INVESTIGATIVE REPORT WRITING – TECHNICAL ENGLISH 2

TECHNICAL WRITING
✓ The word Technical comes from the Greek word “teche” that means “skill”. Technical writing is
a form of technical skills and is used in fields like the military, police, computer industry,
robotics, finance, consumer electronics, biotechnology and many other fields.
✓ Technical or Report Writing as a means of communication is readily, cheaply, and effectively
available to all of us if we know how to do it.
✓ Technical writing is a process that involves three elements, namely: the subject matter, the
study or the investigation, and the organization and presentation of the information gathered.
These three elements could be best exemplified when an investigator writes an investigation,
and instrumentation. These are done in order to support and present factual information
regarding assigned cases. The investigator moves into organizing and presenting all gathered
facts in adherence to the standards required in the uniform reporting of the police system.
✓ The Technical writer is expected to be objective, clear and accurate, concise and unemotional
in the representation of facts.
Relevant Definition of Terms:
1. Communication - is defined as the use of language, spoken or written 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 affect some type of action or change.
2. Report Writing – 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.
3. Report - a detailed account of an event, situation, etc., usually based on observation or inquiry.
4. Reporting - is knowingly passing along information to someone else.
5. Fact - is anything which either through careful observation or investigation has been proven to exist
as to have happened.
6. Note Taking - is defined as a brief notation concerning specific events that are recorded while fresh
in your mind and used to prepare a report

TYPES OF WRITING
✓ Business Writing centers on the goal of creating clear, courteous, effective communication
that serves the needs of companies and organizations. In some cases, the tone may be
persuasive, as in the case of sales or marketing documents. The audience for this
communication can be internal or external.
✓ Creative Writing is an “original writing that expresses ideas and thoughts in an imaginative
way.” It's the "art of making things up" or putting a creative splash on history, as in creative
nonfiction. In any instance, creative writing makes you step out of reality and into a new realm
inspired by your own imagination.
✓ Technical Writing is often used to produce documentation for a wide audience. Its tone is
neutral. The style is simple, factual. It deals with communication strategies, “techniques,” skills.

GUIDELINES IN THE USE OF SOCIAL MEDIA BY THE POLICE

✓ ● Adopt a tone that is professional, friendly, helpful and community minded.
✓ ● Communication is not one-way. It must be a two-way communication platform.
 ✓ ● Always be authentic and transparent in anything you send out.
✓ ● Don’t engage in arguments even if provoked. If you disagree, do so respectfully.
✓ ● Speak in a professional, courteous manner, and avoid technical jargon.
✓ ● Try to add value. Provide worthwhile information and perspective.
✓ ● Avoid plagiarism. Document all sources and give credit where credit is due.
✓ ● Avoid posting anything that could be considered slanderous, libelous, hurtful, profane or
discriminatory, inappropriate and threatening.
✓ ● From an investigative standpoint, officers should be trained in how to collect intelligence from
✓ Social media outlets and guidance should be provided on how evidence can be collected
legally and ethically from these sites.

POLICE REPORT
✓ Police Report Writing is considered technical writing, and as such, you will need to develop
special skills and techniques.
✓ Police Report Writing is the backbone of criminal investigation and prosecution.
✓ Reports are a very important part of their job because they record important details of an event
and are used to help detectives with investigations or as pieces of evidence in court.
Therefore, police reports must be clear, factual, and concise. One part of the police report
is the narrative.
Concept of Police Report
● is a document that details all of the facts, circumstances, and timeline of events surrounding an
incident.
● It is any written matter prepared by the police involving their interaction with the community.
● It is an exact narration of facts discovered during the course of investigation which serves as a
permanent written record for future reference.
● It is a permanent written record of police activities classified as informal and formal which
communicates important facts concerning people involved in criminal activities.

Nature and Purposes of Police Report Writing

An investigation report is an objective statement of the investigator’s findings. It is an official record
of the information relevant to the investigation which the investigator submits to his superior.
Police Reports
Police investigate crimes and arrest people, but they do not charge people with crimes. Charges are
filed by prosecutors – such as a district attorney’s office – and a court case is only opened when a
person has been formally charged. Police records thus are not part of the court system, and documents
like arrest reports or crime/incident reports kept at police departments are not presumed to be open to
the public as court records are. Thus almost no police investigative records are posted online. There
are two main types of reports written by police officers – arrest reports and crime or incident reports.
1. Arrest Report
This report provides details of an arrest made by police.
2. Crime or Incident Report
This report provides details on police responses to citizen calls for assistance, reports of accidents or
reports of crimes being committed.

USES OF POLICE REPORT

 1. Identification of Criminals
2. Investigative Record
3. Court Preparation
4. Civil Liability Assessment
TONE OF POLICE REPORT
● Narration is effective in writing Police Reports.
● Objective tone is preferred. Use of “I”, “We”, “Me”, or “My” make the writing opinionated.
Objective writing is an impersonal style of writing, and doesn’t include the information about the
writer.

Importance of Police Report Writing

A person’s memory is short. Without writing and documenting events that transpired, especially during
investigation, the truth might not be derived at.
According to Soriano (2005), the following are the reasons why police reports are important:
- 1. Report serves as records for planning, directing and organizing units’ duties for police
administration.
- 2. Reports are used as legal documents (prosecution of criminals).
- 3. Report used as references of other agencies.
- 4. Reports used as a basis for research.
- 5. Reports may also help local media when they need access to the documents.
- 6. Reports could serve as a reflection of the investigator’s credibility.

Types/Classifications
1. Informal Reports – is a letter of memorandum or any one of many prescribed or used methods
of communications, in a day-by-day police operations. It carries three items besides the text
proper, the data submitted, subject, and person or persons to whom submitted, and it contain
many items of administrative importance along with the subject matter of the text. Most police
reports are placed in this category.
2. Formal Reports – suggest a full-dress treatment, including cover, title page, letter of transmittal,
summary sheet, text, appendixes, and sometimes index and bibliography.
Other Types of Police Reports
1. The Case Report
a. Complainant/Assignment Sheet which reflects all information regarding complains and reports
received by the police from the citizens and other agencies, or actions initiated by the police.
b. Investigation Report, which contains the findings of an action taken by the investigating officer
based on inquiries made and by obtaining the available facts of the incidents.
2. The Arrest and Booking Report - This record maintains the arrest and jail booking report, which is
required for all persons arrested. It shall bear an arrest number for each arrest made.
3. The Identification Report - Identification record is the third major division of police report. Fingerprint
records are the heart identification system. It provides positive identification and the police must
supplement it with a record of physical characteristics and in some cases a photograph of the criminal.
Identification reports have their own number series: an identification number is assigned to each
criminal to identify records relating to him.
4. The Administrative Report - These are reports required in the management of the department
personnel and designed to aid in assignment, promotion, and disciplinary actions. Such records are
so essentials in administering personnel matters that they must be maintained in a police department.
5. The Miscellaneous Report - These are reports, which do not relate to recorded complaint and
investigation reports but are informational in character.
The four (4) “C” Test of a Good Report
 CLEAR
CONCISE
CORRECT
COMPLETE

Qualities of Good Report Writing

1. Factual – because the report’s content is all based on facts, taken form one or any or all of the
investigator’s five senses, that of sight, smell ,taste, touch and hearing, thus it can be proven.
2. Complete – means reporting all the facts, which were discovered in the course of investigation.
Hence, any relevant and pertinent information must be reflected in the report.
3. Objective – means presenting all facts with appropriate words, free from the writer’s opinions,
propaganda or emotional bearings.
4. Clear – means that the report should be as simple and direct as possible. The subject or
objective, or purpose of the report should be clearly stated.
5. Relevant – in the sense that the report should relate exclusively to the stated objective of the
report. However, if another topic or matter is to be introduced in the same report, as a result of
the follow-up investigation of the original case, the presentation or inclusion of the newly
discovered facts should be closely related and the relationship should be made clear.
6. Brief – this can be attained by avoiding sensationalizing the facts, which is the inclusion of
unnecessary details not related to the case under investigation. A report can be brief if the facts
are unified and coherent.
7. Accurate – means the contents of the report must be based on facts, which are known through
the use of any or all of the five senses; sight, hearing, smell, taste and touch.
8. Up-to-date – meaning reports should be submitted on time and possibly according to schedule.
Hence, it should be current as of the time it is needed.
9. Fair – which can only be done through the avoidance of formulated preconceived theories that
could possibly lead to twisting of the real facts that could affect the report. And this can only be
done by keeping an open mind.

