Technical English 2

TECHNICA
L ENGLISH
MS. JESSA MAE M LLASUS
2
WHAT IS
REPORT?
REPORT
• OBJECTIVE STATEMENT OF THE FINDINGS OF THE INVSTIGATOR

• OFFICIAL RECORD OF THE INFORMATION THAT IS RELEVANT TO AN
INVESTIGATION.
-FOLLOW CERTAIN POINTS OF
CONSIDERATION AND RULES IN
WRITING REPORT:
points to consider in
• USING THE BEST LANGUAGE-
CONCISE, CLEAR,
writing report
ORGANIZED, THOROUGH,
ACCURATE,ADEQUATE. GOOD REPORT WRITERS......
• AVOIDING ERROR IN FORM
• AVOIDING ERRORS OF
"take the effort of writing and
SUBSTANCE- SUBTANCE HAS
revising their work to achieve the
SOMETHING TO DO WITH THE
EXACT CONTENT OF THE best output."
REPORT WITH THE
COMPLETENESS OF THE 5W'S
AND 1H
IMPORTANCE OF
REPORT WRITING
• REPORT MAY 2. REPORTS REFLECT THE

INFLUENCE THE PERSONALITY AND
CAREER OF THE CREDIBILITY OF THE
INVESTIGATOR, OR ANY REPORT WRITER, AS WELL
LAW ENFORCER AS THE IMAGE
IMPORTANCE OF
report writing
3. REPORTS MAY SERVE AS 4. REPORT ARE USED AS

RECORD FOR PLANNING, LEGAL DOCUMENTS, AS A
DIRECTING AND ORGANIZING REFERENCE USED BY OTHER
UNITS DUTIES FOR POLICE AGENCIES AND A BASIS FOR
ADMINISTRATORS. RESEARCHES.
IMPORTANCE OF
report writing
5. REPORT MAY HELP THE

LOCAL MEDIA WHEN THEY
NEED ACCESS TO PUBLIC
DOCUMENTS
strategies in writing good report
1 2
CHECKING AND RE-CHEKING IF NOTES GATHERED FACTS
FIRST WHETHER NOTES ON ARE INSUFFICIENT, GO BACK
GATHERED FACTS ARE INTO THE PROCESS OF
ALREADY COMPLETE AND GATHERING MORE FACTS
ORGANIZED RELATED TO THE SITUATION
3 4
MAKE AN OUTLINE OF THE USE THE CHRONOLOGICAL
REPORT BASING FROM THE ORDER OF WRITING IN
COMPLETELY GATHERED PRESENTING FACTS AND
FACTS IDEAS IN THE WRITTEN
REPORT
5 6
THE OULINE OF THE REPORT PREPARE A REPORT THAT
SHOULD BASICALLY ANSWER COULD EITHER BE SIMPLE,
THE COMPLETE 5W'S AND 1H BRIEF COMPLEX OR IN
MEMORANDUM FORM,
DEPENDING ON ITS REQUIRED
FORMAT.
type of report writers
• THOSE WHO WRITE WITHOUT THINKING
• THOSE WHO WRITE AND THINK AT THE SAME TIME
• THISE WHO THINK FIRST AND WRITE AFTERWARDS
POLICE REPORT
A REPORT BASICALLY A STORY OF ACTIONS PERFORMED BY
MAN.
A POLICE REPORT IS CHRONOLOGICAL OR STEP-BY-STEP
ACCOUNT OF AN INCIDENT THAT TRANSPIRED IN A GIVEN TIME,
AT A GIVEN PLACE. IT IS ALSO DEFINED AS AN ACCOUNT OF
INVESTIGATION, OR 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
THEMOST SIGNIFICANT PROCESSES IN MODERN POLICE
✓TO ACCOUNT UPWARD AND
OUTWARD FOR THEIR ACTIVITIES AND
TO JUSTIFY THEIR PROGRAMS.
✓To report upward and outward
information concerning progress,
PURPOSES future need and plans, and decisions

being made.
✓To report upward for purposes of
OF administrative control.
✓To inform downward (in the
REPORT organization) concerning policies,

programs, resources, procedures, and
all other matters concerning work in
WRITING the police organization

