TECHNICAL ENGLISH 1 (INVESTIGATIVE/ POLICE REPORT WRITING)

AND TECHNICAL ENGLISH 2 (LEGAL FORMS)

Reviewer for the CLE
Prepared by:
Dr. Rhem Rick N. Corpuz, RCrim, CLDP, CST, CSP
2nd Place, 2008 Criminology Licensure Examination
Program Chair, Graduate School, Angeles University Foundation

REPORT DEFINED.
A report is defined as a written account of something based upon the writer’s observation,
investigation or analysis 1. It can also be defined as a story of actions performed by men; an official
presentation of facts of an event especially for publication; a means of setting forth the information
they contained to other individual and agencies 2.

POLICE REPORT
Generally, it is any written matter prepared by the police involving their interaction with the
community members; it is an exact narration of facts discovered during the course of crime
investigation which serves as a permanent written record for future reference (chronological
narration); it is a permanent written records of police activities which communicates facts
concerning people involved in criminal activities 3.

IMPORTANCE OF REPORTS FOR LAW ENFORCEMENT

The importance of report writing is immeasurable. Report writing is a much-needed skill that can
make or break a successful career in law enforcement. Most law enforcement officers will spend as
much or more time in their career writing reports than at any other single task. It is important to
ensure all would be police officers, correctional officers, fire officers; security personnel and law
enforcer receive guidance and training with report writing 4.

To many people in the law enforcement community, the topic of report writing is of little interest and
is not the most exciting subject to read about or bring up in a discussion. However, just as genius is
described as being one percent inspiration and ninety-nine percent perspiration, effective
enforcement of the law is estimated to be one percent action and ninety-nine percent paperwork 5.

The last thing on the minds of the average new law enforcement agents is how they will document
what they did in the field. Yet their report is, by far, the most important part of the job. Until events
are recorded, written down for others to read, understand, and comprehend technically nothing has
transpired. Events only become events when they are recorded for posterity, and recording for
posterity makes everything a law enforcement officer does have historical implications. Even

1 Clapp, J. (2015). Dictionary of the Law. Random House Webster. New York, USA
2
Blintliff, R. (2009). How to Write Effective Law Enforcement Reports. Englewood Cliffs, NJ: Prentice Hall
3 US Air Force. (2015). The Quill and the Pen. AFH- 333- 37. Published by the Secretary of the Air Force accessed at http://www.e-

publishing.af.mil. Last June 14, 2016

4 Bagley, Paul, D. (2013) Writing a Comprehensive Report. Retrieved from http://www.netplaces.com/law-enforcement-careers/initialtraining/writing-a-

comprehensive-report.htm
5 Blintliff, R. (2009). How to Write Effective Law Enforcement Reports. Englewood Cliffs, NJ: Prentice Hall

Prepared by: Dr. Rhem Rick N. Corpuz

1
 though the actions of a law enforcement agent may seem to be insignificant on a day-to-day basis,
those actions, when properly recorded, can have national, even international, ramifications 6.
Everything in law enforcement emanates from a report, from court trials to manpower and equipment
allotments 7.

Whether it is due to the officer’s lack of training, laziness, workload, or not being given enough time
to write a good report, the end result will be a poorly written report. When an officer habitually
writes a poor quality report, it creates many negative effects on the investigation and the officer’s
credibility. For instance, a poorly written report gives defense attorneys an opening to attack the
officer’s abilities in court. This damages the officer’s credibility in court. In fact the Judge may give
less weight to that officer’s testimony in future cases. Another area where it can have a negative
effect on an officer is when that officer tries to advance in rank. Generally speaking, an officer who
writes a poor quality report is usually deficient in other aspects of their job. A poorly written report
will cause a detective or an investigator to expend more time and effort to solve or clear a case
and thus cost taxpayers more money. When that officer later wants to transfer to the Criminal
Investigative Division, he may have a hard time getting that transfer 8.

An officer’s reputation is well known in the local law enforcement community. It will follow an officer
throughout their career. An officer’s skill with report writing will go a long way in building a good
reputation. Attention to detail applies to all aspects of an officer’s job, technical knowledge of the state
and local laws and ordinances, uniform appearance, vehicle appearance, people skills, and most
importantly, report writing9.

VALUE OF REPORT TO THE LAW ENFORCER

A well-written report can also serve the following purposes for an Officer of the Law:
1. Time saver: Accurate organization of the material and repetition elimination can cut hours out of
an officer’s reporting time.

2. Better court preparation: A well-written report can prove more efficient in a court of law, speaking
more logically and correctly to lawyers and judges.

3. Possible avoidance of court: A report that leaves little material for questioning could help an
officer avoid having to attend court at all. If the report is written clearly and leaves little room for
questions, counsel may have no reason to call the officer into the court.

4. Respect from superiors and fellow officers: If a report is written well the first time, an officer’s
superior has little revision to make, saving time and energy and earning the officer respect in the
eyes of his/her superior. 10

TYPES OF POLICE REPORT

A report is a written document characterized by a particular style and format, which describes an event
or incident, thereby providing information. It can be said that the report is a formal statement or official

6 Id
7 Id
8 Blintliff, R. (2009). How to Write Effective Law Enforcement Reports. Englewood Cliffs, NJ: Prentice Hall
9 Miller, D. (2003). How to Write a Police Report. Albany, NY: Delmar Publishers, Inc.
10 Biggs, M. (2011). Just the Facts: Investigative Report Writing (4th Edition) 4th Edition. USA. Pearson

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account. Most organizations use specific printed forms on which to record information; these forms may
sometimes be on computer disks or hard-drives as report templates. 11

Reports vary according to how they are used and why they are written. Here are some of the different
types of reports:

1. Arrest Report: An arrest report is written whenever a person is arrested. This report must include
the probable cause for the detention, arrest, and disposition of the suspect 12.

2. Clearance Report: A clearance report states the end result to a specific case. It might be the arrest
of a suspect, the recovery of property, or the filing of a complaint. It brings the case to a
conclusion 13.

3. Crime Report: A crime report is written after the investigating officer concludes that a
crime has occurred. A crime report must include all the elements of the crime and should include
all information regarding the crime at the time the report was taken, such as location, the
time and place the crime occurred, loss or injuries, evidence collected, suspect description, etc.
A crime report form tends to be a generic pre-printed form that can be used to document any
criminal occurrence 14.

4. Event or Incident Report: An event or incident report is used to document events not
considered criminal. Such events may be medical aid calls, civil disputes, citizen assists, and
the like. Some agencies call these Service or Miscellaneous reports 15.

5. Evidence Collection Report: An evidence collection report establishes the chain of evidence, such
as who discovered the evidence, when and where it was located, who collected it, and its
disposition16.

6. Memorandum: A memorandum is generally used to request information or to answer a

request for information. It is less formal than the crime or incident report but can be just
as important. Memorandums are commonly used to pass on information from shift to shift,
to document minor disciplinary actions, vacation requests, training information, etc. 17.

7. Narcotic, Drunk Driving, Intoxication Report: A narcotic, drunk driving, or intoxication report is
used to describe the suspect’s condition of being under the influence of a drug or alcohol. Most
often, these are separate reports and written in conjunction with a crime report 18.

8. Officer’s Activity Report or Daily Log: The activity report or daily log is commonly used to provide
an agency with statistical information regarding the activity on an officer’s shift. These reports
include the calls the officers responded to, the disposition of the call, the amount of time spent

11 Id
12 Miller, L. and Whitehead, J. (2011), Report Writing for Criminal Justice Professionals, 4th Ed, Anderson Publishing Co.
13 Id pg. 12- 14, 67- 102
14 Biggs, M. (2011). Just the Facts: Investigative Report Writing (4th Edition) 4th Edition. USA. Pearson

15 Id
16 Id
17
Biggs, M. (2011). Just the Facts: Investigative Report Writing (4th Edition) 4th Edition. USA. Pearson
18 Id

Prepared by: Dr. Rhem Rick N. Corpuz

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 on the call, and other activities within the shift such as car stops, number of citations written,
etc. Some agencies obtain the same information via a computer terminal in the officer’s vehicle 19.

9. Supplemental Report: A supplemental report is typically written by an officer other than the
original reporting officer. For instance, an officer may assist a fellow officer in an investigation by
interviewing people or by recovering property. The assisting officer would write a Supplemental
Report to document his or her actions 20.

10. Traffic Collision Report: A traffic collision report provides information regarding traffic
collisions. Such reports typically include statements of drivers and witnesses, diagrams, and
photographs. Traffic Citations are given when a traffic or parking violation has occurred. They are
pre-printed forms 21.

CLASSIFICATIONS OF POLICE REPORTS

1. Informal Reports. It is usually a memorandum, or any of one of the many prescribed in day-to-
day police operations. It customarily carries three items besides the text proper (ex: 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. 22

2. Formal Reports. It suggests the full-dress treatment, including cover, title page, letter of
transmittal, summary sheet, text, appendices, and perhaps an index and bibliography. a
presentation of facts or ideas which usually contains the following basic parts: introduction,
summary, body, conclusions, and recommendations. Sometimes, the subject matter of the report
may not require a conclusion because the report may just be a fact-finding one. If conclusions are
not asked for, the writer must use his best judgment. 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. 23

CATEGORIES OF POLICE REPORTS

1. Operational Reports – include those relating to the reporting of police incidents, investigations,
arrests, identification of persons, and miscellaneous reports necessary to the conduct of routine
operations. 24

2. Internal Reports – relate to the reporting necessary to the management of the police organization
and include financial reports, personnel reports, purchase reports, equipment reports, property
maintenance reports, and general correspondence. 25

19 Patterson, Frank M. and Smith, Patrick D. A Manual of Police Report Writing. Springfield, IL: C. C. Thomas, 1968.
20 Id
21 Biggs, M. (2011). Just the Facts: Investigative Report Writing (4th Edition) 4th Edition. USA. Pearson

22 Id
23 Ross, Alec and Plant, David. Writing Police Reports. Northbrook, IL: Motorola Teleprograms, Inc., 1977.
24
Biggs, M. (2011). Just the Facts: Investigative Report Writing (4th Edition) 4th Edition. USA. Pearson
25 Id.

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 3. Technical Reports – present data on any specialized subject, but usually related to completed staff
work, and add to the specific knowledge necessary to proper police management. 26

4. Summary -of-Information – furnish intelligence information necessary to the solution of crimes,

accidents, and police administrative problems. In addition, police reports in this category are in
recognition of the importance of public attitude toward police operations, and serve the purpose
of keeping executive and legislative authority, and the general public informed as to the problems,
progress, and needs of the police organization. 27

TYPES OF POLICE REPORTS

1. Spot Reports – done 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. 28

2. Special Reports – 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. 29

3. Progress Reports – can simply be an accomplishment report which may be analytical in nature
and may be comparatively longer. This may be in memorandum form or in radiographic message
form.30

4. Investigation Reports – in criminal investigations, the arrangement of the material presented in

an investigation report follows a certain pattern. The idea is for the report to be easily read. The
form is similar to the memorandum form except that the text or body should include the following
parts: 31

a. AUTHORITY
b. MATTERS INVESTIGATED
c. FACTS OF THE CASE – the facts regarding the case should be presented in the same manner
as the allegations are presented in the section “Matters Investigated”.
d. DISCUSSION – this section should indicate the presumption and inference from all the
circumstances of the case to give the directing officer the clearest possible picture.
e. CONCLUSIONS – this contains the summary of the results of the investigation as supported by
facts. The facts are usually stated in the order suggested by the statement of the allegations
or facts.
f. RECOMMENDATIONS – this contains the practical suggestions for appropriate action to be
taken to suitably dispose of the case. It should follow, as far as practicable, the same sequence
as that used in the presentation of the conclusions.

REMINDERS:

26 Holtz, L. (2014). Effective Law Enforcement Report Writing 5th Edition. USA. Lexis Nexis Publishing Inc.
27 Id
28 Frazee, Barbara and Davis, Joseph N. Painless Police Report Writing. Englewood Cliffs, NJ: Regents/Prentice Hall, 1993.
29 Id
30
Holtz, L. (2014). Effective Law Enforcement Report Writing 5th Edition. USA. Lexis Nexis Publishing Inc.
31 Id

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 1. Paragraph subdivisions should be numbered consecutively all throughout rather than
separately under each subdivision
2. In the list of annexes, only five letters are used in case of additional sworn statements:
add annex “C-3”, etc. and “D-3” etc, as the case may be.

The investigator writes his report in order to achieve the following objectives:
a. RECORD – the report provides a permanent official record of the relevant information
obtained in the courses of the investigation.
b. LEADS – the report provides other investigators with information necessary to further
advance their own investigation.
c. PROSECUTION ACTION – the report is a statement of facts on which designated authorities
may base a criminal corrective or disciplinary action.

5. Beat Inspection or After-Patrol Reports – one of the most common forms of written
communications. It is submitted daily by the duty beat supervisor. As to form, the beat inspection
report and after-patrol report use the memorandum format. 32

6. Situation Reports – 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. 33

PURPOSES OF POLICE REPORT

The report file and all of its related indices serve as the memory bank for the police department. This file
provides for the members of the department a compilation of written records of the department
transactions for which policy requires that reports be made and maintained. How extensive and detailed
the system must be is a matter for the administrator to decide. What you expect to get out of it is, of
course, the determinant as to what is going to have to be put into it. 34

1. Allocation of resources/source of planning – reports are administrative tools. Budgeting

decisions are made through a series of interpretations involving translating personnel and
material needs into realistic money amounts. Various types of plans, long and short range,
establishment of a system of priorities for the order in which certain police operations will be
performed or the amount of stress to be placed upon each operation. Officers’ reports of the past
in performing those various tasks will be used as the basis for planning future activities.
2. Policy formulation/Policy change – properly prepared reports recounting department activities
utilizing means prescribed by the department policies may actually point up the need for revision
or at least review those existing policies. In defense of tradition, it might be added that some long-
standing policies are still valid and workable, however; the officer may have developed habits and
actually be performing in violation of the existing policies.
3. Investigative Source/Operational Activities – the reports serve as information exchange device
between the officers in the different divisions and between officers on different shifts in the same
divisions. They provide leads for investigation and a common pool of information available to all
who have access to the files.

4. Information Resources for other agencies – police reports provide prosecutors and the courts
with a ready source of information regarding current or past cases. Probation and Parole officers

32 Miller, Dennis S. How to Write a Police Report. Albany, NY: Delmar Publishers, Inc., 1993.
33 Id
34 Miller, Dennis S. (2003) How to Write a Police Report. Albany, NY: Delmar Publishers, Inc.,

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 make decisions and recommendations regarding their probationers and parolees using every
possible source of information, including police reports. The press also makes use of police
records to assure accuracy in reporting.

