06/09 REPORT WRITING BASICS

The Ten Commandments of Report Writing 1- Never fail to properly document your actions and observations whenever your actions affect the life, liberty, or property of others. 2- Always maintain perspective. 3- Always think before you write & avoid police jargon and legalese.

The Ten Commandments of Report Writing 5-Field notes and an outline are the first steps in writing an accurate of the incident. 6- Record all relevant facts and strive for accuracy. 7- Always remain objective and avoid the fatal errors of report writing. 8- Strive for clarity and readability. 9- Always proofread your report before submitting it. 10- Preview and review.

THE FIRST COMMANDMENT Whenever you become involved in an incident which requires you to take any type of official action which directly or indirectly affects the “Life”, “Liberty”, or “Property of Another Person”, never fail to properly document your actions and observations.

REASONS FOR WELL WRITTEN AND OBJECTIVE REPORT Inform or Communicate Police Activity Document events

THE SECOND COMMANDMENT Always maintain perspective Why am I writing this report? Who is my audience? In what way will this report become a part of a future proceeding?

WHO WILL READ YOUR REPORT The Media The Public Supervisor Sheriff or Chief Prosecutors Judges and Juries The Defense Team

THE THIRD COMMANDMENT Always think before you write Police Jargon and Legalese can cloud a good report

PERSONS IN POLICE REPORTS “A search was conducted of the apartment. Six plastic syringes were located in a brown paper bag on the floor next to the sink. Two more syringes were found beneath the mattress and two burnt bottle caps were located in the top left-hand dresser drawer. All three subjects were then transported to the station, where they were advised of their rights.” Class discussion: Is there anything wrong with that paragraph? Someone should notice that it doesn’t say who found the items. Carry the discussion into the next slide.

REVISED PARAGRAPH “Officer Jones and I conducted a search of the apartment. Officer Jones located six plastic syringes in a brown paper bag on the floor next to the bathroom sink. I located two more syringes beneath the mattress in the master bedroom and two burnt bottle caps in the top left-hand drawer of the dresser in the master bedroom. I transported all three subjects to the station. I advised each of them of their Miranda Rights.”

GUIDELINES FOR IDENTIFYING PEOPLE Fully identify only one time in the report. Avoid labels “Mr.”, “Mrs.” okay but not necessary Use the last name in the body of the report. If more than one have same last name, use a first initial also Avoid “subject”

QUOTES Use quotes if it is important to log the exact words that were said Exact words show the intensity and meaning of the actual statement Changing words in a quote may lose something in the translation

EXAMPLE Officer: May I see your driver’s license? Suspect: “I am not showing my driver’s license to any damn cop! Now get out of my face!”

IDENTIFYING PROPERTY Describe completely Place a value Use sketch or photograph

THE FIFTH COMMANDMENT Field notes and an outline are the first steps in writing an accurate account of the incident

SEVEN ESSESNTIAL ELEMENTS How What action taken Who What Where When Why

NOTES SHOULD ALSO INCLUDE Key phrases or buzzwords Statements Evidence Collected Events and actions recorded in chronological order Sketches and pictures

CREATE AN OUTLINE Creating a basic outline will organize the details of your report so that it can be written in chronological order and will contain all of the facts that have been gathered without leaving out important information.

THE SIXTH COMMANDMENT Record all relevant facts and strive for accuracy.

FACTS VS. CONCLUSIONS When writing reports, avoid falling into traps which appear to be conclusions Refer to student handout and lesson plan for examples.

REPORT WRITING FORMAT Begin with outline form Arrange information in chronological order Keep the report simple Proofread your report

THE SEVENTH COMMANDMENT Always remain objective and avoid the fatal errors of report writing.

FATAL ERRORS Bias Words that bring unnecessary emotion into report Assumptions Omitting substantive evidence

THE EIGHTH COMMANDMENT Strive for clarity and readability

CLARITY AND READABILITY Verb Use Paragraphs Pronouns Choosing Language That Makes Sense Punctuation Pronouns – artificial/natural handout Exercise

KEY ELEMENTS OF A USE OF FORCE REPORT Descriptions of the environment How the technique or force option was applied Explanation of why the method, technique, and level of force was used – not what the method was

KEY ELEMENTS OF A USE OF FORCE REPORT cont. Describing the person’s behavior and actions that necessitated the force Identify the “Officer vs. Threat Factors” and the “Influential Circumstances” that necessitated the level of force Description of the threat’s physical size and appearance

KEY ELEMENTS OF A USE OF FORCE REPORT cont. Description of the scene in detail Description of the First Aid/Post-Force care that was given to the person In summary; Graham v Connor to describe leading up to, force used, after.

THE NINTH COMMANDMENT Always proofread your report before submitting it

THE TENTH COMMANDMENT Preview and Review

SUMMARY Report writing skills will be a contributor or detractor to your career. Can and will make or break any arrest. Your reports reflect your professionalism, commitment and integrity.