Concrete vs Abstract Words

Reports should be written using simple, common, and concrete language whenever
possible. The use of simple language can help keep reports concise and brief, and
addresses relevant information quickly and clearly.

The following table presents examples of abstract words and phrases, along with
more concrete alternatives.

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 Homonyms

Homonyms are words that sound the same, but have different meanings. There are
a number of frequently used words that sound alike, but have completely different
spellings and meanings. When writing reports, officers should ensure that they are using
the correct word for what they are trying to express.

The following table identifies the most commonly confused sound‐alike words.

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PROOFREADING

Proofreading may seem time‐consuming, tedious, and difficult, but when writing
reports where accuracy, clarity, and completeness are important, proofreading is critical.
It is a difficult skill to master, yet one that cannot be overlooked.

When proofreading a report, special attention should be devoted to ensure that the
following basic questions are answered:

Are the correct crimes cited in the report? Is the information in the proper order? Are
all crime elements articulated? Are the facts of the case correct (based on the officer’s

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field notes)? Is the report well organized? Is all necessary information included? Are
things said efficiently or too wordy? Are all conclusions supported by facts? Are there any
gaps in logic? Are the names spelled correctly?

Proofreading Mechanics

A report’s effectiveness and an officer’s credibility can be damaged by a report with

too many mechanical errors. When proofreading the reports they have written, officers
should look for:

1. Inappropriate use of nouns, pronouns

verbs, etc.
1. Vague or confusing language
2. Incorrect or inappropriate use of words
3. Gaps in logic or narrative flow
4. Spelling errors
5. Inappropriate punctuation
6. Incorrect use of police, fire or EMS abbreviations
7. Overuse of words, such as “that”

One of the most effective methods for proofreading the content and mechanics of
any report is to slowly read the completed report aloud. When sentences are heard, it is
often easier to identify mechanical errors, gaps in logical flow, skewed time sequences,
incorrect verb tenses and cumbersome phrasing.

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 Activity 1
Name:_______________________________
Student No.___________________________
1. Construct a survey form type instrument, following the items reflected under
basic and Additional information.

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2. In relation to activity 1, you are tasked to write a narrative report using the key
questions (Elements) as guide in writing Police technical report.

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3. Compose ten (10) sentences and identify what tense it belongs. (Past tense,
Present tense and Future tense)

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4. Write ten (10) sentences and encircle the noun, proper noun and pronoun.

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 CHAPTER TWO
POLICE BLOTTER

Objectives: After lecture, discussion and other related activities performed in this
chapter, the students can:

1. Discuss the meaning and purpose of Police blotter. (Evidence: Recitation)

2. Describe Standard Specification of Police blotter. (Evidence: Assessment and
Recitation)
3. Write properly using the cardinal elements in recording incident complaints from
the testimony of the complainant. (Evidence: Writing Activity)

What is Police Blotter?

Police blotter refers to the recording of incidents or any activities happening

every day in Police stations. If a person is a victim or has knowledge that a crime
happened, he may file a blotter report to police station near to his area, and give
information that can be used as evidence in relation to the advancement of the case.

Police blotter- refers to an official logbook, covered in color blue with hardbound
cover that contains the daily register of all crime incident reports, official summary of arrests
and other significant event/activities reported in the Police station. Relatedly, a separate
Pink blotter for women and children’s protection Division (WCPD), to record all cases
involving violence against women and children and those cases involving a child in conflict
with the law that fall under the mandate of WCPDs ( PNP Circular Memorandum, 2020).

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"ANO BA ANG TINATAWAG NA POLICE O BARANGAY BLOTTER? MATATAWAG NA BA
ITONG COMPLAINT PARA UMUSAD ANG KASO?"
ANG POLICE O BARANGAY BLOTTER AY HINDI ISANG COMPLAINT O
PAGSASAMPA NG KASO SA KORTE.
ANG POLICE O BARANGAY BLOTTER AY ISA LAMANG PAGREREPORT SA PULIS O
PAGRERECORD SA PULIS NG ISANG GAWAIN O AKTIBIDADES NA MAY KINALAMAN SA
ISANG KRIMEN UPANG MAGAMIT ITO SA PAGSASAMPA NG KASO SA KORTE (E-Lawyers
Online.com).

Historical Background of Police blotter.

