UNIVERSITY OF EASTERN PHILIPPINES

PEDRO REBADULLA MEMORIAL CAMPUS

CATUBIG N.SAMAR

INVESTIGATIVE REPORT
WRITING AND
PRESENTATION

[x] Module 1 - Introduction to Investigative Report Writing

[x] Module 2 - Field Notes
[x] Module 3 - Fundamental Content Elements of
Investigative Report
[x] Module 4 - Investigative Report Writing Mechanics

Name: _______________________________
Address_______________________________

Mobile No.:_______________________________

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 First Semester
Academic Year 2020-2021

ABOUT THE COURSE

Course Title: Investigative Report Writing and Presentation

Course Code: CDI 5a (Technical English 1)
Number of Units: 3 units Prerequisite: None
Course Description: This course provides technical understanding and
practical application in basic report writing, field note
taking and report presentation. Emphasis is placed on
developing a clear, concise style in expressing factual,
relevant information in an acceptable format relevant to
criminal case procedures.
Learning Objectives:
1. Explain the legal importance of writing clear,
concise investigative reports.
2. Recognize how investigative reports are used in
different contexts.
3. Identify the steps in writing investigative reports.
4. Develop a knowledge of proper field notetaking.
5. Discuss the importance of taking notes in
preparation for writing reports.
6. Identify the fundamental content elements in
investigative reports.
7. Demonstrate effective proofreading technique for
accuracy of reports.
8. Apply guidelines for recommended grammar used
in investigative reports
9. Organize information within a paragraph for clarity
and accuracy.
10. Use language that will clearly convey information to
the reader of investigative report.
11. Develop a report writing style comparable to those
used by local and regional law enforcement and
corrections agencies.

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 MODULE11

INTRODUCTION TO
INVESTIGATIVE REPORT WRITING
This module discusses the definitions, functions, and characteristics of
investigative reports. It also includes the steps in writing investigative reports.

LEARNING OUTCOMES
At the end of the module, the students will be able to:
1. explain the legal basis for writing investigative reports
2. discuss how investigative reports are used in different contexts
3. recognize the characteristics of effective investigative reports
4. identify the steps in investigative report writing

MODULE OUTLINE Lesson 1 Investigative Report and The Judicial

Process
▪ definition of investigative report
▪ legal importance of investigative reports
▪ ethics in investigative report writing
Lesson 2 Uses of Investigative Reports
▪ how investigative reports are used
▪ users of investigative reports
▪ purposes of using investigative reports
Lesson 3 Characteristics of Effective Investigative Reports ▪
factual
▪ accurate
▪ clear
▪ concise
▪ complete
▪ timely
Lesson 4 Steps in Investigative Report Writing
▪ interviewing
▪ notetaking
▪ organizing

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 ▪ writing the narrative
▪ proofreading Learning Activities
Lesson 1
Investigative Report and the Judicial
Process
___________________________________________
Introduction As much as 40% of a police officer’s work involves writing.
Good investigative skills can be diminished if officers do
not have the necessary writing skills to record their
observations, findings, and actions clearly and concisely.

Writing and The ability to produce effective written communications is

Police Work vital for today's police officer. The reports generated by
police are used to prosecute people accused of crimes and
relay intelligence to other components of the police force
and its partners on the state and federal level. Police
reports are used by private citizens and insurance
companies to settle civil disputes and to obtain
compensation for damages from incidents such as vehicle
crashes. Nearly every aspect of the job of police officer
requires the ability to write coherently and effectively. It is
important for every police officer to continue to improve his
written communication skills to be a more effective public
servant.

Investigative Investigative Report is a written document that contains in

report detail the officer’s observations and actions relative to a
specific event or incident.

Each investigative report is a legal document that becomes

a permanent written record of that event or incident.

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Judicial A suspect’s freedom, rights or privileges cannot be taken
process away or denied unless there is sufficient cause to justify
such action.

In order to ensure due process, officers, prosecutors,

judges, etc., must have sufficient information and
evidence to initiate or continue the judicial process and
successfully prosecute or exonerate a suspect.

Officer’s The judicial process cannot function without the

reports and investigative reports written by the officers who have the
direct knowledge of an event or incident.
the judicial An officer’s report must present each event or incident in a
process complete and clear manner. Any investigation,
prosecution, arrest, or other action taken must be initiated,
supported, or justified by the information included in the
report written by that officer.

Because police officer’s reports are so important to the

judicial process, each one must be able to stand up to
critical review and legal scrutiny.

Statutory State and federal statutes mandate that law enforcement

requirement agencies report certain events and incidents.

Such reports must:

• describe the nature and character of each crime
• note all particular circumstances of that crime,
• include all additional or supplemental information
pertaining to the suspected criminal activity.

Although the statutes are directed at the executive level,

officers in the field are the ones who carry out the task of
writing the reports. It is those officers’ reports that contain
the information that will eventually be forwarded to the
Department of Justice.

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Failure to file a Police officers have a legal and moral duty to investigate
report and accurately report crimes or incidents that come to
their attention. Failure to uphold this responsibility can
have the following negative consequences for officers:

• Deliberate failure to report a crime may be considered a

violation of agency regulations and grounds for
disciplinary action.
• Any officer who knowingly files a false report will be
guilty of a crime.

Ethics All reports are to be true, unbiased, and unprejudiced.

These are easy words to say, but sometimes hard to live
by. It is not always easy to know or find out the truth.
Clearly it is the police officer’s moral obligation to seek the
truth, lying is wrong. Truth and public trust cannot be
separated.

Agency Different agencies vary in their policies, regulations, and policies

guidelines regarding the roles and responsibilities of police officers for writing
investigative reports.

It is the responsibility of each officer to be familiar with and

follow that officer’s specific agency policies.

Report Any professional in the security industry, or anyone writing as

employed in the criminal justice system for that matter, is tool to probably
familiar with writing reports. If one hasn’t had to investigations write a report
yet, he or she will most likely have to write one at some point in their careers.
Report writing is absolutely essential to successful investigations and
prosecutions. There are negative implications to unskilled report writing and
may end up halting a person’s career to a standstill. Although many of
today’s investigative reports can be completed in preformatted forms, there
are still many scenarios in which one will not have this luxury. It is important
to gain a thorough understanding of the purpose of report writing and the
uses behind it.

