Police Report Writing

Copyright 2005-2009: Hi Tech Criminal Justice, Raymond E. Foster

Principles of Investigations Principles of Investigations and Report Writingand Report Writing

Criminal InvestigationsCriminal Investigations


Principles of Investigations and Principles of Investigations and Report WritingReport Writing

A A criminalcriminal

investigationinvestigation isis

only as good only as good asas

the report the report thatthat

supports it.supports it.


Investigation BasicsInvestigation Basics

Who is an Who is an investigator?investigator?

What is an What is an Investigation?Investigation?

When does an When does an Investigation BeginInvestigation Begin


Basic Legal Beginning of an Basic Legal Beginning of an investigation.investigation.

Probable causeProbable cause - -

Probable cause means thatProbable cause means that

police must have apolice must have a

reasonable belief that areasonable belief that a

crime crime has beenhas been committed, committed,

or is being committed, byor is being committed, by

the suspect the suspect

Reasonable Suspicion –Reasonable Suspicion –

an objectively justifiablean objectively justifiable

suspicion that is based onsuspicion that is based on

specific facts orspecific facts or

circumstances and thatcircumstances and that

justifies stopping andjustifies stopping and

sometimes searching asometimes searching a

person person may be may be involved ininvolved in

criminal activitycriminal activity


Basics of Report Writing SkillsBasics of Report Writing Skills Write in the first Write in the first

person.person. Use chronological Use chronological

order.order. Use past tense.Use past tense. Use active voice.Use active voice. Use correct spelling Use correct spelling

and punctuation.and punctuation. Use correct subject/ Use correct subject/

verb agreement.verb agreement. Use correct pronoun Use correct pronoun

reference.reference.

Avoid jargon and Avoid jargon and wordiness.wordiness.

Write facts rather Write facts rather than opinions.than opinions.

Choose the correct Choose the correct word to describe word to describe the incident.the incident.

Organize the report Organize the report by using openings, by using openings, paragraphs, and paragraphs, and headings.headings.


QualityQuality

““The best investigation is only as good as theThe best investigation is only as good as the

report completed about it. A quality report is anreport completed about it. A quality report is an

effective report, and to qualify as effective it effective report, and to qualify as effective it mustmust

be:be: CompleteComplete ClearClear ConciseConcise Accurate”Accurate”

Police Magazine,Police Magazine, May 1997May 1997


Note TakingNote Taking

Purpose:Purpose: Record storageRecord storage Building BlocksBuilding Blocks Aid to MemoryAid to Memory

Mechanics of Note TakingMechanics of Note Taking ReadableReadable AccurateAccurate Concise Concise


Notes to SentencesNotes to Sentences

0700 rec’d call, 459 now, 123 N. 0700 rec’d call, 459 now, 123 N. Main Street.Main Street.

0710 arrvd scene0710 arrvd scene 0711 PR R. Foster (3-16-59) arrvd 0711 PR R. Foster (3-16-59) arrvd

busins, 0645, frnt door open.busins, 0645, frnt door open.


Sentences to ReportsSentences to Reports

On February 6, 2005, I was assigned toOn February 6, 2005, I was assigned to

uniformed patrol, unit 1A12. At 0700 uniformed patrol, unit 1A12. At 0700 hours,hours,

I received a call of a burglary in I received a call of a burglary in progress atprogress at

123 North Main Street.123 North Main Street.


ReportsReports

Source of Activity:Source of Activity:On February 6, 2005, I was assigned to On February 6, 2005, I was assigned to

uniformed patrol, unit 1A12. At 0700 hours, uniformed patrol, unit 1A12. At 0700 hours, I received a call of a burglary in progress at I received a call of a burglary in progress at 123 North Main Street. 123 North Main Street.

Observations:Observations:At 0710 hours, I arrived on scene were I was At 0710 hours, I arrived on scene were I was

met by the Person Reporting, Raymond met by the Person Reporting, Raymond Foster. Foster told me that he arrived at his Foster. Foster told me that he arrived at his place of business (123 N. Main Street) at place of business (123 N. Main Street) at 0645 hours and found the front door of the 0645 hours and found the front door of the business open.business open.


Tell the StoryTell the Story

What happened? What happened?

