St.

Louis College of Bulanao

Purok 6, Bulanao, Tabuk City, Kalinga 3800

TITLE/TOPIC
TECHNICAL ENGLISH
I
LESSON VI
POLICE BLOTTER AND POLICE REPORT WRITING

I. INTRODUCTION

Writing is one of the most indispensable skills that a learner should develop to be able to express his or
her ideas effectively. It is a Skill that every student should master for efficient expression of ideas
Similarly, this skill is needed in all types of professions and jobs especially because communication is a
vital component of any endeavour.

Proficiency in writing is required not only of civilians but also of uniformed personnel such as police
officers who are considered the premier law enforcers in the country. They write police reports during
their day-to-day activity. it is imperative then that they master writing to come up with an effective
police report considered the life blood of police work.

Police report writing is a regular part of an officer's job. Complete, factual, accurate, and detailed
reports can speed up an investigation while incomplete opinionated, inaccurate, distorted, or
misleading reports can impede it or even get it dismissed in the court on the basis of a technicality,
regardless of the facts. Police reports can make the difference between conviction and acquittal. Just
like any other skill in police work, writing effective police reports is a skill that must be learned and
practiced.

During the Test Construction and Development Seminar held at the Institute Training Group. Police
National Training Institute, Camp Gen. Vicente P. Lim, Calamba City on November 7, 2013, the Vice
President for Academics, PSUPT AMADOR B. NAVARROZA (Ret), MAED of the Philippine Public Safety
College revealed that police report writing in the PNP is problematic. Police officers write
ungrammatical, incorrect, incomplete, inaccurate, and distorted police reports. To be able to address
this concern in the PNP and other public safety agencies and to become instrumental in improving the
writing proficiency of police officers and public safety officers in the country, a study was conducted by
the author in March 2015 at the Institute Training Group entitled "Process Writing and Writing
Performance of Police Trainees in a Large Class Setting" Hence, this Police Report Writing (A Handbook
for Police Officers, Trainees, and Public Safety Students) was conceptualized based on the results of the
said study.

Since not all police officers and trainees who are accepted in the PNP are criminology graduates and
because even criminology graduates lack writing proficiency it is imperative that they are provided
training on how to write effective police reports. Language professors of the Philippine Public Safety
College (PPSC) including higher education institutions (HEls) should take this as a challenge. However,
for them to be successful in helping police officers and trainees become effective police report writers,
these language teachers should cho0se an effective writing strategy that will cover the major steps in
writing and provide learners with ample opportunities to write the various types of police reports. It is
also important to enrich their writing repertoire by providing them comprehensive lectures on what
police report writing is, its different types, elements, characteristics, and uses, among others and
provide them with different types of actual police report writing activities to harness their writing skills
to the fullest

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EZRA RIZLE L. GRAMAJE
II. LEARNING OUTCOMES

At the end of the lesson, the students will be able to:

 Explain what is Police blotter and its contents
 Explain the content, purpose and its important of the police blotter
 Explain what is police report ant its contents
III. COURSE CONTENT
LESSON 6
HOW DO YOU DEFINE POLICE REPORT?
1. Police Report is any written matter prepared by the Police involving their inter action with
the community.
2. Police Report is an exact narration of facts discovered during the course of crime
investigation which serves as a permanent written record for future reference.
3. Police Report is a permanent written record of police activities classified as informal and
formal which communicates important facts concerning people involved in criminal activities.
4. Require students to go to the Police in their area of responsibility and request for a
photocopy of police report. Each student must have a copy and submit individually those
reports. Some will be reported in front of the class and the teacher will discuss it lengthly
WHAT ARE THE PURPOSES OF POLICE REPORTS?
1. Written report to serve as the raw materials from which records system are made.
2. Written report to reveal as part of the component of the record system,the direct
relationship between the efficiency of the department and the quality of its reports and
reporting procedures.
3. Written report to guide police administrators for policy formulation and decision making.
4. Written report to serve as a gauge/yardstick for efficiency evaluation of police officers.
5. Written report to guide prosecutors and courts in the trial of criminal cases investigated by
the police.
WHAT IS A POLICE REPORT?
According to Dr. Oscar Soriano, report is basically a story of actions performed by man. A police
report is a chronological or step-by-step account of an accident that transpired in a given time,
at a given place. It is also defined as an account of an investigation, of 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 the most significant
processes in modern police operations.
WHAT ARE THE IMPORTANT USES OF REPORT WRITING?
1. Reports serve as records for police administration in planning, directing, and organizing
the unit's duties.
2. Reports can be used as legal documents in the prosecution of criminals.
3. Reports are utilized by other agencies.
4. Reports can be useful to tri-media for public information purposes.

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 5. Reports can be utilized for research purposes.
6. Reports improve the personality of the writer.
WHAT ARE THE CRITERIA TO BE CONSIDERED IN REPORT WRITING?