A GOOD INVESTIGATION REPORT CONTAINS THE FOLLOWING REQUISITES:

1. Accuracy – The report should be a true representation of the facts to the best of the investigators
ability.
2. Completeness – The question of “when, who, what, where, why and how?” should be answered.
3. Brevity – Irrelevant or unnecessary materials should be omitted.
4. Fairness – The investigator should take the facts as he finds them.
5. Form and Style – The arrangement of the materials presented should be in a manner which will
make the report easy to read.
6. Clarity – The language and format of a report are simple and to the point.
7. Specific – Use of specific words that bring the reader close to first-hand experience.
8. Timeliness – Completion of a report promptly

Characteristics of Effective Report (Content and Form)

How to write a good report?
1. A good report has a Clarity of Thought
● A good report is one which is drafted in simple, clear and lucid language.
● Its language should not be difficult and confusing.
● There should be no ambiguity as regards the statements made in the report.
● A reader should be able to understand the entire report easily, exactly and quickly.
2. A good report is Complete and Self explanatory
● A good report is always a complete and self-explanatory document.
● For this, repetition of facts, figures, information, conclusions and recommendations should be
avoided.
● Report writing should be always complete and self-explanatory.
● It should give complete information to the reader in a precise manner.
3. A good report is Comprehensive but Compact
● A lengthy report is not necessarily a good report.
● In fact, a report should be a brief and compact document.
● At the same time, it should give a complete picture of the problem under investigation.
● In this sense the report writing should be comprehensive but compact.
4. A good report is Accurate in all Aspects
● Good report should be correct in all aspects.
● The data given and statements made in the report must be based on facts and must be verified
carefully.
● Report writing is a responsible job as a report is used as a reliable document for taking decisions
and framing policies.
● Thus, report writing should always be accurate, factual and reliable.
5. A good report has Suitable Format for the readers
● A good report needs proper format.
● It should be convenient to the type of report.
● The report should have all essential components such as title, introduction, findings and
recommendations.
6. A good report support facts and is factual
● A good report is always factual.
● The findings, conclusions and recommendations included in the report should be supported by
information and data collected from reliable sources.
● Statistical tables should support statements made in the report.
● Attention needs to be given to this reliability aspect in report writing.
7. A good report has an Impersonal Style
● A good report should be drafted in an impersonal manner.
● The report writing should be in third person.
● This is necessary as the report is prepared for the benefit of a person who needs it and not for
the benefit of the person who prepares it.
8. Good report has a Proper Date and Signature
● A good report should be properly dated and signed by the concerned authority or by the chairman of
the committee or by all committee members.
● This has legal significance and needs special attention in report writing.
9. Good report has a reference to relevant details.
● In effective report writing, reference to relevant details is necessary.
● A good report should cover all relevant details for the methodology used, and the questionnaire
prepared for data collection and the procedure followed by the committee.
10. Good report follows an Impartial Approach
● A good report is always fact finding and not fault finding.
● It should be prepared in an impartial manner.
● The writers of the report should be impartial in their outlook and approach. In other words, there
should be objectivity in report writing.
● Emotions, sentiments, personal views etc. should be kept away while drafting a report.
● The approach of a report writer should be broad based, positive and constructive.
● He should be neutral and self-effectual in his reports writing.
11. Good report has all Essential Technical Details
● In a good report writing essentials should be given to certain essential technical details.
● For example, the pages and paragraphs of the report should be numbered properly.
● Marginal heading and titles should be given. This gives convenience to readers.
12. Good report is presented in a Lucid Style
● A good report is one which is presented in a lucid style.
● It needs logical and systematic arrangement of different parts.
● It should be easily and clearly understandable by all those for whom it is meant.
● A good report should create interest among readers because of its lucid and convincing style.
● Clear thinking, objective tone and logical arrangement of thoughts make the report single and lucid.
13. Good report is a Reliable Document
● The data collection, analysis and interpretation of the data, conclusions drawn and recommendations
made in the report should be accurate to make the whole report reliable and dependable for future
reference and also the policy decisions.
● Thus, reliability is one important aspect of effective report writing.
14. Good report is arranged in a Logical Manner
● The different parts of the report should be arranged in a logical order to make it integrated.
document.
● Proper planning is essential while drafting a report.
● Attention to format of a report is a must in effective report writing.

➔ A report shall possess the following characteristics: factual, accuracy, clarity, brevity, brevity,
specificity, completeness, timeliness, security, impartiality and routine details.
➔ A report that is not well-written might be subjected to scrutiny.

COMMON PROBLEMS IN POLICE REPORT

1. Placing periods and commas outside a quotation mark. They should go inside.
Ex. Rison told me, “I never saw the bicycle.” “He took everything I had from me,” said Wilder.
2. Using jargon instead of normal English words.
- Jargon is an expression that is considered unprogressive, obsolete, outworn, overused and
stale. Jargons like “anent” could be simply written as “about”, or “regarding”, or “concerning”, “per”
could be written as “based on”, or “on” and “esteem” could be written as “regard” or “respect”.
3. Writing in a passive voice.
▪ What’s wrong with passive voice? It omits essential information: who did what.
Ex. The suspect was handcuffed and booked into the Jail. The passive voice in the sentence
doesn’t tell who handcuffed the suspect and drove him to jail.
- A defense attorney might ask for that information in court.
▪ Active voice clearly states who did what. Ex. I handcuffed the suspect, and Officer Abrams
booked him into the Jail.
4. Misusing capital letters.
▪ If you’re writing directions - north, south, east and west, do not capitalize them. Capitalize them
if they are part of a proper noun or place, ex. West Coast, North Pole, Middle East, South Africa
5. Misspelling common words.
▪ Use a dictionary or spellchecker to make sure every word is correct.
Ex. All right or alright? receive or recieve? there or their? who’s or whose? it’s or its?
6. Omitting the results of an investigation
▪ If you write “I looked for latent fingerprints,” be sure to record whether or not you found any.
▪ If you write, “I looked for the point of entry,” be sure to note whether or not you found it.
7. Run-on sentence - a sentence “runs” as it were, without a semi-colon or period.
Ex. I checked the back door it was locked or it was closed...The correct structure is: I checked
the back door. It was locked.
8. Using unnecessary words.
▪ Unnecessary words waste space and time, make some words redundant and make your writing
“flowery“ or verbose.
Ex. This officer attempted to make contact telephonically but was unsuccessful in those 3
attempts. Correct: I tried to phone him, but he didn’t answer.
9. Writing vague generalizations instead of facts.
Ex. “Monica was uncooperative” is a generalization. Correct: “Monica was silent when I tried to
interview her. She did not respond to my questions.”
10. Making assumptions.
▪ It’s all right to describe clothing, words and physical appearance. But don’t pretend you know
what is going on in a person’s mind. Ex. “She had trouble answering my questions because she’s
old.” Correct: “She had trouble answering my questions.”

