Physically Distanced But Academically Engaged: Self-Instructional Manual (SIM) For Self-Directed Learning (SDL)

UNIVERSITY OF MINDANAO
Tagum College
Department of Criminal Justice Education

Criminology Program
Physically Distanced but Academically Engaged
Self-Instructional Manual (SIM) for Self-Directed Learning (SDL)
Course/Subject: CRI 326 – TECHNICAL ENGLISH 2
Name of Teacher: Brenda P. Añonuevo, MSCJ
THIS SIM/SDL MANUAL IS A DRAFT VERSION ONLY; NOT FOR REPRODUCTION AND
DISTRIBUTION OUTSIDE OF ITS INTENDED USE. THIS IS INTENDED ONLY FOR THE USE
OF THE STUDENTS WHO ARE OFFICIALLY ENROLLED IN THE COURSE/SUBJECT.
EXPECT REVISIONS OF THE MANUAL.
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Table of Contents
page
Part 1. Course Outline and Policies ............................................................. 1

Part 2. Instruction Delivery
CC’s Voice ............................................................................…….. 7
Course Outcomes .......................................................................... 7
Big Picture A: Unit Learning Outcomes ......................................... 8
Big Picture in Focus:ULOa ……………………………………………. 8
Metalanguage ..................................................................................... 8
Essential Knowledge ......................................................................... 9
Self-Help .................................................................................... 13
Let’s Check .................................................................................... 13
Let’s Analyze ......................................................................... 14
In a Nutshell .................................................................................... 18
Q&A List .................................................................................... 19
Keywords Index ......................................................................... 19
Big Picture in Focus:ULOb …………………………………………… 19
Metalanguage .................................................................................... 20
Essential Knowledge ....................................................................... 20
Self-Help .................................................................................... 23
Let’s Check .................................................................................... 24
Let’s Analyze ......................................................................... 24
In a Nutshell .................................................................................... 25
Q&A List .................................................................................... 26
Keywords Index ........................................................................ 26
Big Picture B: Unit Learning Outcomes ....................................... 27
Big Picture in Focus:ULOa ………………………………………….. 27
Metalanguage ................................................................................... 27
Self-Help .................................................................................... 47
Let’s Check .................................................................................... 47
Let’s Analyze ......................................................................... 48
In a Nutshell .................................................................................... 48
Q&A List .................................................................................... 49
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Keywords Index ......................................................................... 50
Big Picture C: Unit Learning Outcomes ......................................... 50
Big Picture in Focus:ULOa …………………………………………… 50
Metalanguage .................................................................................... 50
Self-Help .................................................................................... 56
Let’s Check .................................................................................... 56
Let’s Analyze ......................................................................... 56
In a Nutshell .................................................................................... 59
Q&A List .................................................................................... 60
Keywords Index ......................................................................... 60
Big Picture in Focus:ULOb …………………………………………… 60
Metalanguage .................................................................................... 61
Essential Knowledge ........................................................................ 62
Self-Help .................................................................................... 73
Let’s Check .................................................................................... 73
Let’s Analyze ......................................................................... 74
In a Nutshell .................................................................................... 74
Q&A List .................................................................................... 75
Keywords Index ......................................................................... 76
Big Picture D: Unit Learning Outcomes ......................................... 76
Big Picture in Focus:ULOa …………………………………………… 76
Metalanguage ..................................................................................... 76
Essential Knowledge ........................................................................ 76
Self-Help .................................................................................... 83
Let’s Check .................................................................................... 84
Let’s Analyze ......................................................................... 85
In a Nutshell .................................................................................... 86
Q&A List .................................................................................... 87
Keywords Index ......................................................................... 87
Part 3. Course Schedule ......................................................................... 88
Online Code of Conduct ............................................................. 88
Monitoring of OBD and DED................................................................ 89
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Course Outline: CRI 326- Technical English 2
Course Coordinator: Brenda P. Añonuevo

Email: anonuevobrenda@yahoo.com
Student Consultation: By appointment
Mobile: 0930-8920005
Phone: (084)655-9591 Local 120
Effectivity Date: June 2020
Mode of Delivery: Distance Education
Time Frame: 54 Hours
Student Workload: Expected Self-Directed Learning
Requisites: None
Credit: 3
Attendance Requirements: A minimum of 100% attendance is required at all
scheduled sessions.
Course Outline Policy
Areas of Concern Detail

s
Contact and Non-contact Hours This 3-unit course self-instructional manual is
designed for blended learning mode of instructional
delivery with scheduled face to face or virtual
sessions. The expected number of hours will be 54,
including the face to face or virtual meetings. A
Learning Management System (LMS), Quipper, will
be used to facilitate your learning. Other sessions
may also be conducted through online
communication channels such as Facebook,
Messenger, WhatsApp, Viber, E-mail, Line, Zoom,
Skype, or any other similar applications. You may
also contact the course coordinator through a
mobile number or telephone.
Assessment Task Submission Submission of assessment tasks shall be on the 3 rd,
5th, 7th, and 9th week of the term. The assessment
paper shall be attached with a cover page indicating
the title of the assessment task (if the task is a
performance), the name of the course coordinator,
date of submission, and the name of the student.
The document should be e-mailed to the course
coordinator. It is also expected that you already paid
your tuition and other fees before the submission of
the assessment task.
If the assessment task is done in real-time
through the features in the Learning Management
System, the schedule shall be arranged ahead of
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time by the course coordinator.
5
Turnitin To ensure honesty and authenticity, all
Submission (if assessment tasks are required to be submitted
necessary) through Turnitin with a maximum similarity index
of 30% allowed. This means that if your paper
goes beyond 30%, the students will either opt to
redo her/his paper or explain in writing addressed
to the course coordinator the reasons for the
similarity. In addition, if the paper has reached
more than 30% similarity index, the student may
be called for a disciplinary action in accordance
with the University’s OPM on Intellectual and
Academic Honesty.
Please note that academic dishonesty such as

cheating and commissioning other students or
people to complete the task for you have severe
punishments
(reprimand, warning, expulsion).
Penalties for Late The score for an assessment item submitted after
Assignments/Assessme the designated time on the due date, without an
nts approved extension of time, will be reduced by 5% of
the possible maximum score for that assessment
item for each day that the assessment item is late.
However, if the late submission of the

assessment paper has a valid reason, a letter of
explanation should be submitted and approved
by the course coordinator. If necessary, you will
also be required to present/attach pieces of
evidence.
Return of Assessment tasks will be returned to you within two
Assignments/ (2) weeks after the submission. This will be returned
Assessments through e-mail or via the Quipper.
For group assessment tasks, the course coordinator

will require some or few of the students for online or
virtual sessions to ask clarificatory questions to
validate the originality of the assessment task
submitted and to ensure that all the group members
are involved.
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Assignment Resubmission You should request in writing addressed to the
course coordinator your intention to resubmit an
assessment task. The resubmission is premised
on the student’s failure to comply with the similarity
index and other reasonable grounds such as
academic literacy three(3) standards or other
reasonable circumstances, e.g., illness, accident
financial constraints.
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Re-marking of You should request in writing addressed to the
Assessment Papers and course coordinator your intention to appeal or
Appeal contest the score given to an assessment task. The
letter should explicitly explain the reasons/points to
contest the grade. The course coordinator shall
communicate with you on the approval and
disapproval of the request.
If disapproved by the course coordinator, you can
elevate your case to the program head or the dean
with the original letter of request. The final decision
will come from the dean of the college.
Grading System Your grades will be based on the following:
Examinations
First to Third 30%
Final 30% = 60%
Class Participations
Quizzes 10%
Assignments 5%
Research/Requirements 15%
Oral Recitation 10% = 40%
Total = 100%
Submission of the final grades shall follow the

usual University system and procedures.
Preferred Referencing Style Use the general practice of the APA 6th Edition.
Student Communication You are required to have an e-mail account, which is

a requirement to access the LMS portal. Then, the
course coordinator shall enroll the students to have
access to the materials and resources of the course.
You may call or send SMS to your course
coordinator through his/her phone number. Online
communication channels, such as those stated
above, may be used.
You can also meet the course coordinator in
person through the scheduled face to face
sessions to raise your issues and concerns.
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Contact Details of the Dean Dr. Gina Fe G. Israel
Dean of College
E-mail: deansofficetagum@umindanao.edu.ph
Phone: 09158325092 / 09099942314
LARCYNIEL PASCUAL, MAED

Assistant Dean
E-mail: larcyneil_pascual@umindanao.edu.ph
Contact Details of the Jun Mark A. Asis, MSCrim

Program Head Email: makoyasis@gmail.com
Phone: 09384931993
Students with Special Needs Students with special needs shall communicate with
the course coordinator about the nature of his or her
special needs. Depending on the nature of the
need, the course coordinator with the approval of
the program head may provide alternative
assessment tasks or extension of the deadline for
submission of assessment tasks. However, the
alternative assessment tasks should still be in the
service of achieving the desired course learning
outcomes.
Library Contact Details Clarissa R. Donayre, MSLS
E-mail: lictagum@umindanao.edu.ph
Phone: 0927 395 1639
Help Desk Contact Globe: 0917466709
Smart: 09308920005
Course Information – see/download course syllabus in the syllabus in Quipper
CC’s Voice: Hello there! Good day! Welcome to this course CRI 326: Technical
English 2. As a criminology student and a future law enforcer it is
necessary to gain basic knowledge about technical report writing
especially in the field of investigation.
CO As a student of this course you are expected to understand and write the
basic concepts of technical report writing and integrate the concept of
police report in various real life situations.
Let us begin!
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DEPARTMENT OF CRIMINAL JUSTICE EDUCATION
Mabini Street, Tagum City
Davao del Norte
Telefax: (084)655-9591 Local 116
Big Picture A
Week 1-3: Unit Learning Outcomes (ULO): At the end of the unit, you are expected to
a. Discuss the fundamentals of report writing.

b. Explain the nature of report writing.
c. Distinguish the importance and purposes of report writing and used the
basic requirements of police report writing (5W’s and 1 H) in writing
reports.
d. Classify the different police reports.
e. Categorize the different police reports used in law enforcement
f. Identify the specific types of police reports.
Big Picture in Focus: ULOa. Discuss the fundamentals of report

writing, distinguish the importance and purposes of report writing,
classify different police reports and write reports using actual
formats and the basic requirements of police writing the (5 W’s
and 1H) in writing reports.
Metalanguage
The following are terms to be remembered as we go through in studying
this unit. Please refer to these definitions as supplement in case you will encounter
difficulty in understanding the basic concepts of technical report writing.
 Report is an objective statement of the findings of the investigator, an

official record of the information that is relevant to an investigation.
 Clarity refers to the clearness of thought, style, or expression of the writer.
An effective writer must use correct English, and must point directly to the
written communication to save readers from reading unnecessary words.
 Accuracy is the conformity to facts and representation of truth with
precision and exactness. In writing a report, all facts and information
whether favorable or unfavorable to the concerned subject should be
included, and these facts are verified by statement of witnesses, and by
reference to official records or reliable sources. An accurate report is a true
reflection and representation of the facts to the best of the writer’s
knowledge. A accurate report is also a specific report.
 Completeness refers to having all the necessary normal part, components,
and style of writing in its entirety. In writing a complete report the elements
of the crime should established and the additional facts should prove those
elements. Documentation of the report should base from important
statement and letters, findings of other agencies, and laboratory reports.
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This should also answer the 5w’s and 1H questions.

 Brevity has something to do with the quality or state of being brief and
concise, with the quality or terseness, and lack or wordiness. Brevity is
achieved by omitting materials or information that is useless, irrelevant and
redundant.
 Fairness in writing is having or exhibiting a disposition that is free of
favoritism, bias, impartiality, self-interest, or preference in judgment. A fair
writer should always base his report on facts, and if there are theories
should be verified first and be consistent with facts.
 Specificity is the quality of writing pertaining to being explicitly define and
specific rather than general. A good writer must be precise and specific in
writing his or her report, and should avoid ideas that mislead the readers.
 Perspective refers to the point of view from which the investigator presents
the findings of his report based from gathered evidences. For maintaining
the objectivity of the report, the third person point of view should be used;
the writer should refer himself or herself as the ‘investigator” or “the police
officer”.
 Selection of information relates to the gathered data in connection with how
the writer presents these in his report. Selectivity is vital since this will affect
the investigator’s decision on the facts and information that he will include.
He should discard irrelevant details to arrive at a coherent report, and
should only report information that are composed of physical evidence,
statement, and complete investigation. An effective writer should be able to
make a distinction between facts and opinions.
 Organization is the process of how a report is put together after the specific
details of facts have been gathered. Organization of the report should follow
after the investigator had conducted and gathered the evidences necessary
in the investigation. The chronological order of narrating events should be
used in writing the report. Basing from a specific and detailed outline, the
report shall follow the rules of writing the stylistics.
Essential Knowledge
The following are basic concept of technical report writing that may be
useful for you to understand this field of expertise. Below are the factors to
consider in making a good report.
1. The Nature of Report Writing, a report is an objective statement of the

findings of the investigator; this is an official record of the information
that is relevant to an investigation. Therefore, a good report plays an
important role in the success of any investigations. But the fact remains
that there are many reports that are haphazardly written, and it results in
jeopardizing the whole investigation process. There is a great demand
for every report writer to fully develop his writing skills so that the best
written outputs will be achieved.
1.a Reports are helpful and may influence the career of the investigator,
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or any law enforcer. Recognition and promotion are mostly based on the
quality of reports. The personality of an effective report writer is also
reflected in the kind of reports he write. Well written reports show a
favorable impression not only on the competence of the writer but also
on his credibility. In contrast, erroneous reports can damage the writer’s
career, as it may also destroy the image of the agency of the
organization he is connected with.
2. Points to consider in Writing Reports, well written reports do not

happen in a snap of a finger, but rather they are products of series of
writing activities that are perfected over constant practice. Good report
writers are those who painstakingly take the effort of writing and revising
their work to achieve the best output. They follow certain points of
considerations and rules in writing reports like: using the best language,
avoiding the errors form, and avoiding errors of substance.
2.a The best language in report writing is one that could be easily
understood by the target reader, because not all reader has the time to
read twice and decipher ambiguous reports. A report that contains the
best language that includes the following characteristics: concise, clear,
organized, thorough, accurate, and adequate.
2.b Faulty report is awkward and ambiguous; and those with
grammatical errors are an additional headache to the reader, because it
may present meaning aside from what it intends to convey.
2.c Report writers are greatly expected to be well-versed in grammar
and all its governing rules to avoid errors in spelling, typological forms,
file number, and report format. The substance of the report is the most
important aspect in writing; this has something to do with the exact
content of the report with the completeness of the 5W’s and 1h.
2.d The accurate content of the report is seriously considered because it
can seriously affect the lives of people like a criminal being set free, or
an innocent person being convicted. In addition, the credibility of the
writer will also be tarnished, along with the reputation of the whole
company or agency he is representing. To avoid this error, the writer
must not delay in investigating and reporting, he must include essential
facts, must cover obvious leads, and must conduct adequate interviews.
3. Strategies in Writing Good report, writing is a process that requires
strategies. Good written outputs are the products of carefully crafted
writing activity. A writer can expect a favorable outcome in his report if
the written activity has been developed from a specific goal, and follows
from a time-tested strategy. The following are suggested strategies that
a writer must adhere in writing a report:
a. Check and re-check first whether notes on gathered facts are
already complete and organized.
b. If notes on gathered facts are insufficient, go back into the
process of gathering more facts related to the situation.
c. Make an outline of the report basing from the completely gathered
facts.
d. Use the chronological order of writing in presenting facts and
ideas in the written report.
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e. The outline of the report should basically answer the complete 5