✓CLARITY
✓Accuracy
✓Brevity
CRITERIA ✓Specificity
✓Completeness
FOR GOOD ✓Timeliness

✓fairness
POLICE
REPORTS
BASIC
REQUIREMENTS OF
POLICE REPORT
THE 5W’S AND 1H OF POLICE
REPORTS
The police officer need not be a literary genius to write a good police
report. If the officer knows his 5W’s and 1H, i.e., WHO, WHAT,
WHERE, WHEN, WHY and HOW, his report will complete even
though it might not be a literary masterpiece. The 5W‟s and 1H can be
useful guide to report writers, especially thebeginners.
5W'S AND 1H
Who? What?
IS A QUESTION THAT WILL CONTAIN THE IS A QUESTION THAT WILL ANSWER WHAT
FACTS RELATING TO ANY PERSON WHO HAPPENED AND WILL ENCOURAGE
DIRECTLY OR INDIRECTLY ASSOCIATED REPORTERS TO GATHER FACTS
WITH THE INCIDENT. HERE WILL SHOWS RELATED TO THE THINGS DONE BY THE
UP, THE NAMES THAT INCLUDE WITHIN OFFENDER AND THE VICTIM IN AN
THE SCOPE OF THE NEWS THAT IS INCIDENT.
DISCUSSED.
5W'S AND 1H
Why? Where
WILL ANSWER THE BACKGROUND OR REGARDING THE SCENE. CAN BE
THE CAUSE OF THE INCIDENT. WRITTEN DETAILED SCENE OR
ALTHOUGH RARE, WHY CAN BE USED TO just outline only. Typically, when the news
OPEN A NEWS OR THE LEAD STORY. comes from a famousplace, then the writing is
not too detailed.
5W'S AND 1H
When How
CONCERNING THE TIME OF THE WILL PROVIDE FACTS ABOUT THE
INCIDENT. TIME STAMP IS NOT LIMITED INCIDENT ARE GIVEN. COULD TELL THE
TO DATE, ATMOSPHERE EVEN WHEN THE FLOW OF
BUT CAN BE WRITTEN DAYS, HOURS, EVENTS REPORTED AN ONGOING
EVEN MINUTES WHEN AN INCIDENT INCIDENT.
TAKES PLACE.
.
PRACTICAL CONSIDERATIONS
FOR
GENERALLY, THE
THE “WHO”, 5W’S
“WHEN”,AND AND
“WHERE” 1H AT
WILL APPEAR
THE BEGINNING OF THE REPORT. THE READER NEEDS TO KNOW THE
PERSONS INVOLVED,THE DATE AND TIME THE INCIDENT HAPPENED, AND
THE LOCATION IN WHICH IT TOOK PLACE. “WHAT” HAPPENED IS USUALLY
UNFOLDED THROUGHOUT THE REPORT. THE “HOW” IS CLOSELY RELATED
TO THE “WHAT”, THE“WHY” BELONGS BEFORE OR AFTER THE“WHAT”,
DEPENDING ON THE SITUATION. THESE SIX QUESTIONS COVER THE
ESSENTIALS OF MANY TYPICAL POLICE REPORTS. A POLICE REPORTIS
WRITTEN BECAUSEA CRIME IS COMMITTED, AND AN INVESTIGATION OF IT
IS MADE. IF THE WRITER HASFAILED TO ASK IMPORTANT QUESTIONS
DURING THE INVESTIGATION, THEN HE IS LIKELY TO SUBMIT AN
INCOMPLETE REPORT, WHICH UNDERSTANDABLY BECOMES UNRELIABLY.
CLASSIFICATIONS
OF
POLICEREPORTS
INFORMAL
REPORTS
FORMAL REPORTS
A FORMAL REPORTSUGGESTS
IT IS USUALLYA LETTER OR
THE FULL-DRESS TREATMENT,
MEMORANDUM, OR ANY OF
INCLUDING COVER,TITLE
ONE OF THE MANY
PAGE, LETTER OF
PRESCRIBED IN DAY-TO-DAY
TRANSMITTAL, SUMMARY,
POLICE OPERATIONS.
SHEET, TEXT, APPENDICES,
AND PERHAPS AN INDEX AND
BIBLIOGRAPHY.
▪PERFORMANCE REPORT
CLASSIFICATION ▪Fact-Finding Report