The Language
1. Clarity
2. Accuracy
3. Brevity
4. Specificity
5. Completeness
6. Timeliness
7. Security
8. Impartiality
According to the book of Dr. Oscar Soriano, One of the most basic considerations of report
writing is the language used. Direct-to-the-point words are essential to good police report
writing. Use of specific words also contributes to factual police reports. Every complete
sentence must have at least one subject and one predicate. Diction refers to the manner and
style of expression in words.
It is almost always necessary to use a paragraph in any narrative report. A paragraph is
simply a warning to the reader that a change in thought is about to occur, or that a new subject
to be explored. The report should be complete, easily understood, brief and accurate.
1. Clarity - The police report must be clear and it should be written directly and easy to understand.

2.Accuracy- The police report must conform with the established rules of syntax, format, spelling
and grammar. The data presented must be precise and the information given must be factual.

3. Brevity- The police report must be short, with simple sentences, common words and easy
to understand.

4.Specificity- The police report must be specific by using concrete examples. A good descriptive
narration gives life to the written words through particular terms that project hues,
movements, quantities and shapes.

5. Completeness -The police report must be complete by using the 5W's and 1H.
6. Timeliness- The police report must be submitted on time.As much as possible immediately
after the incident has happened.
7. Security - The police report must be considered classified, hence, transmission, handling, and
access to these reports should be limited only to police personnel who are granted by higher
authority security clearance. It is a top secret document.
8. Impartiality - The police report must know what the receiving office needs to know.
Important data must not be omitted or added to conceal responsibilities, to impute liabilities or
to favor parties.

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 WHAT IS NEEDED IN PREPARING AND WRITING A REPORT?
The police writer will make an outline from the facts of the case and follow a
chronological sequence. After an outline has been identified they will make sure that their
notes will be organized and reviewed first for completeness prior to the actual writing of
the report. The outline should answer the 5Ws and 1H the facts presented in Report Writing
should prove the importance of police report. The real answer lies in the quality of the
result of accomplishment and basic principles. The police reports are from simple, brief
memorandum to a complex. Formal investigation requires the application of basic
standards such as clear, pertinent, brief, complete, current, accurate, fair, properly
classified, informative, and objective. It should be submitted in proper format and should be
on time.
WHAT ARE THE TWO (2) TYPES OF POLICE REPORT?
(Allen Z. Gammage, Basic Police Report Writing,Sacramento, California, UISA)
1. An informal report usually is a letter or memorandum or any one of many prescribed or
used in day-by-day police operations. It customarily carries three items besides the text
proper; date submitted, subject, and persons or person to whom submitted. It may,
however, contain many items of administrative importance along with the subject matter of
the text. Actually, most police reports may be placed in this category.
2. A formal report suggests a full-dress treatment, including cover, title page, letter of
transmittal, summary sheet, text, appendixes, and perhaps an index and bibliography.
WHAT ARE THE CLASSIFICATIONS OF POLICE REPORT?
a. Performance report which contains information as to the status of an activity, activities,
or operations.
b. Fact-finding report which involves the gathering and presentation of data in logical order,
without an attempt to draw conclusions.
c. Technical report which presents data on a specialized subject.
d. Problem-determining report which attempts to find the causes underlying a problem or
to find whether or not a problem really exists.

c. Problem solution report which analyzes the thought process that lies behind the solution
of a particular problem.
HOW ARE POLICE REPORTS CATEGORIZED?
a. Operational Reports include those relating to the reporting of police incidents,
investigation, arrests, identification of persons, and a mass of miscellaneous reports
necessary to the conduct of routine police operations.
b. Internal Business Reports relate to the reporting necessary to the management of the
agency and include financial reports, personnel reports, purchase reports, equipment
reports, property maintenance reports, and general correspondence.
c. Technical Reports presents data on any specialized subject, but usually relate to
completed staff work and add to the specific knowledge necessary to proper functioning of
police management.
d. Summary Reports furnish intelligence information necessary to the solution of crime
accident, and police administrative problems...