Create a mental picture soCreate a mental picture so

the reader knows what happened.the reader knows what happened.

The reader:The reader:

SupervisorSupervisor DetectivesDetectives VictimVictim

District AttorneyDistrict Attorney WitnessesWitnessesJudgeJudge

Defense AttorneyDefense Attorney YouYou


Write in First PersonWrite in First Person

To make reports easier to read and to To make reports easier to read and to understand, most department ask officers understand, most department ask officers to write in the FIRST PERSON. to write in the FIRST PERSON.

The writer of the report refers to The writer of the report refers to himself/herself as himself/herself as I, I, and uses the first and uses the first person pronouns person pronouns me, my,me, my, and and minemine. .

The more formal third person The more formal third person this officerthis officer, , reporting officer (R/Oreporting officer (R/O) or ) or this writerthis writer reference is old-fashioned and reference is old-fashioned and unacceptable in modern unacceptable in modern law enforcementlaw enforcement. .


Missing InformationMissing Information

Missing information can be used to Missing information can be used to inferinfer

that you are:that you are: Not very professionalNot very professional Not ThoroughNot Thorough Do not have certain expertiseDo not have certain expertise Not TruthfulNot Truthful


Write in Chronological OrderWrite in Chronological Order

Chronological order is order by time. Chronological order is order by time. Your report should tell what happened Your report should tell what happened in the order that the events took place. in the order that the events took place.

Get all the facts and then list them in Get all the facts and then list them in the order in which they happened. It is the order in which they happened. It is much easier to understand what much easier to understand what happened if the details are written in happened if the details are written in chronological order, even if the people chronological order, even if the people involved do not involved do not telltell you the information you the information in chronological order.in chronological order.


Write in the Past TenseWrite in the Past Tense

Everything you write in your report has Everything you write in your report has already happened, so use the past tense.already happened, so use the past tense.

In present tense, you would write: In present tense, you would write: The suspect The suspect lives at 1010 Swanson Courtlives at 1010 Swanson Court.. A defense attorney A defense attorney might ask: “Does the suspect still live there?”might ask: “Does the suspect still live there?”

It’s likely you will have to say that you do not It’s likely you will have to say that you do not know. If you have to say, “I don’t know” many know. If you have to say, “I don’t know” many times, you will destroy your credibility. If you times, you will destroy your credibility. If you write in past tense, you can say that what is in the write in past tense, you can say that what is in the report was correct at the time you wrote the report was correct at the time you wrote the report.report.


Past TensePast Tense

Do notDo not use the emphatic form (the word use the emphatic form (the word diddid) in combination with other action words ) in combination with other action words (verbs). This form implies that something (verbs). This form implies that something else happened.else happened. Incorrect:Incorrect: I did issue a citation. (But it was I did issue a citation. (But it was

ignored.)ignored.) Correct:Correct: I issued a citation. I issued a citation.

Incorrect:Incorrect: Markly did say that Norman had a Markly did say that Norman had a gun. (But later he changed his statement.)gun. (But later he changed his statement.)

Correct:Correct: Markly said that Norman had a gun. Markly said that Norman had a gun.


Basic English RulesBasic English Rules

Or, the what your Or, the what your teachers have been teachers have been telling you for years!telling you for years!


AntecedentAntecedent

Basic Principle:Basic Principle:

A pronoun usually refers to somethingA pronoun usually refers to something

earlier in the report (its earlier in the report (its antecedentantecedent) ) andand

must agree in number — must agree in number — singular/plural —singular/plural —

with the thing to which it refers. with the thing to which it refers.


Spelling and PunctuationSpelling and Punctuation


Spelling always counts!Spelling always counts!

Avoid looking –Avoid looking –

StupidStupid

CarelessCareless

UnprofessionalUnprofessional

UneducatedUneducated


Use an Active VoiceUse an Active Voice Every sentence has a subject and a verb. Every sentence has a subject and a verb. Active Voice:Active Voice: When the subject performs When the subject performs

the action of the verb. the action of the verb. Active voice: Active voice: II askedasked the man about the broken the man about the broken

mirror. mirror. Passive Voice:Passive Voice: When the action is done to When the action is done to the subject. The subject receives the the subject. The subject receives the action of the verb.action of the verb. Passive voice: The Passive voice: The firefire was reportedwas reported by the by the

child.child. Reports should be written in active voice Reports should be written in active voice

whenever possible.whenever possible.