W’s and 1H.
f. Prepare a report that could either be simple, brief, complex, or in
memorandum form, depending on its required format.
4. Types of report writers, According to the Philippine National Police

investigative manual, these are three types of report writers:
a. The writers who write without thinking- are those who do not
bother gather facts and information to support the written report.
They are those who are not keen in observing and gathering
facts to supplement the written output. These are also writers
who are not conscious of their grammar error and do not intend
to correct what is grammatically wrong. They are lazy and
careless in gathering specific information. As a whole, they are
concern whether their readers will understand the written report
or not.
b. The writers who write and think at the same time- these are the
writers who gather information and facts and put them into
writing. In addition, they review and verify their works but they
are in a hurry to write, therefore the gathered informations are
not properly documented. These kinds of writers are also
partially conscious of the grammatically of their written output,
and submit their reports with average accuracy.
c. The writers who think first and write afterwards- these writers are
those who gather specific data, facts, and evidences carefully
before they write, and they are very keen in observing and
gathering information to back up their report. They are also very
conscious of their grammar and goes on correcting themselves
to improve their written output. Because they are diligent in
collecting facts, their reports are accurate, complete, fair, concise
and specific. These writers are concern about the conciseness of
their report with the purpose in mind that their reader will be able
to understand everything they have presented. Lastly, these are
the writers who present reports that are free from biases,
prejudices, subjectivity, and errors in any form, and thus, they
submit reports with 100% accuracy.
5. Qualities of a Good report, a well written report is also a result of
carefully planned and designed writing. Good report writers undergo the
process of writing, editing, and revising their work. For a report to be
considered as good, it needs to possess certain qualities like clarity,
accuracy, completeness, brevity, fairness and specificity.
a. Clarity refers to the clearness of thought, style or expression of
the writer.
Examples:
Unclear: The pump boat capsized because it was overload.
Clear: The pump boat capsized because it was overloaded.

Rescuers confirmed that the pump boat can only hold five
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people. Witnesses said that there were ten people when it

capsized.
b. Accuracy refers to the conformity to facts and representation of

truth with precision and exactness.
Examples:
Inaccurate: The child was hit by a speeding motorcycle.
Accurate : The child was hit by a blue Honda Wave

motorcycle, which is approximately travelling an estimated speed
of 50 kph.
c. Completeness refers to having all necessary normal part,

components and style of writing entirety.
Examples:
Incomplete: The missing boy was found.
Complete: The 5- year old boy from Lapu-lapu City who was
missing for seven days was found wandering in A.C. Cortes
Avenue by a couple from Mandaue City.
d. Brevity has something to do with the quality or state of being

brief and concise.
Examples:
Wordy: The victim telephonically contacted the police station
right after the incident happened.
Concise: The victim called the police station after the

incident.
e. Fairness refers to exhibiting a disposition that is free of
favoritism, bias, impartiality, self-interest , or preference in
judgement.
Examples:
Biased: If a fireman couldn’t fireproof his own home how can he

save another man’s house?
Unbiased: If a firefighter couldn’t fireproof his or her home, how

can he or she save other people’s house?
f. Specificity is the quality of writing pertaining to being explicitly

definite and specific rather than general.
Examples:
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Unspecific: She died of stab wounds.
Specific: She died of five stab wounds in her chest, and another
five stab wounds in her upper right rib cage.
6. The Basic Requirements of Police Report Writing, In police report

writing the WHO, WHAT, WHERE, WHEN, WHY, and HOW are the
most import questions that an investigator must take into consideration.
These questions basically cover the essentials of the whole process of
police report writing.
WHO?- this question answers all about the persons involve in the
investigation, their complete and correct names, and their exact
addresses and contact numbers.
WHAT? – this question answers about what offenses are committed,
what kind of evidence was retrieved, what properties are stolen or
burglarized, and what are the possible motives of the crime.
WHERE? – this question answers about the geographical location of the
crime scene, the property, or the evidence that are related to the
incident.
WHEN? – this question answers about the exact time and date when the
offense was committed, the properties found, and the suspects
apprehended.
WHY? – this question answers about the objects or desire which
motivated the offense or the crime. For crime against persons, the
possible object of the attack might be: revenge, ransom, sexual
pleasure, or hatred. For crime against property, the possible object of
the attack might be: to obtain money to sustain vices, or simply to
acquire property.
HOW?- this question answers the general manner in which the crime
was committed.
Self-Help: You can also refer to the sources below to help you further
understand the lesson
Bajano-Nano, M.C., & Pioquinto, P.V, (2014). Technical Report Writing 2 for
Criminology Students. Quezon City, Philippines: Wiseman’s Book Trading, Inc.
Let’s Check
Let us try the following activities to check your understanding in this unit.
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Activity 1. Fill in the blank with the correct answer. (One point each)
1. ____________________ are extremely helpful to the relationship of the police

and community.
2. ____________________ is not impressive because it is misleading.
3. The _____________________ of the report is seriously considered because it
can affect the lives of the people and the organization.
4. _________________________ that are both favorable and unfavorable to the
suspects should be included in a report.
5. The report is a true reflection, and _________________ of the facts to the
best of the investigators knowledge.
6. _________________________ of a report refers to establishing facts from
answering the 5W’s and 1H.
7. Omitting materials or information that are useless and irrelevant refers to the
____________ of the report.
8. __________________ refers to the taking of facts as it is and making theories
consistent with facts.
9. The ____________________ can access to police documents and can use
reports as reference.
10. Reports serve as a reflection of the investigation or the writer’s
_________________.
Activity 2. True or False. In the space provided, write T if the given statement is
true and F if false. (One point each).
1. A sworn statement is an objective statement of the findings of the
investigators.
2. A report is an official record of all the information that is relevant to any
investigation.
3. Reports are directly helpful and may influence the career of a
prosecutor.
4. Recognition and promotion are mostly based on the quality of the
investigator’s report.
5. Reports that are well written reflects favorable impression not only on
the competence of the investigator but also to his credibility as a writer.
6. The best language in report writing is characterized by its conciseness,
clarity, organization, thoroughness, accuracy, and adequacy.
7. One of the purposes of a report is to account and justify the exclusive
activities of the police organization only.
8. For the purpose of administrative control, a report is write.
9. In the persecution of mammals, reports are used as legal documents.
10. A report can be used as a basis for research.
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Let’s Analyze
Let us try the following activities to know how deep your understanding
about the topics of this unit.
Activity 1. Rewrite the sentences below to make each item free from wordiness.
1. A physical confrontation happened between the police and the group of

rallyists.
_____________________________________________________________.
2. There was a verbal altercation before he hit the victim in the forehead.
_____________________________________________________________.
3. As of the present time, there is no lead to the whereabouts of the perpetrators.
_____________________________________________________________.
4. The death of the young woman is as of this time still a mystery.
_____________________________________________________________.
5. The investigators queried about the constant companion of the suspect.
_____________________________________________________________.
6. She visually perceived a dead body lying in the sidewalk.
_____________________________________________________________.
7. She was in the possession of the prohibited drugs when the police
apprehended her.
_____________________________________________________________.
8. Prior to the murder, she heard a loud scream from the other room.
____________________________________________________________.
9. Subsequent to his testimony, the principal witness disappeared.
___________________________________________________________.
10. He was investigating on the subject of the unidentified body found in the
sidewalk.
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Activity 2. Underline the appropriate answer from the choices inside the
parenthesis to complete each statement below.
1. A report is an (objective, subjective, conjunctive) statement, which is

considered as official record that is (relevant, redundant, recalcitrant) to an
investigation.
2. Well-written reports are products of writing activities that are (constructed,
perfected, abbreviated) over constant practice.
3. Report writers are greatly expected to be (well-groomed, well informed, well-
versed) in grammar and all its governing (sanctions, information, rules).
4. Just like any other (activity, action, presentation) writing is a process that
requires (stamina, structure, strategy).
5. There are writers who write without (considering, reconstructing, thinking).
6. One of the basic (works, affair, addiction) of an investigator is writing (novels,
reports, short stories).
7. (Reports, Lists, Précis) serve as records for planning, directing, and organizing
unit’s duties for police (visibility, service, administrators).
8. A (mediocre, good, average) report writer undergoes the process of writing,
and (editing, copying, exemplifying) their written materials.
9. An accurate report is a true reflection and (classification, representation,
acquisition) of the facts to the best of the writer’s (conscience, knowledge,
ability).
10. Brevity is achieved by (omitting, constructing, evaluating) information point of
view from which the investigator presents the findings of his report.
Activity 3. Explain each item extensively:
1. How does the following concept affect the quality of a report?
a. Using the best language
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b. Avoidance of errors of form
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c. Avoidance of errors of substance
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______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________
In a Nutshell
In this part you are going to jot down what you have learned in this unit.
The said statement of yours could be in a form of concluding statements,
arguments, or perspective you have drawn from this lesson. The first two items is
done for you.
1. Technical Report writing is essential in police work because it serves as the

basis for the movement of Criminal Justice System
2. In writing a report, the writer or the investigator must gather an accurate
details including the informations that answers the 5W’s and 1H questions.
Now it’s your turn!

3.
4.
5.
6.
7.
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8.
9.
10. _________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
Q&A List
In this section you are going to list what boggles you in this unit. You may indicate your
questions but noting you have to indicate the answers after your question is being raised and
clarified. You can write your questions below.
Questions/Issues Answers
1.
2.
3.
4.
5.
Keywords Index
Report Fairness
Clarity Specificity
Accuracy Perspective
Completeness Selection
Brevity Organization
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Big Picture in Focus: ULOb. Classify different police reports,

categorize the different police reports used in law enforcement;
distinguish the two general types of police reports and identify the
specific types of police reports.
Metalanguage
Please proceed immediately to the “Essential Knowledge” part since the first
lesson is also definition of essential terms.
Essential Knowledge
The following are the terms define for you to easily differentiate different
types of report according to its categories, general types and specific types of report.
1. Classes of Reports
a. Technical Reports- these are written reports dealing with technical and
specialized subjects.
b. Problem Determining Reports- these are written reports identifying the
existence and causes of certain problems. Examples of these are case reports
on Causes of Juvenile Delinquency, Causes of Drug Addiction, and causes of
Human Trafficking.
c. Problem Solution Reports- These are written reports identifying the
processes and solution of certain problems. Examples of these are case
studies on preventive measures against juvenile Delinquency, Drug Addiction
and Human Trafficking.
d. Fact-Finding Reports- These are written reports on the methods of logical
gathering and presentation of data. Examples of these reports about facts and
figures of terrorism, Drug trafficking, Human Trafficking, etc.
e. Performance Reports- these are written reports referring to information on
the status of the activity or operation within a unit or organization.
2. Categories of Reports, Foronda (2009) enumerated that reports are

categorized according to whether they are Operational, Internal Business or
Summary Reports.
a. Operational Reports- these are written reports about police incidents,
investigations, arrests, identification of persons, and other miscellaneous
reports for routine operations of police organization.
b. Internal Business Reports- these are written reports on financial,
personnel, purchase, equipment, property maintenance, and general
correspondence which are important in the agency or organization’s
management.
c. Summary Reports- these are reports that are furnished for the necessity of
the solution of crime accident, and other police administrative-related
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problems,
3. Two General Types of Reports, there are two general types of police reports
as stated by Guevarra, et.al. (2008), these are the Basic of Informal reports,
and the Investigative or Formal Reports. These two types are elaborated
below:
a. Basic or Informal Report- these are reports that are mostly related with
ordinary, miscellaneous incidents, usually in letter or memorandum form.
These are accomplished by any member of a unit, section, bureau, or
division within a department in accordance with prescribed regulation.
Basically, these reports contain the generic format like the heading, the
person or office to whom it is addressed or submitted, the text or the body,
and the name of the writer or the source of the report.
b. Investigative or Formal Reports- these are reports that cover all the
exact and exhaustive narration of facts. These reports are classified as
Initial or Advance, progress or Follow-up, and Final or Closing Reports.
4. Specific Types of Police Report
a. Spot Report- this is a verbal or written report done within twenty-four
hours after an important incident. This report is written to inform an
immediate chief or those in higher position of particular occurrences in his
command responsibility. This report should be acted upon within 24 hours.
In some cases, a spot report may be in the form of radiographic message if
the reporting unit is far from the receiving office. The following are indicated
in a radiographic message: Originating office, Addressee, Cite numbers,
precedence actions, Precedence info, Date-time group, Text written in
capital letters.
b. Special report- this is written by a police unit or office based from a
directive or instruction from higher police officers. This type of report
follows the memorandum format of correspondence. The commander or
chief signs this report, or an authorized person signs if the commander is
not around. This report should contain the ‘rationale’ and the ‘action’. The
rationale is the specifications and details related to the problem, and the
action is the expected action or response the receiver or reader will do
after reading the report.
c. Beat Inspection Report/ After Patrol Reports- This is one of the widely
practiced written forms of communication in a station. This is a routine
report because the duty beat supervisor submits this report daily; those
assigned on beat inspection do their routine check on foot, while those on
patrol sectors use patrol cars. The Beat Inspection and After Patrol reports
use the memorandum format.
d. Wanted Person Report – Using the notice on wanted person, this report is
about those persons who are by the police. Information of wanted persons
are flashed on local and national television, as well as posted in
conspicuous areas as notice to the public. This report is done in four (4)
copies to be submitted to the following: to the PNP Provincial Director, or to
the PNP Chief in Camp Crame if the province is not under the provincial
commander, to the Department concerned which will have the original
copy, and the Rogues’ gallery will have the fourth copy.
e. Arrest Report – this is a report that documents all the events in arresting a
suspect including personal information, jail bookings, information about
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control and release of prisoners, and court proceedings. This report is