TYPES OF CRIMINAL JUSTICE REPORT (J. Reynolds)

According to Dr. Jean Reynolds, a public safety officer or security personnel should familiarize the four
categories of criminal justice reports: 35

a. Type 1: In this type of report the officer records information. He has no participation to the
incident, as he arrived after the incident or such information was made in the premises of the
police station. In such report no action is taken by the police officer in response to the incident,
he merely makes the report. The police officer is dispatched to the scene to gather information
and prepare a report afterwards. For example, entries recorded in the blotter are considered type
1 report. Another example could be a report made a police officer after receiving information
about criminal elements in a certain locality.
Type 1 Reports are
a. simplest to write since it involves mechanical recording of information coming from
other persons;
b. officer records what happened;
c. incident reports or spot reports fall into this category; and
d. report may be useful later if there are further developments. 36

b. Type 2: In this type of report, the officer records information and takes action in response to the
incident. A good example is when a police officer makes an arrest, he prepares report such as
custodial investigation report or booking report. Investigations made by police officer must be
well documented, every action they make are recorded and reduced into writing. Such cases are
examples of type 2 reports. These reports are made after the incident there is no active
participation of the police officers during the incident. 37

Type 2 Reports:
a. officer takes action such as investigation, arrest ;
b. officer is usually dispatched to the scene;
c. officer thoroughly reports results of investigation, even when negative (may be useful
later); and
d. disposition of evidence and suspect are important, therefore they must be
documented, legal rules must be followed in such cases. 38

Note: a negative report is one which is unfavorable to the police when released to the media or
other offices as the investigation may have been botched or errors in the processing of the crime
scene occurred along the way.

35
Reynolds, J. (2012). Criminal Justice Report Writing. Elsevier Publishing Inc. USA
36 Id
37 Id
38 Id

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 c. Type 3: In a type 3 report the officer becomes part of the scenario such as pursuing or subduing a
suspect. In such a case, the police officers have personal contact with the offenders and have
personal knowledge about the commission of the crime and its antecedents. The information he
personally experienced can be of great value during the investigation and preparation of
evidences against the offenders. 39

Type 3 Reports:
a. officer becomes part of the scenario, such as pursuing or subduing a suspect; and
b. all other requirements still apply: explain arrival at the scene, results of investigation,
disposition of evidence and suspect. 40

d. Type 4: Officer is the initiator (sees, hears something suspicious and gets involved in the case). In
such cases the police officer must base his actions on probable cause or those reasons which will
engender a well-founded belief that a crime is committed and that he should respond to it to
prevent it from worsening or to subdue the assailants and bring them to justice. Police stops, such
as stop and frisk, chokepoints, routine patrol and the like are usual activities where a type 4 report
arises.
Type 4 Reports:
a. officer initiates action: sees or hears something suspicious and decides to get involved;
b. traffic stops are generally Type 4 reports;
c. probable cause is essential; and
d. all other requirements still apply: explain arrival at the scene, results of investigation,
disposition of evidence and suspect 41

In Types 1, 2, and 3, the officer is usually dispatched to the scene while in Type 4, the officer makes the
decision to become involved after seeing or hearing something suspicious. Probable cause must be
included in Type 4 reports. Knowing these 4 Types is important since it: (a) simplifies report writing; (b)
gives you a template to work with; (c) alerts you about the special requirements for each type of report;
(d) ensures you won’t miss anything important. 42

PRINCIPLES OF GOOD POLICE REPORT WRITING

All of the above facts should prove the importance of police reports to you and to everyone who works
for a police department, but the answer to the problem of reports and reporting procedures does not
depend upon mere appreciation of values. The real answer lies in the quality of the end product. Quality
is the result of accomplishment of basic principles; and, in this regard, all police reports from a simple,
brief memo to a complex, formal, investigation report require the application of certain standards. In
summary, any police report should be clear, pertinent, brief, complete, current, accurate, fair, properly
classified, informative, and objective. In addition, it should be submitted in proper form and on time. 43
These standards or principles stem from the fact that reports are written to satisfy a need, and in order
to satisfy the need they must satisfy the reader. In the first place, the reviewer is likely to be a busy man.
His time is precious and his calendar allows him little time for creative work or concentration. In the
second place, reports are regularly read by people beyond the man to whom they are addressed. 44

39 Id
40 Id
41
Id
42 Id
43 Id
44 Reynolds, J. (2012). Criminal Justice Report Writing. Elsevier Publishing Inc. USA

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When a report goes beyond the section, bureau, or division, special care must be exercised to include
adequate background information and to ensure that the report is complete. In the third place, the reader
is depending upon the report to make his own decisions. Usually he must rely on the clarity, completeness,
accuracy, fairness, and objectivity of a report and accept it as his own. With these facts in mind let's take
a closer look at the rules. 45

The Report Should Be Clear

Unless your report is as simple and direct as possible, it is not likely to be accepted or used. It should
include a clear statement of objectives or purpose so that the reader can quickly evaluate it against this
stated objective. 46

The Report Should Be Pertinent

Your report should deal exclusively with the stated objective or the subject or function with which it states
it is concerned. If other subjects are introduced, they should be related to the major one, and the
relationship should be made clear. 47

The Report Should Be Brief

Although brevity is a relative matter and should depend upon the nature of your report and the use that
will be made of it, it should be brief enough to be useful, but not so brief as to raise questions about its
validity. Brevity is achieved by avoiding verbosity and needless repetition, unnecessary detail, and all
matters not bearing on the subject under discussion. It includes the ability to make your report unified,
coherent, and emphatic. 48

The Report Should Be Complete

Within the dimensions of the assignment or stated objective, your report must be sufficiently exhaustive
so that the reader can use it with confidence. Although again this is a relative matter, completeness means
reporting all the facts you have learned which have a bearing on the problem or case. Partially stated facts
are as misleading as falsehoods. They can create a false picture in the mind of the reviewer and cause him
to make decisions which appear ridiculous in view of the complete set of facts. The reviewer will know
only as much about the problem or case as your report to him. He must make a decision solely on what
he has read and not on what you have in mind. You must put into the report all the pertinent and relevant
information developed during the course of your investigation; leave nothing to the reviewer's
imagination. 49

The Report Should Be Current

Unless the information in your report is up-to-date as of the time of its use, it is likely to cause unwise or
even erroneous decisions. Therefore, your report should be carefully dated, not only with respect to the
time it was written, but as of the time the investigation ended. In some situations even a few hours may
render the information obsolete. 50

The Report Should Be Accurate

45 Gammage, A (1961). Basic of Police Report Writing. Charles Thomas Publisher Inc. USA
46 Id
47
Id
48 Id
49 Id
50 Gammage, A (1961). Basic of Police Report Writing. Charles Thomas Publisher Inc. USA

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Unless your report is as accurate as possible, it may be embarrassing to you, the chief, and to others. If
there are errors of substance or judgment, it raises doubts with respect to your methods of investigation,
the preparation of the report, or in the competence of the person or persons w-ho evaluated it. In order
to be accurate, you must conform to the truth. A report is an exact recitation of the facts obtained without
any addition or subtraction. A fact is that which you know to be a fact by the use of any or all of your five
senses. Any other information is hearsay; it must be given at the proper time and place in the report and
labeled as such.

The Report Should Be Fair

Regardless of the type of report, fairness is essential to a good report. In some reports it may be difficult
for you to be unbiased, but you must make every effort to recognize your difficulty and to eliminate its
influence on your report. One way to achieve fairness is to report all of the facts. Nothing should be
concealed or withheld because it tends to weaken your case or because it doesn't fit your conclusion.
Fairness can be achieved by keeping an open mind. Take facts as you find them. Preconceived theories,
theories based on guesses, may cause you to attempt to warp, twist, contort, and even to concoct facts
to fit these previous ideas. If you remember that as a report writer you are basically a fact-finder, you will
eliminate this pitfall. 51

The Report Should Be Properly Classified

If the substance of your report deals with secret or classified information; or, if the nature of the report is
one requiring confidential treatment until it is released, this should be clearly stated. 52

The Report Should Be Informative

Your report should present the subject understandably and give proper emphasis to the matter requiring
attention or action. Where appropriate or possible, alternative actions should be suggested together with
the advantages and implications of each. 53
The Report Should Be Objective
As a rule, the tone and content of your report should be entirely free of propaganda. This should apply to
the detail, to the points of emphasis, and to alternative recommendations if they are made. Even if
recommendations are made in the report, they should be supported by evidence which gives them the
quality of reliability. If personal opinion is included, it should be presented at the appropriate time and
place and clearly labeled
The Report Should Be Written in Proper Form
Form refers to the arrangement of the material presented, the visual shape of the document, the
mechanical set-up. It refers to anything that will make your report more easily read and useful as a
reference. It includes, among other things, proper paragraphing, proper indentation, proper
underscoring, proper capitalization, or any device which sets out the important phases of the report. Form
includes the proper setting forth of the various headings of the report and the pertinent material of each.
It refers to the proper inclusion of exhibits. It refers to the neatness of the report, the spelling,
abbreviations, punctuation and preciseness of expression. If your report can be read easily, if the reviewer
can find without difficulty those parts in which is primarily interested, and if the document can be used
effectively for later reference, the report form is adequate. 54

The Report Should be presented on Schedule

51
Id
52 Id
53 Id
54 Gammage, A (1961). Basic of Police Report Writing. Charles Thomas Publisher Inc. USA

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Unless your report is made promptly and according to schedule, it may lose its effectiveness or, worse
still, may arrive after the need for it has passed. In order to take no undue risks in this matter you should
plan the completion of your report ahead of the deadline. This allows for deliberate re-reading or even
the adding of last minute data or events. It also allows a margin of time in which to present your report
before the reviewer begins to be concerned about its being presented on time. And, if you wish to
supplement your written report with an oral presentation, your opportunity to do so is enhanced if you
are ahead of schedule. 55
“The best investigation is only as good as the report completed about it”. A quality report is an effective
report, and to qualify as effective it must be:
a. Complete
b. Concise
c. Objective
d. Clear 56.

Completeness
Completeness is achieved by reporting all the facts discovered during the course of an investigation. When
in doubt, include the information. Information that appears irrelevant to the investigator may be relevant
to the reviewer. In most cases, the only information the reader will have will be the information in the
report. Partially stated facts can be misleading and misinterpreted. Explain why certain information is
lacking or incomplete. Provide a detailed explanation of the possible source of additional information and
undeveloped leads. 57

Conciseness
Avoid unrelated, extraneous, incidental, and nonessential information and detail. Pay attention to
grammar. Avoid adjectives, wit, sarcasm, flowery expressions, and repetition. A report is not a literary or
creative writing exercise. Use singleness of thought and purpose. A good report will give the reader a clear
idea or picture of the investigation. Use headings, paragraphing, sentence structure, indentations,
underlining, and capitalization to emphasize and give weight and/or visibility to information the
investigator deems more important. 58

Impartiality/Objectivity
The investigator is a fact finder. Report the material and evidentiary facts without addition or subtraction.
Do not conceal or withhold information. Do not assume. Do not conclude. Maintain an unbiased and open
mind about the case. Avoid formulating preconceived ideas about the guilt of the accused. Avoid
becoming emotionally involved in the process of seeking information. 59

Clarity and Report Formatting

Arrange the contents of the report in discrete sections to facilitate the reader’s review and understanding
of the report. Write in chronological order. Avoid ambiguous sentences and vague statements. Additional
parts of the complete report may include the title page, information on undeveloped leads, investigator’s
conclusions, witness list, and exhibit/evidence list. 60

55 Id
56 Police Magazine, May 1997
57
Gammage, A (1961). Basic of Police Report Writing. Charles Thomas Publisher Inc. USA
58 Patterson, Frank M. and Smith, Patrick D. A Manual of Police Report Writing. Springfield, IL: C. C. Thomas, 1968
59 Id
60 Id

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What goes into a well written police report?
The report that is written must contain only facts, no opinions. It states only what you saw, heard, or did;
omits opinions and hunches; sticks to facts; and avoids judgments, explanations, and theories 61.
Exception: If witness states, “I believe (stated event) happened.” The opinion of the witness may
have no value in court but the information that is gathered may prove to be useful in the course
of the investigation as it may shed light on some issues in the statement made by the witness.
Fact is something that is known to have happened or to exist, especially something for which proof exists,
or about which there is information62 while opinion is a belief, judgment, or way of thinking about
something : what someone thinks about a particular thing 63.

5 Ws AND 1 H
The investigation must seek to establish the six (6) cardinal points of investigation, namely: what
specific offense has been committed; how the offense has been committed; when it was committed;
where it was committed; why it was committed, and who are the involved persons. The following are
further possible questions using the 5 W’s and 1 H 64.
WHO? This pertains to some information regarding the victim, suspect, witness, owner, and property. It
provides details on identity, hence, it focuses on persons.
The report therefore must:
1. Provide a complete and correct name of the suspects, victims, witnesses and other persons of
interest. Wrong names result in failure to locate a witness or apprehend a suspect. The spelling
should be correct; name, including middle initial should be exact. Their age, residence,
employment is necessary to be included after their name has been mentioned in the report. 65
2. Exact home address (be it a residence or a hotel) and telephone numbers.
3. Relative questions under WHO may include the following:
a. Who was present at the crime scene: witness, suspects, victims, etc.
b. Who was apprehended?
c. Who discovered the evidence?
d. Who reported the crime? Who discovered the crime?
e. Who saw how the crime was perpetrated?
f. Who is the victim? Who had any misunderstanding with him?
g. Who is the offender/perpetrator/culprit? Who are the companions, associates, or
accomplices of the perpetrator?

WHAT? The purpose of these types of questions is to find out what happened or what took place before,
during and immediately after the commission of the offense. Some questions are:
1. What happened?
2. What specific actions did the suspect/victim/witness do?
3. What is the nature of the crime?
4. What was/were the weapons/s or tools/s used by the culprit?
5. What are the evidences discovered at the crime scene?
This questions considers the following factors
1. Type of property attacked, e.g., building, residence, alley, vacant lot, etc.
2. Type of property stolen, lost or found. What items related to the crime were found at the scene?

61 Hess. K. & Orthmann, C. (2008). For the Record: Report Writing in Law Enforcement. USA. Innovative Systems Publishers
62
http://www.merriam-webster.com/dictionary/fact
63http://www.merriam-webster.com/dictionary/opinion
64 Swanson, C.R. et. al. (2000). Criminal investigation (7th ed.). Boston: MacGraw Hill.
65 Id

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12
 There should be an accurate description of all such property stolen, lost or found. An
accurate description of all such property should be entered in the notes.
3. Offense committed, e.g., "Robbery, Theft, etc."
4. What type of evidence was found?

WHERE? - This question is concerned with the geographical location of the crime scene, property,
or evidence. 66
1. Where was the offense committed?
2. Where was the property found?
3. Where was the evidence found?
4. Where was the crime discovered?
5. Where are the victims, witnesses or culprits?
6. Where do the victims/witnesses/culprits live?
7. Where was the suspect when he was apprehended?
8. Where are the weapons or tools used in committing the crime?
9. Where did the investigator secure or obtain the evidences?

WHEN? - This question includes the date and time when the offense was committed; property found;
suspect apprehended. 67
1. When did the police officer arrive?
2. When was the crime discovered?
3. When was the suspect apprehended?
4. When was the crime committed?
5. When was it discovered?
6. When was the police notified?
7. When was the victim last seen?
8. When was the suspect arrested?

