Writing and Reports

• an accurate, clear, concise, and objective record

of an incident, serving as a foundational
document for investigations and legal
proceedings
• specialized style and process used by law
enforcement officers to document incidents,
crimes, and other official matters in written
reports. Effective police writing is essential for
investigations, legal proceedings, and maintaining
accurate records. It requires clarity, precision,
objectivity, and a structured approach to ensure
the report is useful to a wide range of readers,
including supervisors, attorneys, judges, and the
public
 • 5Ws and 1H:
-A report should thoroughly answer the
questions of who, what, when, where, why,
and how related to the incident
• Chronological Order:
-Reports should present the events in a
clear, sequential order, making it easy to
follow the timeline of the incident.
• Objective Language:
-Use factual and unbiased language,
avoiding speculation, personal opinions, and
slang
 • Accuracy:
-Ensure all information is accurate and verifiable,
with proper documentation and evidence.
• Conciseness:
-Reports should be brief and to the point, avoiding
unnecessary jargon or wordiness.
• Clarity:
-Use clear and understandable language, avoiding
ambiguity and technical terms when possible.
• Completeness:
-Include all relevant details, such as witness
statements, descriptions of evidence, and actions
taken by the responding officers.
 • Introduction:
-A concise opening stating the type of
incident, location, date, and time, and the
name of the reporting officer.
• Body:
-A detailed account of the incident,
including who was involved, what
happened, where it happened, and why.
 • Conclusion:
-A summary of the incident, outlining
any further actions taken or needed.
• Appendices:
-May include supporting documents like
witness statements, photographs, or
other evidence.
 • Incident Type: What type of incident
occurred (e.g., theft, assault, traffic
accident).
• Location: Specific address and
description of the location.
• Time and Date: When the incident
occurred and when it was reported.
• Names and Descriptions of Individuals:
Include names and descriptions of
victims, witnesses, suspects, and other
involved parties.
 • Statements of Witnesses and
Involved Parties: Document
statements made by individuals
involved in the incident.
• Evidence: Details of any evidence
collected, including its location,
description, and how it was handled.
• Actions Taken by Officers: A detailed
account of the actions taken by the
responding officers, including any
arrests made or warnings given.
 Criminal Investigations:
They provide the
Legal Proceedings: foundation for building a Statistical Analysis:
Reports serve as crucial case and tracking down They help law
evidence in court cases suspects. enforcement agencies
and investigations track crime trends and
allocate resources.
 Public Safety:
Accountability: They contribute to public
They document the safety by providing a
actions of officers and record of incidents and
provide a record of their identifying potential risks.
interactions with the
public.
• a formal, official document created by a
police officer that records detailed
information about an incident, typically
involving a crime or accident. It includes
what happened, when and where it
happened, who was involved, witness
statements, and any evidence observed or
collected at the scene
 Incident Report: This report
documents any event or incident,
whether it's a crime, a non-criminal
matter, or a natural disaster. It's a
comprehensive record of the
incident, including the time, location,
and all relevant details.
 Accident Report: Specifically
focuses on traffic accidents,
including details about the
vehicles involved, the location
of the accident, any injuries or
damages, and the actions taken
by the police.
 Missing Person Report: Filed
when someone is reported
missing, this report includes
information about the missing
person, their last known location,
and any relevant details to aid in
the search.
 Witness Statement: A report
submitted by someone who has
witnessed a crime or incident,
detailing their observations and
what they saw.
 Witness Statement
Witness Name: John Doe
Address: 123 Main Street, Anytown, USA
Phone: (555) 123-4567
Date Statement Taken: April 20, 2025
Location of Incident: 456 Elm Street, Anytown
Date and Time of Incident: April 18, 2025, at approximately 7:30 PM
Statement:
On April 18, 2025, at approximately 7:30 PM, I was walking home along Elm Street near the intersection with Oak Avenue. I noticed a white
van parked on the side of the road with its hazard lights on. A man, approximately 5'10", wearing a blue jacket and jeans, got out of the van
and began unloading several boxes onto the sidewalk.
As I approached, I heard raised voices coming from the nearby alley. I turned to look and saw two men arguing. One man was the same
individual who had exited the van. The other man was wearing a black hoodie and appeared agitated. The man in the blue jacket shouted,
"You promised me the money last week!" The man in the hoodie responded aggressively, but I could not hear exactly what he said.
The argument lasted about two minutes before the man in the hoodie walked away quickly down the alley. The man in the blue jacket then
returned to his van and drove away heading north on Elm Street.
I did not see any physical altercation, but the tone of the argument was hostile. The weather was clear, and I had an unobstructed view
from about 20 feet away.
I am willing to provide further information if needed.
Signature of Witness: John Doe
Date: April 20, 2025
This example follows the structure of a typical police witness statement by including the witness's details, the incident's date, time, and
location, and a clear, factual narrative of what the witness observed without speculation or opinion.
 Arrest Report: Created when
someone is arrested, this report
includes details about the arrest,
the charges, any evidence or
property seized, and the actions
taken by the police.
 • Blotter Report (or Police Blotter):
A daily record of all incidents reported or observed by the police station, serving as a
chronological record of activities.
• Operational Report:
Documents various police operations, investigations, and other law enforcement
activities.
• Internal Report:
Concerns internal matters within the police department, such as investigations into
misconduct or disciplinary actions.
• Technical Report:
Provides technical details about specific aspects of a case, such as forensic evidence
or crime scene analysis.
• Juvenile Reports:
Document incidents involving minors, including truancy, criminal activities, or other
situations where law enforcement needs to intervene.
 • Summary of Information (SOI):
A concise overview of information related to a specific case or incident.
• Initial Investigation Report:
The first report filed when an incident is reported or discovered, outlining the
initial findings.
• Progress Report:
Submitted to update on the progress of an investigation.
• After Operations Report:
Submitted after major police operations, detailing every action performed by
personnel.
• After Encounter Report:
Submitted on special missions or combat operations involving lawless elements.