Use Active VoiceUse Active Voice

The report was The report was written by Officer written by Officer Jackson.Jackson. Passive voicePassive voice Seven wordsSeven words

Officer Jackson Officer Jackson wrote the report.wrote the report. Active voiceActive voice Five wordsFive words

If you save two If you save two words per sentence, words per sentence, in a five paragraph in a five paragraph report, you will save report, you will save approximately 40 approximately 40 words.words.


Subject/Verb AgreementSubject/Verb Agreement

Singular subjects require a singular verb. Singular subjects require a singular verb. (Note: Verbs that end in (Note: Verbs that end in ss are singular!) are singular!) II waswas not not awareaware of the new procedure. of the new procedure.

A plural subject must have a plural verb.A plural subject must have a plural verb. TheyThey werewere sent to the hospital. sent to the hospital.

The pronoun “you” always requires a The pronoun “you” always requires a plural verb.plural verb. YouYou werewere never good at telling a lie. never good at telling a lie. YouYou all all werewere to finish the exercise before you to finish the exercise before you

left the class.left the class.



Singular (He/ She)Singular (He/ She) IsIs WasWas HasHas DoesDoes KnowsKnows WantsWants

Plural (They)Plural (They) AreAre WereWere HaveHave DoDo KnowKnow WantWant



Collective nouns are words which Collective nouns are words which indicate a group (like committee, jury, indicate a group (like committee, jury, department, squad).department, squad). If the noun is used to show the group as If the noun is used to show the group as

an entity or whole (one), use the singular an entity or whole (one), use the singular verb.verb.

The The juryjury waswas able to reach a verdict. able to reach a verdict. If the noun shows members acting as If the noun shows members acting as

individuals, use the plural.individuals, use the plural. The The SquadSquad castcast their votes for a new president. their votes for a new president.



Certain subjects look like they are Certain subjects look like they are plural when they are really singular. plural when they are really singular. The words The words each, either, neither each, either, neither and and any word that ends in –one, -body, or -any word that ends in –one, -body, or -thing are singular.thing are singular. AnyoneAnyone AnybodyAnybody AnythingAnything No oneNo one NobodyNobody NothingNothing EveryoneEveryone EverybodyEverybody EverythingEverything SomeoneSomeone SomebodySomebody SomethingSomething


Subjects Joined by Subjects Joined by AndAnd

If two or more singular subjects are If two or more singular subjects are joined by joined by andand, they are considered , they are considered plural. (1 + 1 = 2)plural. (1 + 1 = 2) Officer Officer ThompsonThompson and Officer and Officer SimsSims werewere

transferred to District 5.transferred to District 5. If singular and plural subjects are If singular and plural subjects are

joined by joined by and,and, they are plural. they are plural. Officer Officer GreenGreen and three and three teenagersteenagers werewere

asked to testify in court.asked to testify in court.


Subjects Separated by Subjects Separated by OrOr or or NorNor

If two subjects are separated by If two subjects are separated by oror or or nor, nor, the verb agrees with the subject the verb agrees with the subject positioned nearest to it in the positioned nearest to it in the sentence.sentence. Mrs. Gayle or her Mrs. Gayle or her sonssons werewere in the house in the house

at the time of the incident.at the time of the incident. Her sons or Mrs. Her sons or Mrs. GayleGayle waswas responsible responsible

for the fire.for the fire.


Pronoun Antecedent AgreementPronoun Antecedent Agreement


A pronoun takes the place of a noun. EachA pronoun takes the place of a noun. Each

pronoun has an pronoun has an antecedentantecedent – the word that – the word that

the pronoun takes the place of and refersthe pronoun takes the place of and refers

to. Each pronoun refers to only oneto. Each pronoun refers to only one

antecedent.antecedent.



The pronoun must agree with the The pronoun must agree with the antecedent in gender and in number.antecedent in gender and in number. IncorrectIncorrect:: Each Each officerofficer must bring must bring theirtheir

notes to the meeting.notes to the meeting. Correct:Correct: Each Each officerofficer must bring must bring hishis (or (or

her)her) notes to the meeting. notes to the meeting. Better:Better: All All officersofficers must bring must bring theirtheir notes notes

to the meeting.to the meeting.