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REMINDER : Share what you have learned from the lesson and give a brief
example.

TASK 1. Answer the following on separate sheet of paper. 10 points each

1. HOW DO YOU WRITE A POLICE WORK?

_______________________________________________________________
___________________________________________________________

2. WHAT WILL HAPPEN IF THERE IS/ARE FAILURE(S) IN THE POLICE

REPORT?
_______________________________________________________________
_______________________________________________________________
_________________________________________________________
3. WHAT TRAITS SHOULD SOMEONE POSSESS WHEN MAKING A
INVESTIGATIVE REPORT?
_______________________________________________________________
_______________________________________________________________
_________________________________________________________

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Lesson 2
Uses of Investigative Report
__________________________________
Introduction Even though it is the officer in the field who gathers the initial
information regarding a crime, that officer may not be the
person who must use that information to make decisions
regarding further actions. Those decisions are usually made
by other people removed from the actual event. They must
rely on the information in the investigating officer’s report to
make decisions.

How Investigative reports are used.

The investigative reports written by police officers have many different uses
within the criminal justice system and beyond. The following table identifies a
number of ways investigative reports can be used.

Reports are used by...

to...
assist with the • serving as a source document for filing criminal
identification, complaints,
apprehension and • providing a record of all investigations,
prosecution of • providing information to identify the mode of
criminals operation of an individual offender, or
• providing a basis for follow up investigations.
assist prosecutors, • providing records of all investigations,
defense attorneys, • serving as source documents for criminal
and other law prosecution, or
enforcement • documenting agency actions.
agencies
assist officers prior • refreshing the officer’s memory before testifying,
to or during court or
appearances • preparing to provide hearsay testimony at
preliminary hearings.

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aid in determining • documenting events such as:
potential civil □ accidents or injuries on city or county property,
liability □ industrial injuries, or
□ fires or other events that prompt a police officer
response.
• presenting justification for an officer’s behavior or
actions.
assist decision • providing statistical information in order to:
makers and □ analyze crime trends,
criminal justice □ determine the need for additional employees
researchers and equipment,
□ determine personnel deployment requirements,
□ assess community needs,
□ generate uniform crime reports, or
□ identify specialized law enforcement needs.
• satisfying mandatory reporting requirements for
specific criminal acts. (e.g., child abuse, incidents of
domestic violence, missing persons, etc.)
serve as reference • providing information to:
material □ the public
□ insurance companies,
□ the media, or
□ other local, state, and federal law enforcement
agencies.
provide information • giving the evaluating agency insight into the
for evaluating an officer’s ability to: - write clearly, accurately, and
officer’s mechanically (error-free), performance □ demonstrate a
knowledge of law,
□ demonstrate a knowledge of agency policies and
procedures,
□ investigate criminal acts, and

User Investigative reports must take into account the needs

needs of each potential user of a report. The report must
provide not only a clear word-picture of the event or
incident but also the critical information necessary for
those users to do their jobs.

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Report The following table identifies a number of prospective
users users and how they will use an officer’s investigative
report.

Prospective Purpose for Using

Users Investigative Report
Immediate • To determine the next action (e.g., referral for
supervisors and further investigation, file a complaint, forward to a
Field Training prosecutor, etc.)
Officers • To evaluate an officer’s:
□ recognize potential evidence and relevant
information.

□ ability to convert observations and verbal

information into a written format that others can
use
□ performance during an investigation
Detectives and • To gather information to use during the follow up
investigators investigation of a specific event or incident
• To clear or close out cases
Representatives of • To develop mandatory crime reports
other law • To aid in further investigations (e.g., Highway
enforcement Patrol, Fire Department)
agencies
Prosecuting and • To determine if all elements of the crime(s) have
defense attorneys been met
• To prepare their cases
• To determine if officers acted appropriately
• To ensure the rights of the suspect
Other attorneys • To evaluate the basis for civil litigation
• To establish a basis for appeals

Parole, probation, • To determine probation conditions

and custody • To set requirements for parole
personnel • To aid in classifying inmates based on special
needs or security requirements
Involved parties • Under certain circumstances, victims, witnesses, or
suspects may gain access for court preparation.

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Media • As a source of news material
representatives
Insurance agencies • To provide information for their own investigations
• To verify claims

REMINDER : Share what you have learned from the lesson .

TASK 2: Answer the following on separate sheet of paper. 10 points each.

1. In your own perspective,how Investigative reports are used?
_______________________________________________________________
_______________________________________________________________
_________________________________________________________
2. Choose atleast (4) Prospective users and their purpose for using
investigative report.
_______________________________________________________________
_______________________________________________________________
_________________________________________________________
3. What is the relevance of knowing the purpose of investigation report to
your choosen profession?
_______________________________________________________________
_______________________________________________________________
_________________________________________________________

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Lesson 3
Characteristics of Effective Investigative
Reports
___________________________________
_______
Introduction Police officers are faced with a variety of events and
incidents. The specific contents of an officer’s reports
must reflect that specific event or incident. Although the
details may vary, there are six characteristics that all
effective investigative reports have in common.

Characteristics No matter what type of investigative report is being written

of an effective (i.e., arrest report, incident report, etc.) that report must
report be: Factual, Accurate, Clear, Concise, Complete, and
Timely. Police officers can use the acronym FACCCT to
help them remember these characteristics.

Leadership In a free and democratic society, all segments of the

criminal justice system are open to public scrutiny and
subject to public record. A police report is often the first
and most significant documented account of a possible
crime. As such, the police report is a fundamental
instrument of democratic law enforcement. Therefore,
we place high value on our officers’ ability to write good
reports. A good report is one that the officer is proud of
and will stand the test of time. It must be factual, clear,
concise, and complete. Accuracy and attention to detail
will provide others in the criminal justice system with a
clear picture of what happened.

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Characteristics of an Effective Investigative Report

Factual Critical decisions made based on an officer’s investigative report

require that each report be factual. Users of the report must have
an exact and literal representation of the event or incident. The
factual report provides an objective accounting of the relevant
facts related to the event or incident under investigation. Any
conclusions made by the reporting officer must be based on
objective facts. These facts must be articulated and documented
within the body of the report.