based on information received, ensuring probable cause for warrant/
warrantless arrest.
f. Crime Report – these are reports written after the conclusion from
preliminary investigation that a crime truly happened. This report also
include important factors like corpus delicti (elements of the crime), suspect
descriptions, properties taken, evidences collected, property damages,
victims’ injuries, and suspects’ modus operandi.
g. Situation Report –Also known as SITREP, this is similar to patrol report
which is submitted every eight hours but on a need-only basis.
The Importance of SITREP
-Completing the SITREP covers all key aspects of community
survival.
- A structured message is easier to carry as a document or to
send over radio or the telephone.
-The SITREP can be copied to organizations with different
responsibilities, to initiate action and ensure that action is
coordinated.
SITREPs from various parts of an affected area can be used to
detect variations in general need and so assist in allocating
resources most effectively.
SITREPS form a record for the future of the actual situation and
the results of action to deal with.
h. Miscellaneous Incident Report also known as MI Report – this is used
to document any incident, situation, or circumstances that are nor crimes,
or may not be designated by a particular title. The purpose of this report is
simply to maintain the integrity of the department’s reporting system.
i. Traffic Accident Report- this report is written by the officer who
investigates the accident. This type of report documents all the facts and
information about any vehicular accident whether it is fatal or non-fatal.
This also examines the nature of the damage of any property, the location
of the accident and its causes. Included in this type of report are
statements of witnesses, diagrams, and photographs.
j. Investigation Report- written to investigate a particular case or crime.
This is an internal form of communication that requires the addressee, the
officer-on-case, and the chief of investigation section. The addressee of
investigation report is the chief or head of a police unit, the officer-on-case
will write and sign the report, and it will be noted by the chief investigation
section. An investigation report is important in court proceedings, the
prosecutor’s office can use this minor offenses and for determining whether
the accused is guilty or innocent.
5. Classification of investigation Report- there are three (3) classifications
of investigation report namely: the Initial or Advance report, the Progress or
Follow-up report, and the Final report.
a. Initial or Advance Report- this is an advance information on a new or
fresh case an investigator; the data in this report is not yet complete,
but it is written and immediately submitted after the preliminary
investigation of the case.
b. Progress report- this is a written narration of facts developed by the
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investigator in the course of the follow-up investigation. This is a report

on subsequent details which are very vital to the case but have not
been incorporated in the initial report. This report shall be submitted
within three days after the initial report has been submitted, and
consequently a monthly report thereafter .
c. Final report- a complete written narration of facts based from a
thorough investigation of the case. This is a result of evaluation,
summation, and analysis of all facts and circumstances of the case, and
the complete accumulate and collection of data.
6. Parts of an Investigation report- an investigation has the following parts:
Authority, Matters Investigated, Facts of the Case, Discussion, Conclusion
and Recommendations. Each of this part is elaborated as follows:
a. Authority- this part where the investigator cites the authority for
making the report, and he states briefly the date, the place, and the
person by whom the investigation is made.
b. Matters investigated- this part where the investigator writes the
purpose of his report by generally stating what the investigation is all
about. Included in this part are the complaints, and the allegations of
committed crimes.
c. Facts of the case- this part is the coherent presentation of all the
important facts supported by evidences involving the whole
investigation.
d. Discussion- this is the part indicating all the factual information
related to the investigation. The investigator discusses all the
circumstances to give the reader a clear picture of the whole
investigation in order to establish the conclusion and
recommendation of the report.
e. Conclusion- this is the part indicating the summary of the result of
the whole investigation process. The summary should be supported
by facts basing from the order of statement of allegations.
f. Recommendation- this is the last part which is consistent with the
conclusion. This is where the investigator writes his judgment and
the practical suggestions for appropriate actions to be taken, for
proper disposition of the case, for remedy of unsatisfactory situation,
and for a recommendation that a case be closed.
7. Steps in Writing an Investigative Report- in order for an investigator to
write a good and complete report, he needs to follow certain steps, and
these steps are discussed below:
a. Initial Preparation- this is the first step of writing the investigation
report where the investigator determines his purposes and
objectives in writing the report. He the gathers the facts and
circumstances related to the case.
b. Final Organization of the collected data- using chronological order,
all the gathered facts, and evidences, related to the case should be
sequentially presented.
c. Preparation of the first draft- just like the second step, the first draft
should also follow the chronological order or presentation. The draft
should be based from the outline and should be presented in a clear
manner with the use of appropriate transitions to maintain the
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coherent flow of ideas.

d. Rewriting and polishing the report- this is the step where the
investigator will recheck, edit, and review the rough draft to check
the errors, and goes on rewriting to improve the whole report.
e. Finalize the report- this is the last step where the investigator
prepares the final report based from the rewritten and corrected
draft.
Let’s Check
Activity 1. Fill in the Blanks. In the space provided below, write your answer on
the given statements.
__________________ 1. Reports that are furnished for the necessity of the

solution of crime accident, and other police administrative-related problems.
__________________ 2. Reports referring to information on the status of an
activity or operation within a unit or organization.
__________________ 3. Refers to the reports about police incidents,
investigations, arrest, identification of persons, and other miscellaneous reports
for routine operations of police organization.
__________________ 4. Written reports on the methods of logical gathering and
presentation of data.
__________________ 5. Reports that are mostly related with ordinary,
miscellaneous incidents, usually in letter or memorandum form.
__________________ 6. Written reports on financial, personnel, purchase,
equipment, property maintenance, and general correspondence which are
important in the agency or organization’s management.
__________________ 7. Refers to the written reports dealing with technical and
specialized subjects.
__________________ 8. Written reports identifying the processes and solutions
of certain problems.
__________________ 9. Written reports identifying the existence and causes of
certain problems.
__________________ 10. Reports that cover all the exact and exhaustive
narration of acts.
Let’s Analyze
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Activity 2. Multiple Choice: Select the letter of the best answer.

1. When incident happened, this report must be made within twenty-four
hours.
a. Crime report
b. Situation report
c. Spot report
d. Wanted Person report
2. Police officer Tonio arrested a suspect, what should he made to
document all the events in arresting a suspect?
a. Situation report
b. Wanted person report
c. Spot report
d. Arrest report
3. Traffic Officer Serenio responded to a non-fatal vehicular accident.
What report shall he made?
a. Arrest report
b. Traffic Accident report
c. Situation report
d. Accident report
4. PCPL Dela Cruz is an investigator who is investigating a particular
case, he shall write an _________________ that will provide
permanent official record of the pertinent information procured during
the course of investigation.
a. Investigation report
b. Arrest report
c. Wanted person report
d. Crime report
5. Kean is a wanted person, in order for the public to know that he is
wanted, what report shall be made by the police?
a. Beat inspection report
b. Situation report
c. Special Report
d. Wanted Person report
In a Nutshell
done for you.
1. In Technical Report writing, there are many reports involved therein.

2. Each report has its own purpose that an investigator should familiarize so
that he know what report shall he made.

3.
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4.
5.
6.
7.
8.
9.
10. _________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
Q&A List
1.
2.
3.
4.
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5.
Keywords Index
Technical Report Crime Report
Spot Report Situation Report
Beat Inspection Report Miscellaneous Report
Wanted Person Report Traffic Accident Report
Arrest Report Investigation Report
a. Examine actual and authentic samples of police reports;

b. Utilize actual report samples and formats for writing
exercises;
c. Write reports using actual formats of different police reports.
d. Discuss the meaning and description of a police blotter;
e. Follow the points and procedures, and additional guidelines
in writing blotter entries.
f. Distinguish the procedures in recording and in filling out the
Incident Record Form.
Big Picture in Focus: ULOa. Examine actual and authentic

samples of police reports, Utilize actual report samples and
formats for writing exercises and Write reports using actual
formats of different police reports.
Metalanguage
The lesson is a continuation of week 1-3 ULOb, please just refer to the
“Essential Knowledge” of ULOb.
Essential Knowledge
The following are the sample format of the different reports discussed in the
previous lesson.
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1. Sample Format of Spot Report in Memorandum Form:
Republic of the Philippines

National Police Commission
Philippine National Police
_____________________
MEMORANDUM
TO :
FROM :
SUBJECT : SPOT REPORT
DATE :
1. (Indicate briefly the time, date, and place of occurrence)
2. (Brief facts of the case)
3. (Other facts)
4. Requested/ recommended action from Hqs.
5. Progress Report will follow
________________________
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Actual Sample of Spot Report in Memorandum Form

Philippine National Police
CEBU CITY POLICE OFFICE
POLICE STATION 4
Juan Luna Extn., Mabolo, Cebu City
Tel No.: 231-5411; Email: ro7 cebucpo ps4@yahoo.com
MEMORANDUM
FOR : CITY DIRECTOR

Cebu City Police Office
Camp Sotero Cabahug,
Gorrodo Avenue, Cebu City
(Attn: Opns Branch)
SUBJECT : SPOT REPORT re Arrested Suspect for Theft (Snatching)

Alarm
DATE : October 19, 2012
1. Please be informed that OOA 04:50 PM of October 19, 2012 at Carmelite

Monastery, J. Luna., Mabolo Cebu City one _______________ 25 years old,
single, a resident of Bonifacio, Barangay Pari-an Cebu City was arrested at
the said place, time and date after the victim was riding a passenger jeepney,
suddenly the minor snatched his above mentioned item/article and handed it
to his companion as the second suspect. But one PO1 Tubalde, Russeline R.
a. FTP of LLCPO, witnessed and saw the incident. The said FTP responded
and apprehended the suspect. The item was recovered at the suspect’s
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possession. Thus caused of his arrest.
2. Victim was represented by ____________________ 20 years old, single, a

resident of Bonifacio, Brgy. Baliang, Danao City, with contact no.
__________________.
3. Recovered from the suspect possession one (1) unisilver necklace 925- worth
P750.00.
4. Progress report will follow.
5. For information and request acknowledge receipt.
ENRIQUE LIMBAGA BELCIÑA,

CSP
Police Chief Inspector
Officer-In-Charge
2. Sample Format of Special Report in Memorandum Format

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
CEBU PROVINCIAL OFFICE
Doña Modesta Singson Gaisano St., Lahug, Cebu City
SRPS-IN
MEMORANDUM
FOR :
FROM :
SUBJECT : SPECIAL REPORT ON _________
DATE :
1. Reference
2. (State significant incident, place of occurrence, specific month, day, year, name and
other personal circumstance of the suspect)
3. (State how the incident occurred, why the incident happened, and result of
consequence of the incident.)
4. (Other information relevant to the incident which may answer another set of 5w’s and
1H)
5. (Police action conducted-search, follow-up, pursuit operations, filing of charges, further

investigation).
32
6. Other developments regarding the incidents shall be submitted as soon as obtained.
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Sample Format of Special Report in Civilian Letter Format

CEBU POLICE PROVINCIAL OFFICE
SRPS-IN
November 16, 2006

MICHAEL DASIGAO
Governor
Cebu Province
Sir:
This pertains to the (what-significant incident) __________________ that transpired at

(where-place of occurrence) perpetrated by (who –name and other personal
circumstances of the suspect) on (when- month, date and year) at (specific time) in the
(morning, afternoon, evening).
Report revealed that (how the incident occurred and why the incident happened)
resulted in (result or consequence of the incident).
Further investigation disclosed that (other information relevant to the incident, which
may answer another set of 5Ws and 1H, if necessary).
Elements of (unit taking action) are/ have (police action conducted-search/follow-up/

pursuit operations, filing of charges, further investigation, etc.) that resulted in the
(result of police action-seizure, arrest, surrender, confiscation, recovery, issuance of
arrest warrant, etc.)
33
Other developments regarding the incidents shall be submitted as soon as obtained.
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3. Sample of Beat Inspection Report

MANDAUE CITY POLICE OFFICE
Police Station 4
Brgy. Casuntingan, Mandaue City
Tel.no. (032) 344-7752
MEMORANDUM
FOR : City Director

Mandaue City Police Office
Mandaue City
(Attn: C, Opns Br and C, CIB)
FROM : Chief, Police Station 4, MCPO
SUBJECT : Beat Inspection Report
DATE : 29 July 2012
1. That on or about 800H 23 July 2012, some personnel of this station composed
of PI JIMMY ETULLE FORTES, SPO4 Marissa Basiga, PO2 Jim Patoc and
PO1 Richard Cabillo conducted a patrol under the Maguikay Fly-over.
2. During the said patrol, two (2) motorcycles were apprehended fro violation of
RA 4136 however, all were released after having been issued a Temporary
Operators Permit.
3. The said patrol ended at about 1000H of same date with no untoward incident
occurred.
34
4. For info.
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Sample format of After Operation Report

Department of the Interior and Local Government
____________________
_________________
MEMORANDUM
FOR :
FROM :
SUBJECT : After Operation Report
DATE :
I Authority
II Mision
III Period Covered
IV Area of Operations
VI Chronological Events
a. Background 35
b. Intelligence Build-up
c. Narrative account of operational activities
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4. Sample from of Booking Sheet and Arrest Report

CEBU METROPOLITAN DISTRICT COMMAND
HEADQUARTERS CEBU CITY POLICE STATION 1
F. Ramos Supermarket Building, Cebu City
1 PMFCE
BOOKING SHEET AND ARREST REPORT
Name ___________________________________________ Date: _____________

(Last) (First) (Middle)
Address: ______________________________________ Time Booked:_________
Place of Birth: __________________________________ Date of Birth: _________
Sex: ______________ Marital Status: ________ Occupation: _________________
Weight: ________Height: ________ Age: _______ Education: ________________
Scars and Marks: ____________________________________________________
Other Identifying Characteristics: ________________________________________
Name and Address of Father: __________________________________________
Name and Address of Mother: __________________________________________
Name and Address of Nearest Relative: __________________________________
Offense Charged: ___________________________________________________
Arrested by: ________________________________ Unit: ___________________
Where Arrested: _________________________ Date/ Time Arrested: __________
Booked by: ________________________________ Br/Sec: __________________
Facts known to Arresting officers:________________________________________
Signature of Person Arrested :________________________________