HOW? - This question refers to the general manner in which the crime was committed. These are designed
to help the investigator determine how the crime was committed, the means/tools that are employed,
how the crime was discovered, how the culprit enters the building/room. How questions are very
significant in preparing the modus operandi file or report such as: 68
1. How did the suspect get near to his victim?
2. How did he perform the crime?
3. How did the criminal get all the necessary information?
4. How did the criminal get away from the crime scene?
5. How was the crime scene search conducted?
6. How was the crime reported?
7. How were certain tools used?
8. How was the crime committed and discovered?

WHY? - Under this heading is listed the object or reason which was motivated the offense. These are
questions that endeavor to ascertain the motives, causes, antecedents, previous, incidents, related facts,
background occurrences that might help explain the commission of the offense. The why question seeks
to establish motive which can lead investigators to know who may have the reason for committing the

66 Swanson, C.R. et. al. (2000). Criminal investigation (7th ed.). Boston: MacGraw Hill.
67 Id
68 Burstein, H. A. (1987). Criminal investigation. California: Books/Cole Publishing Company.

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13
offense, for instance, a businessman was killed in his own apartment, all of his belongings such as wallet
and cellphone appear to be intact. In such cases, motive becomes useful such that the police will try to
zero in on who may have the motive to kill the businessman. Why questions are as follows:

1. Why did the offender do it?

2. Why did he kill his victim?
3. Why didn’t he just let the victim go?
4. Why didn’t the suspect surrender?
5. In the crime against persons, the object of the attack might be revenge, ransom, or rape.
6. In crimes for gain, the reason may be to acquire money or property.69
Generally, the WHO, WHEN, and WHERE will appear at the beginning of the report. The reader needs to
know the persons involved, the time the incident happened, and the location at which it took place. 70

THE VALUE OF THE 5WS AND 1 H IN CRIMINAL INVESTIGATION

The following are the value of what 5W’s and 1 H in criminal investigation:
1. Aid the investigator in searching the crime scene or other places which maybe sources of
evidences.
2. Guide the investigator in formulating questions in interviewing complainant, witnesses and other
interested parties or in the process of interrogating a suspect.
3. Assists the investigator and the desk officer in making brief statements of facts in the
logbook/police blotter and in reports.
4. Help the investigator in preparing the MODUS OPERANDI report – How was the crime
perpetrated?
5. Assist the investigator in furnishing a brief and concise criminal investigation report. 71

Isaias Alma Jose in his book “Technical Report Writing” lists down the following as the steps in writing the
report:
1. G - gather the facts, which means that the officer must first gather the facts thru observation,
interview of witnesses or persons of interest. This also includes asking questions from relatives of
the victim, by standers, fellow officers, first responders and the like. The objective of gathering
data is to ensure that preliminary facts are established which means that the five Ws and 1 H is
answered.
2. R - record the facts, means that the data that was gathered. This can be done thru notes taking,
listening, tape recording or videotaping the data gathering process. It is important to ensure that
all facts are gathered so that when it will be finalized the investigator does not have to go back to
his witnesses.
3. O - organize the facts. Background preparation includes gathering and arranging the information
in a logical sequence, thus outlining the report. Arrange notes, evidence and exhibits in the same
order as you intend to present the information in the report. Reports should refer to each other
and are correlated.
4. W - write the report. This perhaps is the most challenging part as an investigator is to write down
the report. Challenging since the task is complicated, time consuming and tedious. The report
must be written in a manner that it is clear, concise, accurate and objective or fair. Rules on format
and style must also be considered.

69 Id
70 Swanson, C.R. et. al. (2000). Criminal investigation (7th ed.). Boston: MacGraw Hill.
71 Swanson, C.R. et. al. (2000). Criminal investigation (7th ed.). Boston: MacGraw Hill.

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14
 5. E - evaluate the report. This means that after the report had been prepared, it is customary to
review the same by the person who prepared it and by a superior officer. After the review has
been made it is again edited and reviewed and it will be ready for submission or transmittal to the
proper units or agencies.

SUBJECT-TO-LETTER
This is most applicable in police report writing. Commendations, certificates of appreciation or any
other meritorious recognition, basic transmittal, recommendations for promotion and similarly related
requests also adopt the subject-to-letter format. 72

This is prepared intra-organizational, within the organization - meaning, within the PNP, within the
BJMP, within the BFP, or within the Philippine Public Safety College (PPSC). A purely civilian letter is
used when sent outside a bureau. 73

PARTS OF A SUBJECT-TO-LETTER REPORTS/LETTERS:

THE HEADING
All of the materials above the first line of the body comprise the heading. These are the office of the
origin and address, file reference, identifying initials, date, subject, channels through which the letter
will pass, and addressee to whom the letter is being sent. 74

Letterhead
Printed stationary is usually used for the first page. If not, available, a typed letterhead may be
substituted. Each headquarters has its own letterhead. 75

In offices where more than one kind of letterhead is used, the nature of the letter will determine which
letterhead is used and which letterhead is proper. 76

File Reference
Otherwise called office symbol, a file reference is placed at the left margin usually two spaces below the
letterhead and the line with the date. This is also used as identifying information on the second and
subsequent pages. 77

Identifying Initials
Some offices place the surname or the initials of their originator and the typist on the letter. The initials
of the individual who dictated the correspondence and those of the typist are placed in the upper extreme
right corner on the first page of all copies or on the file copies only, depending on the instruction issued
by the chief supervisor. 78

72 Jose, IA (1989). Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide
(2001)
73 Hurboda, I (2000). Police, Jail, Fire and Public Safety Correspondence and Issuances. DMAM Publishing Inc. Makati City
74 Jose, IA (1989). Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide

(2001)
75
Id
76 Id
77 Id
78 Id

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15
Date - This may refer either to the date of signature or the suspense date. 79
• The date of signature is placed at the right of the page on the second line below the letterhead
and ends at the margin.
• The letterhead is placed after the printed word, “Date” when suspense date letterhead is
used. 80
• Both are expressed by day, month and year, in that order. The day and year are numerals.
The month may be spelled out or abbreviated. If the month is abbreviated, the year may be
shortened to the last two digits, as in 1 Sept. 99. Usually, abbreviations occur in informal
correspondence, not in formal communication, like the subject-to-letter, or civilian letter.

Subject
The subject line should contain words not exceeding 10. It starts two spaces below the file reference
and two typewriter spaces below to the right of the colon. Title capitalization rules are used. This
means that capital letters for the first word and other important words; small letters for the
unimportant ones. When the subject extends to two lines, the second line is blocked under the first
letter of the first word in the subject. 81

Example:

SUBJECT: Reconsideration of Request

For Lateral Entry

• In general, a letter refers to one subject only.

Channels
Correspondence can be routed “THRU” channnels, through a lower chief or supervisor expected to
exercise control, take action or to be concerned. 82

When correspondence is routed to an addressee through an intermediate agency, office, another

format is used. It is written in block style and with open punctuation. In addition, the “THRU” and “TO”
data begin on the fourth line below the preceding item.

SUBJECT: Leave of Absence

THRU: City Director

Philippine National Police
Baguio City Police Office
Baguio City

TO: Regional Director

Philippine National Police
Camp Bado Dangwa

79
Id
80 Hurboda, I (2000). Police, Jail, Fire and Public Safety Correspondence and Issuances. DMAM Publishing Inc. Makati City
81 Hurboda, I (2000). Police, Jail, Fire and Public Safety Correspondence and Issuances. DMAM Publishing Inc. Makati City
82 Id

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16
 La Trinidad, Benguet

Address
The address preceded by “TO” (“FOR”) will be written in block style with open punctuations, and
normally will be placed no the fourth line below the subject or the “THRU” addressee (if used).

TO: Regional Director

Cordillera Regional Command
Camp Bado Dangwa
La Trinidad, Benguet

Unless the correspondence pertains to an individual personally, the name of the individual will not be
used in the address of the Subject-To-Letter. When it is necessary, however, to address correspondence
to an individual by name, his grade, first name, middle initial (if any) and last name are indicated in that
order. His service number may be shown if it is known and considered necessary for identification. 83

TO: PSI Marlon John P. Viscaino, PNP

Deputy Chief
Traffic Management Section
Angeles City Police Office

“In Turn” Addressees

When letters are routed to several addressees, the entire address of each will be placed on a single line
as much as possible. The copy for each addressee will be identified by a heck mark on the tissue (onion
skin paper) by his address. 84

“Multiple” Addressees
When the same letter is intended for several addressees, the entire address of each will be placed on a
single line if possible. 85

“Attention” Addressees
To speed routing, correspondence may be addressed to the attention of an individual or the head of a
subdivision of an agency or office, either by reference to the name of the subdivision or by the use of an
office symbol. 86

The name will be used only when there exists a special reason for calling the letter to the attention of
the individual known to handle the type of correspondence concerned, and when it is known that he will
be at the place addressed. 87

Addressed to the attention of an individual:

83 Jose, IA (1989). Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide

(2001)
84
Id
85 Id
86 Id
87 Id

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17
FOR: The Regional Director, Regional Office 3
Camp Olivas, Barangay Dolores
City of San Fernando, Pampanga

Attn: PSupt. Edwin O. Salonga

Addresse to the attention of the head of a unit or command:

FOR: The City Director

Camp Tomas Pepito
Sto. Domingo, Angeles City
Attn: Chief, Investigation Division

Addressed to the attention of an individual:

FOR: The Regional Director, PRO-CAR

Camp Bado Dangwa
La Trinidad, Benguet
Attn: RMG

Margin Settings. 1-inch margin on the bottom and sides of the page. Letterhead starts on the fourth
line from the top of the page.

Style of Type. The standard letter is left justified. This means that in the text there is no indenting
except for the first line of every subparagraph and every line of long quotations. Size 10-12 point
of a block style font (Arial).

2. THE BODY - The message itself: it is the substance of the typed letter as distinct from the formal
beginning and ending. This part of the letter is single-spaced, except when it is less than nine (9)
lines and no reply is expected, in which case, it may be double-spaced. Double spacing will always
be used between paragraphs. 88

The first line of the body of the letter will begin on the fifth line below the inside address.

Paragraphing
When a letter is consist of only on paragraph, the paragraph will not be numbered, although its sub-
paragraph will be lettered, if there are two or more. When there are two or more paragraphs, they will
be numbered consecutively. The first line of a paragraph will be indented five spaces. The second and
succeeding lines will begin at the left margin. 89

Sub-paragraphs must at least be two. First subdivision will be designated by the letters i.e. a, b, c, and so
on. The first line will be indented so that the designating letter appears directly under the first letter of

88 Jose, IA (1989). Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide
(2001)
89 Id

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18
the first word in the main paragraph. Second and succeeding lines of these sub-paragraphs will begin at
the left margin. 90

Second subdivisions of paragraphs will be designated by numbers in parentheses i.e. (1), (2), (3) and so
on. If necessary, additional subdivisions will be designated by numbers underscored. The first line of
these subdivisions will be indented as shown in the example. Second and succeeding lines will begin
at the left margin.

Example: Paragraphs with subdivisions:

1. Xxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxx xxxxxxx xxxxxx. Xxxxxxxxxx
xxxxxxxxxxx xxxx xxx xxxx xxxxxxxxx xxxxxx.

2. Xxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxx xxxxxxx xxxxxx. Xxxxxxxxxx

xxxxxxxxxxx xxxx xxx xxxx xxxxxxxxx xxxxxx.

a. X xxxxx xxxxx xxxxxxxxx xxxxxxxx xxxxxx xxxxx xxxxx xxxxxxx.

(1) Xxx xxx xxxxxx xxxxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxx.

(2) Xxx xxx xxxxxx xxxxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxx.

(a) Xxx xxx xxxxxx xxxxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxx.

(b) Xxx xxx xxxxxx xxxxxxx xxxxx xxxxx xxxxx xxxxx xxxxx xxx.

3. Xxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxx xxxxxxx xxxxxx. Xxxxxxxxxx

xxxxxxxxxxx xxxx xxx xxxx xxxxxxxxx xxxxxx.

Abbreviations
A subject-to-letter allows abbreviations which are generally accepted in service. They are usually written
without spacing or periods, except geographical locations which can be written with or without periods.
If the full name is used, the abbreviated rank is permissible (Dir John M. Pangan); if family name only,
the rank is spelled out (Director Pangan). 91

However, good practice tells the writer to use abbreviations sparingly. But definitely, they are not used
in correspondence going outside the bureau. 92

Spacing
In writing communications in the Philippine National Police, the following rules on spacing are
followed:

90 Id
91 Jose, IA (1989). Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide
(2001)
92 Id

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19
 Between last line of letterhead and addressee portion 4 spaces
Between addressee portion and salutation 2 spaces
Between salutation and first sentence 2 spaces
Between paragraphs 2 spaces
Between last sentence and complimentary ending 2 spaces
Between complimentary ending and signatory portion 5 spaces

References
References to publications must be specific and fully identified. References will not be made to a
publication or document which is not available to the addresses of the correspondence. 93

Para 3, SO Nr 14 HPA, dtd 3 Sept 15

Para 5, MC Nr 22-004 HQPNP, dtd 25 Oct 2015

Page Numbering
The first page should not be numbered. Subsequent pages, including those on which endorsements are
prepared, will be numbered consecutively, beginning with the second page as 2. Page numbers will be
centered 1 inch from the bottom of the page. The number will stand by itself; it will not be set off by
dashes, parentheses, or other punctuations. 94

Dividing a Paragraph
Three or fewer will not be divided between pages. At least two lines of a divided paragraph will appear
on each page. In dividing a sentence between pages, at least two words will appear on each page. A
word will not be divided between two pages. 95

The complimentary ending will not appear alone on a page without a part of a body or text. When the
space below the text is not sufficient for the close, at least two lines of the last paragraph or subparagraph
which in its entirely consists of only one line may be paced on the last page together with the
complimentary ending. 96

On the second and each succeeding pages, the file reference and subject will be typed, beginning at the
left margin one and one-fourth from the top of edge of the page. The date will be paced so that it ends
at the right margin. The text will be continued on the second line below the identification line. 97

THE COMPLIMENTARY ENDING

This refers to the materials found below the last paragraph of the body. It consists of the
complimentary clause, authority line (if used), signature, list of inclosures, list of copies furnished other
agencies or offices.

93Id
94
Jose, IA (1989). Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide
(2001)
95
96
97

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20
Complimentary Clause
For letters addressed to the President- Very respectfully yours,
For all others- Very truly yours,

Authority Line
This will be shown when the correspondence is signed for the chief or head of an agency or office by an
individual authorized to do so. This reflects the fact that the communication is an expression of the will
of the chief himself.

(1) If signing for a chief superintendent, director, deputy director general, or a director general, and
addressed to a member or members under him -

BY COMMAND OF DIRECTOR PEREZ

(2) If signing for a non-star rank -

BY ORDER OF PSUPT. DELA CRUZ

(3) If not addressed to a member or members under -

FOR THE DIRECTOR

NOTE: A staff may sign under the authority line only when authorized to do so.

The signatory portion for communications intended for signature of the Chief, PNP; TDCA; TDCO; and
TCDS should be printed as follows:

ALAN LA MADRID PURISIMA

Police Director General
Chief, PNP

FELIPE LOZADA ROJAS, JR.

Police Deputy Director General
The Deputy Chief PNP for Administration

LEONARDO ARIAS ESPINA

Police Deputy Director General
The Deputy Chief PNP for Operations

MARCELO POVAOAN GARBO, JR.

