Technical report writing

CHAPTER 1- Introduction to Technical (Police) Report Writing

A. Background about Police Reports

What is police report?

 Primarily, report is defined as an account of any occurrence prepared after thorough investigation. It is also
defined as an account or statement describing in detail an event, situation, or the like, usually as the result of
observation or inquiry.
 A police officer, after rendering his/her duty, must render a report. His immediate supervisor must be aware of
the things he/she had done in the field during his/her tour of duty, and submitting a report is the only way to do
that. Making a report is also the means of recognizing his/her good deeds that may deserve a merit or award.

What is police report writing?

 is considered technical writing, and as such, one needs to develop special skills and techniques. Police report
writing is the backbone of criminal investigation and prosecution.
 Quite literally, the success of police operation depends upon the quality of the reports and the quality of the
police officer to write theme effectively. The PNP relies on written reports to relay information to superiors, Co-
workers, the courts and numerous other agencies. Reports are also used to train personnel and to get people to
follow procedures and policies.

What are the purposes of written reports?

a. To preserve knowledge- knowledge when in use can be shared and used by others for greatest possible benefits. It can
pass on from generation to generation;
b. To provide accurate details- regardless of the length of time the details recorded in a written report will be available for
future time and for any purpose with accuracy.
c. To aid the personnel and other agencies- written report provides valuable assistance to other members of investigation
agencies and other law enforcement agencies. Record and report are important part of achieving mutual cooperation
among agencies national, local or private entities; and

What are the steps in report writing process?

Report or technical writing is a five-step process. It involves: (1) interviewing, (2) note taking, (3) organizing, (4) writing the
narrative and (5) proofreading.

The result of an investigation must be reduced to writing. During the investigation, one must complete each of the steps, or else,
the final report will lack substance.

1. Interviewing. Interview is defined as asking somebody a series of questions to gather information. This is the first step
in the process. The investigator’s interview of the victims, witnesses, and suspects is the backbone of the preliminary
investigation. Frequently, the first officer at the scene of the crime has the best opportunity to conduct interviews. If
he/she fails to conduct successful interviews, his/her actions on preliminary investigation is incomplete
2. Note taking. It means brief notation concerning specific events while fresh in one’s mind and used to prepare report.
An investigator takes notes to assist his/her memory with specific details, such as names, date of birth, serial numbers,
addresses and phone numbers, neat and accurate notes add to one’s credibility and demonstrate one’s high level of
proficiency and professionalism. Since notes are made of all pertinent information during an investigation, they would
be of great help especially when an investigator is subpoenaed or summoned to appear in court.
3. Organizing. Organizing means to arrange the components of something in a way that creates a particular structure.
Since during the note taking, all information gathered are fragments, the investigator must organize these information
into logical manner. The sequence of events must be followed in order to portray the incident clearly.
4. Writing the narrative. This is the fourth stage in the preparation of the report. The task is not only to express ideas,
but to make impression upon the mind of the reader as well. In other words, you must write for the benefits of the
reader
Place yourself in his/her position and try to visualize his/her interest, his/her knowledge of the subject and his/her
dependence upon the report writing the narrative should be the easiest part of report writing. Before you begin writing
the narrative, stop and think about what you have done and what have yet to do.
5. Proofreading. To proofread, ask yourself the following questions: is the report the best I can do? Do I want to read it
to the Chief of Police? (is there anything else I can do to make it better?) Most officers are just thankful to have
 finished the reports and don’t take additional moment to review their works, think about who else is going to read the
report.

What are the guidelines in report writing?

A. Word Usage:
Police officers from all over the country tend to use similar words and phrases. But you should always make sure you know the
correct definition and spelling of the words you will use in the reports.
1. Slang is usually a nonstandard vocabulary developed by a group of people. You may be familiar with street slang.
Criminal slang, police slang. It is inappropriate to use slang in your report, unless you are quoting someone’s
statements; and
2. Jargon is usually the specialized language of a profession. Criminal justice professionals, just like other professionals,
use a great deal of jargons. You should avoid use of jargon in your reports.