Arresting Officer: __________________________________________
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5. Sample Format of Crime Report

(The Command)
(Group, District or Unit)
Case Report no. ________________ Date: ____________
CRIME REPORT
NATURE OF CASE :______________________________________________

COMPLAINANT/VICTIM : ______________________________________________
(NAMES AND PERSONAL CIRCUMSTANCES OF VICTIMS)
________________________________________________
(IN RAPE CASES, ENCLOSE THE MEDICAL FINDING)
DATE/TIME/ PLACE : _______________________________________________

OF OCCURRENCE :________________________________________________
SUSPECTS : _______________________________________________
(NAMES PERSONAL CIRCUMSTANCES, ADDRESSES, IF
: _______________________________________________
KNOWN AND PHYSICAL DESCRIPTION IF AT LARGE
EVIDENCES : _______________________________________________
WITNESSES : _______________________________________________
(NAMES AND ADDRESS)
………………………………………………………………………………………………………….
FACTS OF THE CASE :
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6. Sample Format of Situation Report
(Name of Medical Center)

Situation Report (SITREP)
(Numbered Sequentially) Report No. _________

Date of Report __________________
(Event- Brief Descriptions. e.g., Facility Fire)
I. Background and Current Situation: (Give brief background of the event and
situation update from the last SITREP)
Example: “On November 12, 2001, a structural fire resulted

in damage to the nursing home facility (building 4301) causing the evacuation
and relocation of 52 patients. Patients were evacuated without incident and are
temporarily being provided care and housed in the main building. Most of the
damage was resulted from smoke and water. Investigation completed yesterday
has determined that the cause of the fire was careless use and disposal of
smoking materials by a painting contractor working in the nursing home facility.
II. Operations Status/Update: (Provide overall status by color code: Green, Yellow,
red or Black; followed by narrative providing specifics relating to the response to the
event; and if applicable, information relating to efforts to attain full operational status
with an estimated date).
Example: Facility Status: “Red”
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1. Nursing home admission curtailed pending clean up and repair of

building 4301. Estimated completion date is November 19, 2001. In
the interim new admission are being referred to our contract facility.
2. VA police have cited contractor employee for smoking in a restricted
area. Regional General Counsel’s Office reviewing whether further
actions are warranted against the individual and or contractor.
3. Estimated damages are $155,000.
III. Point(s) of Contact: (List name, phone, cell phone, fax and pager numbers of
individual wo should be contacted if additional information is desired.
______________________________________________ _________________
(Signature of Medical Center Director or Designee) Date
7. Sample Incident Report Form
INCIDENT REPORT FORM
To be completed by activity organizers/ walk leaders as soon as practical after the

incident. This report should be kept by the club secretary as a formal club record. In the
event of any serious injury (an injury requiring medical treatment) copies of the incident
report must be forwarded to the Insurance Convener for the State of the member.
Report prepared by: Date prepared:
Contact details: Club name and address:

Date of Incident: Time of Incident:
Type of Event: Day walk, canoe trip, bike ride etc
Location:
Type of Incident: injury, missing person, damage to property, theft, fire, etc.
Incident Details:
Actions Taken:
External Involvement: Were authorities or other agencies notified at the time? If so

who, by whom, and how? Did they take a role in managing the incident? If appropriate
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have the Insurers been notified?
Final Outcome: What was the final outcome of the incident? When was it resolved?
Future Prevention: Can this incident be prevented a future Club activities? If so, how?
Supplementary Information: This section can include a list of attachments, such as a

map, witness statements etc.
Privacy Note
The inclusion of the names of individuals and their contact details in this report must be
done in accordance with relevant privacy laws.
8. Sample Format of Traffic Accident investigation Report
PC/INP Form ____________________________ File NR ………..

____________________________
TRAFFIC ACCIDENT INVESTIGATION REPORT
I. WHERE
…………………………………………………………………………………………
(Near/Km Post Nr) (Near intersection/Landmark)
…………………………………………………………………………………………
(Hwy/St./Rd) (Dist/Bo) (Mun/City) (Prov)
II. WHEN
…………………………………………………………………………………………
(Day of week) (Date) (Time)
III. WHAT
Vehicle vs. 1. Another vehicle 5. Bicycle 9. Animal-drawn vehicle
2. Pedestrian 6. Scooter 10. Fixed Object
3. Animal 7. Railroad train 11. Non-collision
4. Motorcycle
TYPE OF ACCIDENT: 1. Fatal 2. Non-Fatal 3. Property damage
IV. HOW:
1. Head-on 4. Sideswipe-same direction Width of road…m/ft…….
2. Rear-end 5. Sideswipe-opposite direction Width of shoulder m/ft…..
3. Angle 6. Others (specify) Number of lanes…………
V. VEHICLE Number of vehicles involved

(Use supplemental TAIR if more than two vehicles)
Vehicle 1 Vehicle 2
Type …………………………………………. ……………………………………………………..
Make and Model …………………………… …………………………………………………….. 40
Plt. Nr. Decal Nr. ………………………….. …………………………………………………….
Classification & Place of Issue ………….. …………………………………………………….
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VI. WHAT DRIVERS WERE DOING:

1 2 (Check Appropriately) 1 2
1. Going straight 10. Backing
2. Turning right 11. Evading Vehicle
3. Turning left 12. Evading pedestrian
4. Making U-turn 13. Evading animal
5. Slowing 14. Evading object
6. Abrupt Stopping 15. Overtaking
7. Stopped 16. Parked
8. Entering parked position 17. Others (specify)
9. Leaving parked position
VII. WHAT PEDESTRIANS OR ANIMALS ARE DOING

1. Crossing between intersection 11. Along roadway outside sidewalk
2. Crossing at intersection 12. Along roadway without sidewalk
3. Crossing upon signal 13. Standing in safety zone/island
4. Crossing against signal 14. Getting on vehicle
5. No signal 15. Getting off vehicle
6. Crossing at pedestrian lane 16. Evading other vehicle
7. Crossing without pedestrian lane 17. Pushing cart/wagon
8. Coming from behind moving vehicle 18. Pulling cart/wagon
9. Coming from parked vehicle 19. Vending on road
10. Along roadway on sidewalk 20. Others (specify)
VIII. CONDITION OF MOTOR VEHICLE

1 2 1 2
1. No defects noted 9. Tail lights out
2. Brakes defective 10. Brake lights defective
3. Headlights glaring 11. Signal lights defective
4. Both headlights insufficient 12. Steering mechanism defective
5. Both headlights out 13. Windshield wipes defective
6. One headlight insufficient 14. Defective tires
7. One headlight out 15. Others (specify)
8. Tail light/s insufficient
IX. VIOLATIONS INDICATED

1 2 1 2
1. Disregarding traffic signs and signal 9. Wrong side of road 41
2. Weaving in-and-out of traffic 10. No right of way
3. Exceeding lawful speed 11. Dangerously loaded
Davao del Norte
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XI. VISION OBSCURED BY:

1 2 1 2
1. Trees, plants, crops, etc. 6. Moving vehicle
2. Building, house, fence, etc. 7. Its own cargo
3. Hillcrest, embankment 8. Rain
4. Signboards 9. Falling objects
5. Parked vehicles 10. Others (Specify)……...
XII. ROAD CHARACTER, SURFACE:

1. Straight road 1. Concrete
2. Curve 2. Asphalt
3. Level road 3. Gravel
4. Dip 4. Sand
5. Hillcrest 5. Earth
6. Upgrade 6. Coral
7. Downgrade
XIII. ROAD CONDITION, WIDTH, LANES:
1. No defects noted 1. Dry

2. Lanes marked 2. Wet
3. Defective shoulder 3. Muddy
4. Loose material 4. Dusty
5. Holes, deep ruts 5. Under construction
6. Lines separated 6. Others (Specify)
XIV. WEATHER CONDITION, DAYLIGHT CONDITION:

1. Fair 1. Sunny
2. Cloudy 2. Dim (cloudy)
3. Foggy 3. Dark-moonlight
4. Stormy 4. Dark-artificial light good
5. Rainy 5. Dark-artificial light poor
6. Smoky 6. Darkness
7. Windy
XV. POINT OF IMPACT: 42

1 2 1 2
1. Front end 7. Front left side
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XVI. SKETCH OF ACCIDENT:

(Use separate sheet if necessary and indicate File Number)
INSTRUCTIONS:
1. Number each vehicle and show the 3. Show pedestrian or animals by

Direction of travel by arrow.
________________________ _______________________
2. Use solid line to show direction before Show North by Arrow.

Impact.
______________________________ __________________________
Dotted lines after impact ……………….. 4. Draw out roadway in solid lines
Conforme: Driver vehicle 1 ………………… Vehicle 2 ………………………..
XVII. BRIEF NARRATION:
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XVIII. CASUALTY LIST:

Legend: K-Killed; SI- Serious Injury, SPI-Slight Physical Injury; D-Driver; Pd-Pedestrain; Ps-
Passenger
NAME SYMBOL ADDRESS AGE SEX HOSPITAL TAKEN
1. ……………… …………….. ……………………….. ……. …….. ……………………….

2. ……………… …………….. ……………………….. ……. …….. ……………………….
3. ……………… …………….. ……………………….. ……. …….. ……………………….
XIX. WITNESSES:
NAME ADDRESS
1. ……………………………………………………………………………………………………………
2. …………………………………………………………………………………………………………..
XX. ACTION TAKEN: …………………………………………………………………………………………
XXI. RECOMMENDATION: …………………………………………………………………………………..
XXII. STATUS OF CASE ……………………………………………………………………………………..
XXIII. REPORTED BY: ……………………………………………………………………………………….
XXIV. INSURANCE COVERAGE DATA:

Vehicle 1 Vehicle 2
Insurance Company and Policy Nr. And Sticker nr. ………………………………………………………….
………………………………………………………………………………………………………………………
Certificate of Cover nr. …………………………………………………………………………………
Date Issued/ Period Covered …………………………………………………………………………
XXV. ENCLOSURES …………………………………………………………………………………………….
XXVI. INVESTIGATED OR PREPARED BY: …………………………………………………………………

(Office) (Print name and sign)
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Davao del Norte
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9. SAMPLE OF MEMO FOR PRELIMINARY INVESTIGATION

OFFICE OF THE CITY PROSECUTOR
Manila
Related to : ___________________________ I.S. No. ____________________

I.S. No. ___________________________ Prosecutor ____________________
Prosecutor ___________________________ Date Filed ____________________
MEMO OF PRELIMINARY INVESTIGATION
COMPLAINANT/S: RESPONDENT/S
1. _______________________________ 1. _____________________________
Address: _______________________ Address: _______________________
2. _______________________________ 2. _____________________________
_______________________________ _______________________________
3. _______________________________ 3. _____________________________
_______________________________ _______________________________
CHARGE: 4. _____________________________
___________________________________________________________________
PLACE OF COMMISSION 5. ______________________________
___________________________________________________________________
Date:______________________ Time_______ (Use back hereof for add, accused)
Witness:
Name __________________________ Address _________________________
_______________________________ ________________________________
_______________________________ ________________________________
NOTE: 1. Has similar complaint been filed before any other office? (YES OR NO)
2. Is this complaint in the manner of a counter-affidavit? _____(YES or NO)
3. Are all the above information true and correct ___________ (YES OR NO)
45
THE ABOVE SHOULD BE FILED UP BY COMPLAINANT OR COUNSEL
Davao del Norte
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10. SAMPLE FORMAT OF INITIAL INVESTIGATION REPORT

Department of the Interior and Local Government
___________________________
_____________________
MEMORANDUM
FOR :
FROM :
SUBJECT : Investigation Report on ________________
DATE :
I AUTHORITY
1. Memo from that Office dated _________________ re-investigation report on
the above subject.
2. Inherent
II MATTERS TO BE INVESTIGATED
3. To determine the surrounding circumstances of the killing of the said police
officer.
4. To possibly identify the suspects that will led to their apprehension and
possible prosecution
III FACTS OF THE CASE

5. (D/T/P Occurrence and events)
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IV INVESTIGATION/ FINDINGS
6. Etc.
V CONCLUSION
VI RECOMMENDATION/ DISPOSITION
______________________
Chief of Police
11. SAMPLE FORMAT OF PROGRESS REPORT

(The Command Group, District or Unit)
MEMORANDUM
FOR :
FROM :
SUBJECT : PROGRESS REPORT
DATE :
1. Reference: (previous related Memo)
2. (Indicate briefly the date/ time and place of occurrence)
3. (Brief facts of the case)
4. (other facts)
5. Requested/ recommended actions from Hqs.
6. Disposition/ Action Taken
7. Final Report will follow.
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Davao del Norte
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_____________________________
INVESTIGATING OFFICER
12. SAMPLE FORMAT OF FINAL REPORT

(The Command, Group, District or Unit)
MEMORANDUM
FOR :
FROM :
SUBJECT : FINAL REPORT
DATE :
1. Reference: (previous related Memo)
2. (Indicate briefly the date/time and place of occurrence
3. Background? Brief facts of the case
4. Sequence of Action
5. Summary of Action
6. Recommendation/ Conclusion
7. Dispositions/ Findings
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Davao del Norte
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8. For your information
__________________________
INVESTIGATING OFFICER
Let’s Check
Activity 1. Think of a scenario and make a spot report out of it.
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Let’s Analyze
Activity 2. Applying the concepts of Investigative report writing, write the following:
a. Initial Report
b. Progress Report
c. Final Report
Base the contents of your report from the news story below, for information that are
not found in the news you may supply your own fictional data to complete the report.
BACOLOD CITY- A case of homicide will be filled today against Peter Gallaza, 32,
a security guard who killed his brother-in-law Police Officer 1 Federito Armateo Jr.,
member of PNP Special Action Force assigned in Iligan City.
Senior Insp. Eduardo Corpus, Police Chief of San Enrique said they are wait for
the result of the paraffin expected to be out today, before filing of the case.
Police investigation showed that Armateo, armed with two .45 caliber pistols,
shouting bad words against their family and forced his way into the house of Gallaza, by
destroying the door at about 2:30 am Saturday.
Gallaza tried to pacify Armateo, who is under the influence of liquor but he failed
until he shot the victim in his left chest using his .357 revolver.
“Armateo reportedly threatened Gallaza and his family that they will be killed, and
he would “drink their blood’, Corpuz said.
The victim was immediately brought to Don Salvador Benedicto Memorial Hospital
in Carlota City but pronounced dead on arrival by the attending physician.
Recovered from the crime scene were two .45 caliber pistols with live ammunition
and a gun recoil spring while unfortunately the unlicensed .357 revolver was not found
after the suspect thrown it to the rice fields.
Police said Armateo was having personal problem with his wife who is having
custody of their children. Armateo went in Brgy, Sibucao, San Enrique to attend the court
hearing in Valladolid regarding the charges of alarm and scandal filed against him
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Davao del Norte
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recently.
In a Nutshell
done for you.
1. Report writing is vital in every agency or organization.

