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Cdi 5 - Technical English 1 (Investigative Report Writing and Presentation)
Cdi 5 - Technical English 1 (Investigative Report Writing and Presentation)
Cdi 5 - Technical English 1 (Investigative Report Writing and Presentation)
CHAPTER IV
TYPES AND FORMATS OF POLICE REPORT
POLICE BLOTTER
Police Blotter is a record of daily events occurring within the territories/jurisdiction of a given
police unit or command. It contains material detail concerning the event for legal and statistical
purposes.
A. Contents of Entry
The entry in the police blotter should answer the following cardinal elements of a police
record, to wit: who; what; why; where; how and disposition of the case.
B. Incidents to be Recorded
1. All violations of laws and ordinances reported and discovered;
2. All calls in which any member of the police force is dispatched or has taken an
official action;
3. All legal papers handled such as warrants, subpoenas, summonses, citations and the
like;
4. All fire alarms, reports and information received by the stations;
5. Movement of prisoners with corresponding notations on the authority for such
movements;
6. Cases of missing and found persons, animals and properties;
7. Vehicular and other types of accidents which require police actions;
8. All personal injuries, bodies found and suicides;
9. Damage to property;
10. All cases in which a police member is involved;
11. All arrests and returns made; and
12. Miscellaneous cases, general and special orders, violations of rules and regulations
and any other reportable incident that the Chief of Police desires to be recorded.
Instructor: SHERWIN H. PINALGAN, LPT Mobile Number: +63 919 002 7591
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Student Handout in Police Report Writing – Midterms
3. No erasures shall be made on the entries. Corrections are made by drawing one horizontal
line over such word 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. Misrepresentation in the blotter or any attempt to suppress any information therein are
punishable criminally and administratively.
6. The entries must be legibly written in long hand and consecutively numbered.
7. Every page of the blotter shall be consecutively or chronologically filled-up. No line of space
shall be left blank between any two entries.
8. Any development of a case to be reflected in the blotter should be a new entry at the time
and day it was reported. A reference to the previous entry number of the case, however,
should be made.
9. In every shift, the Duty Sergeant, under the supervision of the Duty Officer or Complaint
Desk Officer, shall make the actual entries in the blotter and at the end of his tour of duty,
both the Duty Sergeant and Duty Complaint Desk Officer shall sign the blotter.
MEMORANDUM
Common practices of inter office communication in the police service is the memorandum.
Interpreted the simplest way, a memorandum is “a note to help the memory”. A memorandum may
be general in application, requiring compliance by or information of a majority of all the officers and
members of the police organization.
A. Tones of Memorandum – in accordance with the person or persons reading it.
a. Chief of Police to his subordinates – Impersonal (i.e., “For guidance and strict
compliance”)
b. Writer sending memorandum to somebody of equal rank – Casually Personal (i.e.,
“The undersigned noticed changes in…”)
c. Subordinate Police Officer writing memorandum to a higher police officer – Formal Tone
(i.e., “For info and request acknowledge.”)
d. “MEMORANDUM FOR:” – is written above the addressee if sent to a superior officer
e. “MEMORANDUM TO:” – if sent to subordinate officer or to same rank and position
B. Parts of a Memorandum
1. THE HEADING – All the materials above the first line of the body comprise the Heading.
Instructor: SHERWIN H. PINALGAN, LPT Mobile Number: +63 919 002 7591
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Student Handout in Police Report Writing – Midterms
a. Letterhead – Printed Letterhead stationery is normally used for the first page. If
not available, a typed letterhead may be used.
Example:
Republic of the Philippines
Department of Interior and Local Government
Philippine Public Safety College
NATIONAL FORENSIC SCIENCE TRAINING INSTITUTE
Fort Bonifacio, Taguig City
Tel No. 8812722 (loc 112)
b. File Reference or Office Symbol – It is placed at the left margin, usually two (2)
spaces below the letterhead. Each part of the reference has a meaning. File
references are also used as identifying information on the second and subsequent
pages.
Example: NFSTI-Admin
c. Addressee – The title of the addressee is entered after the “MEMORANDUM FOR” if
sent to superior office, “MEMORANDUM TO” if sent to subordinates.
Example:
MEMORANDUM:
FOR: The Director, HPG
MEMORANDUM:
TO: The Director, CIDG
d. Addressor – The title of the addressor (sender) is entered after “FROM”.
Authorized abbreviations are used.
Example: FROM: The Director, HPG
e. Channels – Correspondence can be routed THRU channels, through a lower Chief
or Supervisor expected to exercise control, taken action or to be concerned and
normally placed two (2) spaces after the addressee.