▪TECHNICAL REPORT
S OF POLICE ▪PROBLEM-DETERMINING
REPORT
▪PROBLEM-SOLUTION
REPORTS REPORT
ACCORDING TO
CATEGORIES OF
POLICE REPORTS
▪OPERATIONAL REPORTS
▪Internal Reports
▪Summary-of-Information
TYPES OF
POLICE
REPORTS
1.Spot Reports
A SPOT REPORT IS THAT ONE THAN AFTER AN IMPORTANT
INCIDENT TAKES PLACE IN A CERTAIN AREA AT A GIVEN TIME.
VERBAL OR WRITTEN, IT MUST BE DONE OR ACTED UPON
WITHIN TWENTY-FOUR- HOURS. THE IDEA IS TO INFORM AN
IMMEDIATE CHIEF, CONSIDERING THE FACT THAT WHATEVER
HAPPENS IN THE AREA IS HIS COMMAND RESPONSIBILITY OR
THOSE IN HIGHER POSITIONS MUST BE INFORMED REGARDING
THE DETAILS OF A PARTICULAR OCCURRENCE.
2.Special Reports
SPECIAL REPORTS ARE DONE EITHER BECAUSE ONE FEELS HE
HAS SOME REPORTING TO DO, OR A LOWER POLICE UNIT OR
OFFICE IS OBLIGATED BASED ON THE DIRECTIVE OR AN
INSTRUCTION FROM THE HIGHER POLICE OFFICES.
SPECIAL REPORTS MUST HAVE THE FOLLOWING PARAGRAPHS
CONTENTS:
A)PROBLEM.- WHAT IS THE REPORT ALL ABOUT? WHY IT IS

BEING WRITTEN IN THE FIRST PLACE? THE PROBLEM
PORTIONIS REFLECTED ON THE
FIRST PARAGRAPH AND IS SOMETIMES CONTINUED TO THE
NEXT.
B)Rationale.- This refers to the specifications related to the

problem. More often than not, these details are shown in the
following paragraphs after the problem isdefined.
C)Action. -The last paragraph has this usually.

3.Progress Report
A PROGRESS REPORT HAS A FOLLOW-UP EFFECT. A PROGRESS
REPORT CAN SIMPLY BE AN ACCOMPLISHMENT REPORT WHICH
MAY BE ANALYTICAL IN NATURE AND MAYBE COMPARATIVELY
LONGER. THIS MAY BE IN MEMORANDUM FORM OR IN
RADIOGRAPHIC MESSAGE FORM, HAVING THESE IMPORTANT
HIGHLIGHTS: 1) WHY THE REPORTS ARE BEING MADE; 2)
PURPOSE AND THE SCOPE OF THE REPORT; AND 3) SOURCES
OF INFORMATION.
4. Investigations Report
THIS FORM IS SIMILAR TO THE MEMORANDUM FORM EXCEPT
THAT THE TEXT OR BODY SHOULD INCLUDE THE FOLLOWING
PARTS: AUTHORITY, MATTERS INVESTIGATED, FACTS OF THE
CASE, DISCUSSION, CONCLUSIONS, AND RECCOMENDATIONS.
If a part is not important becauseit is included in another part, it MAY be
excluded. Parts are capitalized, and followed by a colon. All the
paragraphs composing the text of the report are numbered
consecutively in Arabic numerals.
5.Beat Inspection Report or
After-Patrol Reports
THE BEAT INSPECTION IS ONE OF THE MOST COMMON FORMS
OF WRITTEN COMMUNICATIONS. IT IS SUBMITTED DAILY BY THE
DUTY BEAT SUPERVISOR.
THIS DIFFERS FROM AFTER-PATROL REPORT IN TERMS OF
MOVEMENT. THOSE ON BEAT INSPECTION DO THEIR