2. The writer must follow and utilize the proper format in writing a report.

3.
4.
5.
6.
7.
8.
9.
10. ___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________
Q&A List
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Davao del Norte
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1.
2.
3.
4.
5.
Keywords Index
Sample After Operation Report
Format Booking Sheet
Memorandum Form Preliminary Investigation
Special Report Progress Report
Week 6-7: Unit Learning Outcomes (ULO): At the end of the unit, you are expected to:
a. Discuss Standard Operating Procedures
b. Write Police Blotter
c. Distinguish the procedures in recording and in filling out IRF.
Big Picture in Focus: ULOa. Discuss the meaning and

description of a police blotter, follow the points and procedures, and
additional guidelines in writing blotter entries and distinguish the
procedures in recording and in filling out the Incident Record Form.
Metalanguage
 Standard Operating Procedures (SOP)- the standard procedures for all police
stations and all offices of the National Operational Support Units.
 Police Blotter- a logbook that contains the daily registry of all crime incident
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reports, official summaries of arrests, and other significant events reported in a

police station. (PNP Manual revised 2010)
- Defined as a daily record of events within the territories of a
police unit, it contains daily material concerning events for legal and
statistical purposes. (PNP Circular No.5)
Essential Knowledge
The following are the procedures in making blotter and procedures for
recording incident report in Police blotter.
1. Procedures for Making Blotter Entries

a. All entries in the police blotter shall be handwritten in a clear, concise
and simple manner but must answer as far as practicable, the 5W’s and
1H. Clarity should not be sacrificed for brevity.
b. Only facts, not opinions, are entered in the blotter.
c. No erasures shall be made on entries. Corrections are made by
drawing a horizontal line over such words or phrases and the actual
entry initiated by the police officer making the correction.
d. A ball pen with blue, black or blue-black ink is used for making the
entries.
e. Misinterpretation of the blotter or any attempt to suppress any
information is punishable criminally and administratively.
f. All entries must be legibly written in longhand and consecutively
numbered.
g. Every page of the blotter shall be consecutively or chronologically filled
in. no line or space shall be left blank between any two entries.
h. Any development of case 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.
i. During every shift, the Duty Sergeant, under the supervision of the Duty
Officer or Complaint Desk Officer, shall make the actual entries on the
blotter and at the end of their tour duty, both the Duty Sergeant and
Duty Complaint Desk Officer shall sign the blotter.
2. Units Required and Supply Accountability of Police Blotter
a. A Police blotter should be maintained by a police station.
b. All PNP operating Units or Divisions in the Metropolitan police District,
together with the stations and substations, should maintain a separate
blotter.
c. The general Headquarters, Philippine National Police should supply
police blotters to each PNP command reflecting the same as
accountable items on their property books.
d. It is the responsibility of the PNP unit commander to properly maintain,
use, safe, keep and account the police blotter.
e. Police forces shall continue to use the present blotter, provided the
forms and rules should be followed.
BELOW IS A SAMPLE FORMAT OF A POLICE BLOTTER PAGE:

ENTRY DATE TIME EVENTS/ DISPOSITION
NO. INCIDENTS
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3. Incident Reporting and Filling out of Incident record Form (IRF)

a. 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. Once it is assigned and
acknowledge by the Desk Officer and the Chief of Police, or his
representative, the data that were provided by the complainant or client in the
IRF shall entered and recorded in the Police Blotter Book.
b. As soon as a client or complainant enters the police station, and is ascertained
that his purpose is to file a complaint or to request 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.
c. The QSL Duty Officer shall at all times guide and assist the client in filling out
the form. In the event that the clients is illiterate or incapacitated to fill out the
IRF, the QSL Duty Officer shall do the same for him. The Chief of Police in the
station shall make available space in the police station where this process is
done, in the privacy outside the scrutiny of kibitzers.
d. Whenever the suspect 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. While
the IRF should be filled out by the complainant, the female police officer of the
WCPD may assist the complainant in doing so, with the latter providing the
facts and details of the case.
e. The first item to be filled out in the IRF is the general information about the
reporting person. It contains name, address, occupation, and other analogous
information that this general information be taken. The object of this is to
prevent an attempt of a client to mislead the police to record an event or crime
that did not occur, motivated by a client’s desire to later get an extract of the
Police blotter for purposes of an insurance claim, 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 addresses in the event that a
formal inquiry or investigation. The inclusion of his home and work addresses
in the event that a formal inquiry or investigation is subsequently ordered by
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the Chief of Police.

f. 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 suspect will be recorded on the IRF and those of
the second and subsequent suspects on a separate sheet of paper which will
the form an integral part of IRF.
g. The data in all items on the IR should be as 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), opportunity to indicate, as completely as
possible, any information and distinguishing features of the suspects in the
space provided thereon.
h. The third item on the IRF is the general information about the victim. It
contains the name, address, occupation, and other analogous information
about the victim. It is important that this general 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 the court.
i. On the second page of the blotter form, the facts of the incidents should be
narrated by the complainant. It contains a narrative requirement that at the end
of the narration of every incident, the Duty Officer who recorded shall be 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.
j. After the form is authenticated, an Incident Record transaction Receipt, cut
form 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.
k. For purposes of standardization, all stations should only maintain an official
Police blotter and an official police blotter IRF. As such, it is discouraged, and
is henceforth unauthorized, that logbook, notebook, or any materials be used.
l. 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 interview 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.
m. 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.
n. Make sure that all the information gathered is truthful and exact in its
documentation.
o. In the event that the complainant desires to amend or make supplemental of
his complaint, the investigator shall inform the officer-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.
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Actual Sample of Incident Record Form (IRF)
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4. Procedures for recording Incident Report in the Police Blotter
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a. The crime incident report recorded in the IRF, after the transaction with the
reporting person has concluded, shall be transcribed and entered into the
police blotter by the desk officer of the police station. For those police stations
equipped with the crime incident reporting system, popularly known as the e-
blotter, the designated crime registrar will likewise enter the record into the
system.
b. Blotter entry reports serve as a permanent record of incidents, events,
problems, and so forth. There are many types of reports, each of which serves
different functions. A police blotter is used to keep people 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 case or defend
case in court.
c. The narrative written in the IRF shall basically be record that shall be
transcribed in the Police blotter. While it is narrative form, it is prudent,
however, to list down some necessary information in the Police Blotter in
itemized or outline form. This shall answer the necessary requirements of the
five W’s and one H.
d. The following questions should be answered as a guide to writing the report:
1. Who was involved?
2. When did it take place?
3. Where did it take place?
4. What happened?
5. Why did it happened?
6. How did it happen?
e. As soon as the incident is transcribed in the police blotter, the desk officer and
the reporting person shall sign the police blotter. It should be indicated under
the name and signature of the reporting person his address, home telephone
number, mobile phone number, and identification card presented. In the event
that the reporting person indicates that he does not want his contact details to
be recorded in a public record as the police blotter, by reason of privacy, the
same should not be recorded, as a matter of respect to the said person’s
rights, but indicated in IRF.
f. Any violation of this SOP shall be dealt with administratively as may be
warranted by evidence. All Unit commanders shall be included in the
investigation under the principle of command responsibility. If evidence further
warrants, criminal complaints shall also be filed against those who may have
committed acts or omissions contrary to the revised penal code or any special
penal statutes.
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Davao del Norte
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Self Help: You can also refer to the sources below to help you further
understand the lesson:
Let’s Check
Activity 1. Fill in the Blotter report with the information needed in the table below.
ENTRY DATE TIME EVENTS/INCIDENTS DISPOSITION

NO.
Let’s Analyze
Activity 2. Explain each item.
1. Is the Police blotter, indispensable in PNP Organization? Why?

______________________________________________________________
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______________________________________________________________
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______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
________
2. What would be the process in filling out the Incident Record Form and Police
blotter if the case involves a woman or a child?
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
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______________________________________________________________
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______________________________________________________________
______________________________________________________________
________________________________________________
Activity 3. Fill out the actual Incident Record Form with fictitious details and information
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Davao del Norte
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In a Nutshell
done for you.
1. Police blotter must contain the essential information answering the

questions Who, What, Why, Where, When, How and the Disposition of the
case.
2. Violations of laws and ordinances reported and recorded, all calls in which
any member of the PNP is dispatched or takes official action are some of
the possible transactions in police blotter.

3.
4.
5.
6.
7.
8.
9.
10. _________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
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Davao del Norte
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Q&A List
1.
2.
3.
4.
5.
Keywords Index
Standard Operating Procedure Disposition
Police Blotter Quality Service lane
Big Picture in Focus:
Incident Record Form ULOb. Identify whatWCPDare administrative
issuances, identify examples of administrative issuances and
distinguish the complaints in criminal cases.
Metalanguage
The following are the terms of legal forms related to law enforcement.
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1. Sworn Statement- also termed as Sworn Declaration. It is document

containing facts related to a legal proceeding. The person who makes the
declaration affixes his or her signature in a separate endorsement paragraph
at the end of the document with a statement that the declaration is made
under oath.
2. Affidavits- these are types of verified, formal sworn statement of fact signed
by an affiant or author, and witnessed by a notary public. An affidavit can be
used as evidence in court proceedings. An affidavit is composed of:
a. Commencement- this identifies the affiant
b. Individual Averments- these are separate claims that are numbered as
mandated by law;
c. Statement of Truth- this is a statement verifying that what is stated is
true under oath
d. Attestation- a clause certifying the oath and the date made by the
affiant.
e. Signature- this is both the signature of the affiant and the notary public.
Examples of Affidavit.
2.1 Affidavit of Complaint- section 3 of Rule 110 defined complaint as sworn
written statement charging a person with offense, subscribed by the
offended party, any peace officer, or other public law officer charged with
the enforcement of the law violated. An affidavit of complaint contains the
following: the name of the accused, the designation of the offense by the
statute, the acts or omissions complained of as constituting the offense, the
name of the general offended party, the approximate time of the
commission of the offense, and the place wherein the offense was
committed.
2.2 Affidavit of Desistance- a complainant executed an affidavit of desistance
when he no longer wishes to pursue a case against an accused or
defendant in a court case. The complainant states that he/she didn’t really
intend to institute the case and he/she no longer interested in testifying or
prosecuting. This is only a ground for dismissing the case if only the
prosecution can no longer prove the guilt of the accused beyond
reasonable doubt without the testimony of the offended party.
2.3 Affidavit of Arrest- is a statement given under oath and penalty under
perjury. This states about facts and circumstances about the arrest, the
information which led to the arrest and the observation made before and
after the arrest. This is filled out by the arresting officer.
2.4 Affidavit of Witness- is a legal and binding document of written testimony
of a witness as a way for evidence to be presented to the court. It is usually
filled out by a lawyer, and then filed as part of the case. The affidavit has to
be in paragraph form, and each paragraph covers one specific topic. The
full name of the person making the statement has to be included, as does
the name of one who affirms the statement. This kind of affidavit can also
be used to record the testimony of an expert witness in certain cases. The
affidavit has to be truthful and just give facts, not personal feelings or
opinions.
3. Inquest Forms- is an informal and summary investigation conducted by a
public prosecutor in criminal case involving persons arrested and detained
without the benefit of warrant of arrest, issued by the court for the purpose of
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determining whether or not the said persons should remain under custody and
correspondingly be charged in the court.
4. Complaints in Criminal Cases- it is important that those who will be writing
the police report will be familiar with forms of complaints in criminal cases, its
format, and the standard headings and captions cases, its format, and the
standard headings and captions of cases. The familiarization of all these will
help him in reports, and in any court proceedings. These standard headings
and captions are used in the: Supreme Court, Court of Appeals, and Municipal
Courts. The sample forms of complaints included are: Violation of Municipal
Ordinance, Forcible Abduction, Arson, Damage to Property through reckless
imprudence, homicide and murder.
Essential Knowledge
The following are the terms, parts and sample format of the different
administrative issuances.
1. Memorandum- is an inter-office communication dealing with official
matters in the police organization, its message is written in the fewest
possible words. A memorandum is for application, requiring compliance
or dissemination of information for the offices and members of the
organization. In some cases, it is specifically directed to an individual or
groups of individual in a specific performance or action. Police
executives and subordinate officials may issue memorandums; the
former may use it for administrative instructions while the latter for
advisory or informative matters.
Parts of Memorandum
a. Heading- this contains the date, subject, thru channels and addressee.
Letterhead –every police unit or police office has its own letterhead
where it is usually printed in the first page.