INVESTIGATIVE REPORTS
1. Preliminary Investigation Report - this is the case report, which contains the initial listing of
the facts of the case. It contains: the offense, current date and time, date and time of offense,
identification date pertaining to victim or reporting party or suspect, location of offense, MO,
name of investigating officer.
2. Progress/ Follow-up Investigation Report – it describe the progress of the investigation from
time to time and ensure constant follow up. It contains: identification of evidences noted,
accurate and pertinent other facts
3. Final Investigation Report – the complete, more detailed report, which contains sufficient
evidence noted, identity of perpetrators, which warrant the filing of the case to court

BASIC TYPES OF INVESTIGATIVE REPORTS

(PNP)The following are the basic types of Investigative Reports:
1. SPOT REPORT
● It is also called SPOTREP.
 ● A concise narrative report of essential information covering events or conditions that may have
an immediate and significant effect on current planning and operations that is afforded the
most expeditious means of transmission consistent with requisite security.
● is an immediate initial investigative or incident report addressed to Higher Headquarters
pertaining to the commission of the crime, occurrence of the natural or man-made disaster, or
unusual incidents involving loss of lives and damage to properties.
● Must be acted within 24 hours. When written, a spot report may use the PNP message form,
especially if the reporting officer is far from the receiver. If the reporter is within a particular
installation only, the report may use the Subject- to Letterform.
What is the purpose of spot report?
To inform an immediate chief (as SOP, considering that whatever happens in said area is a command
responsibility), or that one from a higher headquarters or office, regarding the details relative to a
particular occurrence
2. A PROGRESS REPORT
● is an accounting of the actions or series of actions undertaken in relation to an ongoing
investigation of a case.
What is the purpose of the progress report?
It is through this kind of report that a superior officer can determine if the detective or investigator is
working on his case and therefore, serve as a gauge or yardstick for the investigator’s efficiency
3. AFTER OPERATION REPORT
● is a report that may be rendered after any successful police operation that leads to the arrest
of any member or some members of a syndicated crime group.
4. FINAL REPORT
● is a thorough, in-depth and lengthy account regarding an investigation into an incident or case
as mandated by higher authorities to establish a determination of the truth and/or how far it
could be determined based on the facts and circumstances with the appropriate
recommendation for the proper course/s of action/s to be made.

WHAT IS A POLICE REPORT ON A CAR ACCIDENT?

A police report is generated by the investigating officer who responds to a request for assistance at
the scene of a car accident. The police report is a summary of information regarding the motor vehicle
collision -- containing both facts related to the accident, and opinions of the investigating officer.

CRIME INCIDENT REPORTING HAVE BASIC 5 PARTS:

1. What – The name of the offense of the crime incident. This is where the violation is being
specified.
2. Who – This section contains the following information of the people involved namely but not limited
to:
● Victim – The person that was offended by the crime or “Offended Party”
● Suspect – Person who violates a certain crime or called as “Offender”
● Witness – People or person who witnesses when crime takes place.
3. When – The Time and Date where the crime incident happened and often known as “Date of
Commission”.
4. Where – It is the place where the crime incident happened and this is called the “Place of
Commission”.
5. How/Facts – This is the narration of the crime incident. Although it may be constructed long and
detailed or it could be brief and concise. As long as the point is there, and it is exactly meant to be
happening.

5 THINGS THAT SHOULD BE COLLECTED ON HOW TO REPORT A CRIME.

Please report a crime as soon as possible and do not wait for a longer time.
TIP 1: State the Nature of the offense
● This is the “What” part of the crime incident report. When you report a crime, you must
remember how it was committed. What is the act that transpired and how it is performed. The
Police Officer will investigate and give the appropriate offense to that incident. The Investigator
On-Case (IOC) will handle the report and take action.
● The crime could be forwarded to other Law Enforcement Agencies, File at Prosecution or Court,
Other PNP Units and in the Barangay Level Court. There are crimes that are handled by
Barangay Level before going to Police Station Level.
● Barangay is also a court and trials the light offenses. If the Barangay Council could not solve the
crime incident it will be forwarded to LUPON TAGAPAMAYAPA and if it will not be solved, then it
will be forwarded to Police Station where it could be filed appropriate charges to Court.
TIP 2: Take note of the Persons involving the crime
These are the people who are involved in the crime incident. If you want to report a crime, then you
should do the following steps:
● Victim – It is more advisable to bring the victim in order that the Investigator could conduct the
follow up investigation related to the incident. They would ask for the personal information of the
victim. If you could not bring the victim at least ask the Full name, age and gender. Note if the
victim was in grave situation or injured and forwarded to hospital, you should ask the name of the
establishment where the victim is held in custody.
● Suspect – If you cannot identify the suspect at least try to remember the physical attributes and
age estimation. You must describe what kind of dress he or she was wearing at the Date of
Incident and describe the skin complexion. You must also state if possible the last place you
have seen or what direction did he or she go after the incident. The Police Officer will coordinate
to the neighboring Station for possible flag down of the suspect. If riding in a vehicle or
motorcycle, please remember the color, plate number, and unit of the vehicle or motorcycle.
● Witness – This is where you as the reporting person who witness the incident. Do not forget to
leave a contact number for further questions and possible participation when a case is filed at
court. When any of the involved person is injured or in a grave situation, please contact the
nearby Rescue Unit or any Medical team that could rescue the life of the person
TIP 3: Remember the Date when crime is committed
● Time should be approximate or even exact if possible to be more precise. If you cannot pinpoint
the time, you can estimate it and please be specific if it is transpired on Dawn, Morning, Noon,
Afternoon and Evening. If it has happened multiple times, then you must remember the first
incident it happened. The other time it happened will also be recorded in the Facts or Narrative
of the case.
TIP 4: Specify the Location of the crime happened
● The area where the crime incident happened is called Place of Commission.
 ● It is more important if the place of incident can be more specific when reporting.
● The law enforcer could conduct a follow up investigation regarding the incident.
● It is a protocol that if you report a crime, it should be the nearest police station where the place is
covered.
● Every police station has its own Area of Responsibility (AOR) in which the personnel will act on
crime incidents. There are some instances where cases were dismissed due to the Police Officer
solely responding to the incident where he or she is not assigned in that particular area without
coordinating the nearest Police Station. A Police officer when responding to a crime incident
must coordinate to the Police Station for possible arrest or apprehension and further
investigation of the crime. The responsible personnel will take over the area and conduct initial
investigation.
Report a crime that uses internet or online
● For a crime incident involving online or internet in which you cannot pinpoint where the place of
incident transpired. You can go to any police station near you, and they will assist you where the
case should be forwarded. The Philippine National Police have also a Support Units that focuses
on the crime’s nature. The Anti-Cyber Crime Group (ACG) which dealt on cases of online crimes.
TIP 5: You should elaborate on how the crime is committed
● The sequence of the incident when crime is committed.
● You can state or much better the victim will speak on how the crime has been committed.
Although the Investigator would not include all of the happenings but to take those important
parts where it could build a strong case. Do not worry if other is not being stated in the narrative,
another information and instances will be included in the Affidavit.
● Involved Persons in the incident including suspects will execute an Affidavit (Solo, Joint or
Counter) during the trial of the case. Before leaving the police station, you can read the narrative
of the offense and even ask for Police Blotter Certification or Extract Blotter (common term) of
the incident. You will also be given an Incident Record Form (IRF) from the station.

Requisites in filing a Complaint

1. Official Police Blotter
Is a record of daily events occurring within the territory/jurisdiction of a given police unit or
command. It contains material details concerning the event for legal and statistical purposes.
This police blotter is an informational record book that is utilized for evidentiary or referral
purposes.
2. Police Report
3. Spot Report on Violation of Law

INVESTIGATION REPORT
● is a document that details the findings of an investigation as soon as a formal complaint is filed
or an incident occurs. This is where investigators record the issues of the matter, analyze the
evidence, and formulate a conclusion. It is impartial and based on evidence, not on the opinions
of an investigator or the parties involved.
● Investigation reports aim to provide decision-makers with the facts needed to determine a course
of action. They can also be used to ensure that a case undergoes a timely, complete, and
accurate investigation.
Definition of Police Blotter
● A Police Blotter is a record of daily events occurring within the territory/jurisdiction of a given
police unit or command.
● A report generated daily for the previous 24-hour period. It contains material details
concerning the event for legal and statistical purposes.
● This police blotter is an informational record book that is utilized for evidentiary or referral
purposes.
● The Police blotter shall be a record book bound with hard covers and shall be 12 inches (12”)
by 16 inches (16”) in size. The front cover of a police blotter shall contain the name or
designation of the police force and particular police district/station, together with the
designation of the specific police unit or sub-station, the volume or book number, the series
number and the period covered. Color blue (General use) and Pink (Women and Children
Protection Center).
THE POLICE BLOTTER
Circular Number 5 issued by the General headquarters, Philippine National Police, dated
December 10, 1992, is the rule “PRESCIBING UNIFORM POLICE BLOTTER FOR THE
PHILIPPINES NATIONAL POLICE’. This rule shall be followed by the different police
offices and units throughout the country in making an entry of events and incidents on
the police blotter.
Purpose of Police Blotter
● The Police Blotter entry reports serve as a permanent record of incidents, events, problems,
and occurrences.
● A Police Blotter is used to keep informed of activities within the police jurisdiction.
● It is also used to compile statistical information, identify problems in the community, or identify
police training needs. These reports are needed to facilitate investigations, prepare court
cases, or defend cases in court.