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Revised Police blotter flow chart

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Police blotter information guidelines:

As prescribed by PNP Circular Memorandum Order 2020, the guidelines on Police

blotter and CIRAS Information Access are the following:

a. General
1. The police blotter and CIRAS entries are considered properties of the PNP and
its officers shall be held responsible for its confidentiality;
2. Police blotter and CIRAS entries contain personal information of complainants,
victims, and suspects. Under the DATA Privacy Act of the party-interest or
there is an order from the court.
3. Access to the police blotter and CIRAS shall be only limited to PNP Personnel.
All PNP Personnel who have accessed the information from the police blotter,
Pink blotter and CIRAS shall maintain the confidentiality of all information
therein and ensure that such are free from information leakage;
4. All information requests shall be denied except those issued by the data
subject or information owner, or those issued by the courts;
5. As provided by Republic act No. 9262, information from the pink blotter shall
not be divulged to anyone except those who are directly involved in the
investigation of the case;
6. As provided by Republic Act No. 6713, sec 7, paragraph (c), Public officials and
employees shall not use or divulge, confidential or classified information
officially known to them by reason of their office and not made available to
the public either to further their private interests, or give undue advantage to
anyone; or to prejudice the public interest; and
7. All information requests from real party-interest shall observe the process
under the PNP FOI Manual.

b. Specific Guidelines
1. Maintaining and Confidentiality of WCPC Records:
a. All police officers who are working on a WCPC case shall ensure a faithful
recording of all pertinent information involving women and children;

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 b. Only WCPD personnel shall have access to the Pink blotter and WCPC e-
blotter;
c. As Provided in section 43 of Juvenile Justice Welfare Act as amended, the
records of a CICL shall not be used in subsequent proceedings, whether
criminal, civil or administrative, for cases involving the same offender as an
adult, except when beneficial to the offender and upon the offender’s
written consent;
d. Collective information and statistics generated from the WCPD e-blotter
shall only be used for research, policy, program development, monitoring
and evaluation purposes;
e. All records of the CICL in the custody of the WCPD and other units shall be
sealed by order of the court. The case shall be treated as if never occurred.
All index references shall be deleted and in case of injury, all police officers
shall reply that no record exist with respect to the child concerned;
f. All unit commanders shall ensure the exclusion of public and other
uniformed personnel not directly involved in the WCPD case from
accessing information therein;
g. The disclosure of confidential records may only be done upon order of the
court. The records of the CICL may only be disclosed to persons specifically
enumerated in order of the court permitting such disclosure, and subject
to such conditions as the court may impose;
h. When applicable, advise the media to observe the guidelines for media
practitioners on the reporting coverage of cases involving children under
the Department of Justice.

2. Information Access and Management

a. All PNP Personnel shall only be allowed to view police blotter and CIRAS
entries for official purposes or for the purpose of carrying out their duties.
Divulging of information therein shall not be allowed without consent
from the data subject or without an order from the Courts;

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b. No form of reproduction (ex. Photocopying, reprinting or photo capturing)
of the IRF or other information shall be performed without the approval of
the head of office, provided further that the requesting party is among
those who are permitted under existing laws to request for a copy;
c. Data subjects or his/her next kin, if the former is in anyway incapacitated,
may be allowed to have access on police blotter information. Next of in
may request for a copy of information provided that a formal request for a
copy of the information provided that a formal request is issued in
accordance with the procedure set forth by the PNP FOI Manual;
d. Data requests from external stakeholders such as Media, Students,
Researchers, etc. shall, at all times be coursed through the public
Information Officer of the station or in case of higher offices, through their
respective Public Information Office;
e. Police Stations can release crime statistics to external stakeholders
provided that said parties submitted a formal request stating the exact
information they needed and for what purpose said information ill be used.
The said request shall then be submitted to the head of office for its
approval.

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 Activity No. 2

Name:________________________________
Student No.____________________________
Date :_________________________________

1. Get a Copy of Police blotter report and describe how it is done. (send sample of
Police blotter Report to the on-line class portal prescribed by your School)

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2. Look for a sample of Police blotter Log book with report entry recorded in it and
send sample to your on-line class portal.

3. Write your own Police blotter report following the correct format. Make at least
five (5) different facts of the cases. Write below the titles of the five (5) offenses
with Police blotter series, blotter page number, blotter entry number and date
and time entered. Full report will be submitted to your on-line class portal.