Example: THRU: _________________
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g. Subject – The subject line should contain not exceeding ten (10) words. It starts
two (2) spaces below the addressor. The capitalization rules may be used.
Example: SUBJECT: Request for Optional Retirement of
PSINSP JUAN B DELA CRUZ
h. Date – This refers to the date of signature and it is placed at the left portion of the
page on the last line below the subject.
Example: DATE: March 15, 2020
2. THE BODY – The body of the letter is the message itself. It is the substance of the typed
letter as distinct from the formal beginning and ending. This part of the letter is single-
spaced. The use of the third person, such as “the undersigned”, “this unit” or “this office”,
is prescribed to achieve objectivity.
a. Paragraphing – When a letter consists of only one paragraph, the paragraph will
not be numbered, although its sub-paragraph will be lettered, if there are two or
more. When there are two (2) or more paragraphs, they will be numbered
consecutively. The second succeeding lines will begin at the left margin.
b. Abbreviations – They are usually written without spacing or periods except
geographical locations which can be written with or without periods. If the full name
is used, the abbreviated rank is permissible, if family name only, the rank is spelled
out.
c. References – References to publication must be specific and fully identified.
References will not be made to a publication or document which is not available to
the addresses of the correspondence.
d. Page Numbering – The first page should not be numbered (silent pagination).
Subsequent pages, including those on which endorsements are prepared, will be
numbered consecutively beginning with the second page as 2.
e. Dividing a Paragraph – Three (3) or fewer lines will not be divided between
pages. At least two (2) lines of a divided paragraph will appear on each page. In
dividing a sentence between pages, at least two (2) words will appear on each
page.
3. COMPLEMENTARY ENDING – This refers to the material found below the last paragraph
of the body. It consists of the Authority Line (if used), signature, list of enclosures and list
of copies.
a. Authority Line – an authority line will be shown when the correspondence is
signed for the Chief or Head of Office by an individual authorized to do so.
b. Signature – contains the name of the Officer, signed in ink (black or blue-black,
never blue or any other color); the name being typed, stamped or printed capital
Instructor: SHERWIN H. PINALGAN, LPT Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com
Student Handout in Police Report Writing – Midterms
letters identical with the written name, the officer’s rank or service and title or
designation.
c. Enclosures – are supplementary documents which are sent with communications to
provide additional information.
Instructor: SHERWIN H. PINALGAN, LPT Mobile Number: +63 919 002 7591
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Student Handout in Police Report Writing – Midterms
10. Cite Number – This is to be filled-up by the originator with the office, unit or originator’s
cite number for the message.
11. Text – To save transmission and circuit time required for, normally the message text
should be prepared in block form, i.e., without paragraph numbering, indenting.
12. Reference Message – If the message refers to another message, appropriate identifying
data of the reference message will be inserted in the block.
13. Classified – If the reference message id classified, the YES block will be marked, and if
unclassified, the NO block will be marked.
14. Page Number and Number of Pages – This block will be filled according to the number
of messages from pages used to complete the message.
15. Drafter’s Name Title and Phone Number – Data identifying the drafter is entered in
this block.
16. Releasing Officer’s Name, Title and Signature – Data identifying the individual
authorities to release the message is to be entered in this block.
17. PNP Addressees
a. The title and location or unit designation of the signing authority will be indicated
b. ZIP Codes of Post Office Numbers or another coded distribution lists will not be used
as originator’s address as part of an address.
c. Messages to a police addressee will be addressed to the chief of an installation or
head of an agency
d. Geographical location of an installation or agency will be included.
18. Purely Civilian Addressees
a. The originator’s designation will consist of the full title of the chief or head in those
messages addressed to another line agency in the government.
b. When a message is for another line agency addressee or is to be delivered by a
commercial carrier, handling instructions will be included in the address portion of
the message form.
SPOT REPORT
Refers to an immediate initial investigative or incident report addressed to Higher
Headquarters pertaining to the commission of the crime, occurrence of natural or man-made disaster
or unusual incidents involving loss of lives and damage of properties. Such incidents must be acted
upon and reported to higher police office whether verbal or written within twenty-four hours.
INCIDENT REPORT
An incident report is a written account of an event or occurrence. The purpose of this report is
to document the exact details of the occurrence as basis for further actions of concerned public
Instructor: SHERWIN H. PINALGAN, LPT Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com
Student Handout in Police Report Writing – Midterms
safety officers. Incident reports are the jump-off points of investigations designed to ferret out the
facts and recommend solutions.
PROGRESS REPORT
Progress Report is being submitted if there is new finding or development in the case. For
example, the unidentified assailant reported in the initial investigation report had already been
identified after follow-up operations or if the total amount of the stolen properties had already been
computed or recovered.