Well-written reports are factual. There’s a difference, by the way,

between accurate and factual. A fact is something real that can
be either proved or disproved. The fire destroyed nine homes is a
statement of fact. However, further investigation may show that
the fire destroyed three homes and six outbuildings. The first
statement was found to be inaccurate, but it was a statement of
fact versus an inference or opinion.

An inference is a conclusion based on reasoning. It becomes

sound or believable if supported by facts.
Inference: We suspected that he was driving under the
influence, because we could smell alcohol on his breath and
because his speech was slurred.
Fact: Blood tests confirmed he had a blood alcohol level that
was twice the legal limit.
An opinion is a belief. It may or may not be appropriate to include
opinions in police report. However, if you do include them, you
should clearly identify them as such.
Fact: The driver had a blood alcohol level that was twice the
legal limit.
Opinion: The patient has a problem with alcohol.

Accurate The decisions made and actions taken by the users of the report
must be supported by accurate information. There must be no
inconsistencies or discrepancies between what took place and
what is documented in the officer’s report.

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 If any specific information is found to be inaccurate, the credibility
and reliability of the report itself may be jeopardized. Accuracy is
achieved by carefully, precisely, impartially, and honestly
documenting all relevant information. Being accurate also means
being specific. Vague references do not give readers much
information, and they can mean different things to different people.

Clear An investigative report must speak for the investigating officer at a

time when that officer is not present. There should be no doubt or
confusion on what the investigating officer is reporting.

Clarity is achieved by the use of appropriate language and logical

order. The following table identifies a number of factors that can
affect the clarity of an investigative report.

Factor Recommendations/Rationales
Organization of • Information is easier for the reader to understand
information when facts and events are presented in
chronological order.
• Events relating to the incident should have clear
and logical ties to one another.
Language used • Simple, common language will make the writer’s
meaning clear.
• Readers do not need to be impressed; they need to
be informed.
• Slang or profanity should not be used unless it is in
the form of an exact quote.

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Writing mechanics • A poorly written or sloppy report can imply poor or
sloppy investigative skills.
• Proper use of commas and other punctuation
marks can help convey the writer’s meaning.
• Writing in the first-person will help the reader clearly
understand who did what or who said what. •
Pronoun use must leave no doubt in the reader’s
mind as to exactly whom or what the writer is
referring.
• Errors in spelling, word choice, or grammar can
distract readers.

Concise Reports should be brief yet, contain all relevant information the
users will need to do their jobs. Wordiness can make a report less
readable and therefore less effective.

Accuracy, completeness, or clarity should never be sacrificed for

the sake of brevity. The following table identifies a number of
factors that can affect a writer’s ability to write concisely.

Factor Recommendations/Rationales
Word selection • Statements should be direct and concrete.
• Use of abstract phrases can confuse or mislead the
reader.
• Plain English is the most effective way to convey
information.
• Do not use a synonym for a word, merely to avoid
repeating a word. Using the exact word may seem
less interesting, but it will eliminate misunderstanding.
Sentence • Sentences should be short yet complete (subjectstructure and
verb-object).
grammar • Fragments can be misinterpreted or lead to
confusion.
• Long drawn out sentences can be confusing and
misleading.
• Avoid using passive voice sentence structure.
Relevance • Only the information that will be needed by the user
should be included in the report.
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Complete An officer’s report must contain all the relevant information and
facts the user of that report will need. If the user must contact
the writer to gather additional information, the report is not
complete.

A report is complete Description

when...
it presents a complete • Descriptions are comprehensive.
word picture of the • Physical conditions are noted.
event or incident. • Users are able to visualize the scene.

there are no questions • Key information regarding the what, when,

left in the user’s mind where, who, how, and why is documented.
regarding the event or • Facts are presented.
incident. • Statements are supported by details.
• The order of events is clear and easy to follow.
the actions taken by • Actions are described.
officers are reported. • Decisions are justified.
• Statements regarding probable cause are
present.
both supporting and • Information that may conflict with stated
conflicting information conclusions or actions must also be included.
is presented. • Investigators and prosecutors can only determine
the merit of information that they are aware of.

NOTE: Report formats used by officers can vary. Some jurisdictions require
that certain information be noted on a standardized form that is often used as
the report’s face sheet. Officers who use such formats must be sure that all
relevant blocks or portions of the standardized forms are completed, even if
the same information is duplicated in a later narrative.
Timely No decisions can be made or actions taken if an officer’s report does
not reach the users in a timely fashion. Evidence can be lost,
suspects or witnesses may disappear, and the support and good
will in the community can be lost if action toward resolving a case
is delayed.

Well Written vs. Poorly Written Report

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Characteristic Well written Poorly written
Factual The victim could not The victim could not
provide additional remember what the guy
information about the looked like but thought he was
suspect. a minority. There seems to be
a number of those around
lately.
Accurate On June 15, 2020 at During the first part of the day
7:45 am shift...
Clear She left for work at She went to work as usual in
8:00am and returned the morning and when she
for lunch at 11:30am. came home for lunch like she
always does she found the
conditions stated as such.
Concise She discovered her and VCR were missing.
TV and VCR were She looked around and she
missing. found some books knocked
over. She looked around
some more and noticed her
TV and VCR were not where
they were supposed to be.
Complete I told her that an I told her someone would
evidence technician follow up.
would be sent to her
home.
Timely Officers should be aware of their own agency policies
regarding when reports need to be submitted.

Common The following are common problems found in

problems with investigative reports:
investigative • Confusing to someone who wasn’t there (report
reports doesn’t paint a clear picture)
• Thoughts not presented in an organized manner
• Not enough detail (who, what, when, where, why,
and how)
• Not clear and concise

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 • Poor grammar, punctuation, and spelling
Incorrect word usage
• Use of terms, abbreviations, and acronyms that
readers may not be familiar with
• Inconsistency in style throughout the department

Consequences The recurrence of the errors in reports may pose

of poorly written serious effects on individual officer or the entire police
reports station. Flawed grammar distracts the reader and
makes a report hard to read. Though some mistakes
are considered less serious and critical, they could still
distract the readers from the content of the report.
Furthermore, grammar errors could change the facts of
a report. Grammar and punctuation errors can affect
both the clarity and accuracy of a report. A change in
meaning due to writing inaccuracies may cause serious
miscommunication or confusion that could damage
investigation and prosecution. It could be a serious
problem when an accused is wrongly convicted or
acquitted due to miscommunication caused by critical
mistakes in reports. Finally, a poorly written report can
imply poor investigative skills. If a police report is full of
misspelled words and grammatical errors, the officer
would appear careless, and questions would be raised
about the level of care taken in conducting
investigations. Officers’ credibility will suffer when they
admit that they made mistakes in writing the report. It
also raises questions about how many other errors
they made.