PROCEDURES FOR MAKING ENTRIES IN POLICE BLOTTER

1. All entries in the police blotter shall be handwritten in a clear, concise and simple manner but must
answer as far as practicable, the 5Ws and 1H.
2. Only facts are entered into the blotter.
3. No erasures shall be made on the entries. Correction is made by drawing a horizontal line over
such words or phrases and the actual entry initiated by the police officer making the correction.
4. A ball pen or pen with blue, black or blue-black ink is used for making the entries.
5. Misrepresentations in the blotter or any attempt to suppress any information is punishable
criminally and administratively.
6. All entries must be legibly written in long hand and consecutively numbered.
7. Every page of the blotter shall be consecutively or chronologically filled in. No line or space shall be
left blank between any two entries.
8. Any development of the case to be reflected in the blotter should be a new entry at the time and
day it was reported. Referring to the previous entry number of the case, however, should be made.
9. During every shift, the duty Sergeant, under the supervision of the Duty officer or Compliant Desk
officer, shall make the actual entries on the blotter and at the end of their tour of the duty, both the
Duty Sergeant and duty Complaint Desk Officer Shall sign the Blotter.

PROCEDURES ON INCIDENT REPORTING AND FILLING OUT THE INCIDENT RECORD FORM
1. Incident Record Form. An entry of record in the Police Blotter shall not be done directly to the
Police Blotter book. The facts and information of a blotter entry shall at first be recorded in the
Incident Record Form or IRF (Annex “B”). Once it is signed and acknowledged by the Desk Officer
and the Chief of Police, or his representative, the data that was provided by the complainant or client
in the IRF shall be entered and recorded in the Police Blotter book.
2. Duty of the QSL Officer.
As soon as a client or complainant enters the police station and it is ascertained that his purpose is to
file a complaint or to request to record a data in the Police Blotter, the Duty Officer of the Quality
Service Lane (QSL) must accord the client with due respect and politely ask the person the nature of
his transaction. The Incident Record Form (IRF) shall be made available to the client for him to fill out.
3. Office Space for Clients. The QSL Duty Officer shall always guide and assist the client in filling
out the form. If the client is illiterate or incapacitated to fill out the IRF, the QSL Duty Officer shall do
the same for him. The Chief of Police of the Station shall make available a space in the police station
where this process is done, in the privacy outside the scrutiny of kibitzers.
4. Confidential Reports. Whenever the subject of the complaint involves confidentiality, as in cases
involving protection of women and children, the QSL Duty Officer shall escort the client to the female
Duty Investigator of the Women and Children Protection Desk (WCPD) where the filling out of the IRF
shall be done. The female police officer of the WCPD may assist the complainant in filling out the IRF,
if necessary, with the latter providing the facts and details of the case.
5. Information on the Reporting Person. The first item to be filled out in the IRF is the general
information about the reporting person. It contains the name, address, occupation, and other general
information about the reporting person, whether he is the victim of a crime or not. It is important that
this general information be taken. The object of this is to prevent a crime that did not occur, motivated
by a client’s desire to later get an extract of the Police Blotter for purposes of insurance, for example,
or to tarnish the personal record of another person by imputing the commission of a crime by such
person. The inclusion of his home and work address and contact information will prevent this
malpractice and is likewise necessary if a formal inquiry or investigation is subsequently ordered by
the Chief of Police.
6. Data of Suspect. The next item in the IRF is the data of the Suspect. There are two (2) boxes in
this item which should be indicated with a tick mark before answering the data under Suspect. The
first is whether there is no suspect or no crime was committed. This is applicable for blotter entries
where a client wants to put on official record the loss of his Driver’s License, or Company
Identification Card. Once this is checked, proceed to the next item, which is the data of the Victim.
The second box, however, should be indicated if there are suspects in the incident. The data of the
first suspects on a separate sheet of paper which will then form as an integral part of the IRF.
7. Completeness and Correctness of Data. The data in all items on the IRF should be specific and
complete as possible. The information indicated and brought forth in this item will be a very vital tool
of the Investigator-on-Case (IOC), which could mean the solution of the crime. The client and/or the
QSL Duty Officer is given the opportunity to indicate, as completely as possible, any information and
distinguishing features of the suspects in the provided thereon.
8. Data of the Victim. The third item on the IRF is the general information about the victim. It contains
the name, address, occupation, and other general information about the victim. It is important that this
information be recorded. The object of this is for the Investigator to easily locate the
victim/complainant during court trials if the case is filed in court.
9. Narrative of the Incident. On the second page of the blotter form, the facts of the incidents should
be narrated by the complainant. It contains a narrative of what happened, answering the five W‟s
(Who, What, When, Where, Why) and one H (How) of an information report.
10. Importance of the Signature. It is a mandatory requirement that at the end of the narration of
every incident, the duty officer who recorded the incident shall place his/her signature and of the
complainant certifying the correctness of the narration. Likewise, the last line of the paper should
indicate that nothing follows.
11. Incident Record Transaction Receipt. After the form is authenticated, an Incident Record
Transaction Receipt, cut from the lower end of the IRF, is given to the complainant who confirms that
the reporting person had completed a transaction with the police office concerned and reported an
incident.
12. Maintenance of the Official Police Blotter. For purposes of standardization, all stations should only
maintain one official Police Blotter and one official Police Blotter IRF. As such, it is discouraged, and
is henceforth unauthorized, that logbooks, notebook, or any other materials be used.
13. Turnover to Police Investigator. Thereafter, it is the duty of the police officer who is in-charge of
the Police Blotter to lodge the complaint to the proper investigator who will handle the case. The
investigator should review the complainant on the nature of his complaint and ensure that all entries
Therein are complete to prevent duplication and relieve the complainant from repeating his narration.
14. Supporting Documents. Check the necessary documents in support of the complaint, if needed. If
There are documents submitted, the same shall be attached and will form part of the IRF.
15. Accuracy of Report. Make sure that all the information gathered is truthful and exact in its
documentation.
16. Amendment to the Report. If the complainant desires to amend or make supplemental of his
complaint, the investigator shall inform the office-in-charge of the blotter to make the necessary
corrections and state therein that it amends or supplements the previous report and shall place the
signature both of the complainant and the officer-in-charge of the blotter. Sample IRF taken from
E-blotter (Crime Information, Reporting and Analysis System (CIRAS)
- Each PNP operating unit shall maintain and utilize the PNP Crime Incident Reporting and Analysis
System (CIRAS), an electronic reporting system that facilitates crime documentation, modernizes
data storage and provides quick and reliable transmission of crime information from lower units and
NOSU’s of the PNP to the National Headquarters at Camp Crame, Quezon City. This is also known
as electronic blotter or more popularly known as “E-blotter” (PNP Police Operational Procedures
2013)

EXECUTION AND PROCEDURES

The Chief of Police is primarily responsible for the maintenance of accurate crime data. Accuracy and
integrity of crime recording processes must be ensured by the Chief of Investigation Section and
Crime Registrar. The Chief of Police shall likewise ensure that crime data are gathered from all
sources, such as: Barangay, NBI, PDEA, BFAR, DENR, DSWD, BOC, BI and other agencies with law
enforcement functions in the locality. Unit Commanders shall appoint a Crime Registrar who shall be
responsible in consolidating and maintaining crime data fi les of each unit to ensure consistency and
continuity.
Role of the Blotter Report in Court Proceedings
In both criminal and civil cases, a police blotter report may be presented as evidence. While it is not
conclusive proof of the events that transpired, it serves as documentary evidence that may
corroborate the complainant's or witnesses' testimony. The court may consider the blotter entry along
with other pieces of evidence to determine the truth of the matter.

