Filling in the Blanks

Basics of Report Writing

Report Writing

for Crime Scenes

A Report isA Report is

A report is a recording of facts onto a permanent, formal A report is a recording of facts onto a permanent, formal document or record – initially it may be in verbal form. It may document or record – initially it may be in verbal form. It may be used in criminal or civil court proceedings, internal be used in criminal or civil court proceedings, internal disciplinary actions, or to refresh a person’s memory, and it disciplinary actions, or to refresh a person’s memory, and it may provide the basis for further action. A report provides may provide the basis for further action. A report provides details of an incident or an accident, documenting action taken details of an incident or an accident, documenting action taken because of that event, and providing continuity during an because of that event, and providing continuity during an investigation. investigation.

A Report isA Report isA report is a recording of facts onto a permanent, formal A report is a recording of facts onto a permanent, formal document or record. – document or record. –

Initially it may be in verbal form. Initially it may be in verbal form.

It may be used in criminal or civil court proceedings, internal It may be used in criminal or civil court proceedings, internal disciplinary actions, or to refresh a person’s memory. disciplinary actions, or to refresh a person’s memory.

It may provide the basis for further action. It may provide the basis for further action.

A report provides details of an incident or an accident, A report provides details of an incident or an accident, documenting action taken because of that event, and providing documenting action taken because of that event, and providing continuity during an investigation. continuity during an investigation.

A ReportA Report

The best possible report is one that leaves The best possible report is one that leaves no question in the mind of the reader. no question in the mind of the reader.

A Report must be:A Report must be:ClearClear – – The reader must be able to know exactly what happened The reader must be able to know exactly what happened by reading what you wrote, since the chances are that by reading what you wrote, since the chances are that you will not be there later to answer questions. you will not be there later to answer questions. ConciseConcise – – Limit yourself to just the facts, no opinion unless Limit yourself to just the facts, no opinion unless attributed to a named witness. Or, your conclusion.attributed to a named witness. Or, your conclusion.CompleteComplete – – All relevant facts must be in the report. All relevant facts must be in the report. There may not be another opportunity to gather facts There may not be another opportunity to gather facts first-hand, after you leave the scene. first-hand, after you leave the scene.

Critical QuestionsCritical QuestionsWho? ? Names, addresses, phone numbers & e-Names, addresses, phone numbers & e-mail of those involved and contacted. mail of those involved and contacted. What? ? Describe what happened, what was done, Describe what happened, what was done, what you did. what you did. Where? ? What was the location of the incident?What was the location of the incident?Draw a diagram. Draw a diagram.

Critical QuestionsCritical QuestionsWhen? ? Dates, times of what happened. Dates, times of what happened. Why? ? What were the reasons it happened? What were the reasons it happened? How Long? ? What was the time period involved, how What was the time period involved, how long had the condition existed? long had the condition existed? Action Taken? ? What did you do? What did you do?

Circumstantial EvidenceCircumstantial Evidence

Circumstantial evidence Circumstantial evidence is evidence providing is evidence providing important information surrounding the events of a crime important information surrounding the events of a crime but not directly proving the elements of a crime. From but not directly proving the elements of a crime. From this circumstantial evidence, the existence or non-this circumstantial evidence, the existence or non-existence of facts at issue may then be inferred.existence of facts at issue may then be inferred.

ExampleExampleA suspect’s fingerprints found at the scene of a burglary A suspect’s fingerprints found at the scene of a burglary do not prove do not prove the suspect committed the crime. the suspect committed the crime. However, they do However, they do prove prove the suspect had been at the the suspect had been at the scene of the crimescene of the crime

When When YOUYOU Write a Report Write a Report

1) You define yourself as being either professional or non-professional within

your field; and

2) You reflect – to everyone who reads that report – the competency of your employer

and yourself.

When When YOUYOU Write a Report Write a Report

“Write every report as though that is the report that will end up in the U.S. Supreme

Court.”Lt. Ray Gregory, BPD (Ret.)