REMINDER : Share what you have learned from the lesson

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TASK 3: Answer the following on separate sheet of paper. 10 points each.
1. Elaborate the Characteristic of effective investigative written report.
2. What are reasons why there is/are ineffective investigative written
report?
3. How will poor investigative written report affect the credibility of the
police officer?

Lesson 4
Steps in Investigative Report Writing
___________________________________
_______
Introduction Report writing is a five-step process. It involves
interviewing, notetaking, organizing, writing the narrative,
and proofreading. The results of an investigation must be
reduced to writing. During the investigation, the responding
officer/s must complete each step, or else, the final report
will lack substance.

Interviewing Interview is defined as asking somebody a series of

questions to gather information. The investigator’s interview
with the victims, witnesses, and suspects is the backbone
of the initial investigation. Frequently, the first officer at the
crime scene has the best opportunity to conduct interviews.
If s/he fails to conduct successful interviews, his/her actions
on initial investigation is incomplete.

Talking to witnesses, suspects, and victims can present

challenges: Stress levels are likely to be high, and an
officer may be listening to a jumble of relevant and
irrelevant information. Sorting everything out and accurately
recording what you heard can be a complex and time-
consuming task.
Here are some tips to conducting successful interviews:
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 • Deal with emotions first. Reassure the person you are
talking to (“You're safe” or “We've got the situation under
control”). Then explain that you need the person's help in
order to follow up. When you are calm and professional,
the person who's talking is more likely to cooperate and
answer your questions. Don not hesitate to break in,
gently, if a witness goes off on a tangent.
• Provide as much privacy as you can during the interview.
Witnesses may be more forthcoming when they are not
observed, especially if the suspect is at the scene.
• Use quotation marks in your notes any time you write
down a witness or suspect's exact words. Knowing a
suspect’s exact words may be useful in an investigation or
court hearing later on. Be sure to ask for explanations if a
witness or suspect uses unusual slang or vague language.
Children, too, may have difficulty finding the right word.
• Don't rely on your memory. You can't always predict how
much time will pass before you get a chance to write up
your notes as a formal report.

Notetaking This means taking brief notation concerning specific events

used in preparing a report. An investigator takes notes to
assist his/her memory with specific details, such as names,
birth date, serial numbers, address and phone numbers.
Neat and accurate notes add to one’s credibility and
demonstrate one’s high level of proficiency and
professionalism. Since notes are made of all pertinent
information during an investigation, they would be of great
help especially when an investigator is subpoenaed or
summoned to appear in court.

The accuracy and quality of investigative reports is

contingent upon the field notes. Constantly writing things
down during one’s day-to-day routines will help to establish
a solid foundation for a report should an incident arise.
During an investigation it is also crucial to follow this
strategy. The notes should be factual and accurate.

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Organizing Organizing means arranging the collected information using
a particular structure. During the notetaking, all information
gathered are just fragments. The investigator must
organize this information in a logical manner. The
chronological sequence of events must be followed in order
to portray the incident clearly. Anyone reading the report
should be able to easily follow and understand what
occurred without getting confused. Organization is critical to
an effective report. Organize your narrative report in
chronologically-arranged paragraphs. Reports that skip
from one thing to another, repeat or go back and forth in
time, will not present a clear picture of what happened.
Each paragraph should focus the reader’s attention on a
specific aspect of the report.

Avoid:
• Like information scattered throughout the report
• Adding information that is not part of the incident
• Disorganized paragraphs containing several main
elements or never-ending paragraphs
Writing the One part of the police report is the narrative. This is a
narrative section in which an officer describes everything that he
observed at the scene. Victims are identified, perpetrators
are described based upon witness testimony, the scene
(time and place) is recorded, and the situation is
summarized. The narrative consists of facts – what the
officer saw, heard, (possibly) smelled, observed, and
experienced. The narrative portion of the report should
consist of an introduction, the body, and a conclusion.

Introduction:
Include all the “players” involved in the incident. This includes
the officer(s), complainant(s), victim(s) and accused(s),
providing a name for each. Include what the incident was,
when it occurred (date/time), and the location of the incident.
Outline what actions you took regarding the incident. The
police usually begin with a one-sentence synopsis.

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 “On May 14, 2019, at approximately 3:45 PM, an
unidentified male entered McCabe’s Pub and stole
twenty thousand pesos (20,000php) from the register.”

Body:
This portion of the report will include all of the witness, victim,
and suspect accounts. Use a different paragraph to
differentiate what each person said. Statements should be
verbatim and in quotations, whenever possible. This section
of the report can be several paragraphs long, depending on
the event that took place. Witnesses may be identified, and
important details from their interviews may be included. If you
have a statement from a victim or witness, write exactly what
he or she says in quotation marks.

Marks said, “He yelled, ‘Open the register and get on

the floor!’”

Conclusion:
In this section, explain what happened as a result of taking
the report. For example, explain any advice that you may
have given the victim of a break and enter (i.e. contact
insurance company, change locks). To close off the report,
you may state the time that you left the scene.

Proofreading The final stage of the writing process involves (a) revising
content and organization, (b) checking for grammatical
accuracy (c) editing for style and (d) proofreading and peer
review. These steps will help you spot any inconsistencies in
your document so as to produce a flawless final version.

This allows the writer to review what is written in the rough

draft. Revising gives the writer the opportunity to see his
work in its totality and incorporate corrections. These
corrections involve not only superficial errors, but also
conceptual ones. This is also the part where the writer
reiterates information, he/she wants to emphasize and
his/her stand, if any, regarding the subject. The written work

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 is carefully scrutinized to check for any inconsistencies or
lapses that may adversely affect his/her work.

Revising includes spellchecking, verifying information, and

checking for correct English usage, clarity, completeness,
and professional style.