Instructor: SHERWIN H. PINALGAN, LPT Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com
Student Handout in Police Report Writing – Midterms
5. Form and Style – The arrangement of the materials presented should be in a manner
which will make the report easy to read.
6. Prompt – The report must be completed in a timely manner. Your credibility may be
opened to speculation if this requisite is not followed.
D. Characteristics of Report Writers
1. Those who write without thinking
2. Those who write and think at the same time
3. Those who think first and write afterwards
E. How the Investigators are Rated on Report Writing
1. Points to be considered
a. Conciseness
b. Clarity
c. Organization
d. Thoroughness
e. Accuracy
f. Adequacy
g. Pertinence of leads
2. Errors of Form
a. Grammar and syntax errors
b. Misspelling
c. Typographical errors
d. Wrong File Number
e. Wrong Block
f. Others of the same nature
3. Errors of Substance
a. Delay in investigation
b. Delay in Reporting
c. Omission in the investigation whether intentional or not
d. Misstatement of facts
e. Incomplete description
f. Neglect to state that the subject is dangerous or has homicidal tendencies
g. Failure to cover previous leads
h. Inadequate interviews
i. Lack of imagination in solving the case
j. Improper handling of evidence
k. Failure to include essential facts which shows jurisdiction, prosecutive action taken
and basis for investigative steps taken
l. Failure to include essential facts which were undoubtedly available and known to the
investigator
F. Supervision of Reports
Instructor: SHERWIN H. PINALGAN, LPT Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com
Student Handout in Police Report Writing – Midterms
Instructor: SHERWIN H. PINALGAN, LPT Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com
Student Handout in Police Report Writing – Midterms
10. Final Investigation Report should be prepared by the Investigator in all cases
involving high government officials, wherein the complainant is a government
agency or entity.
Instructor: SHERWIN H. PINALGAN, LPT Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com
Student Handout in Police Report Writing – Midterms
7. Command and Signal – is the last portion and this pertains to the channels of
communication needed when implementing the operational plan until in full operation.
8. Signatures – only the original copy of the OPLAN should be signed by the Chief of Police
or the Chief of the Police Unit. Succeeding copies are to be signed by the Operations
Officer.
Instructor: SHERWIN H. PINALGAN, LPT Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com
Student Handout in Police Report Writing – Midterms
i. The signature of the affiant (if minor – to include the signature of the
parents/guardian).
ENDORSEMENT
An endorsement is a reply or a forwarding statement usually added to a letter. It is a
communication within a communication. It becomes an integral part of the correspondence and is not
withdrawn from the basic communication to which it is appended.
A communication being sent by indorsement to a superior office is always “RESPECTFULLY
FORWARDED” or “RESPECTFULLY SUBMITTED” and never “REFERRED” or “TRANSMITTED”. If sent
to an office at equal rank, it is “RESPECTFULLY TRANSMITTED”.
SUMMARY OF INFORMATION
Summary of Information (SOI) is an intelligence report rendered regarding any illegal activity
or violation of laws being observed by intelligence operatives within a given area of responsibility.
This is the usual basis of case operations hence information received should be cared, validated,
counter-checked, analyzed and evaluated.
Instructor: SHERWIN H. PINALGAN, LPT Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com
Student Handout in Police Report Writing – Midterms
ROUTING SLIP
The Routing Slip is primarily aimed in transmitting papers from office to office within the
Headquarters, or from branch to branch, within an office. It is never used to forward papers to an
agency outside of a Headquarters. It is used to speed up transmittal of correspondence direct to
action section without using a Brief, a DF or an Indorsement.
Some Instructions in Making Routing Slip
1. A routing slip shall be attached to every document which needs to be acted upon
2. The routing slip shall indicate the following information:
a. Control Number
b. Originating Unit/Office
c. Type of Document
d. Date of Document
e. Subject Matter (or particulars)
3. For purposes of tracking, each office/unit shall have its own documents control number
4. Additional information shall indicate the DATE and TIME the document is acted upon;
a. the name of the processor under the column FROM:
b. the name of the person to whom the document is referred to for further processing
under the column TO:
c. a check mark on the action taken from among those listed in the routing slip
5. The person to whom the document is release shall fill up the DATE RELEASED and the
RECEIVED BY entries.
References
2016. Fetalvo-Belares, Marilyn, Ananayo-Sanao, Mary Jane, Garcia, Nicasio Lanite
Instructor: SHERWIN H. PINALGAN, LPT Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com
Student Handout in Police Report Writing – Midterms
Instructor: SHERWIN H. PINALGAN, LPT Mobile Number: +63 919 002 7591
Facebook Account: www.facebook.com.ph/sherwinhpinalgan Email Address: shpinalgan14@gmail.com