The same rules that apply to subject/ The same rules that apply to subject/ verb agreement also apply to pronoun verb agreement also apply to pronoun antecedent agreement.antecedent agreement. The female child held The female child held herher pencil in pencil in herher

closed fist. closed fist. Attorney Jim Spartus was asked to bring Attorney Jim Spartus was asked to bring

hishis estimates on the damage to estimates on the damage to hishis client’s boat to court on Wednesday.client’s boat to court on Wednesday.

The three The three suspectssuspects asked for asked for theirtheir lawyerslawyers


Ambiguous PronounsAmbiguous Pronouns

When a sentence is When a sentence is written in such a written in such a way that the way that the reader does not reader does not know who or what know who or what the pronoun refers the pronoun refers to, the sentence to, the sentence has an ambiguous has an ambiguous pronounpronoun


Ambiguous PronounsAmbiguous Pronouns

Each pronoun in a sentence should refer to Each pronoun in a sentence should refer to only one antecedent.only one antecedent. Incorrect:Incorrect: Officer Swanson saw the man Officer Swanson saw the man

carrying a television set, and carrying a television set, and hehe began to run. began to run. Who does Who does hehe refer to– Officer Swanson or the man? refer to– Officer Swanson or the man?

Correct:Correct: Officer Swanson saw the man carrying Officer Swanson saw the man carrying a television set, and the man began to run.a television set, and the man began to run.

Correct:Correct: Officer Swanson saw the man carrying Officer Swanson saw the man carrying a television set, and he, Swanson, began to a television set, and he, Swanson, began to run.run.


What is Jargon?What is Jargon?

And, why should we avoid it?And, why should we avoid it?


Avoid WordinessAvoid Wordiness

Good police reports can avoid Good police reports can avoid wordiness by doing the following:wordiness by doing the following: Use simple wordsUse simple words Use active voiceUse active voice Avoid wordy phrasesAvoid wordy phrases Avoid redundancyAvoid redundancy


ExamplesExamples

Incorrect:Incorrect: In In subsequent subsequent endeavors to endeavors to ascertain her ascertain her whereabouts on whereabouts on July 28, I July 28, I questioned the questioned the suspected suspected perpetrator as she perpetrator as she exited the premises exited the premises of her employment.of her employment.

Correct:Correct: I later I later questioned the questioned the suspect as she left suspect as she left work to learn work to learn where she had where she had been on July 28.been on July 28.


Avoid Wordy PhrasesAvoid Wordy Phrases

Each and everyEach and every Red in colorRed in color Due to the fact thatDue to the fact that If this should prove If this should prove

to be the caseto be the case Paced back and Paced back and

forthforth Members of the Members of the

ganggang

EachEach RedRed BecauseBecause IfIf

PacedPaced Gang membersGang members


Avoid RedundancyAvoid Redundancy

Past experiencePast experience True factsTrue facts Future plansFuture plans Meet togetherMeet together Reduce downReduce down Final resultFinal result Join togetherJoin together Basic fundamentalsBasic fundamentals

ExperienceExperience FactsFacts PlansPlans MeetMeet ReduceReduce The resultThe result JoinJoin Basic/ fundamentalBasic/ fundamental


Report Facts, Not OpinionsReport Facts, Not Opinions

How do you How do you know?know? SeeSee HearHear TasteTaste TouchTouch SmellSmell


Report Facts, Not OpinionsReport Facts, Not Opinions

Report facts, not your opinions.Report facts, not your opinions. Opinion:Opinion: Peterson is a violent person. Peterson is a violent person. Fact:Fact: Peterson has been arrested twice for Peterson has been arrested twice for

domestic abuse.domestic abuse. Be sure to cite the source of your Be sure to cite the source of your

information.information. The victim entered the garage at The victim entered the garage at

approximately 2311 hours. (How do you know? approximately 2311 hours. (How do you know? Were you there?) Were you there?)

The victim said she entered the garage at The victim said she entered the garage at approximately 2311 hours.approximately 2311 hours.