TASK 4
Make a narrative report about a certain event that happened in your area.
Remember to follow the guidelines discussed in the lesson.

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LEARNING ACTIVITIES
To help you review and apply the material covered in this module, accomplish
the following learning activities. Write your answers on a separate sheet if
necessary.

ACTIVITY 1
MULTIPLE-CHOICE
Encircle the letter of the best answer.
1. Investigative reports may be read by __________.
a. a police chief
b. an attorney
c. a newspaper reporter
d. all of the above
2. Which of the following must be included in an investigative report?
a. The name of the supervisor
b. The name and address of the close relative for each witness
c. The names and addresses of the involved parties
d. A brief description of the weather
3. The following procedures belong to the preparation stage EXCEPT
__________.
a. interviewing
b. notetaking
c. outlining your report
d. proofreading the report
4. The revising stage of report writing includes ________.
a. taking notes
b. spellchecking words
c. drafting the narrative
d. interviewing the witnesses
5. When writing a report, officers must __________.
a. memorize witnesses’ names and addresses
b. insert opinion and hunches
c. note relevant facts about the incident
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 d. predict the outcome of an investigation
6. Suppose you searched an inmate’s locker for contraband without
finding anything suspicious. You should __________.
a. write a report
b. not waste time writing a report
c. ask supervisor for advice
d. recheck the list of contraband items to see what you might have
missed

7. Suppose you look for footprints at a crime scene without finding

any.
Your report should __________.
a. State that you looked for footprints
b. State that you looked for footprints but didn’t find any
c. State why you thought there might be footprints at the scene
d. Omit any mention of footprints
8. Which of the following ensures objectivity in investigative reports?
a. Using expressions like victim 1 and victim 2
b. Constantly monitoring your thoughts
c. Avoiding I and me when referring to yourself
d. An officer’s age and experience
9. Which of the following sentences is acceptable in a report?
a. Paine said, “My husband had been acting strangely since he came
home from the party.”
b. I looked down the alley and saw a man who was acting strangely.
c. Strangely enough, no jewelry was missing from the display case.
d. The antique shop had substantial loss after the robbery.
10. The events that happened at a crime scene are __________.
a. recorded in the narrative
b. recorded in the disposition
c. not written down unless there is a possibility of confusion later
d. left to your supervisor to record

ACTIVITY 2
MATCHING TEST
Match the report users in Column A with their corresponding purpose of the
using the report in Column B. Write the letter on the space provided before the
number.

25
 Column A Column B
_______ 1. Supervisor a. to aid in classifying inmates
based on security requirements
_______ 2. Investigators b. to evaluate officer’s performance
during investigation
_______ 3. Attorneys c. to have a basis for claims of
reimbursement
_______ 4. Parole personnel d. to have a reliable source of news
material
_______ 5. Media representative e. to have a basis for follow-up
investigation
_______ 6. Insurance agencies f. to establish basis for appeals
in court
g. to support application for
promotion

ACTIVITY 3
CONCISENESS 1
Cross out the unnecessary words in the following expressions:

1. personal opinion 9. distance of 6 miles

2. crisis situation 10. armed gunman
3. the month of July 11. four different people
4. small in size 12. at the hour of 4pm
5. young child 13. climb up the ladder
6. free of charge 14. during the course of
7. red in color 15. future plans
8. further added
ACTIVITY 4
CLARITY
Replace the underlined vague words and phrases with specific exact
information. (Students are allowed to invent details.)

1. The suspect is very old.

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2. The accused showed a hostile behavior.

3. The offense happened early this morning.

4. The complainant went to the residence of his cousin.

5. The accused molested the victim several times.

6. The suspect stabbed the victim using a weapon.

7. The driver traversed the national highway at a high rate of speed.

8. The complainant found out that his gadget was missing.

9. The victim sustained a stabbed wound on his body.

10. The suspect fled away using a vehicle.

ACTIVITY 5
DISCUSSION
Answer the following questions briefly yet substantively.
1. Why should the ability to write effective investigative reports be
personally important to a police officer? Why is it legally important to a
police agency? (10 points)

27
 2. PCOL Santos is reviewing a report written by PO1 Dalisay regarding an
investigation of a domestic violence incident. What qualities should
PCOL Santos look for in the report to determine if Dalisay’s
performance as a police officer was adequate? What qualities of the
report might indicate that PO1 Dalisay’s performance was inadequate?
(10 points)
3. Consider your past experiences with conveying information in a written
form. Who were the readers of your document? Were they able to
understand the message you wanted them to receive from your
document? What is your strongest writing skill? What areas do you
have the most difficulty with? (10 points)

ACTIVITY 7
FILL OUT THE TABLE
You are preparing to write the report after investigating a residential robbery
where a number of expensive antiques were stolen. List down at least three
prospective users of that officer’s report. Explain what decisions will be made
or actions taken by each user. What type of information will each be looking
for within that officer’s report? (15 points)
Prospective users Decisions/actions Information needed

ACTIVITY 8
GOOD OR BAD REPORT

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Put a check mark ( ∕ ) if the sentence meets the requirements for an effective
investigative report and put an (X) if otherwise. Place your answer on the
space provided before the number. NOTE: The following sentences are not
taken from actual investigative reports. Specific names and addresses used
are fictitious and do not refer to any real person or address.

____ 1. Inmate Garcia was belligerent when PO1 Cruz entered his cell.
____ 2. The complainant saw Jack Sparrow with both his hands around a
woman's neck.
____ 3. Carol Perez was watching television while PCOL Bueno
questioned her husband.
____ 4. PO3 Sanchez saw Bo Mendoza’s car crossed the double line
three times as he drove down Second Street.
____ 5. It was obvious that Jun Buencamino’s driving was impaired, probably
by alcohol.
____ 6. After looking for the point of entry, SPO Vasquez asked Garcia
which items were missing from his apartment.
____ 7. The victim was managed to be brought to the nearest hospital in
the province.
____ 8. The accused showed aggression upon arrest.
____ 9. The victim was referred to Mabuhay Provincial Hospital for
medical aid and was declared “dead on arrival” by the attending
physician.
____ 10. A significant amount of money was stolen from a local grocery store.
____ 11. The victim sustained stabbed wounds on his chest, left shoulder, and
left arm.
____ 12. The police personnel of this office took effect the arrest of suspect
Alex Murphy.
____ 13. The suspect attempted to escape during the buy-bust operation.
____ 14. Inmate De Castro refused to cooperate.
____ 15. The driver was probably intoxicated.
____ 16. The gunman ran southward after the commission of the crime. ____
17. The fingerprint found in the shirt of the victim matched with that of suspect
Alvarez.
____ 18. The cadaver was brought to St. Jude Morgue for postmortem
examination.
____ 19. Mark Acoba uttered threatening words to the victim.
____ 20. On June 16, 2018 at around 8:30pm, the complainant noticed that
his ASUS S14 Laptop with Model Code X6671U was no longer in
his bedside table where he last put it.
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 MODULE 2

