DCIN 315 – Technical Writing 1:

Investigative Report Writing and Presentation

PRELIM PERIOD

Lesson 1: Introduction to Investigative Report Writing

A. Different Kinds of Police Report (Most Commonly Used)

1. Spot Report - refers to an immediate initial investigative report addressed to Higher Headquarters
pertaining to the commission of crime, occurrence of natural or man-made disaster or unusual incidents
involving loss of lives and damage of properties. Such incident must be reported and acted upon
whether verbal or written within 24 hours. Example of this is a Stabbing or Shooting Incident.

2. Incident Report - a written account of an incident or occurrence. The purpose of this report is to
document the exact details of the occurrence as basis for further actions of the public safety officers. It is
a jump-off points of investigation. Example of this is the Traffic Accident Report.

3. Police Blotter (e-Blotter) - a record of daily events occurring within the territory or jurisdiction of a given
police unit or command. It contains details concerning the event for legal and statistical purposes. The
police blotter is informational record book utilized for evidentiary purpose. Example of this is Includes
from Petty incidents up to a serious crime of Homicide.

4. Investigation Report
a. Initial Investigation - the first action to be taken when there is s reported or discovered incident. Its
conduct is a Standard Operating Procedure (SPO) in all police stations. This is the first phase of
investigation that seeks to answer the 6 cardinal questions: Who, What, Where, When, Why and
How (5W’s and 1H). If the assailant or the actual value of stolen property are still unknown, he will
be called “unidentified person” or undetermined amount.” Example of this is Theft.
b. Progress Report - it is submitted if there is a new findings or development in the case. For example,
the suspect has been identified or the total amount of stolen properties has been determined.
c. Final Investigation - it is the report on finished cases which becomes the basis of the Higher
Headquarters to act upon. It is the objective statement of the investigator’s findings. It is an official
record of information relevant to the investigation.

5. Complete Background Investigation Report - this is an intelligence report for newly designated,
appointed or assigned personnel of a uniformed unit. This involves records check, and neighborhood
check regarding the personal background, present activities, previous criminal and administrative
records, and behavior of the subject in the community where he resides. Example of this is a complete
investigation report of applicants for uniformed personnel.

6. After Operation Report - this is an informative report submitted after major operations, detailing every
action performed by personnel during police operations. This is also used as basis whether the
participating personnel deserve awards or there was lapse on their part tantamount for administrative
sanctions. Example of this report is the Search and Rescue Operation.

7. After Encounter Report - a report on special police mission or combat operations involving lawless
elements and subversive terrorists and rebels. This includes salient supporting documents such as sketch
of the encounter scene, list of participating troops, ammunition expended, recommendation for an
award and proposed citation. Example of this report is an Encounter with the Rebel Group.

8. Police Operation Plan - in police parlance, this is simply known as OPLAN. This is necessary for every
police operation to have a systematic deployment of personnel and economical use of resources. In
OPLAN, the of the operation is clearly stated, the task of every personnel in line are specified, and the
resources needed are properly accounted for. Example of this is OPLAN Ligtas Byahe (during the Lenten
Season).
 9. Sworn Statement - written statement voluntarily executed under oath by any person, a suspect or a
witness.

a. Question and Answer Type - asking questions to elicit the essential elements of the incident, but
avoiding leading and misleading questions.
b. Narrative Type - the subject voluntarily dictates the confession or statement. An affidavit is a form of
sworn statement made in a narrative style.

10. Endorsement - a reply or a forwarding statement added to a letter, which can be a letter, a message, a
memorandum. It is a communication within a communication which may include papers to an agency
outside the Headquarters. Example of this is a Cover Letter of a Request.

11. Case Operation Plan (COPLAN) – preparatory plan on how to carry out a case operation. A case
operation refers to a definite target, specific activity conducted in relation to an intelligence project. It is
the last resort measure to pursue intelligence objectives when normal police operations fail. Example of
this is an operation plan of a raid to a - gambling den or a buy-bust operation.

12. Summary of Information (SOI) - an intelligence report rendered regarding any illegal activity or violation
of laws being observed by intelligence operatives in a given area of responsibility. This is used as basis of
Case Operation after the intelligence information are validated, counter-checked, analyzed and
evaluated. Example of this is a SOI on suspected secret marijuana plantation.