Ethical responsibilities of Policemen when writing investigation reports and the importance of
integrity, objectivity, and impartiality in reporting.
When police officers write investigation reports, they bear significant ethical responsibilities, and three
core principles—integrity, objectivity, and impartiality—play a crucial role in ensuring the quality and
ethical nature of these reports.
1. Integrity: Integrity in report writing means being honest and truthful in documenting the facts of a
case, regardless of external pressures or personal biases. It involves a commitment to accuracy and
completeness in recording information. Ethical report writing requires officers to resist the temptation
to exaggerate facts, omit relevant information, or fabricate evidence. Maintaining integrity ensures
that the criminal justice system operates fairly and justly.
2. Objectivity: entails presenting the facts and evidence in a report without distortion, bias, or
personal opinions. Officers must focus on the "who, what, when, where, and how" of an incident
without adding subjective interpretations. Ethical objectivity means refraining from making
assumptions, stereotypes, or judgments based on a person's race, ethnicity, gender, or other
characteristics. It ensures that reports remain fair and free from prejudice.
3. Impartiality: requires officers to treat all parties involved in an investigation with fairness and
without favoritism. It means refraining from taking sides or letting personal relationships influence the
report's content.
Ethical impartiality ensures that the criminal justice system remains just and unbiased, as reports
serve as critical pieces of evidence in legal proceedings. It also promotes public trust and confidence
in law enforcement agencies. The importance of these principles cannot be overstated. When police
officers adhere to integrity, objectivity, and impartiality in report writing, they contribute to the
credibility and reliability of their findings. Ethical report writing enhances transparency and
accountability within the criminal justice system, helping to safeguard the rights and liberties of both
victims and suspects. Furthermore, these principles are essential for maintaining public trust and
confidence in law enforcement agencies. When citizens perceive that police officers uphold these
ethical standards in their work, they are more likely to cooperate with investigations and view the
criminal justice system as fair and just. In summary, ethical responsibilities in police report writing
revolve around maintaining integrity, objectivity, and impartiality. These principles are fundamental to
the pursuit of justice, the protection of individual rights, and the preservation of public trust in law
enforcement.

Developing Investigation Report

An investigation report is a document that details the findings of an investigation as soon as a formal
complaint is filed or an incident occurs. This is where investigators record the issues of the matter,
analyze the evidence, and formulate a conclusion. It is impartial and based on evidence, not on the
opinions of an investigator or the parties involved.
Investigation reports aim to provide decision-makers with the facts needed to determine a course of
action. They can also be used to ensure that a case undergoes a timely, complete, and accurate
investigation.

WHAT IS A MEMORANDUM?
➢ A memorandum is considered “inside” correspondence.
➢ It is written to someone in your company.
➢ A written statement you prepare specially for person or communicate an order to give them
information about a particular method.
➢ The word memorandum is derived from the Latin word ‘MEMO RARE’ which means “to
remember”.
➢ In law, a memorandum means a document recording terms of contract.
➢ The plural of memorandums are memorandums or memoranda.
➢ It is commonly known by its abbreviation, viz., and memo.

CONCEPTS, NATURE AND PURPOSES OF MEMOS

Memorandum
- popularly known as “memo”
- a communication that contains directive, advisory, or informative matter.
- a usually brief communication written for interoffice circulation
- a short written report prepared specially for a person or group of people that contains
information about a particular matter.
- An interoffice communication dealing with official matters in the police organization, its
message is written in the fewest possible words.
- It is also for application, requiring compliance or dissemination of information for the offices &
members of the organization.
A person writes a memo for some purpose. It is used to:
1. To inform
2. To inquire
3. To report
4. To give suggestions
5. To remind
6. To instruct
7. To promote goodwill
8. To communicate the ideas

TONES OF THE MEMORANDUM – There is no strict rule governing the tone of a memorandum.
However, the tone usually differs in accordance with the person/s reading it.
1. From a chief of office to his subordinates, the tone is impersonal, i.e. “For guidance and strict
compliance.”
2. From a writer writing a memorandum to somebody of equal rank, the tone is casually personal,
i.e. “The undersigned noticed changes in...”
3. A subordinate police officer writing a memorandum to a higher police officer uses a more
formal tone, i.e., “For information and request acknowledgment.”

PARTS OF MEMORANDUM
There are mainly seven parts of a memorandum. They are:
Heading Segment
TO: Reader’s names and job titles
FROM: sender’s name and job title
DATE: Complete date
SUBJECT: Reason for writing a memo
Opening Segment- In this segment, one can find the purpose of the memo. The opening paragraph
includes the reason or the motive of writing a memo. It gives a brief overview of the memo.
Context- It is the event or circumstance of the problem the writer is solving. One should clearly
mention the context.
Task Segment- It is the segment one must include to mention the steps for solving the problem. One
must only include the needed information. Do proper planning before writing a memo.
Summary Segment - If a memo is more than a page, one must include a separate summary
segment. It is not necessary for a short memo. It helps the reader to understand the main idea of the
memo. Also, it helps to take the required steps.
Discussion Segment- It is the longest part of a memo. It includes all the details supporting the ideas.
Remember to start with general information and then go for a more specific one. It includes
supporting ideas, facts, and research.
Closing Segment- Always ends your memo with courteous words; make sure you make the
completion of the task in an efficient and easy way; and try to lure the reader to make the positive
action.
WHAT ARE THE TYPES OF MEMOS?
Operational memos
Financial memos
Environmental memos
Announcements (policy change, meetings, etc.)
Request for action
Form memos
Cover memos
Directives
MEMORANDUM & SUBJECT-TO-LETTER FORMAT
Subject-to-letter
● Presently, a subject-to-letter is most applicable in police report writing. Commendations,
certificates of appreciation or any other meritorious recognition, basic transmittal,
recommendations for promotion & similarly related requests also adopt the subject-to letter
format.
● This is prepared intra-organizational, within the organization – meaning, within the PNP, within
the BJMP, within the BFP, or within the Philippine Public Safety College (PPSC). A purely
civilian letter is used when sent outside a bureau.
Position & Placement
● This letter is typed on bond paper measuring 8 by 10 ½ inches. Only one side of the sheet is
used.
● Ordinarily two copies are prepared. One copy accompanies the original; the other copy is kept
for file.
● An exception to the rule occurs when a letter is sent from an office not authorized to keep
records, in which case, both copies accompany the original, one for the recipient & the other
for the first office of record.
● Another exception occurs when copies are furnished to individual organizations.
Rules on Margin Setting
1. Top – first page (without printed letterhead), typed letterhead, ¾ inch from the edge of the
paper;
2. Top – second & succeeding pages, 1 ¼ inches from the top of the paper;
3. Left – 1 ¼ inches
4. Right – ¾ inch
5. Bottom – 1 ¼ inches
 The heading, including the address appears on the upper third of the sheet so that when the paper is
folded, the address can be seen through the window of an envelope. On a letter, meet this
requirement. The rule of placement is followed even though a window envelope is not used. The body
of the letter is placed on the lower two-thirds of the sheet. It is followed by the complementary ending.

GUIDELINES IN USING THE MEMORANDUM FORMAT & ITS PARTS

Parts of a Memorandum
A. Heading- contains the date, subject, thru channels & addressee.
✓ Letterhead- every police unit or police has its own letterhead where it is usually printed in the
first page. Printed letterhead stationery is normally used for the first page. If not available, a
typed letterhead may be substituted.
● Do not include the PNP & NHQ logos.
● Do not spell out the “PNP” in the “Office of the Chief, PNP”.
● Use ARIAL font.