Use Specific WordsUse Specific Words

Accuracy involves detail, so be sure your sentences are specific enough to give the reader a clear picture. The suspect was driving

recklessly. The suspect did not

stop the vehicle before it struck the child on the sled.


Attitude Toward ReportsAttitude Toward Reports

Defense Attorney:Defense Attorney: ““If it isn’t on paper, it didn’t happen.”If it isn’t on paper, it didn’t happen.” Defense attorneys always check to see Defense attorneys always check to see

who was the arresting officer. Every who was the arresting officer. Every officer earns a reputation for the quality officer earns a reputation for the quality of reports that he or she writes.of reports that he or she writes.


Attitudes Toward ReportsAttitudes Toward Reports

Juries:Juries: ““If I don’t hear it in court, it didn’t happen.”If I don’t hear it in court, it didn’t happen.” If something is not in the report, it is harder to If something is not in the report, it is harder to

bring up in court. If you testify about bring up in court. If you testify about information but it’s not in the report, you’ve information but it’s not in the report, you’ve lost credibility. There is no good answer to the lost credibility. There is no good answer to the question, “Why isn’t it in the report?”question, “Why isn’t it in the report?”

On the witness stand, if an officer can’t On the witness stand, if an officer can’t remember but says that the information is in remember but says that the information is in the report, the jury usually believes the report.the report, the jury usually believes the report.


Writing a ReportWriting a Report

Most reports will begin with a Most reports will begin with a face face sheet.sheet.

Face sheetsFace sheets are used to are used to Direct information gatheringDirect information gathering Record pertinent statisticsRecord pertinent statistics Organize informationOrganize information Reduce the length of the narrativeReduce the length of the narrative Provide a quick reference for othersProvide a quick reference for others



Once your notes are Once your notes are in order, write the in order, write the narrative. Each narrative. Each narrative will have narrative will have An opening or An opening or Source Source

of Activityof Activity Chronological facts of Chronological facts of

the investigation or the investigation or ObservationsObservations

A closing or A closing or dispositiondisposition



The opening will containThe opening will contain Who the officer(s) and complainant(s) Who the officer(s) and complainant(s)

areare What the officer was doing at the time What the officer was doing at the time

of the callof the call What the incident wasWhat the incident was When (time and date) the officer When (time and date) the officer

received the callreceived the call Where the incident occurredWhere the incident occurred



A typical opening, with heading, may A typical opening, with heading, may read as follows:read as follows:Source of Activity:Source of Activity:

On Tuesday, March 18, 200-, I On Tuesday, March 18, 200-, I was on patrol alone. At approximately was on patrol alone. At approximately 1042 hours, Dispatch called and said 1042 hours, Dispatch called and said that a Henry Bartell had reported a that a Henry Bartell had reported a battery in progress outside Katy’s Café, battery in progress outside Katy’s Café, 123 Main Street. 123 Main Street.



The chronological narration of the The chronological narration of the incident should outline what you did incident should outline what you did to investigate the incident.to investigate the incident.

Use Use headingsheadings to keep your report to keep your report organized. Exact headings will organized. Exact headings will depend on the type of incident that depend on the type of incident that you are investigating.you are investigating.



Source of ActivitySource of Activity ObservationsObservations Victim’s StatementsVictim’s Statements Witness’ Witness’

StatementsStatements Officer’s ActionsOfficer’s Actions Suspect’s Suspect’s

StatementsStatements

Description of Description of Stolen GoodsStolen Goods

EvidenceEvidence DispositionDisposition

ArrestsArrests CitationsCitations Juvenile CustodyJuvenile Custody

StatusStatus

Headings may include:



Under each heading use one or more Under each heading use one or more paragraphs. Use a new paragraph to paragraphs. Use a new paragraph to signalsignal A shift in focusA shift in focus

New perspective/ viewpointNew perspective/ viewpoint New topic or idea within a topicNew topic or idea within a topic

A change of timeA change of time A change of locationA change of location A new person or speakerA new person or speaker

Set off dialogueSet off dialogue A new section of the reportA new section of the report

Paragraphs may include numbered or Paragraphs may include numbered or bulleted lists.bulleted lists.


Principles of Principles of Criminal InvestigationsCriminal Investigations and and

Report WritingReport Writing

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