Police Director
The Acting Chief of Directorial Staff

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21
 Signature
Contains the name of the officer (usually first name, middle initial and last name), signed in ink (black or
blue-black, never blue or any other color); the name being typed, stamped or printed in capital letters
identical with the written name, the officer’s rank or service and title or designation.

BY COMMAND OF DIRECTOR CRUZ:

SONNY D. DE GUZMAN
Chief Inspector, PNP
Chief, Admin Division

The use of double signature is avoided. Instead of this, a designated individual may sign his own name and
add the word “FOR” in front of the typewritten name and the signature. If an officer signs “FOR”, the
rank of the signing individual may be shown.

EDMOND K. MANALO
Superintendent, PNP
Asst. Regional Director

FOR:

CHARITO P. SOLIS
Chief Inspector, PNP
Chief Admin

Block style and open punctuations are used. Abbreviations of rank or service, and titles may be used also.
By block style, the first letter of the rank and title is placed directly under the first letter of the typewritten
signature, but not necessarily blocking under the last letter of the typewritten signature. 98

Copies Furnished (other offices)

A notation concerning copies furnished will be typed immediately under, and separated by at least one
line from the listing of enclosures, if any. When there are no enclosures, notation of copies furnished will
be typed beginning at the left margin on the same line as that of the typed signature. the copy of each
specific addressee will be indicated by a check mark. 99

Copies Furnished:
The Chief Surgeon
The Chief Nurse

or:
Copies Furnished:
RD-PRO-CAR
COP-BCPO
Intel Section

98 Hurboda, I (2000). Police, Jail, Fire and Public Safety Correspondence and Issuances. DMAM Publishing Inc. Makati City; Jose, IA (1989).
Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide (2001)
99 Id

Prepared by: Dr. Rhem Rick N. Corpuz

22
 Additional Copies
Ordinarily, a letter or indorsement will be made with two carbon copies. each stamped indorsement
which is similarly addressed will be made with one copy. Copies will not be signed, but signature is placed
on an original is typed, stamped, or reproduced on each copy. 100

If sent by an office of record, one copy will be forwarded with communication to the recipient who is to
take principal action on the communication and the other will be rendered for record. 101

If communication is sent by an office not of record or by an individual, one copy will be forwarded with
the communication to the first office of record receiving the communication. A third copy may be retained
by the writer and may be destroyed later when such copy is deemed no longer necessary. 102

The first office of record which receives a communication from an office not of record or from an individual
will withdraw one copy thereof for its record. No other immediate recipient of a communication will
withdraw a copy. 103

Records for Intermediate Recipients

An intermediate recipient of a communication will make a record of such communication only when an
office of record is inaccessible and when the retention of a brief current record of the communication is
necessary.

Such record shall show only the minimum requisite information. Except in unusual circumstances, no
copy of the letter itself will be made. Notation for record purpose of secret materials can be such that
content matter or the letter is safeguarded. 104

Special Mail Handling

Correspondence sometimes requires special mail handling, when this is necessary, words such as Air Mail,
Special Delivery, etc. are stamped, or typed in the center at the top and bottom of the first page. 105

Assembling
The outgoing letter and relevant papers will be arranged from top to bottom and fastened with paper
clips, as follows:
i. Outgoing letter on top;
ii. Copy of outgoing letter, if any;
iii. Inclosures and copies, if any, in numerical sequence; and
iv. Information copies of outgoing letter, if any, with inclosures, when applicable.

The file copy and relevant papers will be arranged from top to bottom, as follows:
(1) File copy of outgoing letter on top. If consisting of more than one page, last page on top;

100Id
101 Id
102
Id
103 Hurboda, I (2000). Police, Jail, Fire and Public Safety Correspondence and Issuances. DMAM Publishing Inc. Makati City; Jose, IA (1989).

Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide (2001)
104 Id
105 Id

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23
 (2) Correspondence, or sypnosis to which reply was made, if any; and
(3) Copies of enclosures, if any, in numerical sequence.

Font Style, Size and Tabbing

The suggested font for PNP communications shall be Arial Font, Size 12 and Arabic Numbers (1, 2, 3). The
suggested format for tabbing documents is as follows:
a. Size of Tab: 1/2" by 1/2"
b. Font of lettering: Arial Black
c. Size of lettering : 28
d. Height : 3/8"
e. Width : 1/4"
f. Color of lettering: Black
Command Memorandum Circular vs. Memorandum Circular
A Command Memorandum Circular shall be issued when an activity is to be initiated and completed within
a specific period. It sets guidelines for tasked offices/units and usually issued as an administrative
instruction covering a particular activity. It is temporary in nature and covers a specific duration' based on
the activity; event; project to be undertaken. It is numbered consecutively by calendar year. The issuing
authority is the Command Group, Directorial Staff and/or National Support Unit, while the Chief, PNP has
the authority to approve the same.106
Memorandum circular shall be issued for purposes of providing policies/guidelines and specific details of
certain rules and regulations which are to be observed by PNP personnel. it has a continuing effect unless
rescinded or amended. It is numbered consecutively by calendar year. The issuing authority is the
Command Group, Directorial Staff, Police Regional Offices and/or National Support Units, while the Chief,
PNP has the authority to approve the same. 107

MEMORANDUM
Memoranda are often used in inter-office communications while letters are used for other purposes. It is
used for the information of a majority of the members of a unit or agency. Often it is used for issuance of
administrative instructions from executives or for advisory and information in nature from subordinates.
108

In short, it is a note, a reminder, or a statement that one wishes to remember or preserve for future use.
It evolved from a Latin term memorandus which means to be remembered or memorare to remind. Its
various tense forms may be done by shortening memorandum to memo so that conjugation can be done
like memoing, memos and memoed. Memorandum is definitely singular while its plural form may be
memoranda or memorandums. 109

Memoranda are used to communicate throughout law enforcement agencies and with other government
agencies as well as to conduct official business outside the Government with vendors or contractors when
a personal letter is inappropriate. Official memorandums may be addressed to specific officials, single

106
Hurboda, I (2000). Police, Jail, Fire and Public Safety Correspondence and Issuances. DMAM Publishing Inc. Makati City; Jose, IA (1989).
Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide (2001)
107 Id
108 Id
109 Id

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24
offices, multiple offices, multiple offices IN TURN or to DISTRIBUTION lists. Follow the guidance of this
chapter when preparing any official memorandum, beginning with these basic format requirements: 110
1. Use printed letterhead, computer-generated letterhead, or plain bond paper.
2. Type or print using black ink.
3. Use 1-inch margins on the left, right and bottom for most memorandums. For shorter
communications, you may adjust the margins.
a. 20 lines or more - 1 inch margins
b. 10-19 lines - 1 to 1 1/2 inch margins
c. 1-9 lines - 1 1/2 to 2 inch margins

4. Use 12 point Arial or Times New Roman font for text. Smaller sizes, no smaller than 10 point,
may be used when required to control page breaks. For example, shrink the font of all text in the
memorandum to prevent a page break between the body and closing elements (signature block).
The signature block is never on a page by itself.111
For most documents, the guidance for the specific elements on the following pages needs no
adjustments; however, for short communications, you may adjust the top margin in order to
balance the content toward the vertical center of the document by moving all elements from the date
to the last line of the closing to achieve visual balance and avoid a top-heavy appearance. 112

The Heading Section

The heading section is composed of these elements: date, MEMORANDUM FOR, ATTENTION,
FROM, SUBJECT and References. Each element is described in detail, below.113

Date
Placement and Format: Place the date 1 inch from the right edge, 1.75 inches from the top of the
page. Use the “Day Month Year” or “DD Mmm YY” format for documents addressed to a military
organization. In the “DD Mmm YY” format, the month and year are both abbreviated for consistency.
For civilian addressees, use the “Month Day, Year” format. Finally, unless the date of signature has
legal significance, date the original and all copies of the correspondence at the time of dispatch. 114

Examples:
Official/ Military Addressees–Day Month Year 15 October 2014
Official/ Military Addressees–DD Month YY 15 Oct 14
Civilian Addressees–Month Day, Year October 15, 2014
“MEMORANDUM FOR”
Placement: Place “MEMORANDUM FOR” on the second line below the date. Leave two spaces
between “MEMORANDUM FOR” and the recipient’s organization abbreviation and office symbol
(ORG/SYMBOL). If there are multiple recipients, two or three office symbols may be placed on each
line with the second and following lines aligned under the first recipient. If there are numerous
recipients, use the “DISTRIBUTION” element. 115

110 Id
111 Hurboda, I (2000). Police, Jail, Fire and Public Safety Correspondence and Issuances. DMAM Publishing Inc. Makati City; Jose, IA (1989).
Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide (2001)
112
Id
113 Id
114 Id
115 Hurboda, I (2000). Police, Jail, Fire and Public Safety Correspondence and Issuances. DMAM Publishing Inc. Makati City; Jose, IA (1989).

Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide (2001)
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25
 • When addressing one office, enter the organization/office symbol in uppercase letters. To
indicate the memorandum is for a specific person, enter the organization/office symbol
followed by the person’s rank and name in parentheses—all in uppercase. Another option
is to use the “ATTENTION” element. 116

• When addressing several offices, align subsequent addressees under the first address. If the
office symbols are fairly short and you have several for the memorandum, you may include
two or three on a single line by aligning each additional line of recipients under the
recipients in the first line in like fashion. Be consistent with your format: write out all
organization names or use all organization/office symbols. 117

• When addressing several offices IN TURN, use the “IN TURN” format to distribute the official
memorandum to several individuals or offices in sequence. The only difference is the format
of the “MEMORANDUM FOR” element, as shown below.
o “IN TURN” Originators: Prepare an “IN TURN” memorandum when the final
addressee or OPR must see the coordination or action of all addressees. Use the
official memorandum format. Type “IN TURN” in uppercase, one line below the last
address of the “MEMORANDUM FOR” element aligned with the addresses.
o “IN TURN” Recipients: When you receive an “IN TURN” memorandum, strike
through your organization abbreviation and office symbol, then type, sign or initial,
and date. Type “Concur,” “Nonconcur,” “Comments attached” or “Comments sent
by separate correspondence to” next to the date. Prepare a separate memorandum
for a lengthy comment. Attach comments to the “IN TURN” memorandum if the
remaining addressees need them; otherwise, forward comments directly to the final
addressee. Forward the “IN TURN” memorandum to the next address and “cc” the
OPR for tracking purposes. 118

• Using a distribution element or list. When the address list is too long to include in the
“MEMORANDUM FOR” element, use the distribution element or list. Simply leave two spaces
after “MEMORANDUM FOR” and add “DISTRIBUTION” in uppercase letters. Include the
addressees in the “DISTRIBUTION” element or on a separate page attached to the
memorandum. 119

“ATTENTION:”
Placement: The attention element is aligned under the address or office symbol in the
“MEMORANDUM FOR” line. The attention element is used when a memorandum is intended for both
an office and the attention of a specific person in that office. The format of the attention element is to
place “ATTENTION:” or “ATTN:” or “THROUGH:” with the abbreviated rank and last name in
uppercase on the line immediately below the “MEMORANDUM FOR” line.120

“FROM:”

116 Id
117
Id
118 Id
119 Bly, R. (2003). Webster's New World Letter Writing Handbook 1st Edition. USA. Webster's New World; 1 edition
120 Hurboda, I (2000). Police, Jail, Fire and Public Safety Correspondence and Issuances. DMAM Publishing Inc. Makati City; Jose, IA (1989).

Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide (2001)
Prepared by: Dr. Rhem Rick N. Corpuz
26
 Placement: Place “FROM:” in uppercase, flush with the left margin, on the second line below the
last line of the MEMORANDUM FOR element (or the ATTENTION element, if used). After the
“FROM:” element, leave two spaces followed by the organization abbreviation and office symbol
(ORG/SYMBOL) of the originator. 121

Contents: If the complete mailing address is printed on the letterhead or if all recipients are located
on the same installation as the originator, then only a single line FROM element consisting of the
organization abbreviation and office symbol is used. 122

If the complete mailing address is not printed on the letterhead or if the recipients are on another
installation, then the FROM element contains the full mailing address of the originator. This enables
recipients to easily prepare and address return correspondence.

• The first line of the FROM element includes the organization abbreviation and office symbol
separated by a virgule and typed in uppercase.
• The second line of the FROM element is the delivery address of the originator in upper and
lower case.
• The third line of the FROM element includes the city, province and ZIP+4 code (without a
comma between the city and province). 123

“SUBJECT:”
Placement: In all uppercase letters place “SUBJECT:”, flush with the left margin, on the second
line below the last line of the FROM element. After “SUBJECT:”, type two spaces followed by the
title; capitalize the first letter of each word except articles, prepositions and conjunctions. Be brief
and clear to focus readers; if you need a second line, align it under the first word of the subject. 124
• When writing about an individual/employee who is not the addressee, include rank/grade and
full name in the subject line. If you refer to the person again in the text of the
memorandum, use only the rank/grade and surname.
• Do not include names in the subject line when writing about two or more individuals.
• When writing about several people, state their full names with rank/grade in the text of
the memorandum the first time the names appear.
• SUSPENSE items: Include the suspense date in the subject line by typing “SUSPENSE:” or
“SUSP:” with the date in parentheses after the title. If additional information for the suspense
is necessary, include it in a separate paragraph—not in the SUBJECT line.125

“References”
Placement: There are two options for placement of the references element—within the subject line
or below the subject line. Cite a single reference to a communication or a directive in parentheses
immediately after the subject title. For two or more references, type “References:” on the second

121 Id
122
Id
123 Id
124 Hurboda, I (2000). Police, Jail, Fire and Public Safety Correspondence and Issuances. DMAM Publishing Inc. Makati City; Jose, IA (1989).

Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide (2001)
125 Bly, R. (2003). Webster's New World Letter Writing Handbook 1st Edition. USA. Webster's New World; 1 edition

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27
 line below the last line of the SUBJECT element. Capitalize the first letter of every word except
articles, prepositions and conjunctions.126

The Text of the Official Memorandum

Begin the text of the memorandum on the second line below the subject or references (if used).
1. Spacing paragraphs and subparagraphs. Single-space the text, but double-space between
paragraphs and subparagraphs (one blank line between all paragraphs and
subparagraphs). You may double-space the text of a one-paragraph memorandum less than
eight lines.

2. Numbering paragraphs. Number and letter each paragraph and subparagraph. A single
paragraph is not numbered.

3. Formatting short subparagraphs. Use a run-in method of listing subparagraphs when the
subparagraphs consist of short sentences or phrases. The run-in method has several
advantages: (a) it’s compact, (b) it highlights ideas, and (c) it saves space.

4. First Line of Text. The first paragraph is never indented; it is numbered and flush left, two
line spaces below the last line of the SUBJECT element (or the References element, if used).
Indent the first line of sub-paragraphs to align the number or letter with the first character of its
parent level paragraph. Each sub-level is likewise indented to align its paragraph number or
letter with the first character of its parent level paragraph.

5. Subsequent lines of text. All second and subsequent lines of text for all paragraphs at all
levels begin flush with the left margin; do not indent.