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 CHAPTER THREE
INCIDENT RECORDING SYSTEM (IRS)

Objectives: After lecture, discussion and other related activities performed in this
chapter, the students can:

1. Describe what Police Incident Report Form looks like. (Evidence: Recitation, Quiz,
Exam)
2. Explain the SOP of Incident Reporting System. (Evidence Report and Recitation)
3. Illegibly and correctly fill-in the information needed in the IRF. (Evidence: Activity)

IRS- Refer to PNP SOP on 'Recording of Incidents in the Police Blotter' in filling up this form.
This Incident Record Form (IRF) may be reproduced, photocopied, and/or downloaded from
the DIDM website, www.didm.pnp.gov.ph.

REVISED INCIDENT REPORT FORM

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 Activity No. 3

Name:________________________________
Student No.____________________________
Date :_________________________________

1. Get sample of filled up IRF and describe its features.

__________________________________________________________________________
__________________________________________________________________________
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 1. Get IRF and create a scenario. Assuming a complainant went to your station and
file his complaint. Fill up the information in the IRF. Send the activity to the on-line
flat form used by your class. Write below the information in blotter type.

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 CHAPTER FOUR
PNP MEMORANDUM FORMAT

Objectives: After lecture, discussion and other related activities performed in this
chapter, the students can:

1. Explain properly the meaning of PNP Memo and its format. (Recitation, quiz,
Exam)
2. Discuss the purpose of memo. (Recitation)
3. Write memo type letter properly. (Activity)

Memos

A memo (or memorandum, meaning “reminder”) is normally used for

communicating policies, procedures, or related official business within an organization. It
is often written from a one-to-all perspective (like mass communication), broadcasting a
message to an audience, rather than a one-on-one, interpersonal communication. It may
also be used to update a team on activities for a given project, or to inform a specific
group within a company of an event, action, or observance.

Writing Effective Memos

Communications strategist Barbara Diggs-Brown says that an effective memo is

"short, concise, highly organized, and never late. It should anticipate and answer all
questions that a reader might have. It never provides unnecessary or confusing
information."

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 Be clear, be focused, be brief yet complete. Take a professional tone and write as
if the world could read it—that is, don't include any information that's too sensitive for
everyone to see, especially in this age of copy and paste or "click and forward."

Purpose of PNP Memos

Memos can be used to quickly communicate within the PNP Organization

something brief but important, such as procedural changes, orders, policy additions,
meeting schedules, reminders for teams, or summaries of agreement terms.

A circular is simply a memo for wider circulation to the entire whole PNP
Organization. A memo (memorandum) is also normally for circulation to general or
specific groups, but it may also be for internal use (such as “file copy” as a file record).

Format

Start with the basics: to whom the article is addressed, the date, and the subject
line. Start the body of the memo with a clear purpose, state what you need the readers
to know, and conclude with what you need readers to do, if necessary. Remember that
employees may just skim the memo upon receipt, so use short paragraphs, subheads,
and where you can, use lists. These are "points of entry" for the eye so the reader can
refer back easily to the part of the memo that he or she needs.

Don't forget to proofread. Reading aloud can help you find dropped words,
repetition, and awkward sentences.

Types of Memo formats

1. Memo from top to bottom.

2. Memo from low rank to higher rank.
3. Memo with “thru”
4. Memo with “Attention”

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 Activity No. 4

Name:________________________________
Student No.____________________________
Date :_________________________________

1. Get copies of different types of PNP Memorandum Orders and explain their
differences.

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_______________________________________________________________________
_______________________________________________________________________

2. Write different types of memorandum letter basing on the scenario given by your
lecturer. Write it in legal size substance 20 bond paper. Type in your computer
following the PNP memorandum format. Send the activity to the on-line flat form
used by your class.

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 CHAPTER FIVE
INVESTIGATIVE REPORT

Objectives: After lecture, discussion and other related activities performed in this
chapter, the students can:

1. Describe what is investigative report and its format. (Evidence: Recitation and
Report)
2. Discuss the significance and purpose of Investigative Report. (Evidence:
Recitation, Quiz and Exam)
3. Develop writing skills in Investigative report. (Evidence: Activity)

What is investigation report?

An investigation report is a document that details the findings of an investigation

as soon as a formal complaint is filed or an incident occurs. This is where investigators
record the issues of the matter, analyse the evidence, and formulate a conclusion. It is
impartial and based on evidence, not on the opinions of an investigator or the parties
involved.