✔ Addressee- the words “MEMORANDUM FOR” is used if sent to a superior office or

“MEMORANDUM TO” if sent to a subordinate.
MEMORANDUM FOR: - is written above the addressee if sent to a superior officer.
MEMORANDUM TO: - is used if sent to subordinate officers by the chief or head.
Example: MEMORANDUM FOR: Provincial Director, NEPPO
▪ unless the correspondence pertains to an individual, the name of the individual is not used in
the address of a memorandum form.
▪ When it is necessary, however, to address correspondence to an individual by name, his grade,
first name, middle name, and last name are indicated in that order. His badge number and
branch of service may be shown, if it is known and considered necessary for identification.
Example: MEMORANDUM FOR: SPO4 Juan Santos Cruz 031740 PNP
▪ when the same letter is intended for several addressees, the entire address of each is placed
on a single line if possible.
Example: MEMORANDUM TO: Chief, PPHRDB/PIIB/POPB/PCRB/PFLB
✔ Attention Line- this is mainly for faster dissemination, the memorandum may be addressed to a
specific individual or head of a unit, or by the use of an office symbol.
✔ Sender or Originator – preceded by the word “FROM” is written in block style, with open
punctuation and normally placed below the addressee.
Example: FROM: Chief of Police, SRPS
✔ Subject- this is written two spaces below the sender & two spaces to the right colon. It should
contain no more than ten words.
✔ Date- this is placed below the subject indicating when the memorandum is written. This refers to
the date of signature or the present date.
B. Body- this is the message of the memorandum; it is double-spaced when the message is less
than nine lines.
Avoid “Greetings!” & “Peace on Earth” to start an official letter.
Relatedly, avoid using “With my warm/warmest regards” & “Thank you. God bless!” to
close a letter especially if the content is about crimes, violence, & official policing
matters.
1. Paragraphing – when a letter consists of only one paragraph, the paragraph is not numbered,
although its sub-paragraphs will be lettered, if there are two or more.
❖ When there are two or more paragraphs, they are numbered consecutively.
❖ The first line of a paragraph is indented five bar spaces. The succeeding lines begin on the left
margin.
❖ There must be at least two sub-paragraphs. For example, if there is (1), there is (2)
❖ The first line is indented so that the designating letters appear directly under the first letter of the
first word in the main paragraph. The second and succeeding lines of these sub-paragraphs begin on
the left margin.
2. Abbreviations – a memorandum allows abbreviations which are generally allowed in the police
service. They are usually written without spacing or periods, except geographical locations.
➢ If the full name is used, the abbreviated rank is permissible Ex: PCHF SUPT PAUL HECTOR G
NATALIO
➢ If family name only, the rank is spelled out
➢ Ex: POLICE CHIEF SUPERINTENDENT CRUZ
3. Page Numbering – the first page should not be numbered. Subsequent pages, including those on
which endorsements are prepared are numbered consecutively, beginning with the second page as
2. The page number is centered 1 inch from the bottom of the page. The number should stand by
itself and should not be set off by dashes, parentheses, or some other punctuation.
4. Dividing a Paragraph – three or fewer lines should not be divided between pages.
➢ at least two lines of a divided paragraph should appear on each page.
➢ in dividing a sentence between pages, at least two words should appear on each page.
➢ a word should not be divided between two pages.

➢ the complimentary ending should not appear alone on a page without part of a body or text.

C. Complimentary Ending- is the originator’s name found 5 spaces below the last paragraph of the
body of the message.

MEANING OF OUTLINING
✓ Outlining is a general sketch, account, or report, indicating only the main features, as of a
book, subject, or project: an outline of medieval history; an outline of speech
✓ outlining method is perhaps the most common form of note taking used by college students;
an outline naturally organizes the information in a highly structured, logical manner, forming a
skeleton of the textbook chapter or lecture subject that serves as an excellent study guide
when preparing for tests.”
THE IMPORTANCE OF OUTLINING
✓ Outlining will help construct and organize ideas in a sequential manner and thoughtful flow.
Doing so allows you to pick relevant information or quotes from sources early on, giving
writers steady foundation and groundwork when beginning the writing process. Most
importantly, developing these ideas will help create your thesis.
✓ The most common forms of outlining are the topic outline (using short phrases) or the
sentence outline (using complete sentences).
The formatting follows these characters, in this order: (RCAL)
● Roman Numerals
● Capitalized Letters
● Arabic Numerals
● Lowercase letters
● Definitely, there are a set of rules that you need to consider if you are planning to make an
effective outline. Here are the rules:

What is paraphrasing?
Paraphrasing means formulating someone else's ideas in your own
words. To paraphrase a source, you have to rewrite a passage without changing the meaning of the
original text.
Meaning of paraphrasing
A paraphrase /ˈpærəfreɪz/ is a restatement of the meaning of a text or passage using other words.
The term itself is derived from the Greek, paraphrasis. “Para” means “beside”; phrasis means “tell”.
So when one paraphrases, he “tells” in other words what is “beside.”
Paraphrasing involves putting a section of a text into your own words · changes the words and
phrasing of the original text, but keeping the original meaning of the text
A paraphrase restates another's idea (or your own previously published idea) in your own
words. Paraphrasing allows you to summarize and synthesize.
Paraphrasing is mostly simplified into a simple sentence for better understanding for a group of
people with the less technical background. It is an important skill to possess so that it helps to grasp
the full meaning of the content. Paraphrasing is the valuable skill for a student to showcase their
understanding capabilities through their own rendition of a text.
What is the purpose of paraphrasing?
The purpose of a paraphrase is to convey the meaning of the original message and, in doing so, to
prove that you understand the passage well enough to restate it.
What are the rules for paraphrasing?
✓ Read the passage several times to fully understand the meaning
✓ Note down key concepts
✓ Write your own version of the text without looking at the original
✓ Compare your paraphrased text with the original passage and make minor adjustments to
phrases that remain too similar
✓ Cite the source where you found the idea

Business letter
A business letter, a formal document for transactions, with a much defined format, includes contact
information, a salutation, a body, a complimentary close, and a signature. Business
letters are formal paper communications between, to or from businesses and usually sent through an
email or a courier.
What is the purpose of business letters?
A business letter is a formal document often sent from one company to another or from a company to
its clients, employees, and stakeholders, for example. Business letters are used for professional
correspondence between individuals, as well.
The Salutation
a. Use "To Whom It May Concern," if you’re unsure specifically whom you’re addressing.
b. Use the formal salutation “Dear Mr. /Ms. /Dr. [Last Name],” if you do not know the recipient.
c. Use “Dear [First Name],” only if you have an informal relationship with the recipient.

WHAT IS A RESUME?
A Resume is a Summary of Your Qualifications
The term resume comes from the French and means a "summary." That’s exactly what your
resume is:
A summary of your qualifications, skills, and achievements. It shows a future employer what you have
done in the past. It details your skills and training, work experience, and education, and, most
importantly, the accomplishments you have made with past employers.

WHAT IS A CV?
A CV (short for the Latin phrase curriculum vitae, which means “course of life”) is a detailed
document highlighting your professional and academic history. CVs typically include information
like work experience, achievements and awards, scholarships or grants you’ve earned, coursework,
research projects and publications of your work.
WHAT IS A COVER LETTER?
Your resume is intended to lay out the facts, but your cover letter is meant to convey more
personality. The cover letter is your first introduction to the person who may hire you, and its goal
should be to make you as memorable as possible, in a good way.

Note-taking
✓ Note taking is a very important part during an investigation, as a matter of fact it is important in
just about everything that has to do with gathering evidence and information. Note taking can
consist of things such as the time officers arrived on scene, victims found on the scene, suspects
found on the scene, where were individuals found on scene, what each individual was wearing,
location of evidence that was found, and even the distance that things are from each other.
✓ Taking notes of these things are important to a case because they provide a record of what
was found on the scene and allows a better building foundation for the case.
There are several factors which differentiate good note taking from bad note taking:
✓ Notes should be thorough and as complete as possible
✓ Notes should detail every step and process of the crime scene investigation.
✓ Notes should be in chronological order and taken as events during the investigation occur.
✓ Notes should have accurate measurements to specify direction of evidence found (i.e., 7
inches south of east corner of table).
In addition, initial notes taken by crime scene investigators should include:
✓ Data and time crime reported.
✓ Type of crime.
✓ Location of crime scene(s) and description of area
✓ Names of personnel who took photographs, drew the crime scene sketch, collected
fingerprints, etc.
✓ Location of evidence found and name of person or officer who collected it.
✓ Description of interior and exterior of crime scene, if applicable.
✓ Weather and light conditions during crime scene investigation.
Of course, these are just a few of the considerations that a crime scene investigator should observe
in notes as the investigation progresses.

What are the 4 methods of note taking?

● The Outlining Method.
● The Mapping Method.
● The Charting Method.
● The Sentence Method

The Outlining Method- The relationships between the different parts are carried out through
indenting. Outlining records content as well as relationships. It also reduces editing and is easy to
review by turning main points into questions.
The Mapping Method
Mapping is a method that evolves in a note-taking form which relates each fact or idea to every
other fact or idea. Mapping is a graphic representation of the content of a lecture.
The Charting Method
Set up your paper by drawing columns and labeling appropriate headings in a table. Set up
your paper in advance by columns headed by these categories. Reduces amount of writing
necessary.
The Sentence Method
Write every new thought, fact or topic on a separate line, numbering as you progress. Slightly more
organized than the paragraph. Gets more or all of the information. Thinking to tract content is still
limited.

Graphic Aids in Police Operations

Graphic aids are charts, diagrams, graphs, maps, flashcards, posters, pictures,
photographs, leaflets, folders, pamphlets, cartoons and comics. A visual graphic or graphic aid is
any image that assists the reader, in understanding the text which accompanies the visual aid. We
will give pictures of some of them.

1. Grid Graphs
✓ Once the crime intensity in the region is known the hotspots are identified as the areas with
the highest n% intensity, where n is dependent on the situation. These hotspots can be used
as possible patrol locations. This will target problem areas and help to reduce crime.
2. Tables
✓ allow the reader to make comparisons of data and contrast
3. The Bar Chart - Crime trends by year
4. A Flow Chart
✓ gives the reader a visual description of the step-by-step process or procedure
5. Pie Diagrams
✓ the proportional breakdown of a topic or getting the percentage
6. Pictures and sketches
✓ show the reader exactly what is being talked about in the report.
7. Maps - show the location of specific features, towns, cities or country.
When used in the technical report, graphic aids serve as a pause for the reader. They allow the
reader scans the page and searches for what information he is looking for. Graphical aids are not
new. They have been around for a long time; in fact, graphics were man's first form of writing.

INTELLIGENCE REPORT
● A specific report of information, usually on a single item, made at any level of command in
tactical operations and disseminated as rapidly as possible in keeping with the timeliness of the
information

BASIC GRAMMAR AND MECHANICS

Basic Elements of Grammar
- The words in the English language can be designated to one of the eight categories, known as the
Part of
Speech.
1. Nouns.
2. Pronouns.
3. Verbs.
4. Adjectives.
5. Adverbs.
6. Prepositions.
7. Conjunctions; and
8. Interjections
1. Nouns
- are the labels or names given to people, places and things about which human beings communicate
with.
a. Abstract Noun - name something that is non- physical that one cannot readily perceive through any
of the senses. (ex. Nationalism, terrorism, delinquency, morality)
b. Concrete Noun - name something that one can physically see, touch, taste, hear or smell. (ex.
Criminal, police officer, jail, patrol car etc.)
c. Compound Noun - composed of two or more words acting as a single unit. (ex. Fingerprint,
shotgun, police officer, officer-in-charge)
d. Common Noun - anyone of a class of people, places or things. (ex. Victim, cop, explosives, station,
districts).
e. Proper Noun - name a specific person, place, or things. (ex. Criminologist, Diona Macasaquit,
College of Criminology, Tarlac City, Police Station)
f. Collective Noun - name a group of people or things, its meaning maybe either singular or plural
depending on how it is used in the sentence. (ex. council, delegation, jury, team committee, troop)
2. Pronouns
- words that help writers avoid awkward repetition of nouns. They are used in replacement of nouns.
(ex. he,
she, me, etc.)
● Example:
○ Leo is taking up BS Criminology at PHINMA COC; he will graduate next year.
○ The crime scene was secured. The police officer cordoned it.
3. Verbs
- words or group words that express time while showing an action, a condition or the fact that
something exists.
Every complete sentence contains at least one verb. (ex. shoot, stab, run, walk, etc.)
● Example:
○ Julius punched his classmates because he was being teased by them.
4. Adjectives
- words that qualify the meaning of a noun or pronoun by giving description about its appearance,
location and other characteristics. (ex. fast, beautiful, shiny, etc.)
● Example:
○ He is using a sharp bolo to cut their trees
5. Adverbs
- are also modifiers, as they describe words and make them more specific in a sentence. (usually
those words that end with -ly.)
● Example:
○ He truthfully answered the police officer's questions.
6. Prepositions
- are part of speech that expresses the relationship between words and phrases of the sentence. (ex.
near, above, besides, across, etc.)
● Example:
○ Leo was taken at the police station.
7. Conjunction
- are words used to join or connect other words in a sentence.
● Example:
○ Leo was teary and afraid when he was arrested.
8. Interjections
- are words that have no grammatical connection to other words in a sentence; they are just
statements that express feelings or emotions. (ex. wow, well, uh, oh, hey, etc.)
● Example:
○ Ouch! That one hurt.
Sentence
- A sentence is a group of words expressing a complete thought or idea. A complete sentence is
made up of a subject and predicate.
● Subject
○ the topic of the sentence
○ tells who is spoken of
○ it is a noun or problem
● Predicate
○ talks about the subject
○ talks about what the subject is doing
○ It is a verb.
Simple Sentence
- a group of words that can stand alone and give a complete thought.
Compound Sentence
- this is a sentence consisting of two or more independent clauses or simple sentences joined by a
semicolon or a coordinating conjunction.
Compound-Complex Sentence
- contains two or more independent clauses and one or more dependent clauses.

RECOMMENDED GRAMMAR FOR REPORTS

An effective report must always exhibit the writer’s command of the English language, and be
relatively free of errors in sentence structure, grammar, and other writing mechanics, and the more
effective the officer’s command of the written language, the greater the clarity of the written report.
Due to the large number of grammatical guidelines in the English language, officers should have a
basic understanding of the basic building blocks of sentence structure when writing reports.
1. Nouns
Nouns are naming words, and could be used to identify people, places, or things.
2. Proper nouns
Proper nouns refer to specific places, persons, or things, and always should begin with a capital
letter. When referring to a specific person within a report, officers should use proper nouns. After the
proper noun has been used once, just the last name may be used when referring to the same person.
3. Pronouns
Pronouns are words that substitute for a noun or proper noun. There are two types of pronouns
primarily used in report writing.
First person pronouns.
First person pronouns are used when referring to the officer writing the reports. Some examples are
I/me/mine/my and we/our/ours/us (when riding with a beat partner). First person pronouns can also
be used within quotes to refer to the persons peaking (Wilson told me, ―I ran as fast as I could).
Officers should always use first person pronouns when referring to themselves, because by doing so,
the reader has a clear understanding of the officer’s actions.
Third-person pronouns refer to the person, place or thing being written about. Examples are
he/his/him, it/its and they/their/them. Third person pronouns must always agree and clearly refer to
the noun or proper noun that is directly before it.
4. Tense
Since most investigative reports are written about things that have already happened, the words that
are used should clearly indicate the events that occurred in the past. This is expressed through the
tense of the action words (or verbs) in the report.
Tense can be either present or past tense.
Present tense. Present tense verbs express an action currently taking place. For example, the
phrase “I am reading this manual” is written in the present tense.
Past tense. Past tense verbs express actions completed in the past. For example, the phrase “I read
this manual last week” is written in the past tense.
5. Voice
The term “voice” when used to describe a type of verb, refers to whether the verb is active or passive.
Reports should always be written in the active voice, as most readers find sentences written in
the active voice easier to follow and understand.
Active voice. A verb is in the active voice when the subject of the sentence is the individual or thing
that is doing or performing the action. An example would be ―I gave the report form to the victim.
Passive voice. A verb is in the passive voice when the subject of the sentence is someone or
something other than the performer of the action in the sentence. A common indicator of passive
voice is the word “by” in the sentence. An example would be ―The victim was given the report form
by me.
POLICE LINGO AND JARGON
Police officers from all over the country tend to use similar words and phrases.
➔ Slang is usually nonstandard vocabulary developed by a group of people. You may be familiar
with street slang, drug slang, and police slang. It is inappropriate to use slang in your report, unless
you are someone.
➔ Jargon is usually the specialized language of a profession. Criminal professionals, just like other
professionals, use a great deal of jargon. You should not use jargon in your reports