6. Punctuation. Use conventional rules of English grammar for punctuation in the body.

7. Word Division. When dividing a word, separate between syllables.

8. Quotations. When quoting numbered paragraphs from another document, cite the source
and paragraph numbers in your text.

9. Contact information. Place contact names, e-mail addresses, fax numbers, and
telephone numbers in the last paragraph of the memorandum text.

10. Continuation Pages. Use plain bond paper. Begin typing the text of the continuation page
four lines below the page number. Type at least two lines of the text on each page. Avoid
dividing a paragraph of less than four lines between two pages.

11. Page numbering. The first page of a memorandum is never numbered. You may omit page
numbers on a one- or two-page memorandum; however, memorandums longer than two
pages must have page numbers. Number the succeeding pages starting with page 2. Place
page numbers 0.5-inch from the top of the page, flush with the right margin. Number the

126 Id
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 continuation pages of each attachment as a separate sequence.127

The Closing Section

The closing section of the document includes these elements: authority line, signature block,
signature, attachments, courtesy copy and distribution. 128

Authority Line
Placement and Use: The authority line informs readers that the person who signed the
document acted for the commander, the command section, or the headquarters. If an authority
line is used, add “FOR THE COMMANDER” (or appropriate title) in uppercase on the second line below
the last line of the text and 4.5 inches from the left edge of the page or three spaces to the right of
the page center. 129

Signature Block
Placement: Start the signature block on the fifth line below the last line of text and 4.5 inches from
the left edge of the page or three spaces to the right of page center. If the authority line is used,
type the signature element five lines below the authority line. If dual signatures are required, type
the junior ranking official’s signature block at the left margin; type the senior ranking official’s
signature block 4.5 inches from the left edge of the page or three spaces to the right of page center.
Do not place the signature element on a continuation page by itself. Consider correspondence
received via e-mail, copied, or stamped //SIGNED// as authoritative as long as the signed copy is kept
on file at the originating office. 130

Signature
Placement: Sign correspondence with permanent black ink. Use black typewriter ribbons, black
printer toner, or black ink for rubber stamps or signature facsimile equipment.

Attachment or Attachments
Placement: Place “Attachment:” (for a single attachment) or “# Attachments:” (for two or more
attachments) at the left margin, on the third line below the signature element. When there are
two or more attachments, list each by number and in the order mentioned in the memorandum.
Beneath “Attachment” briefly describe each attachment, but do not use general terms or
abbreviations such as “as stated,” “as described above,” or “a/s.” Cite the office of origin, type of
communication, date, and number of copies (in parentheses) if more than one. Include the subject
of the attachment if the receiver will not get copies of attachments or if the subject is not already
referenced in text. For classified attachments, show the assigned classification symbol in parentheses.
Send a copy of the memorandum when you send the attachment (first example, below). If sending
an attachment separately, type “(sep cover)” after the attachment label (see example, below). Do not
divide attachment listings between two pages. If the listing is too long, type “Attachments: (listed on
next page),” and list the attachments on a separate page.

Courtesy Copy Element (“cc:”)

Placement: When sending courtesy copies to activities other than to addressee, place “cc:” flush with
the left margin, on the second line below the attachment element. If the attachment element is

127
Bly, R. (2003). Webster's New World Letter Writing Handbook 1st Edition. USA. Webster's New World; 1 edition
128 Id
129 Id
130 Bly, R. (2003). Webster's New World Letter Writing Handbook 1st Edition. USA. Webster's New World; 1 edition

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29
 not used, place “cc:” on the third line below the signature element. List the organization
abbreviation and office symbol of the offices to receive copies. When the copy is intended for a
specific person in the office, include the person’s Rank and Name in parentheses after the office
symbol. If a courtesy copy is sent without including the attachments, type “wo/Atch” after the
office. For paper copies, circle, underline, or highlight the office to indicate the recipient. 131

Distribution Element
Placement: If “MEMORANDUM FOR DISTRIBUTION” is used, place “DISTRIBUTION:” flush with the left
margin, on the second line below the attachment element or the courtesy copy element, if used. If
neither the attachment element nor the courtesy copy elements are used, place “DISTRIBUTION”
on the third line below the signature element. Do not divide distribution lists between two pages.
If the list is too long, type “DISTRIBUTION (listed on next page),” and list the organizations on a
separate page. 132
Attachments
Many times you will need to attach supporting documents to your correspondence and the order of
these documents has meaning for your correspondence. Placing supporting documents in the right
order conveys levels of significance and relationships between documents to convey the context or
background related to the issue in the correspondence. Understanding the context and background can be
key information for decision makers to understand the issue and make good decisions. 133

Arranging and Marking Attachments

Attachment, appendix, annex, and exhibit all mean additional or supplementary material and indicate
relative position within a correspondence package. The first addition to the document is an
attachment; an addition to an attachment is an appendix; an addition to an appendix is an annex; and
additions to an annex are exhibits. Indicate on the attachment, appendix, annex, or exhibit if there are
appendices, annexes, or exhibits to it. 134

INVESTIGATIVE REPORTS AND FORMAT

IMPORTANT TERMS
The following terms are important in the course of the study of investigative report writing taken from
the PNP Field Training Manual for Investigation: 135

1. Investigative Reporting – is an objective statement of the investigator‟s findings. It is an official

record of information relevant to the investigation which the investigator submits to his/her
superior.

2. Communication – the use of language, spoken or written, to exchange ideas or transfer

information.

3. Report – is a detailed account of an event, situation, etc., usually based on observation or inquiry.

131 Id
132
Id
133 Hess. K. & Orthmann, C. (2008). For the Record: Report Writing in Law Enforcement. USA. Innovative Systems Publishers
134 Id
135 PNP (2016). PNP Field Training Manual for Investigation. DIDM/ DHRDD. Manila Phils.

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30
 4. Reporting – is knowingly passing along information to someone else.

5. Report Writing – is a communication that lends itself to a useful tool for people in a free society
to express their thoughts and ideas and to obtain what they need or want.

6. Fact – is anything which either through careful observation or investigation, has been proven to
exist as to have happened.

7. Note Taking – is defined as a brief notation concerning specific events that are recorded while
fresh in your mind and used to prepare a report.

8. Chronological Order – is the arrangement of events and/or actions in order by the time of their
occurrence.

9. Investigation – is the collection of facts to accomplish a threefold aim: to identify the suspect; to
locate the suspect; and to provide evidence of his guilt.

10. Investigator/Officer – shall refer to any law enforcement personnel belonging to the duly
mandated Law Enforcement Agencies (LEA) tasked to enforce RA 9208 such as officers,
investigators and agents of the PNP and NBI. 136

IMPORTANCE OF INVESTIGATIVE WRITING

The Importance of investigative writing are as follows:
1. They serve as records for police administrators in planning, directing, and organizing the unit’s
duties;
2. Reports can be used as legal documents in the prosecution of criminals;
3. Reports can be used by other agencies;
4. Reports can be useful to local media that needs access to public documents;
5. The author of a report should also consider that the (written) work is reflective of the writer’s
personality; and
6. Reports can be a basis for research.137

Basic Types of Investigation Report The following are the basic types of Investigation Report:
1. Spot Report is an immediate initial investigative or incident report addressed to Higher
Headquarters pertaining to the commission of the crime, occurrence of natural or man-made
disaster or unusual incidents involving loss of lives and damage to properties. 138
2. A Progress Report is an accounting of the actions or series of actions undertaken in relation to an
ongoing investigation of a case. 139
3. After Operation Report is a report that may be rendered after any successful police operation that
leads to the arrest of any member or some members of syndicated crime group. 140

136
PNP (2013). Field Training Program Manual (Module III). Quezon City Phils.
137 Id
138
Jose, IA (1989). Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide
(2001
139 Id
140 Id

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 4. Final Report is a thorough, in-depth and lengthy account regarding an investigation into an
incident or case as mandated by higher authorities to establish a determination of the truth
and/or how far it could be determined based on the facts and circumstances with the appropriate
recommendation for the proper course/s of action/s to be made.
FIELD NOTES
Field notes are brief notations concerning specific events which the officer encounters in the
performance of his duties. The collection of an individual officer's notes can serve as a general index to
the officer's memory 141.

PURPOSE OF FIELD NOTES

a. Report writing
Field notes provide the basis for reports. The officer's field notes provide a skeletal frame of the
significant factors related to an event which can later be developed into a complete report. 142

The field notes can document the parties contacted with regards to a specific event and record
the parties' involvement with the incident. Thus, the field notes can prevent duplication of
further fact finding efforts by identifying individuals who have already been contacted as well as
pointing out individuals who may make significant contributions to the investigation. 143

An officer's field notes provide greater accuracy in documenting time, events, and statements
than the officer's memory.

b. References
Field notes serve as a handy reference for further investigation. Information contained in field
notes can be used as an initial starting point for further investigative efforts. 144

Field notes can be compared to other subsequent investigative notes for inconsistent patterns
of statements and/or behavior of principal parties involved.

Sketches included in the field notes can be used at a later time to reconstruct the crime scene,
thereby presenting the investigator with a graphic illustration that compliments his written
description of the scene.

c. Evidence
Notes are a permanent record and may be used as evidence. Notes may be used to refresh your
memory when testifying. Accurate and complete field notes can be a valuable aid in ensuring
the admissibility of evidence related to a crime scene.

USES OF OFFICERS’ FIELD NOTES

There are many uses of the field notes prepared by the officer at the scene. It maybe viewed as a simple
and elementary task, but in reality it takes training to make the right field notes and record the incident,
statements and factual observations to make them as accurate and credible as much as possible. A field

141 Hess, K. & Orthmann, C. (2008). For The Record: Report Writing In Law Enforcement. USA. Innovative Systems Publishers
142 Id
143 Id
144 Id

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note is an indispensable material in the investigation of crimes, preparation of reports and it serves the
following purposes:
a. Basis for final report
b. Record specific events
c. Identify individuals
d. Identify locations and times
e. Chronology of investigation
f. Reveal inconsistencies
g. Reveal leads
h. Refresh memories
i. Used as evidence
j. Ensure admissibility of evidence.

THE FIELD NOTEBOOK

A law enforcement officer should consider the notebook to be an essential part of his equipment.
While some officers have a better memory than others, prompt recording of all information relative to
an incident or crime assists the officer in recalling pertinent details at a future date.145

Types of notebooks: The notebook should be one that can easil be carried in the officer's hip pocket.
A notebook with dimensions of approximately 42" by 6" is recommended.
a. Looseleaf notebook - This type of notebook has the advantage of page removal
for easy case-by case filing. Its main disadvantage is that persons can imply notebook
alterations took place prior to courtroom testimony.
b. Bound notebook - In a bound notebook the pages cannot be altered easily;
however, under the scrutiny of cross-examination or discovery, notes pertinent to
other investigations contained in the notebook may be compromised. 146

Proper methods of note taking

Entries in the notebook - Field notes should contain information pertinent only to the event under
examination. All notes of a personal nature, extraneous information, or personal opinions should be
omitted. Field notes should be accurate, complete, and legible. They should be understandable to
another investigator should he take over the investigation. All available data as to the who, what,
where, when, why and how should be noted.
1. Who? Include information about the victim, suspect, perpetrator, witnesses, and the owner
and/or proprietor. Indicate full names with accurate spelling.
2. What? Include the types of premises attacked, property taken, lost, or found, vehicles used,
evidence found, etc.
3. Where? Include the location of the crime scene, victims, witnesses, suspects, property involved
and evidence.
4. When? This question pertains to the date and time the offense was committed, the time
property was found, and the time the suspect was apprehended.
5. How? This question pertains to the general manner in which the crime was committed. The
suspect's operational characteristics are described in relation to the commission of the crime.

145 Hess, K. & Orthmann, C. (2008). For The Record: Report Writing In Law Enforcement. USA. Innovative Systems Publishers
146 Id
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 6. With What? Include the type of tool(s) or weapon(s) used in the crime and how did the criminal
travel to and from the scene.
7. Why? Include specific and accurate information describing possible motives involved in the
commission of the crime.
8. With Whom? This question pertains to the criminal associates and activities
9. How Much? This question pertains to the amount of money taken and damage caused by the
perpetrator. 147

Use a consistent format in entering information in your field notebook.

a. A record of the time and date of arrival should be made.
b. Weather conditions should be noted upon arrival.
c. The officer should note and record his/her observations and the condition of the scene
upon his arrival.

In the event of errors in notes, the errors should not be erased. A line should be drawn through the
error(s) and initialed by the officer. Abbreviations, if used, should be those commonly used in
correspondence. The use of shorthand notes should be avoided because of the variety of shorthand
systems in use, the errors which may occur in transcribing, and the fact that many people have no
knowledge of shorthand techniques.148

POLICE BLOTTER
A Police Blotter is a record of daily events occurring within the territory/jurisdiction of a given police unit
or command. It contains material details concerning the event for legal and statistical purposes. This police
blotter is an informational record book that is utilized for evidentiary or referral purposes. 149

Contents and Details of a Police Blotter

The Police blotter shall be a record book bound with hard covers and shall be 12 inches (12”) by 16 inches
(16”) in size. The front cover of a police blotter shall contain the name or designation of the police force
and particular police district/station, together with the designation of the specific police unit or sub-
station, the volume or book number, the series number and the period covered. 150

Report Content
The entry in the Police Blotter should answer the following cardinal elements of a police report: Who,
What, When, Where, Why, How and the disposition of the case. In answering the 5 W‟s and 1H and the
case disposition, all such material details about the event, including the names of the suspects, the victim,
the witnesses, if any, the nature of the action or offense, the possible motive, the place, the date and time
of occurrence and significant circumstances that aggravate or mitigate the event or the crime should be
entered along with the identity of the officer to whom the case is assigned (officer-in-case) and the status
of the case. 151

Incident Entered in the Police Blotter

The following incidents or transactions, among others, are entered in the police blotter:

147 Biggs,M (2011). Just The Facts: Investigative Report Writing (4th edition) 4th edition. USA. Pearson
148
Id
149 Id
150 PNP (2016). PNP Field Training Manual for Investigation. DIDM/ DHRDD. Manila Phils
151 Id

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 1. Violations of laws and ordinances reported and/or discovered;
2. All calls in which any member of the PNP is dispatched and/or takes official action;
3. All fire alarms, reports and information received by the stations;
4. Movement of prisoners with corresponding notations on the authority for such movements;
5. Cases of missing and/or found persons, animals and property;
6. Vehicular and other types of accidents which require police action;
7. All personal injuries, bodies found, and suicides;
8. Damage to property;
9. All cases in which a police member is involved;
10. All arrest and returns made; and
11. Miscellaneous cases, general and special orders, violations of rules and regulation, and any other
reportable incident that the sub-station/station commander or higher authority desires to be
recorded. 152

INVESTIGATION REPORT FORMAT

In criminal investigation units, the arrangement of the materials presented in an investigation report
(acronym as IR) follows a certain pattern. The idea is for the report to be easily read. 153

The form is similar to SUBJECT-TO LETTER, except that the text is guided with the following headings:
1. AUTHORITY
2. MATTERS INVESTIGATED
3. FACTS OF THE CASE
4. DISCUSSION
5. CONCLUSIONS
6. RECOMMENDATIONS

If a heading is not important because it is absorbed in another heading, such can be excluded. Headings
are capitalized and followed by a colon. All the paragraphs composing the text of the report are numbered
consecutively. The investigator or the investigating officer signs the report. 154

On top of the letterhead and on the lower fold of the paper, the word CONFIDENTIAL is typed or stamped.

