Report writing is essential in law enforcement. The initial police report on an incident generally forms the basis of future reports on the same incident. Additionally, the reports also make the foundation of the case during court presentation.
Thus, a police officer must be able to write reports well such that the incident that transpired could be communicated as accurately as possible. We must remember that the single slightest mistake or omission could decide the fate of our case.
It is a document that contains the statement of the person who first reported the crime. It contains a declaration and the details about the incident, including the names of those involved. Anyone in the department can prepare it.
Police reports are created for the following reasons:
To serve as the community's official document and permanent record of incidents
As data which could later be used in identifying community problems
To aid investigations, criminal prosecution, and court presentation
To help determine training requirements for police officers
Identification of Criminals
Since police reports contain details of a criminal incident, the details contained therein could be used in the future as reference for the identification of criminals. Specifically, when details such as name, physical descriptions, and unique characteristics are available, law enforcement can use this information to help find the people involved.
Investigation Records
As previously mentioned, police reports serve as the basis for many future related documents including progress reports on further investigations. These, in turn, help prosecutors, defense attorneys, and other law enforcement agencies because they get to have a source document for their needs.
Court Preparation
As a comprehensive document detailing a criminal incident, police officers can use their police reports to refresh their memory before their court appearances. This way, the statements they make during their testimonies will match with what was reported by others.
Civil Liability Assessment
This is done when there is a need to compensate a person, especially a worker, for injuries suffered at work. Also, this assessment is done whenever there is a civil complaint against police officers. The basis for the assessment will be the details recorded in the police reports.
Statistical Analysis
Data in police reports can be used later in research, especially those that involve crime trends. The research can then be used to improve public policing policies and resources acquisition.
Factual
A police report is an objective account of the important details of the case, and any conclusions formed by the reporting officer must only be based on defined and documented evidence. The report should never include opinions nor unsupported conclusions.
Accurate
All pertinent data must be reported honestly, carefully, and precisely.
Clear
The report should be understandable to the point that the absence of the reporting officer would not make it incomprehensible. There should be no mistake or uncertainty about what happened during the incident. Logical presentation of information, judicious use of common language, and excellent writing mechanics must be used to their fullest extent.
Concise
Reports should be as short as possible, yet as long as it needs for all pertinent facts of the case to be included.
Complete
The report should have all the information necessary to enable the reader to gain full understanding of the incident being documented in the report. No more questions about the incident should be left unanswered. All actions of the relevant officers should be well-documented in the report, along with all other relevant supporting or contradicting information.
Timely
Reports should be done within a timeframe that would not make it a hindrance to the progress of the case.
These are notes that the officer creates while on the line of duty; for instance, while on patrol or during the conduct of interviews.
Every incident is unique. As such, the information needed by any officer when writing a report would vary for each individual case. This is where field notes would come in handy. As much as possible, the notes should answer the 5W's and 1H of the incident.
The following table should serve as a guide regarding the details that should be included in the field notes for different types of subjects:
Remember that these are meant to serve as a guide only and not an exhaustive list of all information that could be included in the field notes.
These are interviews done in the line of duty.
An effective field interview generally follows this five-step format:
Separate the involved parties
This helps reduce interruptions and distractions. Separating the parties also allows them to focus on speaking with the officer rather than each other. Additionally, it reduces the possibility of the witness testimony being manipulated by others.
Establish rapport
Be polite, considerate, and patient. Briefly explain why the interview is necessary as well as the interview procedure.
Listen attentively
Ask the person about the incident and allow them to speak freely about it. Make sure that their attention is focused on the main topic of the interview. If they begin to stray from the topic, gently steer them back, and constantly use active listening skills to motivate them to speak further. Remember to pay close attention to every detail being narrated.
Take notes, ask questions
Request that the subject repeat their narrative, but, this time, interrupt when clarifications are necessary. Take notes, but keep them brief and basic, underlining the most important thoughts or ideas. At this stage, make sure that you already have the subject's correct identity information.
Verify information
Repeat certain details noted in the previous steps to the subject to ensure accuracy and give them the opportunity to add facts. Make sure to double check all gathered information and ensure verification of any modified information.
Below are some guide questions that could be used to help make an effective police report.
The following content elements are essential towards an effective police report. However, we should always remember to only use this list as a guide since some elements may not be appropriate for certain types of cases.
Initial information how the officer became involved in the incident, relevant background information, officer's early observations, actions taken upon arrival at the scene
Identification of the crime or incident all information necessary to prove that an incident happened, common name of the crime, statutory reference number, requisite essential elements of the crime
Identification of the involved parties information (if known) about the reporting individuals, victims, witnesses, suspects - names, addresses, and work and personal phone numbers of everyone involved, alternative contact details, email addresses, specific roles in the incident
Statements from victims, witnesses, and suspects summaries and direct quotes, the facts of the occurrence (from the point of view of the individuals involved)
Details about the crime scene crime scene specifics necessary to precisely recreate the scene, images and locations of physical evidence prior to collection (if possible), photographs should be printed for inclusion in the report and, if applicable, booked as property as proof
Information regarding properties involved exact or precise details about stolen or recovered property, also property booked for safekeeping and evidence - these should also be entered in the LETS (Law Enforcement Telecommunications Systems) if applicable
Actions and observations done by the officers detailed descriptions of all events that occurred during the incident; if more than one officer responded, each should submit a supplement detailing their own activities during the incident
Police Blotter Report a log book that keeps track of all crime incident; official summaries, reports, arrests, and other noteworthy events that occur in a police station are recorded in the blotter
Spot Report initial report following a major incident; immediately forwarded to higher authorities for futher investigation and action
Progress Report follow-up report created after doing additional investigation into a specific event
Final Report written at the conclusion of an investigation and the case has been filed
Investigation Report produced in the course of an investigation; signed by the investigator and stamped CONFIDENTIAL on top of the letterhead and on the lower fold of the paper
After Operation Report written following a successful police operation that resulted in the arrest of one or more members of a syndicated crime group
Beat Inspection Report submitted daily by any duty officer after a regular check on foot
Situational Report completed on a case-by-case basis; contains the state of a specific incident or incidents that are of public concern; primarily addressed to the commander or leader in order for him to be aware of the current situation before the media and general public
After Patrol Report signed by the team leader and filed by the designated sector after using official vehicles