Doña Modesta Sings on Gaisano St., Lahug
Cebu City
Addressee- the words “MEMORANDUM FOR” is used if sends to a

superior office or “MEMORANDUM TO” if sends to a subordinate.
MEMORANDUM
FOR : Regional Chief

PNP Regional Crime laboratory Office 7
Camp Sotero Cabahug
Gorordo Ave., Cebu City
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MEMORANDUM
TO : All Chiefs of Police/GD, 703rd MPG COY
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.
MEMORANDUM
TO : Chief of Police, SRPS

(Attn: PO2 Dennis Camunay, PNP)
MEMORANDUM
TO : Chief of Police, SRPS

(Attn: Crime and Investigation Department)
Subject- this is written two spaces below the sender and two spaces to the right colon.
It contain no more than ten words.
TO
FROM
SUBJECT : EARTH HOUR PHILIPPINES 2009
Date- this is placed below the subject indicating when the memorandum is written.
TO
FROM
SUBJECT
DATE : March 25, 2009
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Body- this is the message of the memorandum, it is double-spaced when

the message is less that nine lines.
Complimentary Ending- this is the originator’s name found 5 spaces below

the last paragraph of the body of the message.
MICHAEL DASIGAO
Police Deputy Director General
Sample standard Format of a Memorandum
Letterhead
(5 spaces from the last line of the letterhead to the Memorandum line)
MEMORANDUM
(2 spaces)
(1 tab) TO (2 tabs) : (1 tab) DIRECTOR, HRDD
1 Space
FROM : ACTING CHIEF, PNP
SUBJECT : MEMORANDUM FORMAT TO A SUBORDINATE

OFFICE
DATE : November 16, 2016
(1 space)
(1 tab) 1. Reference/s
(2 spaces between paragraphs)
2. Body
3. Action desired.
(5 spaces from the last line of the last paragraph to the originator’s name)
ANTHONY ALVAREZ
Police Deputy Director General
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MEMORANDUM
TO : All Chiefs of Police/ GD, 703rd PMG COY
FROM : PD, CPPO
SUBJECT : EARTH HOUR PHILIPPINES 2009
DATE : March 25, 2009
1. Reference: Memo from TDCPR dated March 20, 2009, subject same as
above. (Attached)
2. This pertains to the symbolic act of the simultaneous switching/turning

off lights from 8:30 P.M to 9:30 P.M. on March 28, 2009 (Saturday). In
this light, the Philippine National Police as the stronghold of peace and
order is committed to provide security during the celebration of the
EARTH HOUR PHILIPPINES 2009, wherein every individual, government
offices/ units and business establishments are encouraged to support the
Earth Hour.
3. Further, submit compliance reports to this office Attn: PCR Branch NLT
30 March 2009 for consolidation and submission to TDPCR, NHQ, PNP.
4. For strict compliance.
Original signed
CARMELO ESPINA VALMORIA
Police Senior Superintendent
Provincial Director
2. Memorandum Circulars- also termed as MC in government offices,

Memorandum Circulars have subjects that explain or classify rules for
subordinates to comply.
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ACTUAL SAMPLE OF MEMORANDUM CIRCULAR

Department of interior and Local Government
Makati City
MEMORANDUM CIRCULAR NO. _________

PROHIBITING THE PHILIPPINE NATIONAL POLICE (PNP) FROM ISSUING SPECIAL ORDERS FOR EITHER
APPOINTMENTS OR PROMOTIONS BEFORE ATTESTATION THEREOF BY THE CIVIL SERVICE COMMISSION (CSC)
WHEREAS, under Section 2, Rule IV of the rules implementing Book V of Executive Order No. 292 and other Civil Service laws, it
provides that “No appointment shall be made effective earlier than the date of issuance, except in the case of change of status in view
of having acquired a civil service eligibility x x x”;
WHEREAS, under section 5 thereof, it further directs that “The services rendered by any person who was required to assume the
duties issued by the appointing authority shall not be credited nor recognized by the Commission and shall be the personal
accountability of the person who made him assume office’.
WHEREAS, it has been noted that the previous practice of the erstwhile Philippine Constabulary and Integrated National Police of
Issuing appointments or promotions by and thru special orders has been carried over up to the present;
WHEREAS, such procedure results in conflict with CSC rules and regulations it appearing that more often there is disparity
between the dates of effectivity of the special order and the actual appointment, thereby causing confusion among the PNP
appointees and promotes;
NOW, THEREFORE, the Commission, in the exercise of its administration and control function over the PNP, HAS RESOLVED,AS
IT IS HEREBY RESOLVED, to prohibit the PNP from issuing special orders for appointment and promotion before the attestation
thereof by the CSC and that any special order issued in connection therewith must conform with the effectivity dates such
appointments or promotions.
ADOPTED this _____ day of _________ in the Year Two Thousand One, Makati City
JOSE D. LINA
Secretary, DILG and Chairperson, NAPOLCOM
ROGELIO A. PUREZA EDGAR DULA TORRES

Commissioner Commissioner
LEANDRO R. MENDOZA
Commissioner
Attested by:
REYNALDO JD CUADERNO
Deputy Executive Director
3. Circulars- Generally, these are issuances coming from Department of

Interior and Local Government (DILG) to the PNP, these are administrative
instructions that are directive, advisory, and delegation of authority, and
instructions or regulations to be implemented.
4. Office Circulars- these are administrative instructions requiring compliance

from personnel or office dealing with subjects like delegation of authority,
appointment or assignment of personnel.
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DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT
A. Francisco Gold Condominium 11, EDSA corner Mapagmahal St., Diliman,
Quezon City
OFFICE CIRCULAR March 15, 2013

NO. 2013-___
TO : ALL REGIONAL/ PROVINCIAL/ BUREAUS/ SERVICE

DIRECTORS AND HEADS OF OPERATING UNITS
INCLUDING ATTACHED AGENCIES
SUBJECT : GUIDELINES IN ACCESSING DILG MEMORANDUM

CIRCULARS AND OTHER GOVERNMENT AGENCIES
ISSUANCES.
In support of mitigating the impact of global warning, and in pursuit of

the Department’s efforts towards a more efficient, effective, economical
and paperless delivery of its mandated functions with the aid of the
information technology, the following guidelines are hereby issued in
accessing the above-stated subject:
1. Designate an Action officer to constantly open the following websites,

as well as the websites of other government agencies:
www.op.gov.ph - office of the President
www.pcoo.gov.ph - Presidential Communication Operation Office
www.gov.ph - Official Gazette
www.dilg.gov.ph - DILG
www.comelec.gov.ph - COMELEC
www.csc.gov.ph - Civil Service Commission
www.dbm.gov.ph - Department of Budget & Management
www.cesboard.gov.ph- Career Executive Service Board
www.gppb-gov.ph - Government Procurement Policy Board
www.coa.gov.ph - Commission on Audit
www.ombudsman.gov.ph - Office of Ombudsman
2. Ensure the widest dissemination of all issuances to all stakeholders

within your area of responsibility/ jurisdiction.
For strict compliance.
ATTY. RAFAEL ANTINIO M. SANTOS

Undersecretray
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5. Office Orders- these are administrative instructions that are regularly and
mandatory. This order is mainly for the regulation of administrative matters in
the National Headquarters, Regional, Provincial, and District Offices. These
orders usually deal with suspects like personal conduct requiring compliance.

CORDOVA POLICE STATION
Cordova, Cebu
26 May 2012
CPS-01
OFFICE ORDER
NO. 2012-05
DESIGNATION
1. SPO2 Marcelo Tudtud Cometa, PNP Badge No. 113000, hereby designated
as Deputy COP/C, Intel and in addition on his duties and responsibilities is
hereby designated as Municipal Anti Illegal Drugs Specialist Operations
Task Group (MAIDSOTG) effective 26 May 2012. No Trans involved.
2. PO2 Charlie Jao Valmoria, PNP Badge NO. 154738, hereby designated as
Asst. C, Intel/Operative and in addition to his duties and responsibilities is
hereby designated as Municipal Anti Illegal Drugs Special Operations task
Group (MAIDSOTG) effective 26 May 2012. No Trans Involved.
3. PO2 Harrifel Amores Espinosa, PNP Badge No. 159567, hereby designated
as Intel/Operative and in addition to his duties and responsibilities is hereby
designated as Municipal Anti Illegal Drugs Special Operations task Group
(MAIDSOTG) effective 26 May 2012. No Trans Involved.
4. PO1 Noem Labor Rosillosa, PNP Badge No. 193967, hereby designated as
Intel/Operative and in addition to his duties and responsibilities is hereby
designated as Municipal Anti Illegal Drugs Special Operations task Group
(MAIDSOTG) effective 26 May 2012. No Trans Involved.
“Distribution” ALVIN VILLADAR BALIO

Police Chief Inspector
1 concerned Chief of Police
1 Bulletin Board
1 file
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6. Special Orders- these are directives signed by the Chief Directorial Staff for
the appointment, transfer, promotion, reduction, relief from duty, separation
and leave of absence of personnel.
ACTUAL SAMPLE OF SPECIAL ORDER

Cebu City Police Office
Camp Sotero Cabahug, Gorordo Avenue, Cebu City
CPPO-A 04 January 2010

SPECIAL ORDERS
NUMBER 01-_____
REASSIGNMENT
Following named PNCOs are relieved from the present office of

assignment and reassigned to office/units as indicated effective 31 December 2009, No
Trans involved.
Name Rel Fm Reasg to

SPO4 Alfredo mayol Jr. PS2 TAC
PO2 Alvin Itona TAC PS2
PO2 Rene Remedios PS8 TAC
PO1 Aldrin Pelayo TAC PS8
PO1 Emani Bureros PS1 PS10
PO1 Chona Amoren PS10 PS1
PATROCINIO A COMENDADOR JR., CEO VI

Police Senior Superintendent (MMPSM) DSC
City Director, Cebu CPO
7. Standard Operating Procedure (SOP)- is about instructions to be followed

on a routinary basis concerning regular procedures, the chief of the director
directs this.
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ACTUAL SAMPLE OF SOP

Department of Interior and Local Government
NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF, PNP
Camp Crame, Quezon City
Standard Operating Procedure

Number 2012-007
SOP ON RECOVERED PERSONAL EFFECTS OF VICTIMS
1. REFERENCES:
a. Revised PNP Criminal Investigation Manual; and
b. Revised Rules of Criminal Procedure
2. PURPOSE:
a. This SOP sets forth the guidelines in the chain of custody of seized/recovered
evidence and the presentation of the same to the prosecutor’s office or court when
so required.
3. SCOPE OF APPLICATION:
This SOP applies to all properties seized/recovered during police operations
of surrendered in relation to a crime/complaint and provides the
procedures to be observed by all PNP units as well as the
reports/documents to be prepared in relation thereto.
4. DEFINITION OF TERMS:
The following terms are defined for a better understanding of this SOP
a. Complaint- an accusation in writing charging a person for the commission of an
offense.
b. Crime Scene- a venue or place where the alleged crime has been committed.
c. Chain of Custody- refers to the chronological documentation or paper trail,
showing the seizures, custody, control, transfer, analysis and disposition of
evidence, physical or electronic.
d. Crime Scene Investigation (CSI)- is a comprehensive inquiry of a crime by
conducting systematic procedure of various investigative methodologies which
involves recovery of physical and testimonial evidence for the purpose of
identifying the witnesses, and arresting of perpetrator(s) for prosecution.
e. Documentation- for purposes pf this SOP shall mean to include the conditions
under which the evidence handlers, duration of evidence custody, security
conditions while handling or storing the evidence and the manner in which
evidence is transferred to subsequent custodians each time such a transfer
occurs.
f. Evidence- is the means sanctioned by the Rules of Court, of ascertaining in a
judicial proceeding the truth respecting a matter of fact. These include but are
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not limited to documentary testimonial electronic and object evidence, gathered

in the course of the investigation.
g. Evidence Custodian- refers to a police personnel who is charged with the duty
of receiving, recording and safekeeping of all seized/recovered evidence
pending its proper disposition.
h. Forensic Evidence- refers to the physical evidence that is taken from the scene
of the crime and analyzed using scientific methods to aid the investigators in
solving a case. It also refers to evidence which may be addressed to the scenes
of the court with the use of forensic sciences to elucidate a case.
i. Investigator-On-Case(IOC)/ Duty Investigator- Shall refer to any PNP
personnel who is duty designated or assigned to conduct the inquiry of the
crime by following a systematic set of procedures and methodologies for the
purpose of identifying witnesses, recovering evidence and arresting and
prosecuting the perpetrators. The IOC shall assume full responsibility over the
crime scene during the conduct of CSI.
5. PROCEDURE ON DOCUMENTATION:
The following procedures and guidelines shall be strictly observed:
a. All evidence recovered in the crime scene must be properly documented,
photographed and properly turned over to the evidence custodian (Annex
“A”). The detailed receipt showing the inventory of the evidence must be
properly acknowledged and signed by the evidence custodian (Annex “D”).
In case of motor vehicles, there must be technical Inspection and Inventory
Report to be incorporated in the records (Annex “C”).
b. The investigator-on-case/duty investigator must exhaust all efforts to
determine the relevance and materiality of the evidence recovered. During
the preparation of the case, the picture(s) of the evidence must be
incorporated in the case folder. All angles/ sides of the seized/recovered
evidence must be photographed.
c. Personal properties seized/recovered which were not used as evidence must
be returned to the person from whom the property/ properties was/were
taken with proper documentation. If the property is to be used as evidence,
the prosecutor must be properly apprised on the disposition of the property.
d. The investigator-on-case/duty investigator must prepare a letter request in
standard form (Annex “E”) for the release of the personal property
seized/recovered as evidence addresses to the prosecutor to be signed by
the owner. The investigator must also move and manifest his acquiesce for
the release of the seized evidence in favor of the owner from whom the
property was taken. He must state among others, that the photographs of
the property will be presented as evidence when same is directed to be
presented in court.
e. Upon approval of the prosecutor/judge of the motion for the release of
property, the evidence custodian must without delay release the
property/evidence ordered to be released. The owner must acknowledge in
writing the receipt of the property/evidence as ordered by the
prosecutor/judge under the condition that when the court in the future shall
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demand its production, he/she shall comply without delay. Further he/she
must state that he/she does not have any complaint on the status of the
property being returned. If there be any said complaint must be placed in
writing on the space provided for in the acknowledgment receipt prepared
(Annex “F”).
f. If the evidence sought to be released contain vital informations such as
computer records call logs, messages and other electronic records wherein
the preservation of the original records are needed during the prosecution of
the case, the owner should be properly apprised on the necessity of the
subject evidence to remain under the control and custody of the evidence
custodian or the prosecutor/court and;
g. The turnover of the evidence must be witnessed by any party accompanying
the owner. Photograph the turnover of the property incorporate the photo
and the receipt in the records of the case.
6. FLOW CHART
See Annex “H” on the Chain of Custody of Seized/Recovered Property/
Evidence.
7. PENAL CLAUSE
Any violation of this SOP shall be dealt with administratively. All Unit
Commanders shall be investigated under the principle of Command
Responsibility. If evidence warrants, criminal complaints shall also be filed
against those who may have committed acts or omissions in violation of the
Revised penal Code or any special laws.
8. REPEALING CLAUSE
Any issuance, memoranda rules and regulations issued by the PNP
inconsistent herewith are deemed repealed or amended accordingly.
9. EFFECTIVITY
This SOP shall take effect fifteen (15) days from filing a copy thereof at the
University of the Philippines law Center in consonance with Sections 3 and 4
Chapter 2 Book VII of Executive Order No. 292 otherwise known as “The
Revised Administrative Code of 1987”.
NICANOR A BARTOLOME, CSEE