B. Tone (First person and Third Person):

You may write your reports in either in the first person or third-person style. Both are acceptable. First-person writing style is
preferred and most widely used. You should refer to yourself as an active participant. The alternative to first-person is the third-
person writing style. You refer to yourself as assigned officer , the undersigned officer. Usually, department policy specifies
which style you use. Police reports should be written in an easily understandable style. The Philippine National Police
organization caters to the Third-person writing style.

C. The contents of a Police Reports (5Ws and 1H):

The police officer needs not be literally genius to write a good police report. If the officer obtains responses for six
interrogatives. i.e., WHO, WHAT, WHERE, WHEN, WHY and HOW, his report will be complete even though it might not be
literally masterpiece. The 5Ws and 1H can be useful guide to report writers, especially the beginners. The following is a list of
the variations that can be derived from above.

Security Classification of Documents

Classified information is material that the government deems to contain sensitive information and requires information and
requires confidentiality, integrity or availability. Access is restricted by law or regulation to particular groups of people and
mishandling can incur criminal penalties and loss respect. A formal security clearance is often required to handle classified
documents or access classified data. Documents and other information assets are typically with one of several (hierarchical)
levels of sensitivity-e.g restricted confidential, secret and top secret. These levels of sensitivity are explained as follows:

a. TOP SECRET (green color code) is any information and materials, the unauthorized disclosure of it would cause
exceptionally grave damage to the nation, politically, economically and military operation.
b. SECRET (red color) is any information and material, the unauthorized disclosure of it would endanger national
security, causes serious injury to the interest and prestige of the nation of any government activity, or of great
advantage to a foreign country.
c. CONFIDENTIAL (blue color code) is any information or material, the unauthorized disclosure of it would be
prejudicial to the interest and prestige of the national or governmental activity or would cause administrative
embarrassment or unwanted injury to and be of advantage to a foreign country.
d. RESTRICTED (white or no color) is any information and material which requires special protection other than those
determines confidential, secret and top secret.

B. Definition of important terms

1. Assumption- this pertains to the belief of somebody that something is true without having any proof.
2. Chronological order- it refers to the arrangement of events and/or actions in the order or by the time of their
occurrence.
3. Communication- it is defined as the use of language, spoken or written to exchange ideas or transfer information.
Communication includes also the use of nonverbal language (sign, symbol) to exchange ideas or transfer information.
The transfer of information or ideas from one person to another includes the transmission and receipt of a message to
effect some type of action or change.
4. Coherence – in writing, this means to be logically or aesthetically consistent so that all the separate facts or
information fit together and add up to harmonious or credible whole report.
5. Conclusion – it pertains to a decision made or an opinion formed after considering relevant facts or evidence.
6. Corpus delicti- it refers to the body or facts that show that a crime has been committed, including physical evidence
such as corpse.
7. Fact – to refers to anything which either through careful observations or investigation, has been proven to exist as to
have happened.
8. Hearsay- this pertains to information that is heard from other people.
9. Jargon- this refers to the language or technical term that is used by a group, profession, or culture, especially when
the words and phases are not understood or used by other people.
10. Logical- it is a characteristics or trait which one is able to think sensibly and come to a rational conclusion based on
facts rather than emotion.
11. Narrative- this pertains to the story or account of a sequence of events in the order in which they happened. This is
the language of the narrator taken down as he/she tells. It has the advantage of giving him/her to the point where
he/she leaves out vital or important information. It has the disadvantage of being too long and a burden in the note
taking.
12. Note taking- it is brief notation concerning specific events while fresh in one’s and used to prepare.
13. Proofreading- this a way of reading the proofs at a text and marking correction to be made.
14. Reporting- this is way of knowingly passing along information to someone else.
15. Report writing-it 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.
16. Slang- it pertains to the words, expressions, and usage that are casual, vivid, racy, or playful replacement for
standards ones which are often short-lived, and are usually considered unsuitable for formal context.
17. Surveillance- it refers to the discreet observation of places, persons and vehicles for the purpose of obtaining
information concerning the identity or activities of the subjects.
18. Tone- it is writer’s attitude toward a subject, an audience, and the self.(First person, I; Second person you; Third
person-he/she)
19. Verbal- it is way of using words, especially spoken words, as opposed to pictures or physical action.