13. Routing Slip - aimed at transmitting papers from office to office within the Headquarters or from branch
to branch within an office. It is used to speed up transmittal of correspondence for immediate or direct
action.

B. Overview of Police Report Writing

Nearly half of police work involves writing reports so police officers should have the necessary
writing skills to record their actions in a case. A report must document every incident in a
complete, clear, concise and accurate manner. Most of all, every police report must be able to
withstand critical review and legal scrutiny.
1. Report - A report is a specific form of writing organized around concisely identifying issues,
events, or findings that happened in the physical sense, such as events that happened or
findings from an investigation.

2. Police Report - a document that details all of the facts, circumstances, and timeline of events
surrounding an incident. It is written by the responding officer and turned over into the
department for review and filing. It provides a point of reference for investigating officers, and
can be used by the victim for insurances, and by the court in the event of criminal charges.

C. Criteria or Characteristics of a Good Report

Everyday, police officers are faced with a variety of events and incidents and they are required
to write and submit a detailed report of each incident. Thus, good and effective police reports
should have these six (6) characteristics:
1. Factual - reports must be articulated and documented with objective accounting of relevant and
observable facts to support the findings and conclusion of the case.
2. Accurate - reports should contain truthful facts to support decisions or any action taken. If
details are accurate, the report is reliable and credible. Accuracy is achieved by knowledgeable,
careful and honest reporting of all relevant information.
3. Clear - a good report must speak on behalf of the reporting officer even when he is not present,
leaving no doubt or confusion regarding what happened during the reported incident or crime.
 Clarity in report writing is achieved by clear and logical organization of information, and the
knowledge of the language to be used in report writing.
4. Concise - reports should be short but contain all relevant information necessary for the
immediate understanding of the incident or crime. Brevity however should not affect the
accuracy, completeness or clarity of the report.
5. Complete - reports should contain all relevant facts, information, and details that the reader
needs to have a comprehensive understanding of the crime or incident that is reported therein.
The report is complete when no question is left unanswered, officer actions are explained, and
both supporting and conflicting information are included.
6. Timely - the immediate submission of the report of an incident or crime is necessary in order for
the higher authorities to take appropriate action and come up with decisions. Timely reports
help hasten police investigation or court proceedings.

D. Fundamental Report Contents

Regardless of the kind of incident or crime, these are the fundamental contents or elements of
the police report:
1. Initial Information - this part will establish how police officers come to the knowledge of the
particular incident or crime, including its preliminary background information. This also
describes how the officer become involved, what are the immediate observation and the initial
action taken upon arrival at the scene.
2. Identification of the Incident or Crime - this includes facts that are necessary to show that the
specific crime or incident has taken place, such as (a) the common name or legal term of the
crime, (b) statutory reference number, and (c) the required elements necessary for the crime to
be complete. Example:
(a) Common or Legal Term: Child Abuse
(b) Statutory Reference: R.A. 9262 or Violence Against Women and Children (VAWC)
(c) Required Elements: Visible Physical Injuries
3. Identification of the Incident or Crime - part of the report that identifies the reporting person,
victims, witnesses and suspect/s. If known, full names, addresses, work or whereabouts, and
other contact information should be included, included alternate contact information such as
workplace, school, email addresses, and their roles in the incident or crime.
4. Statements of Involved Parties: Victim, Suspect, Witnesses s summary statements of all
involved parties taken and directly quoted. Statements should always include the details of
events form their own perspective.
5. Crime Scene Specifics or Descriptions - these information specifics are necessary in order to
accurately recreate the scene and events of the incident or the crime. These include
photographs, location of physical evidences. Photos should be printed and attached to the
report, and booked as evidence when applicable.
6. Property Information - in case the incident or crime involves properties, whether as the object
of the crime or used as crime paraphernalia, the information should include the color, make,
model, serial number, approximate value, and full physical description. Property record should
always be part of the report and entered into as evidence.

7. Officer Observation and Action - this includes the detailed description and observation of the
actions taken by the police officer who responded to the reported incident or crime. If multiple
officers responded to the crime, each officer involved should include a supplement report that
details their own actions to the incident or crime, and included in the master report. These
report should detail their OWN personal observation, perspective and actions.

NEXT LESSON:
E. Technical English and Its Importance in Criminology