FIELD NOTES
This module focuses on taking field notes as important phase of investigative
report writing. It discusses the notetaking process during a field interview and
distinguishes facts from opinions and conclusions.

LEARNING OUTCOMES
At the end of the module, the students will be able to:
1. discuss the importance of taking notes in preparation for writing reports.
2. apply appropriate actions for taking notes during a field interview
3. distinguish between facts, opinions, and conclusions

MODULE OUTLINE Lesson 1 INTRODUCTION TO FIELD NOTES

▪ definition of field notes
▪ important considerations in writing field notes
▪ information to include
Lesson 2 NOTETAKING PROCESS DURING A FIELD INTERVIEW
▪ definition of interview
▪ role of statements
▪ three-step process of field interview
Lesson 3 OPINIONS, FACTS, AND CONCLUSIONS
▪ opinions, facts, and conclusions
▪ factual but irrelevant
▪ relevant and irrelevant information
Learning Activities

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 Lesson 1
Introduction to Field Notes
___________________________________
_______
Introduction The officers who investigate a crime or incident are
responsible for providing the information other
participants in the criminal justice system need to
effectively do their jobs. Officers should rely on accurate
sources of information when writing their reports.

Field Notes Field notes are abbreviated notations written by an officer

in the field while investigating a specific incident or crime.

An officer’s field notes are the primary source the officer

will use when writing the investigative report. If the
officer’s field notes are incomplete, difficult to read, or
poorly organized, they will be of little use to that officer.

NOTE: There are a number of formats and styles used

when taking field notes. Officers should select the
format or style they are comfortable with.

When to take Field notes are recorded while information is fresh in the
notes investigating officer’s mind. They should be taken:
□ at the scene of an event or incident,
□ when interviewing persons (e.g., victims, witness,
suspects, etc.),
□ whenever an officer wishes to record specific facts
for inclusion in the report, and
□ any time the officer wishes to remember specific
details at a later time.

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 NOTE: Body camera footage as well as in-car camera
footage can assist with recording crime scenes, victim,
witness and/or suspect statements, and for time-
stamping certain points during the investigative process.

Important When determining what to include in their field notes,

considerations officers should consider the points noted in the following
table.
Consideration Explanation
Field notes are □ An investigative report is often written several
more reliable than hours after the investigation of a specific event or
an officer’s memory. incident has occurred.
□ Certain types of information such as statements,
times, observations, addresses, etc., can be
easily forgotten or confused with other
information if not recorded while still fresh in the
officer’s mind.
Field notes are the □ Well taken notes provide officers with the detailed
primary source of information they will need to have in order to
information for the accurately write their reports.
investigative report. □ Well organized notes will help officers capture vital
information regarding the events, persons,
statements, and other information related to the
investigation.
Detailed field notes □ Complete field notes should contain enough
reduce the need to information to answer any pertinent questions
recontact the about the incident or persons involved.
involved parties at a
later time.
Field notes can be □ An officer’s field notes can be an indicator of that
used to defend the officer’s thoroughness and efficiency as an
credibility of an investigator.
investigative report. □ During a trial, an officer may be asked to identify
the source the officer used when writing a specific
report. If the officer relied on field notes the
reliability and credibility of the report may be
easier to defend.

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Notes □ Field notes are discoverable in court. If kept, they should
be prepared accordingly.
□ If officers use footage from body worn cameras and/or in-
car camera footage to assist with preparing a written
report, the officer should follow their department policy
on when such videos can be reviewed.
□ If officers use surveillance camera footage to recreate or
describe the crime, the report should indicate the narrative
reflects what the cameras captured.

Information Every event or incident is different; therefore, the facts and to

include information the officer must gather will differ. An officer’s field
notes should contain the facts and information that will aid that officer in
answering the questions what, when, where, who, how, and why.

The following table identifies some examples of the basic

information officers should capture in their field notes.
Basic Information Examples of
Additional Information
Victims and □ Full name □ How to contact by
witnesses □ Age phone and in
□ Date of birth person
□ Race □ Place to contact
□ Sex □ Best time to contact
□ Telephone numbers (home, □ Place of
cellular, and work) employment
□ Address (including address)
□ Email address(s)

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Occurrence □ Type of crime □ Person(s) involved
□ Location ▪ Informants
□ Date and time of incident ▪ Reporting party
□ Date and time reported ▪ Victims
□ Was physical evidence handled? ▪ Witnesses
▪ Who observed it? ▪ Suspects
▪ To whom was it given? ▪ Officers
□ Chain of custody for evidence □ ▪ Members of
Direction of the suspect’s flight other agencies
□ Type and description of weapon(s) ▪ Medical
□ Threat made with weapon(s) personnel
□ Direct statements made by the ▪ Members of the
suspect (e.g., “I’ll kill you!”) media
□ Case number
□ Assisting officer’s actions

Suspects □ Race Unusual or memorable

□ Sex gestures
□ Age Speech peculiarities
□ Type of body build (i.e., heavyset, - Accents
medium, small frame)

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 □ Approximate weight - Tone (e.g., loud,
□ Approximate height soft)
□ Color of eyes - Pitch (e.g., high,
□ Color of hair low)
□ Hair style (e.g., long, short, curly) - Speech
□ Existence of facial hair disorders •
□ Clothing Jewelry
▪ Type (e.g., hats, jeans, - Rings (identify
jackets, etc.) which hand and
▪ Color finger)
▪ Style (e.g., casual, - Necklaces
conservative) - Earrings
□ Prior knowledge of name and - Body piercing
street name
Right or left-handed
□ Unusual physical attributes - Which hand was
▪ Scars dominant?
▪ Tattoos - Which hand held
▪ Limp the weapon? - Which
▪ Moles hand opened a door?
▪ Unusual odors - Where was a watch
▪ Missing teeth worn?
□ Can the victim identify the Any gang affiliation?
suspect?