LANGUAGE ERRORS IN TECHNICAL WRITING

1. Slang - a very informal language that is usually spoken rather than written, (Cambridge Dictionary)
used especially by particular groups of people; for example, "grass is slang for marijuana"
2. Colloquialism - a word or phrase that is not formal or literary, typically one used in ordinary or
familiar conversation (Oxford Dictionary)
3. Messy structure – structure of writing which is illogical, where sentences and sections don’t follow
naturally from each other, cross-references are a mess, and so on. A non-messy structure of a
finished document is logical and smooth to its intended readers.
4. Inconsistency - the quality or fact of not staying the same at different times; the quality or fact of
having parts that disagree with each other (MerriamWebster Dictionary). For example, the text may
address readers as „you‟ in one paragraph and as “they‟ in the next; hopping from present to past
tense and vice-versa. The tone may switch abruptly from warm and chatty to scientific.
5. Unclear antecedent - Ambiguity in the use of a word when there is more than one possible
antecedent. An antecedent is a word, phrase, or clause referred to by another word, which is usually
a pronoun like it, they, them, or who. For example: “Trainees should mark their schedules in the
notebooks provided, then in the group calendars. The manager is responsible for them.” The readers
of this sentence may reasonably wonder if them refers to the trainees, the schedules, the notebooks,
or the calendars.
6. Dense presentation – a presentation consisting of long, unbroken chunks of text, of run-on
sentence, visually off-putting and hard to follow. The prevalence of jargon and complex concepts
adds further cognitive loads. On the other hand, non-dense presentation consists of short words,
sentences, and paragraphs and appropriate words.
7. Comma splice- an instance of using a comma to link two independent clauses (which should
instead be linked by a colon, semicolon, or conjunction), as in he loves cooking, he's great at making
curries.
8. Non-Parallelism – refers to a non-matching grammatical structure in words, phrases or clauses;
non-use of the same pattern of words. Parallel structure uses the same pattern of words to show that
two or more ideas have the same level of importance. The usual way to join parallel structures is with
the use of coordinating conjunctions such as "and" or "or.

LEGAL FORMS
✓ Legal - is an adjective that means either (a) relating to the law or (b) permitted under the law.
✓ Forms - means a printed or typed document with blank spaces for insertion of required or
requested information.
✓ Notarization – the act that ensures that the provisions in the document express the true
agreement between the parties. It converts a private document to a public document and
renders it admissible in court without further proof of its authenticity
✓ Notary Public – refers to any member of the Philippine Bar in good standing who is issued a
Notarial Commission by the Executive Judge where the petition is filed.
✓ Notary Public ex officio – a government official who is clothed by law with general authority to
administer oaths and perform notarial acts within the limits of their territorial jurisdiction.
✓ Mandamus – a special civil action whereby a court of jurisdiction commands an inferior tribunal
or person to perform a particular duty which the law requires to be done resulting from such
office or trust.
✓ Quo warranto – a special form of legal action used to resolve a dispute over whether a specific
person has the legal right to hold the public office that he or she occupies.
✓ The only difference between Mandamus and Quo warranto is; The meaning of Mandamus is
""to command"" whereas the meaning of Quo Warranto is ""what is your authority""
✓ Prohibition – an extraordinary remedy available to compel any tribunal, corporation, board, or
person exercising judicial or ministerial functions, to desist from further proceeding in an action
or matter when the proceedings in such tribunal, corporation, board or person are without or in
excess of jurisdiction or with grave abuse of discretion.
✓ Petition for Habeas Corpus – a request for writ requiring a person to be brought before a judge
or court, especially for investigation of a restraint of the person’s liberty, used as a protection
against illegal imprisonment.
✓ Escheat – a proceeding whereby the real and personal property of a deceased person in the
Philippines, who dies without leaving any will or legal heirs, become the property of the state
upon his death.
✓ *INFORMATION - An information is an accusation in writing charging a person with an offense,
subscribed by the prosecutor and filed with the court.
✓ *COMPLAINT -A complaint is a sworn written statement charging a person with an offense,
subscribed by the offended party, any peace officer, or other public officer charged with the
enforcement of the law violated.
✓ Jurat -It is the part of the Affidavit wherein the notarial officer indicates that the affiant has
subscribed and sworn to in his presence and that the latter has shown a proof of his/her
identity to the former. Jurat- a latin term which means to “swear.”
✓ PERJURY - Lying under oath is punishable under the Revised Penal Code of the Philippines
as the crime of Perjury.
✓ Affidavit of complaint - It is a statement alleging that a person has committed an offense.
✓ Affidavit of Witness - Is a witness's sworn out-of-court testimony. An affirmation, they are
testifying that the contents of the affidavit are true and correct.
✓ Forum Shopping - the filing of several complaints arising from one and the same cause of
action involving the same parties asking for the same relief with the different tribunals
(Supreme Court, Court of Appeals, RTC, etc)
✓ Subpoena - Subpoena (pronounced "suh-pee-nuh") is a request for the production of
documents, or a request to appear in court or other legal proceedings.
✓ Two Types of Subpoenas
1. Subpoena ad testificandum (pronounced "ad test- te-fi-kan-dum")- requires you to testify
before a court, or other legal authority.
 2. Subpoena duces tecum (pronounced "doo-seez tee-kum")- requires you to produce
documents, materials, or other tangible evidence.
✓ Summon - also called Citation, in law, document issued by a court ordering a specific person
to appear at a specific time for some specific purpose.
✓ Affidavit of Desistance is a written statement under oath by the complainant stating that he/she
is no longer interested in pursuing the complaint or criminal case against another person.
✓ Affidavit of Undertaking - This affidavit is voluntarily executed in order to attest to the
truthfulness of the foregoing narration of facts
✓ Affidavit of Loss - affidavit contains all the details regarding the loss, such as the owner's name
and any information pertaining to the security.

An affidavit is a formal written statement a person makes before a notary or officer of the court
outside of the court asserting that certain facts are true to the best of that person’s knowledge.
An affidavit is composed of the following parts:
1. The Header (Venue) - Usually seen on the upper left of an Affidavit.
What is the meaning of Scilicet or “S.S”?
“S.S” literally means “more particularly” (Suarez, 2007), to wit, or namely (Guevara, 2010). It is used
to particularize a general statement. (Ibid)
In notarized documents, it indicates that the legal document was executed in the designated place
within that particular jurisdiction for such an act.
2. The Title - The common title of an Affidavit is “Affidavit” or if there are two or more affiants, “Joint
Affidavit”. However, there are some Affidavits which has been designated with a name such as
Affidavit of Loss, Affidavit of Quitclaim and Affidavit of One and the Same Person.
3. The Body
➢ Opening Statement - An opening statement where the affiant states his name, nationality, that he
is of legal age, his residential address and that he has been sworn to in accordance with law.
➢ The Statement of Facts - Here you simply narrate facts. You divide them by paragraphs which you
may identify with numbers or letters. The important thing here is that you narrate facts and not
conclusions and that you do it in the most accurate way possible.
Note: The statement of facts can be in narrative form or question and answer form.
4. Affidavit Footer/Signature (signature block) appears as:
5. Jurat - It is the part of the Affidavit wherein the notarial officer indicates that the affiant has
subscribed and sworn to in his presence and that the latter has shown a proof of his/her identity to the
former. Furthermore, this part is where the notarial officer affixes his seal and signature, notarial
information and the record details of the Affidavit.

The capacity to learn is a gift; the ability to learn is a skill; the

willingness to learn is a choice."
- Brian Herbert

Be hungry for learning. 😊

Goodluck and God bless you future RCrims!!!