Grammatical Foundations of Effective Police Reports

Grammar

Simply put, grammar shapes the systems of a language. It explains the forms and structures of words (morphology) and how they are supposed to be arranged in sentences (syntax). These rules help us more easily understand each other.

Recommended Grammar for Reports

Grammar is more than just understanding how to avoid mistakes. It is necessary so that one can become a skilled writer and speaker. An effective police officer should have grasp of the basic components of English grammar so as to make reports free from mistakes. Remember, mistakes in your report could mean the dismissal of your case or even a case against you.

Fundamental Elements of Grammar

The follow is a brief review of the parts of speech

Nouns

Pronouns

Verbs

Adjectives

Articles

Adverbs

Prepositions

For more videos on English Grammar, check out the videos on this playlist by Khan Academy: Grammar - Khan Academy.

Writing Clearly and Logically

Effective police reports must be informative, clear, organized, and logical. It must also present all relevant information in the simplest manner that is understandable to the reader.

Paragraphs

These are the structural units for grouping information. Regardless of whether the investigation report is written in a narrative style or a category style, all paragraphs must be clear and easy to understand. Each paragraph's first statement (lead-in statement) should clearly describe the paragraph's main topic or issue. Within the paragraph, the lines should contain facts, ideas, justifications, or examples that are directly related to the main theme.

Transitions

These connect different ideas, sentences, or paragraphs. Writers can assist their readers through the narrative by using the appropriate transitional words or phrases throughout the report.

The following are some examples of transitions. They are grouped according to type.

Time

• immediately

• when

• in the meantime

• before

• at the same time

• prior to

Example: Jimenez said he noticed that the door was not completely shut, so he decided to find out why. Immediately after entering the room, he saw that the window was broken.

Place

• near

• under

• beyond

• behind

• next to

• around

Example: Jimenez said he saw broken glass on the floor under the window. Near the glass, he saw a large brick.

Order

• finally

• first

• in addition

• then

• lastly

• further

Example: In addition, Jimenez saw his laptop was not on the desk where he left it the night before.

Concrete vs Abstract Words

As already mentioned, reports should be written as simple as possible. As such, the use of abstract words or phrases is not encouraged. Instead, a report writer must use concrete words that clearly relay information and address relevant questions.

Homonyms

These are words that sound similar, but have different meanings. It is important to ensure that the correct words are being used in every sentence, so this is something to watch out for.

Example:

Proofreading

This is the process of reviewing a report for accuracy, clarity, and completeness. It is a rather difficult skill to learn, but it cannot be overlooked.

When proofreading, special care should be taken to ensure that the following basic questions are answered

• Are the correct crimes cited in the report?

• Is the information in the proper order?

• Are all crime elements articulated?

• Based on the officer's field notes, are the facts of the case correct?

• Is the report well-organized?

• Are all necessary information included?

• Are things said efficiently or too wordy?

• Are all conclusions supported by facts?

• Are there any gaps in logic?

• Are the names spelled correctly?

Proofreading Mechanics

A report's effectiveness and a reporter's credibility can be damaged by a report with too many mechanical errors.

When proofreading a written report, it is important to look for the following:

• inappropriate use of nouns, pronouns, verbs, etc.

• vague or confusing language

• incorrect or inappropriate use of words

• gaps in logic or narrative flow

• spelling errors

• inappropriate punctuation

• incorrect use of police, fire, or EMS abbreviations

• overuse of words, such as "that"

Remember that the above points are only guidelines. It does not necessarily mean that your checks end at these guide questions and statements.

Writing Narrative Police Reports

This summarizes everything that the police officer saw at the scene. Victims are identified, offenders are defined based on witness evidence, the scene (time and place) is recorded, and the situation is summarized. The facts - what the officer saw, heard, (perhaps) smelled, observed, and experienced - make up the narrative.

Basic Format for a Narrative Police Report

1. Begin with a one-sentence synopsis
   Example: On May 14, 2011, at approximately 03:45 PM, an unidentified male entered McCabe's pub and stole $198 from the register.

2. Provide a summary of the crime
   Explain what happened in chronological order - beginning, middle, end

3. Witnesses may be identified, and important details from their interviews may be included
   If you have a statement from a victim or witness, write exactly what they said in quotation marks.
   Example: Marks stated, "He yelled, 'Open the register and get on the floor!'"

IMPORTANT

1. Use correct spelling, punctuation, and grammar.
   Police reports become part of the public record and may be used in court. As a report writer who will potentially testify in court, you would want to make a good impression so that you can be considered knowledgeable and reliable.

2. Consider your audience.
   Use Standard English, not slang, police codes, or abbreviations. This way, anyone reading your report will understand it exactly how you meant it.

Sample Narrative Police Report

On May 14, 2011, at approximate 03:45 PM, an unidentified male entered McCabe's pub and stole $198 from the register. McCabe's Pub was open, but there were no customers at the time of the crime. Carol Marks, co-owner, was cleaning tables when the suspect entered. Marks stated, "He yelled, 'Open the register and get on the floor!'" She did not see a weapon. After the suspect removed all of the money from the register, he ran out the front door. Ms. Marks called 911 at 03:57 PM. She described the suspect as "twenty-something" white male wearing a red t-shirt, jeans, and a Yankees cap.