COMPILATION

IN
TECHNICAL
REPORT WRITING

SUBMITTED BY: Eddie l. carretas jr.

Submitted to: peter paul diocades

Specific Types of Police Reports
The world of police work is always confronted with tons of writing requirements to
be submitted to superor. In preparation for this police work, it is important that a
criminology student will be familiar with all the formats, description, styles and
conventions of the different types of police reports. Some examples of police reports
are: Spot Report, Special Report, Beat Inspection Report, Situation Report,Wanted
Persons Report, Miscellaneous incident Report, Arrest Report, Investigation Report,
and Traffic Accident Report. Each type of report is discussed in the following concept.

*Spot Report
This is a verbal or written report done within twenty-four hours after an important
incident. This report is written to inform an immediate chief or those in higher position of
particular occurrence in his command of responsibility. This report should be acted upon
within 24 hours. In some cases, a spot report may be in the form of radiographic
message if the reporting unit is far from the receiving office. The following are indicated
in a radiographic message: Originating office, Addressee, cite number, precedence
actions, precedence info, Date-time group, text written in capital letter.

*Special Report
This is written by a police unit or office based from a directive or instruction from
higher police officer. This type of police report follows the memorandum format of
correspondence. The commander or chief signs this report, or an authorized person
signs if the commander is not around. This report should contain the rationale and the
action. The rationale is the specification and details related to the problem, and the
action is the expected action or response the receiver or reader will do after reading the
report.

*Beat Inspection Report/After Patrol Reports

This is one of the widely practiced written forms of communication in a station.

This is a routine report because the duty beat supervisor submits this report daily; those
assigned on beat inspection do their routine check on foot, while those on patrol sectors
use patrol cars. The Beat inspection and after Patrol reports use the memorandum
format.
*Wanted Person Report

Using the notice on Wanted person, this report is about those persons who are
wanted by the police. Information of wanted persons are flashed on local and national
television as well as posted in conspicuous areas as a notice to the public. This report is
done in four copies to be submitted to the following: To the PNP Provincial Director, or
to the PNP chief Camp Crame if the province is not under the provincial commander, to
the Department concerned which will have the original copy in the Persons Wanted
File, to the National Bureau of Investigation which will have one copy, and the Rogues
Gallery will have the fourth copy.

*Arrest Report

This is a report that documents all the events in arresting a suspect including
personal information. Jail bookings, information about control and release of prisoners,
and court proceedings. This report is based on information received, ensuring probable
cause for a warrant/warrantless arrest.

*Crime Report

These are report written after the conclusion from the preliminary investigation
that a crime truly happened. This report also include important factors like corpus
delicti(elements of the crime), suspect description, properties taken, evidences
collected, property damages, victims injuries, and suspects modus operandi of crime
report format on page.

*Situation Report

Also Known as SITREP, this is similar to patrol report which is submitted every
eight hours but on a need-only basis.

It is important when reporting on a reporting on a situation to higher authorities, to

present the information in a way that is concise, easily transmitted on unreliable radio
or telephone system, easily read and which covers key areas. Normally, they are sent to
some central control authority at set timesof the day or week, to provide a snapshot of
the situation as it develops. This also help to cut down the pressure on
communications that may themselves be disrupted or reduced. The value of the
SITREP is to help both the area affected, and the local government authorities to deal
with the disaster and ongoing developments in it.
*Miscellaneous incident Report

Also Known as Ml Report, this is used to document any incident, situation, or

circumstances that are not crimes, or not crimes, or may not be designated by a
particular title. The purpose of this report is simply to maintain the integrity of the
departments reporting system.

*The Traffic Accident Report

This report is written by the officer who investigates the accident. This type of
report documents all the facts and information about any vehicular accident whether it is
fatal or non-fatal. This also examines the nature of the damage of any property, the
location of the accident and its cause. Included in this type of report are statements of
witnesses, diagrams, and photographs.

*The Investigation Report

An investigation report is written to investigation a particular case of crime. This

is an internal forms of communication that requires the addressee, the officer-on-case,
and the chief of investigation section. The addressee of investigation report is the chief
or head of a police unit, the office-on-case will write and sign the report, and it will be
noted by the chief of investigation section. An investigation report is important in court
proceedings, the prosecutors office can use this filing appropriates cases, while the
court can use this minor offenses and for determining whether the accused is guilty or
innocent.

The investigator writes an investigation report to achieve these objective for

Records, Leads, and Prosecution. An investigation report provides a permanent official
records of the pertinent information procured during the course of investigation, it also
provides other investigators the lead information relevant to further advance their own
investigation, and provides statements of facts for prosecution action on which
designated authorities may base a criminal, either for corrective or disciplinary action.
Qualities of a Good Report
A well written report is also a result of carefully planned and designated writing.
Good report writers undergo the process of writing, editing, and revising their work. For
a report writers undergo the process of writing, editing, and revising their work. For a
report to be considered as good, it needs to posses certain qualities, like: Clarity,
Accuracy, Completeness, Brevity, Fairness, and Specificity.

*Clarity

Clarity refers to the clearness of thought, style, or expression of the writer. An

effective writer must use correct English, and must point directly to the written
communication to save readers from reading unnecessary words.

*Accuracy

Accuracy is the conformity to facts and representation of truth with precision and
exactness. In writing a report, all facts and information whether favorable or unfavorable
to the concerned subject should be included, and these fact are verified by statement of
witnesses, and by reference to official records or reliable sources. An accurate report is
a true reflection and representation of the facts to the best of the writers knowledge. An
accurate report is also a specific report.

*Completeness

Completeness refers to having all the necessary normal part, components, and
style of writing in its entirely. In writing a complete report the elements of the crime
should be established and the additional facts should prove those elements.
Documentation of the report should base from important statement and letters, findings
of other agencies, and laboratory reports.

*Brevity

Brevity has something to do with the quality or state of being brief and concise,
with the quality of terseness, and lack of wordiness. Brevity is achieved by omitting
materials or information that is useless, irrelevant, and redundant.
*Fairness

Fairness in writing is having or exhibiting a disposition that is free of favoritism,

bias, impartiality, self-interest, or preference in judgment, A fair writer should always
base his report on facts, and if there are theories , these theories should be verified first
and be consistent with facts.

*Specificity

Specificity is the quality of writing pertaining to being explicitly and specific rather
than general. A good writer must be precise and specific in writing his or her report, and
should avoid ideas that could mislead the readers.