CONFIDENTIAL
(Letterhead)

CODE Dateline
SUBJECT:
(Nature of the Case)

FOR:(Chief or Commander who assigned the case)

152 Id

153
Jose, IA (1989). Police Report Writing. Lecture Notes for the Philippine College of Criminology. Unpublished; PNP Form and Style Guide
(2001)

154 Id
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AUTHORITY:
1. This section should contain a brief statement of when, where of when, where and by whom
the investigation was made, citing the authority for making it. If the investigation was made on the basis
of oral orders, this fact should be stated, naming the individual issuing the order and the date thereof.
If it were made pursuant to the document, stating the date and the original authority, whether local or
chief of higher headquarters, is necessary. 155

MATTERS INVESTIGATED:
2. This section of the report represents the mission of the investigator/investigating officer. In
other words, "What is the investigation about?" Most of these reports are written complaints, alleging
that some persons have committed some crimes or unjust treatments. If the allegations are too long to
cite, a synopsis is in order. Appropriate reference may be made to the copy of the papers in the appendix
upon which the investigation was based. 156

ACTS OF THE CASE:

3. This section presents the real truth respecting the matters investigated. Clear and complete
descriptions should be applied here. Presentation of facts should be coherent, unbiased, and fully
supported by evidence. The facts regarding the several matters at issue should be presented in the same
manner as that which the allegations are presented in the preceding section. If there are several
allegations to be handled, the presentation should be such that the reader will know all times which
allegation is being considered. The facts of each allegation should be put together to tell the story,
especially if the investigating officer is reporting orally. Brevity is not permissible, if it involves the omission
of a single fact necessary to the only evidence procurable concerning an element of the case. If there is
the conflicting statement of two witnesses who seem to be entitled to equal credence, the investigating
officer may quote from both testimonies. But this procedure should be exceptional and not be used in
lieu of making a determination of the facts based on a study, analysis and weighting the evidence. 157

DISCUSSION:
4. This section should indicate the presumption and inference from all the circumstances in the
case to give the directing authority the clearest possible picture. It should contain such related factual
matter of argument as may be necessary, in addition to the facts presented, to establish the conclusions
and recommendations based thereon. In simple cases requiring circumstances, this section may be
avoided and indicated or worded. "This case possesses no aspects or conditions requiring special
discussion; and there are no mitigating or extenuating circumstances." Frequently, however, the evidence
is so evenly divided, pro and con or the attending circumstances are so unusual that some explanatory
justifying conclusions reached are necessary. In the event act of irregularity or misconduct are
established in the case of a person whose past record has otherwise been of such excellence, justice
requires that it should be included in the discussion when the only obtainable evidence is that
contained in the testimony of the informant and of the person accused, the facts cannot positively
155 Hurboda, I (2000). Police, Jail, Fire and Public Safety Correspondence and Issuances. DMAM Publishing Inc. Makati City

156
Id

157 Id
Prepared by: Dr. Rhem Rick N. Corpuz
36
be established. However, the records and character of the accuser may be used to assist in determining
the appropriate action. In such cases the investigating officer’s observations and opinions may
appropriately be presented in this section of the report. Whenever the available evidence is scanty and
conflicting but the investigating officer has strong and well-supported convictions on the matter, the basis
for the conclusions he reaches should be presented in the discussion. 158

CONCLUSION:
5. This section represents a concise summary of the results of investigation directly consequent
from and supported by the facts. These should logically follow the facts of the case as found and set forth
in the report, and should have no item not supported by the facts contained in the preceding parts of the
report. They are usually stated in the order naturally suggested by the statement of the allegations or
facts 159.

6. Conclusions should not be a repetition of the facts, merely worded differently. Since the facts
upon which they are based will have preceded this section, no further statement of facts or repetition is
necessary desirable in the conclusions. They should represent the investigating officer's honest, well-
studied opinion as to the real truth of each of the matters at issue. As such, conclusions should contain
no apology, or qualification, such as "It appears," It is believed," or "It seems probable." 160

RECOMMENDATIONS:
7. This section should contain the practical suggestions as to appropriate action to be taken to
make suitable disposition of all phases of the case. This should follow as far as practicable, the same
sequence as was used in the presentation of the conclusions. Recommendations should be consistent
with and appropriate to the conclusions. They constitute the investigating officer's judgment, as he has
established, as to the action the directing authority should take. They should stipulate the proper action
in the case of a wrong committed or the remedy for an unsatisfactory situation or condition found to exist.
If the facts and conclusions disclose that no wrong was committed nor was there a condition requiring
correction, the recommendation may be that the case be closed 161.

INVESTIGATING OFFICER

Basic Investigation Reports

a. After Operation Report
b. Final Report
c. Progress Report
d. Spot Report

158
Hurboda, I (2000). Police, Jail, Fire and Public Safety Correspondence and Issuances. DMAM Publishing Inc. Makati City
159 Id
160 Id
161 Id

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37
 SAMPLE FORMAT OF AFTER OPERATION REPORT
Republic of the Philippines
Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
_______________________________________

___________________________

MEMORANDUM

FOR :

FROM :

SUBJECT : After Operation Report

DATE :

I Authority

II Mission

III Period Covered

IV Area of Operations

V Participating Elements

VI Chronological Events

a. Background

b. Intelligence Build-up

c. Narrative account of operational activities

VII Comments.

VIII Assessment.

______________________________

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38
 SAMPLE FORMAT OF FINAL REPORT

Republic of the Philippines

Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
_______________________________________

___________________________

MEMORANDUM

FOR :

FROM :

SUBJECT : Final Report

DATE :

1. Reference: (previous related Memos)

2. (Indicated briefly the date/time, and place of occurrence)

3. Background/Brief facts of the case

4. Sequence of Events

5. Summary of Action

6. Recommendation/ Conclusion

7. Disposition/findings

8. For your information

_______________________________

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39
 SAMPLE FORMAT OF PROGRESS REPORT
Republic of the Philippines
Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
_______________________________________

___________________________

MEMORANDUM

FOR :

FROM :

SUBJECT : Progress Report

DATE :

1. Reference: (previous related Memos)

2. (Indicate briefly the date/time and place of occurrence) example

3. (Brief facts of the case)

4. (Other Facts)

5. Requested/recommended actions from Hqs.

6. Disposition/ Action Taken

7. Final Report will follow

_________________________

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40
 SAMPLE FORMAT OF SPOT REPORT

Republic of the Philippines

Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
_______________________________________

___________________________

MEMORANDUM

FOR :

FROM :

SUBJECT : Spot Report

DATE :

1. (Indicate briefly the date/time, and place of occurrence)

2. (Brief facts of the case)

3. (Other Facts)

4. Requested/recommended actions from Hqs.

5. Progress report will follow

________________________

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41
 TECHNICAL ENGLISH 2
LEGAL FORMS
Dr. Rhem Rick N. Corpuz, RCrim, CLDP, CST, CSP
2 Place, 2008 Criminology Licensure Examination
nd

Program Chair, Graduate School, Angeles University Foundation

Nature of the Philippine Legal System
The Philippine legal system may be considered as a unique legal system because
it is a blend of civil law (Roman), common law (Anglo-American), Muslim (Islamic)
law and indigenous law. Like other legal systems, there are two main sources of
law.

Sources of Law
There are two primary sources of the law:

• Statutes or statutory law - Statutes are defined as the written enactment

of the will of the legislative branch of the government rendered authentic
by certain prescribed forms or solemnities are more also known as
enactment of congress. Generally they consist of two types, the
Constitution and legislative enactments. In the Philippines, statutory law
includes constitutions, treaties, statutes proper or legislative enactments,
municipal charters, municipal legislation, court rules, administrative rules
and orders, legislative rules and presidential issuance.
• Jurisprudence - or case law - is cases decided or written opinion by courts
and by persons performing judicial functions. Also included are all rulings
in administrative and legislative tribunals such as decisions made by the
Presidential or Senate or House Electoral Tribunals. Only decisions of the
House of Representatives Electoral Tribunal are available in print as House
of Representatives Electoral Tribunal Reports, volume 1 (January 28,
1988-October 3, 1990) to present. They will be available electronically at
the Supreme Court E-Library and as a separate CD.
• For Muslim law, the primary sources of Shariah are Quran,
Sunnaqh, Ijma and Qiyas. Jainal D. Razul in his book Commentaries and
Jurisprudence on the Muslin Law of the Philippines (1984) further stated
there are new sources of muslim law, which some jurists rejected such as
Istihsan or juristic preference; Al- Masalih, Al Mursalah or public interest;
Istidlal (custom) and Istishab. (deduction based on continuity or
permanence).
Classification by Authority
“Authority is that which may be cited in support of an action, theory or hypothesis.”
Legal of materials primary authority are those that contain actual law or those that
contain law created by government. Each of the three branches of government:
Legislative, Executive and Judiciary, promulgates laws.

The legislature promulgates statutes, namely: Act, Commonwealth Act, Republic

Act, Batas Pambansa. Executive promulgates presidential issuances (Presidential
Decrees, Executive Orders, Memorandum Circular, Administrative Orders,
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42
 Proclamations, etc.), rules and regulations through its various departments,
bureaus and agencies. The Judiciary promulgates judicial doctrines embodied in
decisions. We however need to clarify that the Presidential Decrees or law issued
by President Ferdinand E. Marcos during Martial Law and Executive Orders issued
by Aquino President Corazon C. Aquino before the opening Congress in July 1987
can be classified as legislative acts, there being no legislature during these two
periods.

Primary Authority or sources may be further subdivided into the following:

• Mandatory primary authority is law created by the jurisdiction in
which the law operates like the Philippines;
• Persuasive mandatory authority is law created by other jurisdictions but
which have persuasive value to our courts e.g. Spanish and American laws
and jurisprudence. These sources as used specially when there
are no Philippine authorities available or when the Philippine statute or
jurisprudence under interpretation is based on either the Spanish or
American law;

It is in this regard that the collections of law libraries in the Philippines include
United States court reports, West’s national reporter system, court reports of
England and international tribunal, important reference materials such as the
American Jurisprudence, Corpus Juris Secundum, Words and Phrases and different
law dictionaries. Some of these law libraries subscribe to the Westlaw and/or
LexisNexis. The Supreme Court , University of the Philippines, University of Santo
Tomas and a number of prominent law libraries also have a Spanish collection
where a great number of our laws originated.

Secondary authority or sources are commentaries or books, treatise, writings,

journal articles that explain, discuss or comment on primary authorities. Also
included in this category are the opinions of the Department of Justice, Securities
and Exchange Commission or circulars of the Bangko Sentral ng Pilipinas. These
materials are not binding on courts but they have persuasive effect and/or the
degree of persuasiveness. With regards to commentaries or books, treatise,
writings, journal articles, the reputation or expertise of the author is a
consideration. Some of the authors of good reputation and considered experts
in the field are Chief Justice Ramon C. Aquino and Justice Carolina Grino Aquino
on Revised Penal Code or Criminal Law, Senator Arturo M. Tolentino on Civil law,
Chief Justice Enrique M. Fernando and Fr. Joaquin Bernas on Constititional Law,
Prof. Perfecto Fernandez on Labor Law, Vicente Francisco, Chief Justice Manuel
Moran on Remedial Law, and Justice Vicente Abad Santos and Senator Jovito
Salonga on International Law, etc.

Classification by Source
It is important for legal research experts to know the source where the materials
were taken from. One has to determine whether they came from primary (official)
sources or secondary (unofficial sources). Primary and secondary sources for the

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43
 sources of law are found in the Philippine Legal Information Resources and
Citations section - part II - of the 2009 Update.

Primary sources are those published by the issuing agency itself or the official
repository, the Official Gazette. Thus, for Republic Acts and other legislative
enactments or statutes, the primary sources are the Official Gazette published by
the National Printing Office and the Laws and Resolutions published by Congress.
For Supreme Court decisions, the primary sources are the Philippine Reports, the
individually mimeographed Advance Supreme Court decisions (discontinued by
the Supreme Court effective January 2009) and the Official Gazette. Publication
of Supreme Court decisions in the Official Gazette is selective. Complete court
reports for Supreme Court decisions from 1901 to the present can be found in the
Philippine Reports.

The Secondary Sources are the unofficial sources and generally referred to as
those commercially published or those that are not published by government
agencies or instrumentalities.

Some of the Secondary sources of statutes are the Vital Legal Documents,
published by the Central Book Supply, contains a compilation of Presidential
Decrees (1973). The second edition contains Republic Acts. Prof. Sulpicio Guevara
published three books which contain s the full text of legislative enactments or
laws namely: a). Public Laws Annotated (7 vols.) , compilation of all laws from 1901
to 1935, b). Commonwealth Acts Annotated (3vos.). compilation of laws from
1935-1945 c). The Laws of the First Philippine Republic (The Laws of Malolos) 1898-
1899. For the Supreme Court decisions, Supreme Court Reports Annotated (SCRA),
a secondary source, published by the Central Book Supply is more updated and
popular in the legal community than the Philippine Reports, the primary and
official source. Citations in commentaries or books, treatise, writings, journal
articles, pleading and even court decisions show SCRA’s popular acceptance. The
general rule is that in the absence of a primary source, the secondary source may
be cited. This was the primary rationale for the SCRA’s popularity. There was no
primary source for complete compilation of Supreme Court decisions for more
than twenty (20) years. The publication of the Philippine Reports by the National
Printing Office ceased in 1960s. It was only in 1982 when the publication of the
Philippine Reports was revived by then Chief Justice Enrique M. Fernando who
requested then President Ferdinand E. Marcos to take charge of its publication
with special appropriation in the Judiciary’s annual budget.

With the advent of the new information technology, electronic or digitized

sources are popular sources of legal information for the following reasons: a)
updated legal information is readily available and b) the search engines used
facilitate research, and c) no complete and update manually published search
tools for statute and case law. These electronic sources are in the forms of CD
ROMS, online or virtual libraries of the issuing government agency or
instrumentality and the now growing websites of law offices such as Chan Robles
Law Firm Library and Jaromay, Laurente Law Office On Line Library, or law schools
such as the Arellano Law Foundation Lawphil. Net. In case of conflict between the
Prepared by: Dr. Rhem Rick N. Corpuz
44
 printed and electronic sources, the printed version coming from the issuing
government agency prevails. This policy prevails even for the Supreme Court E-
Library, where it is explicitly provided in its website.

Legal research for statute law in the Philippines benefited remarkably from the use
of the latest technology due to two major problems: a) no complete and updated
published or printed search tools or law finders for statute law and b) no complete
compilation of statute law from 1901-present were available. Problems of the
publication of compilations of statute law or the existence of the full-text of
Presidential Decrees was even brought to the Supreme Court in the Tanada v.
Tuvera, G.R. No. 63915, April 24, 1985 (220 Phil 422), December 29, 1986 (146
SCRA 446) case. This case which was first decided before the bloodless revolution
popularly known as People Power or the EDSA Revolution was modified in the
December 29, 1986 or after the People Power or the EDSA Revolution.