Police Director General
Chief PNP
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SAMPLE FORM OF COMPLAINTS IN CRIMINAL CASE:
Violation of Municipal Ordinance
COMPLAINT
THE UNDERSIGNED _____________ accuses __________ of the

violation of Ordinance No. _______________, Series of ____________ of the
Municipality of ___________ committed as follows:
That on or about the _________ day of ________, in the Municipality of
_______________ did then and there willfully and unlawfully caused the
unloading and storage of three hundred (300) cans of kerosene gas in his store
bodega situated at ___________ street, Municipality of __________, against
the specific prohibition of Ordinance No. _______ of the Municipality, which
authorizes only the storage of gas up to not more than ten (10) cans, for
reasons of fire prevention and public safety.
Municipality of ___________________.
Date ______________________
_________________
Chief of Police
WITNESSES:
NAME ADDRESS
_____________________ ________________________
_____________________ ________________________
Bajano-Nano, M.C., & Pioquinto, P.V, (2014). Technical Report Writing 2

for Criminology Students. Quezon City, Philippines: Wiseman’s Book
Trading, Inc.
Let’s Check
Activity 1. Fill in the Blanks. In the space provided below, write your answer
on the given statements.
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_________________ 1. These are orders, instructions, or directives written by

a person in authority to his/her subordinates.
_________________ 2. An inter-office communication dealing with official
matters in the police organization.
_________________ 3. This part of the memorandum contains the office
origin, address, file reference, identifying initials, data, subject, thru channels and
addressee.
_________________4. This is also known as the office symbol which is written
on the first margin two spaces below the letterhead.
_________________5. These are the initials of the person encoding, and the
one dictating the memorandum.
_________________6. The receiver of the memorandum who is either a
superior or a subordinate.
_________________7. This is addressed to a specific individual or head of a
unit or by use of an office symbol.
_________________8. This is the message of the memorandum, it is double-
spaced when the message is less than nine lines.
_________________9. These are the authority line, signature, list of
enclosures, and list of copy furnished found below the last paragraph of the body.
_________________10. This is authorized signatory of the sender of the
message.
Let’s Analyze
Activity 2. Writing your own Memorandum. Below are jumbled parts of

memorandum, arrange them in its proper place and order. For each part, supply the
appropriate text/ body in your own words. Observe proper spacing.
a. Body
b. Addressee
c. Letterhead
d. Attention line
e. Date
f. Complimentary ending
g. Subject
In a Nutshell
arguments, or perspective you have drawn from this lesson. The first item is done
for you.
1. Legal forms are prototypes of any documents or forms used in legal

transaction of judicial proceedings, these contain important matters
conveyed in technical terminologies and presented in a suitable and
systematic order in accordance with the circumstances of any case.
2.
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3.
4.
5.
6.
7.
8.
9. ________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
10. ________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
Q&A List
1.
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2.
3.
4.
5.
Keywords Index
Affidavit Arrest
Complaint Witness
Desistance Inquest
a. Identify the types of police records;

b. Discuss police records management.
Big Picture in Focus: ULOa. Discuss the nature of police records,

its purposes, functions and importance, Identify the
types of police records and discuss police records
management.
Metalanguage
1. Records- refers to the verified, confirmed, evaluated, and analyzed reports.

These are the end products of the investigation, and the submission of reports
done by the investigator.
Essential Knowledge
The following are the procedures in making blotter and procedures for
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recording incident report in Police blotter.
1. Purposes, Functions, and Importance of Police Records
POLICE RECORDS
Purposes  It serves to determine police
problems
 It serves to determine the
size of the police force.
 It aids in handling various
complaints
 It serves as a guide for
present and future
prevention of crimes.
 It helps in determining and
establishing responsibility on
a particular person.
 It helps in the apprehension
of criminals
 It helps the police and other
law enforcement agencies in
solving crimes.
 It gives data in statistics of
police crimes.
Functions  It functions as an instrument
to measure the efficiency of
the police organization
 It represents the crime in a
particular community.
 It aids in the assignment and
promotion of any personnel
in the organization.
 It helps in the identification of
any individuals in the
community.
 It provides ready information
for public consumption.
 It aids prosecutors in court
proceedings.
 It coordinates in various
custodial events.
 It gives basis for the
integration or expansion of
the police department.
Importance  It bridge the communication
within the department
 It connects the different units
in the attainment of
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objectives
 It identifies the supervision
and the performance of
personnel
 It serves to measure the
proficiency and
accomplishment of police.
 It gives an overview of the
actual crime picture of a
community.
 It aids to improve the
efficiency of traffic
enforcement
 It aids to evaluate and
control public services
 It helps in effective
employment of personnel
 It provides keeping and
information retrieval services
to all departments.
2. Types of Police Records- the records management personnel is expected to

familiarize himself with different types of police records. The types of police records
are: Case records, Arrest and Booking records, identification Records,
Administrative Records, Miscellaneous Records.
a. Case Reports-these are records consisting of complaints or assignment sheets

which are considered as document source for analyzing crimes. These are the
foundation record of any police department, and written by the desk officer who
makes the complaint or assignment sheet. Case records are classified as
Investigative reports, technical reports, wanted person report, daily record of
events.
Procedures for Filing Case Reports:
1. Felony reports, serious accident reports (including all investigation
report), and case report are filed periodically.
2. Minor disturbances like drunkenness and disorderly conduct does not
require extensive reporting.
3. Case reports will be filed according to case number, regardless of the
type of complaint, persons involved, or date of incidents.
4. Case numbers should appear on the daily bulletin or other control
summary to provide supervisory personnel with means of ensuring prompt
submission of reports.
b. Arrest and Booking Records- the completion of the arrest report is the
responsibility of arresting officer, as this report is a requirement for preparing
arrest and booking records. The arrest record is written in three (3) copies
together with the booking sheet. These copies are to be forwarded to: Central
record unit )original copy), Fiscal or Clerk of Court (second copy), and Fiscal or
Clerk of Court with the complaint or other supporting document (third copy)
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Procedures for Filing Arrest Reports

1. Upon receiving the arrest notification, the dispatcher issue a case
report number and arrest number, he will then mark the dispatch form
to show that an arrest has been done.
2. The Report-review Officer reviews the dispatch information and data
by identifying and matching incoming cases and reports.
3. The Booking and detention officers will maintain an alphabetical jail
population or census files with all jail copies of arrest/booking reports
and other necessary forms and notices.
4. The booking and detention officers will maintain a local-count-date
suspense file containing copies of the report-control index cards.
5. For control purposes, the court liaison personnel will also maintain a
department-wide-court-appearance chart.
6. The detention officer should release on proper authority and obtain
the signature to whom the prisoner is released.
c. Identification Records- these are records of fingerprint identification which is
done in two (2) copies. The first copy is filed in the central record of the police
station, and the second copy is forwarded to the headquarters of the National
Bureau of Investigation. Identification record is classified as follows: Personal
records, Correspondence Files, Memoranda, Orders, Policy Files and
Assignment Record.
d. Miscellaneous Records- these are records that are not necessarily related to
any complaints. Below are the examples of these records:
1. Records from the Immigration Commission
2. Records of City, Municipal, and Barangay Officials
3. Records of Organizations like Unions, Cooperatives, Social Groups
and Religious Sectors.
4. Records of army camps and centers
5. Records of Ordinance and laws
6. Records of Private Security Agencies
3. Police Records Management- police records pertain to all written materials such
as books, papers, maps, photographs, documentaries, that in ways are written or
received by any law enforcement agency that serve its legal purposes (Agsalda,
2007). It is essential that agency should have a clear knowledge on how to manage
records properly. Examples of police records that should be managed properly are:
Agreements, Documents, all forms of Police reports, Police Blotters, Logbooks,
Transcripts, Arrest Book, Press Release, and Traffic records. The Police Records
Administrative Management Operations is responsible with the creation, protection,
retrieval, preservation, and retention of records and information.
4. Supervision of Reports- the records supervisory personnel needs to adhere to the
following standards: Assure good reports, set up good recording standards so that
all will know what is expected of them, set up a system of spot-checking to ensure
that corrections are being made to assure uniformity, protect the reputation of the
department and its offices.
Furthermore, the supervisory personnel may use the Ticker system
which is a 3x5 index card showing basic data, dates, etc. and to whom it was
assigned. The card is filed behind the officer’s name in the card index box. This
system also assures a regular check on each pending case. He may also utilize the
Assignment record which shows the cases assigned to each officer, and should
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include record of reports submitted. All reports should be read and signed by the
supervisory official, and that no report can be filed until approved by the supervisor.
5. Duties of Record Element Personnel- the records personnel who are assigned in
identification have certain task in the completion of arrest, booking and filing. Below
are the specific duties of these personnel:
a. They are responsible in issuing a central booking number of request.
b. They complete the Central Booking Register with all the required
information.
c. They identify prior departmental arrest and conduct a wanted check for
all names or aliases used by the arrestee after the completion and
approval of the register entry.
d. They notify immediately the appropriate detention officer if a “stop
order”, ‘wanted card” of “detainee” for another agency is found of the
subject.
e. They prepare a new criminal history record for every arrested person
with no prior record on file by noting current case information. In
instances where a criminal history record is already on file should be
updated.
f. They notify the communication center for every cancellation of wanted
or missing persons message, also with the apprehension of such
person, or the receipt of wanted messages concerning suspected
persons to be in or near the jurisdiction.
g. They maintain personal identification files like: Photographic file, crime
scene photographic file, wanted and missing person’s file and warrant
file.
6. The Decimal System of Reports- the decimal system of reporting is the basic
numbering systems which entire major files is identified with. There are three basic
numbering system, they are follows:
a. Case Reports Number- this is the control number assigned by the
dispatchers for all police reports like traffic accidents, crimes, and non-
criminal situations. Case report numbers are important because of the
following reasons: it aids in the speedy and official recording of cases, it
lessens discrepancies in the original request; time of occurrence and
notification of the police ; it helps ensure the exact matches of sequence
of case numbers with the order of cases brought to the police; and it
helps the external audit control in avoiding unreported, lost or misfiled
cases.
b. Arrest report number- this is the number issued to arrested and booked
persons who committed criminal offenses or traffic violations. However
this is not issued to persons who commit minor offenses, or those who
just go to the station to post bond. Case report number is also termed as
central booking number issued by the dispatcher, or arrest and personal
identification unit through the dispatchers. After the duty officer write the
arrest report, he will assign the arrest number as well as the case number
of the rep[ort. A new arrest number will be assigned to a person each
time he is arrested.
c. Identification Numbers- this is the number issued by those assigned in
the arrest and personal identification service detail. This number is given
once to an arrested person when he is fingerprinted and photographed.
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7. Standard Police Record Procedures and Filing System- proper filing of records
is very important because it helps in the preservation of documents, and more
specifically on the preservation of criminal records which will be used for future
references. Below are the standard police record procedures and filing system:
a. Permanent written record shall be made of each crime immediately upon
receipt of the complaint.
b. Proper control shall be made upon the receipt of a complaint to ensure
that it is promptly recorded and accurately tabulated.
c. Investigative report shall be rendered in each case showing the details of
the offense as alleged by the complainant and as disclosed by the
police investigation, effective follow up system shall be adopted to
ensure that all reports are promptly submitted in all cases.
d. All reports shall be checked to see that the crime classification conforms
to the classification of the offense.
e. The offense or complaint report on crime cleared by arrest shall be noted
as cleared.
f. Arrest records shall be complete, and special care is being taken to
show the final disposition of all charges.
g. All records shall be centralized.
h. Records and statistical reports shall be closely supervised by the Station
Commander.
i. Periodic inspection shall be made to see the rules and regulations of the
local agency relative to records creation and maintenance are strictly
complied with.
j. Statistical records shall conform in all aspects to the uniform crime
reporting standards and regulations.
8. Philippine National Police Uniform Crime Periodic Reporting- to promote
consistency in the recording of crime incidence, these guidelines prescribe a
uniform procedure for the Philippine National Police in reporting and collecting
crime data including cases reported to other law enforcement agencies involved in
the Criminal Justice System. Further, these data shall be the working basis for
policies and programs on various anti-criminality measures.
For the past years, generating statistical crime date on various crimes
committed in the regions/provinces has been growing concern of the Philippine
National Police (PNP). To address this issue, two (2) mechanisms were in place such
as: The National Crime Reporting System (NCRS), which is concerned more with the
details of the crime, to wit; victim’s data, offender’s data, among others, while crime
statistics gathered through the Police Regional office Periodic Report (PROPER) is
mainly concerned simply with WHAT HAPPENED, WHERE, TO WHOM, WGY and the
results of investigation.
The PNP, as the premier law enforcement agency, needs an accurate
statistical crime data for both administrative and operational decisions. The data
gathered from the regions/provinces play an important role to the PNP’s overall
assessment of crime trends and for determining the pattern of crime activity in the
country. If the problem on gathering/generating the crime situation is not properly
addressed, the PNP cannot present an accurate situation of the country.
The following procedures shall prescribe the guidelines in the conduct of
Crime Reporting for purposes of obtaining an accurate data for interpretation.
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1. The adoption of consistent and accurate crime recording standard shall