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 Finally, Dr. Gammage, in concluding his classification on the types of police reports
emphasized that his book-Basic Police Report Writing, is directed and centered only on the
category of operational reports; that these reports are the raw materials from which
administrative reports are derived- that in directing efforts toward improving these reports,
he believes that the whole of the reporting process can be improved.
ANATOMY OF CRIME as explained by Commissioner Dir.Gen.Miguel Coronel.
WHAT ARE THE ELEMENTS FOR A CRIME TO HAPPEN?
"For any crime to happen, there are three (3) elements or ingredients that must be present
at the same time and place. These are the MOTIVES, the INSTRUMENTALITIES and the
OPPORTUNITIES. The motives are the reasons or causes why a person or groups of persons
perpetuate a crime. Examples are disputes, economic gain, jealousy, revenge, insanity, and
thrill. Intoxication, drug addiction and many others.
The Instrumentalities are the means or instruments used in the commission of the crime. It
could be firearm, a bolo, a fan knife, an icepick, poison or obnoxious substance, a crow bar,
a battery-operated hand drill for carnapping, motor vehicle, etc. Both the Motives and
instrumentalities belong to and are harbored and wielded respectively by the criminal.
The opportunities consist of the acts of omission and/or commission by a person (the
victim) which enable another person or group of persons (the criminal/s) to perpetrate the
crime .Illustrative examples include leaving one's home or car unattended for a long time,
walking all alone in a well-known crime prone alley, wearing expensive jewelries in slum
area, readily admitting a stranger into one's residence and the like. Opportunity is
synonymous with carelessness, acts of indiscretion and lack of crime prevention-
consciousness on the part of the victim.
Whether the crime incident would happen or not, it will depend on the presence and
merging of MOTIVES, INSTRUMENTALITIES and OPPORTUNITIES at the same time and the
same place. The absence of any one ingredient, out of the three, will mean that there shall
be no crime. The most that could happen is an accident arising out of reckless imprudence;
since there is no motive. A freak crime incident shall occur when all the three elements are
present and merged at the same time and the same place; but the victim is not the
intended one, due to mistaken identity.”
WHAT ARE NOTEBOOKS AND JOURNAL ENTRIES FOR?
The notebook is one of the basic piece equipment which a number of policemen now a
days fail to appreciate and utilize. The notebook shall be playing a significant role as all
subsequent actions expected of the Police Community Precincts Commander (and even
personnel from higher headquarters) will depend on matters recorded in the notebook
which eventually will have to be reflected in the PBS journal.
Journals exclusively for the PBS shall be maintained at each Police Community Precincts.
While recording matters in the journal shall be the individual responsibility of every Beat
Policeman, taking action and reporting matters reflected therein shall be the duty of the
Police Community Precincts Commander.
Entries in both the notebook and the journal shall answer the basic questions of WHAT,
WHO,WHEN,WHERE,WHY and HOW of an incident or problem encountered by a Beat
Policeman particularly those problems to be discussed as you get along with the problems
you encountered.

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 WHAT IS POLICE REPORT WRITING FORM?
Every agency has its own forms and procedures for completing operational reports. But
there is a standard format on how to prepare a report that is simple yet complete.
We have what do you call a basic or informal report that deals with the ordinary
miscellaneous, day to day memorandum, letter, or form accomplished by any member of
the unit, section, precinct/station or department in accordance with the prescribe general
orders, special order, circulars, numbered memoranda.
WHAT ARE THE CONTENTS OF THE BASIC OR INFORMAL REPORT?
a. The heading or the letter head of the organization
b. The date of preparation or submission.
c. The person or office to which it is addressed or submitted
d. The name of the writer or source of the report.
There are some exceptions to the rule such as but not limited to: reports of investigation on
administrative complaints and minor cases involving violation of city/municipal ordinances,
basic or informal reports are generally internal in nature. It seldom goes out of the
department. What is a report? it is a permanent written record which communicates all
important facts of the case to be used in the future.
wrote; Capt.Henry M. Wrobleski, Book for the Record: Report Writing in law Enforcement
HOW ARE THE LAW ENFORCEMENT REPORTS CLASSIFIED?
1. Administrative Reports
2. Operational Reports
Administrative reports deal with the routine functioning of the department or agency. Such
reports may cover proper uniform, reporting procedures, and grievances. This book is
primarily concerned with the second type of report, operational reports, which deal with
the activities of the law enforcement officers.
WHAT IS THE CONCEPT OF POLICE REPORT?
1. The common thinking about police report is any written matter prepared by the police
involving their interaction with the community.
2. A police report is an exact narration of facts discovered during the course of crime
investigation which serves as a permanent written record for future reference.
3. It is a permanent written record of police activities classified as informal and formal
which communicates important facts concerning people involved in criminal activities.
WHAT ARE THE FOUR (4)TYPES OF OPERATIONAL REPORTS?
1) Patrol Service Reports
2) Arrest Reports
3) Preliminary Investigation Reports
4) Supplemental Progress Reports/Follow-up Reports

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 Now that we already understand the different types, and classification of reports, we will
now proceed to criminal investigation. Any person who understands police report writing
cannot proceed in writing a police report until after he had undergone criminal investigation
training/ seminars and he should be a member of the Philippine National Police.
AS INVESTIGATOR YOU SHOULD REMEMBER AND MEMORIZE THE MIRANDA WARNING
1. YOU HAVE THE RIGHT TO REMAIN SILENT. Anything you say can be used against you in
court.
a. Do you understand and invoke your right to remain silent? Yes No
b. Understanding that right, do you wish to talk to me now? Yes No
2. YOU HAVE THE RIGHT TO AN ATTORNEY of your own choice and have him present
before and during questioning. if you cannot afford, one will be appointed free of charge to
represent you if you desire.
a. Do you understand, you have the right to an attorney of your own choice? Yes_ No
b. Understanding that right, do you wish to talk to me now? Yes No
(Name/signature of person under investigation)
Witnesses:
1. 2.