Incident The type of crime or incident will also indicate what specific
specific information is required for the officer’s notes.
information
For example, specific information for a burglary may
include, but not be limited to:
□ point of entry,
□ point of exit,
□ property damage,
□ types and value of property taken,
□ description of suspect’s vehicle,
□ nature and location of evidence collected, or □
unique characteristics of the crime.

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 Lesson 2
Notetaking Process During a Field
Interview
___________________________________
_______
Introduction The effectiveness of an officer’s investigation may be
dependent on that officer’s ability to obtain information and
statements from the involved parties.

36
Interviews An interview is the process of gathering information from a
person who has knowledge of the facts an officer will need
to conduct an investigation.

Role of The field notes taken by officers during an interview must be

statements clear, accurate and complete.

Statements can be critical in tying together the specific

facts of a specific incident or crime. The existence of
some crime elements may only be revealed within the
statements of witnesses, victims, and the suspects
themselves.

Before the Before beginning any field interview, officers should prepare
interview properly. The following table identifies a number of actions
begins the interviewing officer should take.

Actions Prior to the Guidelines

Actual Interview
Separate the □ If possible, move the person to a location where
involved parties there will be no interruptions or distractions.
□ Focus the person’s attention on speaking with the
officer rather than interacting with others.
Establish rapport □ Tell the interviewee why the interview is being
conducted.
□ Describe the interview process that will be
followed.
□ Assure the person that by using this process, the
officer will be able to gather that person’s
statement accurately.
□ Be courteous, considerate, and patient.
□ Control the interview by remaining calm and
polite.

37
Recording the Some officers may choose to use a digital recording
interview device, in-car camera, or body camera while conducting
an interview. Officers should be aware this may inhibit
the person from talking freely. Electronic equipment can
also malfunction, leaving the officer with little or no
information.

Even if an officer is recording the interview, that officer

should also take thorough and complete notes of the
conversation.

Three-step The most effective way for officers to gather clear,

process accurate, and complete information while conducting an
interview is to use a systematic process. One such
process involves the following three steps.

□ Step One: Listen Attentively

□ Step Two: Take Notes and Ask Questions □
Step Three: Verify Information

Step One: In the first step of the process, the officer’s focus should
Listen be strictly on the other person. The officer should be
attentively listening --- not taking notes.

The following table identifies a number of guidelines for

officers during step one of the notetaking process.

Action Guidelines
Ask the person □ Allow the person to speak freely.
to recount □ Have the person describe the incident just as that
what has person understands it, using that person’s own words.
happened.
Keep the □ If the person begins to wander from the specific topic,
person guide the person back to the subject (i.e., “You
focused. mentioned that....” “Let’s go back to...”).
□ Maintain eye contact and use nonverbal gestures
(e.g., nodding the head) to encourage the person.

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Listen carefully □ Be particularly attentive to the essentials of the incident
to what is the person describes by including the:
being said
▪ role of the person being interviewed (victim, witness,
etc.),
▪ type of crime, if any, that has been committed,
▪ time of the occurrence, and
▪ exact location of the person during the crime or
incident.

Step Two: When the person has finished, the officer can begin to Take
notes write information. The following table identifies a number and ask
of guidelines for officers during step two of the process.
questions

Action Guidelines
Obtain □ Confirm the person’s role in the event or incident.
identification (e.g., victim, witness, possible suspect, etc.)
information. □ Note the person’s:
▪ complete name,
▪ address and phone number (home, cellular, work
and email address), and
▪ any other information necessary for identification
purposes.
Ask the □ Guide the interview by asking questions that will keep
interviewee to the person from becoming distracted and wandering
repeat their from the point.
account of what □ Stop the person and ask questions when necessary to
happened. clarify points.
□ Write down information in short statements, recording
only the most important words.
□ If a statement is particularly important, quote the entire
statement.
Ask additional □ Obtain detailed descriptions of property, suspects, etc.
questions.

Step Three: For the investigative report to be reliable, the officer’s field
Verify notes must be accurate. The following table identifies a

39
information number of guidelines for officers during step three of the
process.

Action Guidelines
Review □ Repeat specific information to verify the information is
information accurate and complete.
with the □ Give the person an opportunity to add facts as
person. necessary.
Ask for □ Have the person confirm important details such as:
confirmation. ▪ direct quotes,
▪ time relationships,
▪ information regarding weapons, or ▪ physical
descriptions.
Make □ Information may have been initially recorded
modifications incorrectly because the officer:
or corrections ▪ misunderstood something the interviewee said,
as ▪ wrote something down incorrectly, or
necessary. ▪ the officer’s wording may have incorrectly
characterized the interviewee’s statement.
Verify □ Once any changes have been made, the information
changes. that has been added or modified should be verified.

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Lesson 3
Opinions, Facts, and Conclusions
___________________________________
_______
Introduction An effective investigative report must be factual. It must
present an objective accounting of the relevant facts related
to the event or incident under investigation. An officer must
be able to distinguish between opinion, fact, and conclusion.

Opinions, The basis for determining relevant information requires peace

facts, and officers to make the fine distinctions between an opinion, a
conclusions fact, and a conclusion. The following table illustrates these
distinctions.

Opinion Description Example

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 □ A statement that: The victim was in
▪ can be open to different pain.
interpretations,
▪ expresses a belief not necessarily
substantiated by proof.
Fact □ A statement that: The victim’s arm
▪ can be verified or proven was broken.
▪ has real, demonstrable existence.
Conclusion □ A statement that is based on the The victim was
analysis of facts and opinions. not able to
□ Conclusions should always be explain what had
accompanied with the supporting facts happened
and opinions. Conclusions presented because she was
without supporting information may be in pain due to her
considered unwarranted. broken arm.

Factual but It is possible for information to be factual yet still not be

irrelevant relevant to the incident or event being investigated. The
following table illustrates points that are all factual but may or may not be
relevant in an investigative report.