require the unconditional commitment of the Chiefs of Police,
Provincial/District/City and the Regional Directors. The IDM Officers shall
continuously ensure that the crime recording is clearly articulated of such
system are understood.
2. All line units should seek to gather, collate and record all crime-related
incidents so as to establish an accurate and timely picture of what is
happening locally.
3. The police blotter shall serve as the main source of crime data fro
submission and shall be the basis for preparing and accomplishing the
Unit Periodic Report and NCRS Form 1.
4. Crime date from other stakeholders and law enforcement agencies shall
be recorded into the police blotter.
5. It is envisioned that all future incidents and crime recording systems
should be fully integrated or at least linked to facilitate tracking and audit
between the systems.
6. The Chief of Police must ensure that crime data are gathered from
sources such as: Barangay, NBI, PDEA, BFAR, DENR, DSWD, BUCUS,
BI and other agencies with law enforcement functions in the locality.
7. Unit commanders shall appoint a crime register who shall be responsible
consolidating and maintaining crime data files of each unit to ensure
consistency and continuity.
8. The Chief of Police is primarily responsible for the maintenance of
accurate crime data. Accuracy and integrity of crime recording process
must be ensured by the chief of Investigation Section and Crime
registrar.
Procedures
1. Recording
a. Incident Reports
As a general rule, all crime incidents, whether reported by the victims,
witnesses or third parties must be recorded in the police blotter, even
under the following circumstances:
a.1 when the offender is ill and is unlikely to recover or is too senile
or too mentally disturbed for proceedings to take place.
a.2 When the complainant or an essential witness is dead and the
proceedings cannot be pursued.
a.3 When the victim or an essential witness refuses, or is permanently
unable to stand as a witness; and
a.4 The victim or complaint or witness are minor
2. Counting Mechanism
The following rules shall apply in the counting of crime incidents:
a. Murder cases (Art. 248, RPC) shall include those that were
consummated only. Infanticide (Art. 255, RPC) and Parricide (Art. 246,
PRC) cases shall be counted as murder case. Killings perpetrated by
insurgents and/or terrorists must be included. Attempted and
Frustrated cases of murder, infanticide and parricide are counted as
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physical injury cases if indeed the victim(s) was injured. Otherwise,

these cases shall be counted as non-index crimes.
b. Homicide- (Art. 249, RPC). Similarly, only consummated homicide
cases are to be counted. Attempted and Frustrated homicide cases
which result to injuries to the victim(s) are counted as physical injury
cases. Otherwise, these cases shall be counted as non-index crimes.
c. Serious and Less Serious Physical Injuries- (Art. 263, 264 and 265,
RPC). In addition to actual physical injury cases, incidents perpetrated
by/or involving insurgents/terrorists which resulted to the wounding of
the victim(s) must also be counted.
d. Robbery- (Art. 293, RPC). Only consummated robbery cases and
robbery in band are to be counted.
e. Carnapping- (RA 6539) – Only consummated carnapping cases are to
be recorded.
f. Cattle Rustling (PD 533)- Only consummated cases shall be recorded.
g. Theft (Art 308, RPC)- Only consummated theft cases are to be
counted.
h. Rape (Art. 335, RPC and RA 8353). Only consummated and statutory
rapes shall be included.
i. Suicide shall not be counted as crime.
j. For compound and complex crimes, only the most serious offense
should be counted. (Principal crime rule)
k. The reported incident shall be counted as a crime after validation by
the investigation officer that there is such an incident constituting a
crime.
l. Infractions involving violations of provincial/city/municipal and
barangay ordinances shall not be counted.
m. Violations of the Revised Penal Code and Special Laws which are to
be settled at the Barangay (Under PD 1508 as amended by local
government code of 1991 and Supreme Court administrative circular
no. 14-93) shall be recorded separately.
n. Crime incident/s under RA 9344 or the Juvenile Justice Act where
absolute confidentially of the parties and the documents are provided
shall be recorded. Data from local DSWD office shall be collated.
o. For purposes of generating separate statistics of all offenses arising
from violations of traffic rules and regulations, the traffic investigation
section/division shall assume responsibility in recording all traffic
offenses and submit the same to the crime registrar for data
integration in the crime statistics.
3. Crime registrar (CR)

To ensure that a consistent crime recording standard is
maintained within the PNP, each unit shall appoint a crime registrar. The
registrar shall ensure the proper accomplishment of NCRS form-1 in
accordance to NAPOLCOM resolution 92-39.
4. What to Report/ Submit

All PNP units must submit their Unit Crime periodic Report
(UCPER) with corresponding analysis, interpretation and complete
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attachment as required in the original PROPER. The said report shall be

accomplished by the reporting unit as stated below to be submitted on
the dates indicated in these guidelines.
Bajano-Nano, M.C., & Pioquinto, P.V, (2014). Technical Report Writing 2

for Criminology Students. Quezon City, Philippines: Wiseman’s Book
Trading, Inc.
Let’s Check
Activity 1. Discuss the following concepts in your own words.
1. Police Records
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
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_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
2. Police Records Management
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
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_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
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_______________________________________________________________
_______________________________________________________________
3. Case Report Numbers
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
______________
4. Arrest Report Numbers
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
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_______________________________________________________________
5. Identification Number
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
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_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
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_______________________________________________________________
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Let’s Analyze
Activity 2. Explain the importance and relevance of the Philippine National Police
Uniform Crime Periodic reporting to the present crime situation of our country.
_______________________________________________________________
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________________________________________________
In a Nutshell
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arguments, or perspective you have drawn from this lesson. The first item is done
for you.
1. Police records are the primary means of communication among the members of the
police departments’ function, as well as the units of the PNP organization’s
accomplishment of police task and main mission.

2. ______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
___________________________________
3. ______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
4. ______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
5. ______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Q&A List
1.
2.
3.
4.
5.
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Keywords Index
Police Records Management Filing
Supervision of Reports Case Reports
Decimal System Identification
COURSESCHEDULES
Please be mindful of the schedules below to avoid future problems in complying with your
requirements.
Activity Date Where to submit

Big Picture A: ULOa Let’s Check
March 19, 2021 CF’s email
and Analyze Activities
Big Picture A: ULOa In a Nutshell March 22, 2021 CF’s email
Big Picture A: ULOa Q and A List March 30-31,
via Zoom app
2021
First Examination April 5, 2021 Quipper LMS
Big Picture B: ULOa Let’s Check
April 8,2021 CF’s email
Big Picture B: ULOa In a Nutshell April 12,2021 CF’s email
Big Picture B: ULOa Q and A List April, 12,2021 via Zoom app
Big Picture B: ULOb Let’s Check
April 12,2021 CF’s email
Big Picture B: ULOb In a Nutshell April 13, 2021 CF’s email
Big Picture B: ULOb Q and A List April 14, 2021 via Zoom app
Second Examination April 15, 2021 Quipper LMS
Big Picture C: ULOa Let’s Check
April 23, 2021 CF’s email
Big Picture C: ULOa In a Nutshell April 26, 2021 CF’s email
Big Picture C: ULOa Q and A List April 28, 2021 via Zoom app
Third Examination April 29, 2021 Quipper LMS
Big Picture D: ULOa Let’s Check
May 7, 2021 CF’s email
Big Picture D: ULOa In a Nutshell May 10, 2021 CF’s email
Big Picture D: ULOa Q and A List May 11, 2021 via Zoom app
Final Examination May 12-13, 2021 Quipper LMS
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Please note that this schedule may change from time to time. It is advisable that you always
keep in contact with your teacher for updates and always check your LMS or Group
Chatrooms.
Online Code of Conduct
 All teachers/Course Coordinators and students are expected to abide by an honor code of
conduct, and thus everyone and all are exhorted to exercise self-management and self-
regulation.
 Faculty members are guided by utmost professional conduct as learning facilitators in
holding DED conduct. Any breach and violation shall be dealt with properly under existing
guidelines, specifically on social media conduct (OPM21.15) and personnel discipline
(OPM 21.11).
 All students are likewise guided by professional conduct as learners in attending DED
courses. Any breach and violation shall be dealt with properly under existing guidelines,
specifically in Section 7 (Student Discipline) in the Student Handbook.
 Professional conduct refers to the embodiment and exercise of the University’s Core
Values, specifically in the adherence to intellectual honesty and integrity; academic
excellence by giving due diligence in virtual class participation in all lectures and activities,
as well as fidelity in doing and submitting performance tasks and assignments; personal
discipline in complying with all deadlines; and observance of data privacy.
 Plagiarism is a serious intellectual crime and shall be dealt with accordingly. The
University shall institute monitoring mechanisms online to detect and penalize plagiarism.
 All borrowed materials uploaded by the teachers/Course Coordinators shall be properly
acknowledged and cited; the teachers/Course Coordinators shall be professionally and
personally responsible for all the materials uploaded in the online classes or published in
SIM/SDL manuals.
 Teachers/Course Coordinators shall devote time to handle DED courses and shall
honestly exercise due assessment of student performance.
 Teachers/Course Coordinators shall never engage in quarrels with students online. While
contentions intellectual discussions are allowed, the teachers/Course Coordinators shall
take the higher ground in facilitating and moderating these discussions. Foul, lewd, vulgar
and discriminatory languages are absolutely prohibited.
 Students shall independently and honestly take examinations and do assignments, unless
collaboration is clearly required or permitted. Students shall not resort to dishonesty to
improve the result of their assessments (e.g. examinations, assignments).
 Students shall not allow anyone else to access their personal LMS account. Students shall
not post or share their answers, assignment or examinations to others to further academic
fraudulence online.
 By handling DED courses, teachers/Course Coordinators agree and abide by all the
provisions of the Online Code of Conduct, as well as all the requirements and protocols in
handling online courses.
 By enrolling in DED courses, students agree and abide by all the provisions of the Online
Code of Conduct, as well as all the requirements and protocols in handling online courses.
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Monitoring of OBD and DED
 The Deans, Asst. Deans, Discipline Chairs and Program Heads shall be responsible in
monitoring the conduct of their respective DED classes through the LMS. The LMS
monitoring protocols shall be followed, i.e. monitoring of the conduct of Teacher Activities
(Views and Posts) with generated utilization graphs and data. Individual faculty PDF
utilization reports shall be generated and consolidated by program and by department.
 The Academic Affairs and Academic Planning & Services shall monitor the conduct of
LMS sessions. The Academic Vice Presidents and the Deans shall collaborate to conduct
virtual CETA by randomly joining LMS classes to check and review online the status and
interaction of the faculty and the students.
 For DED, the Deans and Program Heads shall come up with monitoring instruments,
taking into consideration how the programs go about the conduct of DED classes.
Consolidated reports shall be submitted to Academic Affairs for endorsement to the Chief
Operating Officer.
Course prepared by:
BRENDA P. AÑONUEVO, MSCJ

Course Coordinator
Course reviewed by:
JUN MARK A. ASIS, MSCrim

DCJE- Program Head
Approved by:
GINA FE G. ISRAEL, EdD

Dean of College
93
Work Plan for Lecture
Days
Monday Tuesday Wednesday Thursday Friday Saturday Sunday
Modality Synchronous Asynchronous Synchronous Asynchronous Synchronous Asynchronous
 Teacher to
Type of  Learner to Learner to  Learner to  Teacher to Learner  Learner to
Learner
interaction Content Learner Content Content
 Uploading of  Utilization of  Group Sharing  Utilization of  Discussion  Utilization of
Learning SIM a. Collab SIM (Clarification or SIM
Materials b. Forum New lessons)
 Videos c. Zoom  Videos a. Collab  Videos
 Discussion b. Forum
a.Collab  Self-directed  Consultation  Self-directed c. Zoom  Self-directed
b.Forum Activities Activities Activities
c.Zoom  Supplementary Rest
Suggested Day
Activities
Activities
 Giving of
Formative  Quiz
Assessment
 Consultation
 Giving of
Performance
Task
Prepared by: Reviewed by: Approved by:
BRENDA P. AÑONUEVO, MSCJ LARCYNIEL PASCUAL, MAED GINA FE G. ISRAEL, EdD

Course Teacher Assistant Dean

Physically Distanced But Academically Engaged: Self-Instructional Manual (SIM) For Self-Directed Learning (SDL)

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UNIVERSITY OF MINDANAO

Department of Criminal Justice Education

Physically Distanced but Academically Engaged

Self-Instructional Manual (SIM) for Self-Directed Learning (SDL)

Course/Subject: CRI 326 – TECHNICAL ENGLISH 2

Name of Teacher: Brenda P. Añonuevo, MSCJ

Part 1. Course Outline and Policies ............................................................. 1

Course Coordinator: Brenda P. Añonuevo

Course Outline Policy

Areas of Concern Detail

Please note that academic dishonesty such as

However, if the late submission of the

For group assessment tasks, the course coordinator

Submission of the final grades shall follow the

Student Communication You are required to have an e-mail account, which is

LARCYNIEL PASCUAL, MAED

Contact Details of the Jun Mark A. Asis, MSCrim

Course Information – see/download course syllabus in the syllabus in Quipper

a. Discuss the fundamentals of report writing.

Big Picture in Focus: ULOa. Discuss the fundamentals of report

 Report is an objective statement of the findings of the investigator, an

This should also answer the 5w’s and 1H questions.

1. The Nature of Report Writing, a report is an objective statement of the

2. Points to consider in Writing Reports, well written reports do not

e. The outline of the report should basically answer the complete 5

4. Types of report writers, According to the Philippine National Police

Clear: The pump boat capsized because it was overloaded.

people. Witnesses said that there were ten people when it

b. Accuracy refers to the conformity to facts and representation of

Accurate : The child was hit by a blue Honda Wave

c. Completeness refers to having all necessary normal part,

d. Brevity has something to do with the quality or state of being

Concise: The victim called the police station after the

Biased: If a fireman couldn’t fireproof his own home how can he

Unbiased: If a firefighter couldn’t fireproof his or her home, how

f. Specificity is the quality of writing pertaining to being explicitly

Unspecific: She died of stab wounds.

6. The Basic Requirements of Police Report Writing, In police report

1. ____________________ are extremely helpful to the relationship of the police

1. A physical confrontation happened between the police and the group of

3. As of the present time, there is no lead to the whereabouts of the perpetrators.

4. The death of the young woman is as of this time still a mystery.

5. The investigators queried about the constant companion of the suspect.

6. She visually perceived a dead body lying in the sidewalk.

9. Subsequent to his testimony, the principal witness disappeared.

1. A report is an (objective, subjective, conjunctive) statement, which is

Activity 3. Explain each item extensively:

1. How does the following concept affect the quality of a report?

a. Using the best language

b. Avoidance of errors of form

c. Avoidance of errors of substance

1. Technical Report writing is essential in police work because it serves as the

Now it’s your turn!

Big Picture in Focus: ULOb. Classify different police reports,

2. Categories of Reports, Foronda (2009) enumerated that reports are

control and release of prisoners, and court proceedings. This report is

investigator in the course of the follow-up investigation. This is a report

coherent flow of ideas.

__________________ 1. Reports that are furnished for the necessity of the

Activity 2. Multiple Choice: Select the letter of the best answer.

1. In Technical Report writing, there are many reports involved therein.

Now it’s your turn!

Name _______________________________ Date: _

Case Report no. ____ Date: