INTRODUCTION TO POLICE REPORT WRITING

REPORT WRITING CRIME REPORT FACTUAL, ACCURATE LITERARY - JOURNALISTIC IMAGERY, ENTERTAINMENT

PURPOSES OF A POLICE REPORT  DOCUMENT – REPORT, STATISTICAL ANALYSIS –POLITICAL REASONS –TO MAKE A RECORD OF THE INCIDENT  INVESTIGATIVE FOLLOW UP –LEADS –WORD PICTURE –INFORMATION

INTRODUCTION TO POLICE REPORT WRITING  CRITICALITY OF EFFECTIVE POLICE REPORT WRITING - AN ESSENTIAL SKILL  PROBLEMS WITH POOR WRITING - CONSEQUENCES  COURSE METHOD: PRELIMINARY INVESTIGATION; ROLE PLAYING

CRIME REPORT POLICE AND CITY MANAGEMENT DOJ/FBI RECORDS INTERNAL FILES PATROL COURT/DA DETECTIVES REGIONAL CRIME IMPACT TEAMS

WAYS TO IMPROVE REPORT WRITING  BE BRIEF/CONCISE  ELIMINATE VAGUENESS  MAKE IT UNDERSTANDABLE  RE-READ AS YOU WRITE  KEEP OBJECTIVE IN FOCUS  REDUCE EGO  WHEN STUCK, REMEMBER CHRONOLOGICAL ORDER

NARRATIVE STYLE  STYLE SHOULD BE EFFICIENT  ACCURATE AND FACTUAL  OBJECTIVE - NOT PERSONALIZED  WRITTEN IN FIRST PERSON –REFLECTING WRITER’S ACTIONS –STATEMENTS IN 3RD PERSON AVOID DIRECT QUOTES EXCEPT TO EMPHASIZE A POINT

INTRODUCTION TO REPORT WRITING  FACTUAL  ACCURATE  CLEAR  CONCISE  COMPLETE  TIMELY

ESSENTIAL ELEMENTS  WHO: VICTIMS, SUSPECTS, WITNESSES  WHAT: ELEMENTS OF CRIME, DETAILS OF INCIDENT  WHERE: EXACTLY IF KNOWN –ADDRESSES, SPECIFIC AREAS  WHEN: TIME FRAME Six Interrogatory and Basic Investigative Questions

ESSENTIAL ELEMENTS  HOW: M.O. IF KNOWN  WHY: IF KNOWN

“FUZZY WORDS”  INDICATED (SAID)  CONTACTED (PHONED, TALKED TO)  RESPONDED (DROVE, WENT, CAME)  OBSERVED (SAW)  DETECTED (SMELLED, HEARD, SAW)  EXITED (LEFT, GOT OUT OF..)

REPORT FORMAT  FACE PAGE –STATISTICAL –BIOGRAPHICAL –CRIME ANALYSIS INFORMATION –BOXES AND CHECK-OFFS - A FORM NATIONAL INCIDENT-BASED REPORTING SYSTEM (NIBRS)  NARRATIVE –“THE STORY”

NARRATIVE ADDITIONS AND ATTACHMENTS: Ordered listing of attached forms and supplemental reports SYNOPSIS: Summary introduction of six interrogatory basic questions. INVESTIGATION:  FIRST PARAGRAPH  WHAT INITIATES THE ACTION?  HOW DID THE CALL START? OFFICER OBSERVATION? “CITIZEN FLAG-DOWN” RADIO CALL  TIME CALL WAS RECEIVED

Investigation: Continued  NATURE OF THE CALL –IN PROGRESS? JUST OCCURRED? –WEAPONS INVOLVED? INJURIES? DEATHS? SUSPECT/VEH DESCRIPTION DIRECTION OF TRAVEL

Investigation: Continued INITIAL OBSERVATION  SECOND PARAGRAPH –OR SUBSEQUENT CATEGORY  WHAT OFFICER FIRST SEES ON SCENE OR WHAT WITNESSES/VICTIMS FIRST TELL HIM/HER ABOUT THE INCIDENT  PROTECTIVE SWEEPS  AID TO INJURED PERSONS  UPDATING BROADCASTS

Investigation: Continued CRIME SCENE DETAILS  DETAILED DESCRIPTION OF SCENE  METHODICAL AND ORGANIZED  ALL EVIDENCE IN SCENE DESCRIBED  WHAT WAS OBSERVED AND COLLECTED.  MAY PRECEDE WITNESS STATEMENTS  ASSISTANCE OF OTHERS AT SCENE

EVIDENCE:  ITEMIZED LISTING OF PHYSICAL EVIDENCE COLLECTED  DETAILED DESCRIPTION  NUMBERED AND REFERENCED TO LOCATION

STATEMENTS: (RP) REPORTING PARTY STATEMENT  OFTEN THE VICTIM  DETAILS OF INCIDENT  MAY PROVIDE SUSP DESCRIPTION  WHAT DID RP ACTUALLY SEE?  CAN ID (S) SUSPECT?  EVIDENCE TO CONTRIBUTE?  (V) VICTIM STATEMENTS IF NOT RP  (W) WITNESS STATEMENTS

CASE DISPOSITION:  A sentence stating the disposition of the case  Examples: This case is closed by arrest. Follow-up to officer to obtain additional witness statements Follow-up to the Investigation Bureau