ROUTINECHECK ON FOOT; AND THOSE ON PATROL, CHECK
THEIR ASSIGNED SECTORS BY USING PATROL CARS.
6.Situation Reports
THE SITUATION REPORT IS SIMILAR TO THE PATROL REPORT.
BOTH ARE SUBMITTED EVERY EIGHT HOURS. HOWEVER, WHILE
THE PATROL REPORT IS DONE ON A REGULAR BASIS DAILY, THE
SITREP IS DONE ON A NEED ONLY BASIS.
7.Formal Report
ESSENTIALLY, A FORMAL REPORT IS A PRESENTATION OF
FACTS OR IDEAS.ALL IN ALL, A COMPLETE FORMAL REPORT
MUST CONSIST OF THE FOLLOWING PARTS: COVER, TITLE PAGE,
LETTER OF TRANSMITTAL, TABLE OF CONTENTS, INTRODUCTION
OR PREFACE, SUMMARY,BODY OF THE REPORT, CONCLUSIONS,
RECOMMENDATIONS, AND SUPPLEMENTAL MATERIALS LIKE
APPENDICES, ETC.
8. WANTED PERSON
Report
DONE FOUR COPIES TO BE SUBMITTED TO THE FOLLOWING:
PNP PROVINCIAL DIRECTOR DEPARMENT CONCERN
(ORIGINALCOPY) NBI, ROGUES'GALLERY
9.arrest Report
EVENTS IN ARRESTING A SUSPECT, PERSONAL INFORMATION,
JAIL BOOKINGS, INFO ABOUT CONTROL AND RELEASE OF
PRISONERS, COURT PROCEEDING
10. crime report
WRITTEN AFTER THE CONCLUSION FROM THE PRELIMINARY
INVESTIGATION THAT A CRIME TRULY HAPPENED
• ALSO INCLUDE:CORPUS DELICTI, SUSPECT DESCRIPTIONS,
PROPERTIES TAKEN, EVIDENCES COLLECTED, PROPERTY
DAMAGES, VICTIM'S INJURIES AND SUSPECTED MODUS
OPERANDI
THANK
YOU
SEE YOU NEXT TIME
ACTIVITY
• EXPLAIN EACH ITEM EXTENSIVELY:
HOW DOES THE FOLLOWING CONCEPT AFFECT THE QUALITY OF
A REPORT?
A.USING BEST LANGUAGE
B. AVOIDANCE OF ERRORS OF FORM
C. AVOIDANCE OF ERROR OF SUBSTANCES
2. EXPLAIN IN YOUR OWN WORD THE FOLLOWING CONCEPTS:

A. REPORT WRITERS WHO WRITE WITHOUT THINKING
B. REPORT WRITER WHO WRITE AND THINK AT THE SAME TIME
C. REPORT WRITERS WHO THINK FIRST AND WRITE
AFTERWARDS
D. AMONG THE 3 TYPE OF WRITER MENTIONED ABOVE, WHICH

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TECHNICA

• OBJECTIVE STATEMENT OF THE FINDINGS OF THE INVSTIGATOR

• REPORT MAY 2. REPORTS REFLECT THE

3. REPORTS MAY SERVE AS 4. REPORT ARE USED AS

5. REPORT MAY HELP THE

PURPOSES future need and plans, and decisions

REPORT organization) concerning policies,

WRITING the police organization

FOR GOOD ✓Timeliness

CLASSIFICATION ▪Fact-Finding Report

A)PROBLEM.- WHAT IS THE REPORT ALL ABOUT? WHY IT IS

B)Rationale.- This refers to the specifications related to the

C)Action. -The last paragraph has this usually.

MOVEMENT. THOSE ON BEAT INSPECTION DO THEIR

2. EXPLAIN IN YOUR OWN WORD THE FOLLOWING CONCEPTS:

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