Investigation Report Template

In investigation report template aims to help investigators ensure a timely,

complete, and accurate investigation of an allegation or complaint. Streamline evidence
collection and investigation reporting with the use of this template and easily perform
the following:

1. Provide general information on the subject of investigation

2. Specify the type of case and record the complaint summary
3. Document physical evidence and investigative interviews
4. Identify the disposition of the investigation and reach a conclusion

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5. Complete the investigation report with digital signatures

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 Activity No. 5

Name:________________________________
Student No.____________________________
Date :_________________________________

1. From the sample given in this chapter, get a copy of investigative report from
different law enforcement agencies (PNP, BJMP, BFP, BUCOR and AFP) and
describe the format of each report.
__________________________________________________________________________________
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__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________

1. From the scenario given by the lecturer, write your own investigative report
following the format learned from this chapter. Submit your output to the online
class of your choice.

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 CHAPTER 6
SPOT, FOLLOW-UP & FINAL REPORT

Objectives: After lecture, discussion and other related activities performed in this chapter,
the students can:

1. Discuss what Spot, follow-up and final Reports are all about. (Evidence: Recitations, Quiz and
Exam)
2. Explain the purpose of Spot, follow-up and final Report. (Evidence: Recitation and Report)
3. Practice writing proper spot, follow-up and final report. (Evidence: Activity)

A. Spot Report

Also called Initial Report. Refers to written report done by investigator. A first
hand and first step recording of information with regards to crime incident. It is a part of
special operating procedures in investigation activity that must be filed in a case folder to
serve as guide or proof that a proper procedure were conducted during investigation.

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B. Follow-up Report

Also called progress report. A narrative report improving the information

coming from the initial report. This provides amendments or additional
information that makes it supplemental to the previous report. Like the spot
report, the progress report must also be included in the case folder as part of the
case build-up.

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 C. Final Investigation Report.

Considered to be the full and complete investigation report. Included in final

investigation report are the following:

1. Reference: (previous related Memos)

2. (Indicated briefly the date/time, and place of occurrence)

3. Background/Brief facts of the case

4. Sequence of Events

5. Summary of Action

6. Recommendation/ Conclusion

7. Disposition/findings

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 Activity No. 6

Name:________________________________
Student No.____________________________
Date :_________________________________

1. Differentiate the different types of Police Investigation Reports.

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___________________________________________________________________________
___________________________________________________________________________
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___________________________________________________________________________

1. From the Scenario given, write spot, follow-up, final and investigative report and
present your work to the class. Write your experiences as to how you got over
with your investigative reports.
Reflection:

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___________________________________________________________________________
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CHAPTER 7

Judicial Affidavit

Objectives: After the lecture, discussion and other related activities performed in this
chapter, the students can:

1. Effectively deliberate the meaning of Judicial Affidavit. (Evidence: Recitations, Quiz

and Exam)
2. Discuss the purpose of filing/executing Judicial Affidavit. (Evidence: Recitation and
Report)
3. Properly write a Judicial Affidavit. (Evidence: Activity)

The Judicial Affidavit, under the new rule, instead of conducting direct testimony in
court, attorneys will submit affidavits with questions and answers that witnesses have
supplied while under oath. To give opposing counsel sufficient review time, the affidavits
must be submitted at least five days prior to a preliminary conference in a case or the
hearing of motions. In trial, attorneys cross-examine witnesses based on the already
submitted affidavits. Deputy Court Administrator Raul Villanueva said that the rule will cut
“the presentation of witnesses,” which accounts for much of a trial’s length, by 50 percent
(AMERICAN BAR ASSOCIATION).

Judicial affidavit, is a written, out-of-court statement taken before a notary public or

any person authorized to administer oath. It contains two special notations, a scilicet and a
jurat. A scilicet, which appears at the upper left hand of the affidavit, indicates the country

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of its execution. It also has an “s.s.” beside it to specify the venue of its execution; for
example, the Republic of the Philippines, specifically Manila or Quezon City. On the other
hand, the jurat appears at the bottom of the affidavit. It is a statement by the notary or the
person who administered the oath that the affiant who made the assertions in the affidavit
appeared before him on a certain day and presented his identification document such as a
valid government ID or passport (Salvador III, manilastandard.net, 2021).

Purpose of Judicial Affidavit.

1. It reduce the time when it comes to presentation of witnesses.

2. It lessens trial appearance and trial time.
3. Saves money and physical efforts.
4. It gives the counsel sufficient time to review.

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Sample of Judicial Affidavit.

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