Factual and Relevant Factual and Irrelevant

The address of the incident/crime
scene
A description of how the suspect
was apprehended
Statements given by witnesses
The route followed to the scene of the
incident/crime
The number of fences the officer had
to jump while apprehending a suspect
Humorous comments given by
bystanders

Relevant and The following are examples of relevant and irrelevant

irrelevant information.
information

Victim’s Statement Relevant Facts Irrelevant Facts

42
“I just bought this bike from the guy The bike was left I thought it was
down the street a couple of weeks unlocked in front safe here.
ago. It wasn’t new but it was in of the victim’s
really good shape. After a long ride, residence.
I parked the bike in front of my
building at the bottom of the stairs. I
didn’t bother locking it up or anything
because I thought it would be safe
there, you know.”

“I went inside my apartment to fill my The bike was left The victim went
water bottle and was gone for unattended for into his
less than 5 minutes.” about 5 minutes. apartment to fill
his water bottle.

“When I came out, the bike was No suspect was The victim yelled
gone. I was really mad and started seen or heard by and cursed when
yelling and cursing. I looked up and the victim. he
down the street but didn’t see realized his bike
anyone or any signs of my bike.” was stolen.

LEARNING ACTIVITIES
To help you review and apply the material covered in this module, accomplish
the following learning activities. Write your answers on a separate sheet if
necessary.

ACTIVITY 1 DISCUSSION
Answer the following questions substantively:
1. In your own words, explain what makes a fact relevant for the purposes of
an investigative report. Are all relevant details facts? Explain your answer.
(10 points)

43
2. Using only your memory, recount exactly what you were doing from 1800
hrs. to 1900 hrs. two days ago. Write your actions as if you were taking
field notes for an investigative report. How much of your account do you
feel is exact? How much is speculation or assumption? (10 points)
ACTIVITY 2
NOTETAKING
Read the following scenarios and then answer the questions that follow.
Scenario 1
At 2245 hrs., you were called to a local supermarket where
a man was caught by the store’s night manager attempting
to shoplift a bottle of vodka. The suspect struggled and
tried to hit the night manager in an attempt to escape.
Upon arrival, you handcuffed the suspect and walked him
to the patrol vehicle. All individuals involved declined your
offer for medical assistance. You asked the store’s night
manager, Joe Smith, to tell you what happened. Appearing
shaken he told you the following:
“Well... let me get it together now... OK officer... I’m the
night manager here and I was in the back when one of the
clerks, Ester over there, came over and said there was this
guy over in aisle three that was just hanging out and
looking kind of suspicious. So, I went over there just to see
for myself, and this guy saw me looking at him, so he
started moving toward the front of the store. Well, I thought
his coat looked funny, you know, like he had something
under it so I kind’a followed him until I caught up and tried
to make conversation, you know, to get a better look. You
gotta be careful, you know... don’t want to offend any
legitimate customer, you know. Well, he turned around and
looked at me and then instead of stopping, he just bolted
for the door. He took off so I took off and he must of slipped
or something cause he dropped the bottle of vodka he’d
tried to get away with. I kept after him, still in pretty good
shape ya’ know ‘cause I work out, and grabbed the guy’s
jacket. Well he spun ‘round and before I could get any kind
of grip on the guy, he belted me! Caught me a good one
right here under my eye... still bleeding some I guess... but
I didn’t let go and I got him down on the ground, stuck my
knee in his back, and I guess one of the clerks had called
44
 ‘cause that’s when you guys got here. So, what happens
now? Nothin’ like this has ever happened to me before, ya’
know.”

a. Based on this scenario, begin step two of the notetaking process. Ask
Mr. Smith to repeat his account of what happened. Assuming his
account remains the same, write your notes on a separate sheet.
b. What additional questions would you like to ask Mr. Smith?

After you finished interviewing Mr. Smith, you talked to the suspect. You
read him his Miranda rights, and he acknowledged he understood and
waived them. He told you the following:

“I didn’t do nothing man! This guy just jumps me! I mean I

just went in there to get some booze, ya know, cause I’m
going to this party over at my buddies and I wanted to take
something with me and this dude starts giving me a hard
time and starts chasing me down the aisle. I wasn’t doing
anything. I was goin’ to pay for the stuff, ya know, but the
guy, he just started yelling so he’s the one that chased me
out, ya know. Then the dude grabs my jacket so I swung at
the guy. It was self-defense, man! I gotta right to defend
myself, ya know!

c. Assuming his account remains the same when you ask him to repeat it,
write your notes below.
d. What additional questions would you like to ask the suspect?
ACTIVITY 3
FILL OUT THE TABLE
Look back at the statements given by Mr. Smith and the suspect. In the
following table, note the facts, opinions, and conclusions that are provided.

Opinion Fact Conclusion

45
REFERENCES (MODULES 1 & 2)

▪ Balares, M., Sanao, M. J., & Garcia, N. (2016). Police Report Writing.
Quezon City: Wiseman's Books Trading, Inc.
▪ Bell, A. & Razey, B. (2018). Back 2 Basics: How to Write a Good Police
Report. In Public Safety, American Military University, Retrieved from:
www.inpublicsafety.com.
▪ Berg, B., Gibbs G., & Miller, M. (2012). Report Writing for Police and
Correctional Officers. McGraw-Hill Humanities/Social Sciences/Languages.
▪ California Commission on Peace Officer Standards and Training [CCPOST],
(2010). Basic Course Workbook Series: Student Materials, Learning
Domain 18, Investigative Report Writing.
▪ Levy, J. M. (2013). Writing Effective Incident Reports: Tips for Writing
Reports that are Accurate and Professional. Firebelle Productions.
Retrieved from: www.firebelleproductions.com
▪ Lindsay, M. (2015). Basic Report Writing Course: Student Manual, Indiana
Law Enforcement Academy
▪ Reynold, J. (2011). The Criminal Justice Report Writing Guide for Officers.
The Maple Leaf Press; CreateSpace Independent Publishing Platform

-------------------------------------------------------------------------------------------------------
ABOUT THE TEACHER
Name: Rexelle A. Carino
Address: Palapag, Northern Samar
Contact Info: 0945-705-2239; carinorexelle@gmail.com

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