Still, with regards to Statute Law in the Philippines, the other problem is how to
classify sources published in the newspapers. Since 1987, based on the definition
of primary and secondary source, they may be considered as primary sources
pursuant to Executive Order No. 200, s. 1987 which provides that laws become
effective fifteen (15) days after publication in the Official Gazette or in two
newspapers of general circulation. In case of conflict between the two versions,
the version of the Official Gazette holds.

In finding the law, our ultimate goal is to locate mandatory primary authorities
which have bearing on the legal problem at hand. If these authorities are scarce or
nonexistent, our next alternative is to find any relevant persuasive mandatory
authority. If our search is still negative, the next alternative might be secondary
authorities. There are however instances where the secondary authorities, more
particularly the commentaries made by experts of the field, take precedence over
the persuasive mandatory authorities. With the availability of both, using both
sources is highly recommended.

Foreign Phrases
The following list comprises foreign phrases which are frequently used in official
correspondence and state papers. They should generally be underscored in typewritten
matter.
a fortiori - with stronger reason; much more.
a posteriori - from effect to cause; from what comes after.
a priori - from cause to effect; from what went before.
ad hoc - as to this.
ad infinitum - without limit.
ad interim - in the meantime. (Not underscored in title "Charge d'Affaires ad interim")
ad referendum - for reference; for further consideration.
ad valorem - according to the valuation. (Not italicized in English text)
bona fide - in good faith.
bona fides - good faith.

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45
 casus belli - an event which is allegedly the cause of war.
casus foederis - some action or event which brings into operation a
particular treaty of alliance
and justifies one party to that treaty in calling upon
another party to come to his
assistance.
ceteris paribus - other things being equal.
coup d'etat - unexpected stroke of policy or statesmanships: often accompanied by
violence;
often involves a charge in government.
de facto - actually; in fact; in deed.
de jure - rightfully; lawfully; by legal title.
droit civil - common law.
droit de - emigration duty.
detraction

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46
 et sequentes, - and the following.
et sequentia
ex aequo et - according to what is just and good.
bono
ex gratia - in favour.
ex officio - by virtue of his office.
ex post facto - from or by an artefact; by subsequent matter.
ex professo - openly; avowedly.
force majeure - superior or irresistible force.
gotong royong - collectivity.
hors de cause - outside of the cause.
in extenso - fully; at length.
in fine - in or at the end.
in flagrante - in the very act of committing the crime.
delicto
in tot. - in the whole; completely.
inter alia - among other things.
ipso facto - by the fact itself.
ipso jure - by the law itself.
jus civile - civil law.
jus gentium - the law of nations.
jus sanguinis - the right of blood.
jus soli - right of the scil: indicating the citizenship of a person by the place of his
birth.
lapsus calami - slip of the pen.
lapsus linguae - slip of the tongue.
lapsus - slip of the memory.
memoriae
lex loci - the law of the place.
locus standi - a right to be heard.
(a place of
standing)
mala fides - bad faith.
mali exempli - of bad example.
mare clausum - closed sea.
mare liberum - free sea.
modus - mode of operations.
operandi
modus vivendi - a temporary arrangement between two sovereignties providing for the
(plu. modi conduct
vivendi) of certain affairs pending negotiations for a treaty on the same subject.
mufakat - consensus.
mushawarah - discussion; consultation.
mutatis - with necessary changes.
mutandis
non compas - not of sound mind, memory, or understanding.
mentia

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47
 non sequitur - it does not follow.
opere citato - in the work cited. (To be used only with the name of an author or in
connection
with the name of the author)
parens patriae - father of his country.
per annum - by the year.
per diem - by the day.
per se - by itself; alone.
persona non - one who is not acceptable.
grata
prime facie - at first view; on the first appearance.
pro confesso - as confessed.
pro rata - according to the rate, proportion, or allowance.
pro tanto - for so much.
pro tempore - for the time being.
proces-verbal - official report(s), journal(s), minute(s) of proceedings.
(proces-
verbaux)
quid pro quo - one thing for, or in place, of another.
ratione - by reason of the person.
personae
requete civile - appeal to the highest court for that court to reconsider its own decision.
res judicata - a matter that has already been judicially determined.
status quo - the state of things existing at any given time.
status quo ante - the state of things existing before.
ultra vires - beyond their powers.

Latin Abbreviations
Abbrevia Full Latin Term Meaning
A.M. ante meridiem before noon
c. or ca circa about, approximately
e.g. exempli gratia for example, for instance
et al. et allii, et alia and other people/things
etc. et cetera and so on, and other things
ib, ibid. ibidem in the same place
i.e. id est that is to say
loc. cit. loco citato in the place cited/mentioned
op. cit. opere citato in the work cited/mentioned before
P.M. post meridiem after noon
P.S. post scriptum after writing
Pro tem. pro tempore for the time, temporarily
Q.E.D. quod erat demonstrandum which was to be shown

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 Sc. sic thus used, spelt, etc.
v., versus vs. against
v.v. vice versa the other way around

Tips for Good Legal Writing

• Use plain language. A judge wants to understand your case. The best way to
ensure that they do is by writing in plain language. Don’t write in an
unnecessarily complex manner.
• Write shorter sentences. Keep it simple. Avoid telling your reader too much in
one sentence by keeping sentences short (usually under 20 words). Write one
idea per paragraph and keep to the point.
• Always keep your reader in mind. Your number one reader is likely the
judge.The judge needs to understand the meaningful facts of your case and the
law that applies to those facts. To aid the judge you present your facts in a
serious and professional manner that avoids unnecessary details.
• Be well organized. At the start organize your ideas by creating an outline.
Outlines will help you figure out and communicate your key points. Organizing
your outline into key points will make your writing easier to understand. It is
helpful to number your paragraphs so you can easily refer to them. If you have
multiple pages make sure to have them numbered.
• Be accurate. Organize your facts and state them clearly. Give precise
information instead of general information when it is possible. For example,
give the date of an event instead of saying “recently” or “last month”.
Specificity gives credibility to your writing.
• Be honest. State facts. If you don’t know if something is true, then don’t say
that it is true. You do not want the reader to question your credibility by
misrepresenting what happened.
• Be consistent. Consistency brings clarity. Referring to things in a consistent
manner helps your reader understand what you are writing. For instance, don’t
keep switching between first name, last name, and nickname because the
reader might think you are referring to different people.
• Provide context. Assume the reader knows nothing about your situation.
Provide a short description to help the reader understand the situation.
• Conclusion first. Tell the reader your point right at the beginning of your
document. There should not be suspense. You don’t want your reader asking
the question, “Why are you telling me this?” The strategy is to say your point
and then support it with evidence.
• Focus. Stay focused on what you need to tell the reader. Don’t distract the
reader with irrelevant information because relevant facts can get lost in the pile
of irrelevant ones.
• Type your document. If you have the option to type your document, do so.
Handwriting is acceptable but a typed document looks much more professional
and is easier to read.

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49
 • Edit your work. As in all professional writing, spelling and grammar is
important. Be sure to read through it multiple times before finalizing your draft.
If you can, have someone else review it.
• Legal review. Getting a professional to review your document will help ensure
that it is done properly. A lawyer can point out mistakes that are not
immediately obvious to people without legal training.

Things to Avoid
• Accusations. Only tell the reader the facts (what you know is true). Let the reader
reach the conclusion. In other words, don’t tell the reader. Show the reader.
o DON’T: He is a horrible parent.
o DO: Our son failed two of his quizzes last month. His father was not aware of this.
• Exaggerations. It’s better to keep your statements neutral and truthful.
o DON’T: He’s always late and drives like a race car driver!
o DO: On March 3, 2015 he dropped the kids off 30 minutes late and drove
through the stop sign without slowing.
• Story-telling. The judge needs to understand the facts and this is done best with
clear concise sentences. Avoid personal narratives that take a long time to get
to the point.
o DON’T: It was one of those hot spring days, so I was outside waiting for him
to drop the children off. He was late. He’s always been running late. When
we went on vacation 5 years ago, we missed our flight because he was
late.
o DO: On March 3, 2015 he dropped the children off half an hour
later than agreed upon.
• Slangs, idioms and acronyms. It makes your writing look unprofessional.
The reader also might not understand the terms you use. Tell the reader in
plain language.
o DON’T: It was raining cats and dogs!
o DO: It was raining heavily.

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50
 LEGAL FORMS
Dr. Rhem Rick N. Corpuz, RCrim, CLDP, CST, CSP
2 Place, 2008 Criminology Licensure Examination
nd

Program Chair, Graduate School, Angeles University Foundation

The term "form" carries many meanings. Webster's New Collegiate Dictionary
gives two definitions that are particularly useful to legal researchers: "a prescribed
order and set of words" and "a printed or typed document with blank spaces for
insertion of required or requested information." Both kinds of forms are available
through the Goodson Law Library, located in resources that provide standard
language as well as resources that contain fill-in-the-blank forms. This research
guide lists resources in print and electronic formats for each type of form.
Law students who are just beginning to draft a document often turn to forms to
identify the language that will accomplish their goals. Experienced attorneys use
forms as checklists, to ensure they have not overlooked any possibilities. In the case
of "boilerplate" contracts (contracts using standardized language), the use of
forms saves the drafter's time. In some areas, such as bankruptcy and patent
practice, the use of certain forms is required by law. Also, many non-lawyers use
form books for help with writing a lease, a will, or a contract.

IMPORTANT TERMS IN LEGAL FORMS

Affiant One who makes an affidavit. Also termed deponent.
Affidavit. A voluntary declaration of facts written down and sworn to by the
declarant before an officer authorized to administer oaths. An affidavit (Latin “for
he has declared under oath”) is a written statement of fact which is
voluntarily made by an affiant or deponent under an oath or affirmation which
is administered by a person who is authorized to do so by law. Such a statement is
witnessed as to the authenticity of the affiant's signature by a taker of oaths, such
as a notary public or commissioner of oaths. An affidavit is a type of verified
statement or showing, or in other words, it contains a verification, which means
that it is made under oath or penalty of perjury, and this serves as evidence for its
veracity and is required in court proceedings.

Affidavits may be written in the first or third person, depending on who

drafted the document. The document's component parts are typically as
follows:
1. a commencement which identifies the "affiant of truth",generally
stating that everything in it is true, under penalty of perjury, fine, or
imprisonment;
2. an attestation clause, usually a jurat, at the end certifying that the
affiant made oath and the date;
3. signatures of the author and witness.

If an affidavit is notarized or authenticated, it will also include a caption with a

venue and title in reference to judicial proceedings. In some cases, an
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51
 introductory clause, called a preamble, is added attesting that the affiant
personally appeared before the authenticating authority.

PARTS OF AN AFFIDAVIT
1. The Header
Usually seen on the upper left of an Affidavit, it
appears like this. Republic of the Philippines)
City of Quezon ) S.S.

S.S. means SCILICET/SUBSCRIPSI. SCILICET means "to wit; namely" while

SUBSCRIPSI means "to write or sign below". Hence the above is understood to
mean, "Republic of the Philippines namely subscribed in City of Quezon". As you
can see this part of an Affidavit refers to the venue where the same was executed.
It also indicates the jurisdiction within which the notary public may administer
oaths.

2. The Title
The common title of an Affidavit is Affidavit or if there are two or more affiants,
Joint Affidavit. However, there are some Affidavits which has been designated
with a name such as Affidavit of Loss, Affidavit of Quitclaim and Affidavit of One and
the Same Person.

3. The Body
The body is the majority of the affidavit. It can still be divided into two sub-parts.

A. Opening Statement
An opening statement where the affiant states his name, nationality, that he is of
legal age, his residential address and that he has been sworn to in accordance with
law.

Example:
I, Juan dela Cruz, Filipino, of legal age and currently residing at No. 2 Blk 13 Valley
II, Paranaque City, Philippines, after having sworn to in accordance with law
hereby state and depose that:

B. The Statement of Facts

Here you simply narrate facts. You divide them by paragraphs which you may
identify with numbers or letters. The important thing here is that you narrate facts
and not conclusions and that you do it in the most accurate way possible.

The last of the paragraphs usually goes like this and it can vary but the meaning
should be the same.

I attest to the truth of the foregoing facts and for whatever legal purpose this
Affidavit may serve.

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52
 4. Signature of the Affiant
This is placed after the body. This is where the affiant signs his name. It appears like this.

IN WITNESS WHEREOF, I have set my hand this 13th day of January 2016 in
Makati City, Philippines.

Signed
J
u
a
n
d
e
l
a
C
r
u
z
A
f
f
i
a
n
t

5. Jurat

The last part of an Affidavit is a jurat. It is the part of the Affidavit wherein the
notarial officer indicates that the affiant has subscribed and sworn to in his
presence and that the latter has shown a proof of his/her identity to the former.
Furthermore, this part is where the notarial officer affixes his seal and signature,
notarial information and the record details of the Affidavit. It usually goes like this.

SUBSCRIBED AND SWORN to before me this 13th of December 2015, affiant

exhibiting his/her Driver's License no. N013654 valid until October 12, 2016
and issued at Makati City, Philippines.
N
o
t
a
r
y
P
u
b
l
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53
 i
c
A
t
t
y
.
M
a
r
k
C
r
u
z
Notary Public for Quezon
City Appointment No. 206
Until December 2016 Roll
of Attorney No. 111
PTR No. 123 IBP No. 456
MCLE Compliance No. 222

Document No. 2
Page No. 3
Book No. 4
Series of 2015

JURATS
A jurat is used when the signer is swearing to the content of the document. The
notary must administer an oath or affirmation to the signer in order to complete
the jurat. A jurat also requires that the signer signs in the presence of the notary.
It is possible to glean this information from the jurat certificate its self. The
wording states “Subscribed and sworn to before me…” – subscribed meaning
“signed” and sworn meaning that an oral oath or affirmation was given. “Before
me” means that both were done in the presence of the notary public.
THE JURAT
SUBSCRIBED and sworn to before me, in the city/municipality of
, this day of , 20
by
with Residence Certificate No. issued at

on , 20 .

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54
 NOTARY PUBLIC
My commission
expires Dec. 31, 20 Not. Reg. No.
;
Page No. ;
Book ;
Series of 20

ACKNOWLEDGEMENTS
An acknowledgement is used to verify the identity of the signer and to confirm
that they signed the document. They are not swearing to the truthfulness or
validity of the document, they are simply acknowledging that they signed the
document. For an acknowledgement, a signer is not required to sign the
document in the presence of the notary public, but they are required to personally
appear in front of the notary to confirm their signature.
While it is important for a notary to understand the difference between the two,
notaries public are not allowed to determine which type of certificate a signer
uses. To do so would be considered practicing law without a license. A Notary can
only ask the signer which form they prefer; if they don't know, the notary will refer
them to the originator of the document for an answer.

Many reports have various formats to follow, it is very crucial for a student of report
writing to be familiar with such formats and be acquainted on their respective
uses. The sample reports on the succeeding pages of this book will illustrate the
parts, form and appearance of the report. Format is crucial in legal transactions.