CRIMINAL INVESTIGATION REPORT WRITING

PURPOSES OF CRIMINAL INVESTIGATION REPORT
(as presented by Basilio G. Cael & Juan Agas in their book A Guide to Criminal Investigation)

Criminal investigation reports provide facts to competent authorities and serve as a record
of investigative activity; Criminal Investigation units are essentially responsible for collecting
facts and preparing written reports. Factual information are collected and reported on time
to allow immediate appropriate action.
WHAT ARE THE BASIC PURPOSES OF CRIMINAL INVESTIGATION REPORTS?

a. To preserve knowledge/information about a case.

b. To provide accurate details about the case.
c. To aid other investigation and other agencies concerned. .
d. To coordinate investigation activities within the organization.
e. To serve as reference by competent authorities.
STYLE
All reports are written in such a manner that it clearly presents only the relevant facts. The
presentation of these facts must not be distorted or confused by the writer's manner of
expression. Clarity, accuracy and brevity are emphasized based on facts.
CRITERIA

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 Reports being permanent records of investigative efforts are subject to close scrutiny at all
levels of the police organization including other concerned agencies of the government.
Reports must meet certain standards or criteria, some of which are as follows:
a. Reports must not contain vague or unclear terms.
b. Reports must be original and correct in both composition and grammar.
c. Abbreviation must be used appropriately and correctly.
d. The use of slang, colloquialisms or unnecessary technical terms should be avoided.
e. Reports must not contain any erasures, or alterations.
f. If any correction is to be made, then it must be corrected by changing the entire page to
contain what is correct.
g. All duplicate copies of reports must be legible, clearly readable.
h. When necessary, duplicate copies of reports must be officially authenticated.
i. Contents of reports must be factual and devoid of bias or prejudice on the part of those
making the report.
WHAT ARE THE CARDINAL PRINCIPLES OF GOOD REPORT WRITING?
A. ACCURACY- The writer or investigator must conform to the truth.
B. COMPLETENESS- This requires the inclusion of all relevant pertinent and
material information.
C. BREVITY- Eliminate all irrelevant, unessential and unnecessary materials.it includes
the ability to make the report unified, coherent and emphatic.
d. FAIRNESS- The investigator should take the facts as he finds them and if ever he has
theories, it must be consistent with these facts.
e. FORM and STYLE- The arrangement of the materials presented should be in a manner
that will make the report easy to read. Form includes proper paragraphing, proper
underscoring, proper capitulation and proper heading. The report should be written in the
third person, the investigator referring to himself as 'This investigator'.
WHAT ARE THE TYPES OF REPORTS TO BE PREPARED?
INITIAL or PRELIMINARY REPORT- This is done as soon as complaint is received. Reporting
process begins when officer completes preliminary investigation report referred to as case
report.
THE PRELIMINARY REPORT CONTAINS THE FOLLOWING:
1. The offense
2. Current date/time
3. Date and time of offense if known
4. Identification date pertaining to victim or other reporting party
5. Location of offense
6. Method of operation

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 7. Identification data pertaining to suspect(s)
8. Identification of officer(s)

A. REFERENCES
 By CHIEF SUPERINTENDENT MERCEDES A. FORONDA, (Ret) DPA, PhD. “Technical English
1” Wiseman’s books trading Inc. 2021

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 St. Louis College of Bulanao
Purok 6, Bulanao, Tabuk City, Kalinga 3800

This module is a requirement of the St. Louis College of Bulanao in response to the
implementation of the Blended Learning way of Instruction.

This Learning Material is a property of the College of Criminal Justice Education – St.
Louis College of Bulanao, Tabuk City. It aims to improve students’ performance specifically in
the Criminology Education.

Date of Development : January, 2021

Resource Location : Bulanao, Tabuk City
Learning Area : CDI 13 TECHNICAL ENGLISH 1
Learning Resource Type : Module6

General Instruction/s:

The module introduces what is criminal investigation, the three tools of criminal investigation, the
four method of investigation, sketching the crime scene and crime reconstruction. Series of
activities will encourage you to explore and learn about the topic. Through this module, the
following instruction/s should be followed.

1. This module is exclusively for SLCB students only.

2. Reproduction and use of this module for any purpose is strictly prohibited, unless with
the written permission from SLCB.
3. You may use this module for any acceptable purposes.

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