Legal Forms
a. Sample of Affidavit of Arresting Officers
b. Sample of Affidavit of Complaint
c. Sample of Affidavit of Witness
d. Sample of Application for Search Warrant
e. Sample of Complaint
f. Sample of Deposition of Witness
g. Sample of Memo for Preliminary Investigation
h. Sample of Motion for Reconsideration
i. Sample of Notice of Appeal

Forensic Request Formats

a. Sample request Format for the Conduct of SOCO
b. Sample request Format of Ballistics Examination
c. Sample request Format of Blood Examination
d. Sample request Format of Body Fluid Examination
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 e. Sample request Format of Burned Debris Flammable Volatile Substances Test
f. Sample request Format of Chemical Analysis
g. Sample request Format of Cross-Matching Examination
h. Sample request Format of Dangerous Drugs Examination
i. Sample request Format of Digital Forensic Examination
j. Sample request Format of DNA Examination
k. Sample request Format of Explosives Test
l. Sample request Format of Fingerprint Examination
m. Sample request Format of Genital Examination
n. Sample request Format of Macro-etching Test
o. Sample request Format of Medico-Legal Examination
p. Sample request Format of Paraffin Test
q. Sample request Format of PhysicalMedical Examination
r. Sample request Format of Polygraph Examination
s. Sample request Format of Questioned Document Examination
t. Sample request Format of Semen Examination
u. Sample request Format of Toxins Examination
v. Sample request Format of Trajectory Test
w. Sample request Format of Ultra-violet (Fluorescence Powder) Test

Investigation Formats
a. Sample Format of Advance Information
b. Sample Format of After Case Hearing Report (During Promulgation)
c. Sample Format of After Case Hearing Report (During Trial)
d. Sample Format of Alarm Sheet (Carnapping Incident)
e. Sample Format of Alarm Sheet (Missing Person)
f. Sample Format of Booking and Arrest Report
g. Sample Format of Case Folder
h. Sample Format of Case Referral
i. Sample Format of Certification of Legally, Peacefully and Orderly
Execution of Search Warrant
j. Sample Format of Complaint Sheet (Carnapping Incident)
k. Sample Format of Complaint Sheet (Other Crimes)
l. Sample Format of ComplianceReturn of Search Warrant
m. Sample Format of Coordination Report
n. Sample Format of Crime Report
o. Sample Format of CSI Form 1 First Responder’s Form
p. Sample Format of CSI Form 2 Request for the Conduct of SOCO
q. Sample Format of Detainees Report

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 r. Sample Format of Evidence Custodian Report
s. Sample Format of Explosive-Related Incident Report
t. Sample Format of Impounding Receipt
u. Sample Format of Inventory Receipt of Property
v. Sample Format of Investigation Report
w. Sample Format of Lifting Of Alarm
x. Sample Format of Sworn Statement (Narrative)
y. Sample Format of Sworn Statement (Question and Answer)
z. Sample Format of Technical
Inspection for Vehicle aa.
Incident Record Forms

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 SAMPLE OF AFFIDAVIT OF ARRESTING OFFICERS
Republic of the Philippines )
, ) s.s.
x ------------------------------------------ x
JOINT AFFIDAVIT OF ARREST
We, the UNDERSIGNED Police Officers, both members of the Philippine
National Police, presently assigned at the , ,
, do
hereby depose and state THAT:
01. We are among the members of the
who
conducted entrapment operations at located along

, ;

02. Said operation stemmed from the complaint of

for violation of which was
referred to our office by the against ,
(age), (civil status), (nationality) and residing at No. ,
;

03. On the complaint dated , (state the

act and the crime committed).

04. Upon receipt of their said complaint, our office planned out
an entrapment operation against the suspect. At about of
,the undersigned together with the complainant proceeded at
the pre-arranged pay off
located along ,
to give the money being asked by the respondent;

05. Upon arrival thereat, complainants waited for the suspect to

arrive while we the undersigned seated near the table of the complainants. At
about , suspect arrived and approached the complainants and after
few conversation, complainants handed over the marked money to the suspect
that minutes of prompted the undersigned to immediately effect arrest;
06. Seized and recovered in the possession and control of the
arrested person were the following, to wit:

a.) Marked Money, (state the denomination and serial numbers); b.) (Name of
documents promised);
c.) (type of CP and SIM Card); and d.) Other
evidence confiscated;

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 07. Suspect together with the seized and recovered evidence was
brought to the , , for booking
and proper disposition. Likewise, the arrested person was apprised of their rights
as provided for under the Constitution of the Philippines.

08. The report of the PNP Crime Laboratory Group Physical

Identification Report No. dated
, revealed that suspect was POSITIVE for the presence
of Bright Yellow Ultraviolet Fluorescent powder on both palm and right dorsal
portion of the hands.

We executed this joint affidavit to attest the truthfulness of the foregoing

facts and to support the filing of Criminal Cases against
for violations of
.

AFFIANTS SAYETH NAUGHT.

IN WITNESS WHEREOF, we hereunto affixed our signature this day of
at ,
.

Affiant Affiant

SUBSCRIBED AND SWORN to before me this day of

at

. I HEREBY CERTIFY that I have personally examined the herein affiants and I am
satisfied that they voluntarily executed and understood their given affidavit.

Administering Officer

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 SAMPLE OF AFFIDAVIT OF COMPLAINT
Sample of Affidavit of Complaint

Republic of the Philippines )

, ) s.s.
x ------------------------------------------ x
AFFIDAVIT OF COMPLAINT

The UNDERSIGNED, , accuses

, of
, committed as follows, to wit:

That on or about , at about in the

,
, Philippines, the said accused did then and there willfully,
unlawfully, feloniously, and by means of , committed ,
upon the undersigned directly by overt acts to wit: (state the details how the crime
was committed).

The undersigned executed this affidavit to attest the truthfulness of the

foregoing facts and to support the filing of Criminal Cases against
for violations of
.

, this day of ,.

Offended Party

SUBSCRIBED AND SWORN to before me this day of

at

. I HEREBY CERTIFY that I have personally examined the herein offended party and
I am satisfied that they voluntarily executed and understood their given affidavit.

Judge
WITNESSES:

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 SAMPLE OF AFFIDAVIT OF WITNESS

Republic of the Philippines )

, ) s.s.
x ------------------------------------------ x
AFFIDAVIT OF WITNESS

I, , age, civil status,

resident of
, , after having sworn in accordance
with law, do hereby depose and state THAT:

01. I was present and personally saw that accused, ,

committed the crime of against
the victim ;

02. (State other circumstances and the relation either to the victim
or accused or both);

03. (State the details of the acts committed by the accused against the victim.

04. (State the acts done by the witness and the reason thereof);

I executed this affidavit to attest the truthfulness of the foregoing facts

and to support the filing of Criminal Cases against for
violations of .

AFFIANTS SAYETH NAUGHT.

IN WITNESS WHEREOF, I hereunto affixed my signature this day of
at ,
.

Affiant
SUBSCRIBED AND SWORN to before me this day of

at

. I HEREBY CERTIFY that I have personally examined the herein affiants and I am
satisfied that they voluntarily executed and understood their given affidavit.

Notary Public

Prepared by: Dr. Rhem Rick N. Corpuz

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 SAMPLE OF APPLICATION FOR SEARCH WARRANT

REPUBLIC OF THE PHILIPPINES

REGIONAL TRIAL COURT
NATIONAL CAPITAL JUDICIAL REGION
BRANCH , MANILA
PEOPLE OF THE PHILIPPINES
Plaintiff
SEARCH WARRANT NO.
-versus- FOR:
x x

APPLICATION FOR SEARCH WARRANT

The Applicant, of the ,

, after having been duly sworn, states:

That on ., personally appeared to the office of
and reported that SUBJECT OF S.W,
located at
is engaged in the illegal
operation of
; (See Photos and Sketch as Annex “A”).
That relative to the said information, at around , the informer
and
together with the undersigned conducted investigation and
surveillance operation at , located at , . The
undersigned together with and
inquires to the said office about .

That on the said occasions, SUBJECT OF S.W, disclosed that they are
(illegal activities). (See photos & sketch and See Attached Calling Card, List of
Requirements, Studio Romano Job Order Form & MTC Job Information as
Annexes “B” - “C”)

(modus operandi).

Further, investigation conducted disclosed that

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62
 On the ensuing investigation, SUBJECT OF SW,
foun
d to be engaged in the operation of illegal activities;

63
Prepared by: Dr. Rhem Rick N. Corpuz
 That on the said investigation and surveillance operation the undersigned
confirmed and believes that SUBJECT OF SW and/or any of its Officer, Agents,
employees
of , is indeed
engaged in
despite the fact that the said office is
and is not licensed to
.

The properties, articles, objects and items which are used and/or
intended to be used in the commission of the afore-stated offense in the
possession of the SUBJECT OF
S.W includes the following:

a. Leads
b. ....
The undersigned has personally verified the report thru surveillance and
investigation activities together with and , to
ascertain the veracity thereof and found the same to be true and correct;

PRAYER
WHEREFORE, the Undersigned respectfully prays:

a. that the Honorable Court include in the Search Warrant and express
authority to conduct the raid of the above-mentioned premises at
any time of the day or night including SATURDAYS and SUNDAYS
considering that these are the days when the customer traffic are at
its peak and to break open the premises to be searched should the
owner thereof refuse entry in the premises or is absent therein.

b. that this Honorable Court cause the immediate issuance of a Search

Warrant commanding any Peace Officer to conduct a search on the
above-described premises and to seize the above-described items to
be dealt with as the law directs;

(Date), (Place).

Applicant

SUBSCRIBED AND SWORN TO before me this day of

,

Presiding Judge

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 CERTIFICATION AND VERIFICATION

I, THE UNDERSIGNED, under oath, depose and say that:

1. I am the applicant in the above-entitled application for Search Warrant;

2. I personally caused the preparation of the foregoing application for

Search Warrant and have read its content and the allegations
therein, which are true and correct to my own personal
knowledge and belief.

3. I further certify that (a) I have not therefore commenced or filed

any application for a Search Warrant involving the same issues in
any court, tribunal or quasi-judicial agency and to the best of my
knowledge, no such other application for Search Warrant is
pending therein; (b) If there is such other pending Application for
Search Warrant, I will therefore inform this Honorable Court of
the present status thereof; (c) If I should thereafter learn that the
same and similar application for Search Warrant has been filed or
its pending , I shall report that fact within five (5) days there from
to this Honorable Court, wherein the aforesaid application for
Search Warrant has been filed.

Applicant

Date:

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 SAMPLE OF COMPLAINT
Republic of
the Philippines
Metropolitan
Trial Court

People of the Philippines Criminal Case No. vs

A
ccus
ed x x

COMPLAINT
The undersigned, Chief of Police of ,
accuses
In the municipality of ,
province of
,Philippines, the said accused did then and
there, willfully,
unlawfully, and feloniously, with malice and
aforethought, attacked
with , wounding the latter in the
, producing wounds which are necessarily fatal,
thereby causing the immediate death of said
.

Contrary to law.
, , 20 .

Chief of Police of

SUBSCRIBED AND SWORN before me this th

day of 20 in the
province of .

JUDGE

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 SAMPLE OF DEPOSITION OF WITNESS

Republic of
the
Philippines
REGIONAL
TRIAL COURT

Branch , Quezon City

PEOPLE OF THE PHILIPPINES SEARCH WARRANT NO.

Plaintiff

-versus- For

R
espondent x x

DEPOSITION OF WITNESSES

We, after having been duly sworn to testifies, as

follow:
Q- What is your name and other personal circumstance?
A- We are and both of
legal ages, and (civil status) and presently assigned with the ;

Q- Do you know , the applicant for

Search Warrant? A-

Q- Do you know the premises of , A-

Q- Do you have personal knowledge that in said premises the following

properties are being kept, being used or intended to be used
without proper documents, to wit:
A-

Q- Do you know who is or who is the person or persons who

have or have control of him above-described properties?
A-

Q. How did you know that the said properties are kept in
his/her premises which are subject of the offense?

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 A- We conducted discreet surveillance and it was confirmed that
is keeping in his/her premises/
residence.

Affiant Affiant

SUBSCRIBED AND SWORN to before me this day

of 1999 at .

Judge

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 SAMPLE OF MEMO FOR PRELIMINARY INVESTIGATION

Republic of the
Philippines
OFFICE OF THE
CITY
PROSECUTOR
Manila

Related to: I.S. No.

Prosecutor Date Filed
I.S No.
Prosecutor

MEMO OF PRELIMINARY
INVESTIGATION

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 COMPLAINANT/S: RESPONDENT/S
1. 1.

Address: Address:
2. 2.

3. 3.

CHARGE: 4.

Place of Commission 5.

Date Time (Use back hereof

for add, accused) Witness:
Name Address

NOTE:1. Has a similar complaint been filed before any other office? (YES OR NO)
2. Is this complaint in the manner of a counter-affidavit? (YES OR
NO)
3. Are all the above information true and correct (YES OR
NO)

THE ABOVE SHOULD BE FILLED UP BY COMPLAINANT OR COUNSEL

Investigation on Postpone to
On relation of

(Signature of complainant or counsel)

TAKE NOTE: Sufficient copies of the affidavit

*********************************************

Of complainant and witnesses and other ACTION TAKEN: Supporting

document should be submitted.

Investigation Prosecutor

IMPORTANT!

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 A complainant shall be required to file his complaint in the form of an
affidavit to which must be appended affidavit of witnesses, annexes and other
supporting documents. The statements of the complainant and his witnesses,
shall be, far as practicable, be sworn to before the investigating Prosecutor. If
sworn before any Officer authorized to administer oaths, the administering
Officer shall CERTIFY THAT HE HAS PERSONALLY EXAMINED THE AFFIANT AND
THAT HE VOLUNTARILY EXECUTED AND UNDERSTOOD HIS AFFIDAVIT.

Late resolution given to Stenographer

Investigating Prosecutor Stenographer

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 SAMPLE OF MOTION FOR RECONSIDERATION
Republic of the Philippines

Criminal Case No.

Complainant,
-versus- For

Accused.
x x

MOTION FOR RECONSIDERATION

COMES NOW the complainant by the undersigned attorney and within the
reglementary period prescribed by the Rules of Court hereby files this motion for
reconsideration from the judgement of rendered by
of
by
virtue of newly found evidence which was not obtained during the trial of this case
and if produce will substantially affect the decision of the Honorable Court, to wit:

a. Newly found evidence

b. New vital witness
PRAYE
R

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 WHEREFORE, it is most respectfully prayed that the instant petition be
considered by the Honorable Court and further grant the complaint other relief
be granted as shall be deemed just and equitable in the premises
, , .

(Attorney for the Complainant)

(Address)

Copy hereof received this

day of ,

(Counsel for the Accused)

(Prosecutor on Case)

EXPLANATION
(Proof of Service)

(Attorney for the Complainant)

(Address)

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 SAMPLE OF NOTICE OF APPEAL
Republic of the Philippines

Criminal Case No.

Complainant-Appellant,
-versus- For

A
ccused-
Appellee, x x

NOTICE OF APPEAL
COMES NOW the complain by the undersigned attorney and within the
reglementary period prescribed by the Rules of Court hereby files this notice of
appeal from the judgement of dismissal rendered by of

, , .

(Attorney for the

Complainant)

(Address)

Copy hereof received this

day of ,

(Counsel for the Accused

74
Prepared by: Dr. Rhem Rick N. Corpuz