Technical English 1 (Investigative
Factual and Objective
Report Writing and Presentation)
Preparatory to investigative report writing
Characteristics of an Effective Report
Writing
1. Accurate and Specific
2. Brief and Concise
3. Clear and Complete
4. Factual and Objective
5. Well-organized and Grammatically
Correct
1. Accurate and Specific
Accurate means not only being exact, but
also, non-commission of errors.
Words presented must be precise and
correct. The report must be free from mistakes or
errors.
Akin to accuracy is specificity. The use of
specific words in conveying ideas most clearly to
the readers is very important.
In order to achieve accuracy and
specificity, all forms of correspondences and
reports should be thoroughly edited in spelling,
punctuation, standard format, sentence structure,
mechanics, and grammar, among others.
2. Brief and Concise
This means that reports should be short or
economy of words. Use necessary words only as
you retain the natural tone of your sentences.
Conversely, being brief and concise does
not mean deleting important words to make your
report short but write forcefully when using three or
more words where only one word is sufficient.
Good writers impress their readers with ideas, not
words.
In order to make your reports brief and
concise, avoid the use of redundant or superfluity,
jargons, triteness, and misleading euphemisms,
among others.
3. Clear and Complete
This means that the report is free from
confusion and ambiguity and is easily understood.
The report should include all necessary
information such as the 5Ws and 1H (Who, What,
When, Where, why, and how).
4.
The report contains only facts, not
hearsays.
A fact is a thing that has actually happened
or that is really true.
Being objective is not injecting his/her own
bias or prejudice into the report.
The police writer should be fair and
impartial in conducting investigation and gathering
facts and pieces of evidence.
5. Well-organized and Grammatically
Correct
Chronological order is usually used in
organizing and writing the facts in police reports.
It is also important to follow the standard
format and required specifications prescribed by
the PNP such as official font style which is Arial
and font size is 12 including quality paper, proper
and clean printing, format, spacing, margin, and
indention, among others.
Aside from the fact that the report is written
using the proper form and arrangement of words
and sentence structures, it should also be edited
before submitting to the higher authorities.
Also avoid the use of full uppercase or full
lowercase all throughout the document especially
if it is not necessary to do so.
September 8, 2022
ENTRIES IN POLICE BLOTTER
Incidents and/or transactions, among others,
that must be entered in the police blotter (Soriano,
2005)
1. Violations of laws and ordinances reported
and recorded.
2. All calls in which any member of the PNP is
dispatched or takes official action.
3. All firearms, reports, and information
received by the stations.
4. Movements of prisoners with
corresponding notations on the authority
for such movements.
5. Cases of missing and found persons,
animals, and property.
6. Vehicular and other types of accidents
which require police action.
7. All personal injuries, bodies found, and
suicides.
8. Damage of property.
9. All cases in which police member is
involved.
 10. All arrests and returns made.
11. Miscellaneous cases, general and special
orders, violations of rules and regulations,
and other reportable accident that the
substation, station commander, or higher
authority desires to be recorded.
5W & 1H: BASIC GUIDELINES IN
DRAFTING
A. WHO?
These questions include the complete and
correct name of all those who were involved in the
incident such as the victim/s, suspect/s, witness/es
and whosoever may be listed as present during the
incident, or may not be present, but have
knowledge about the said incident.
The wrong name results in failure to locate a
witness or apprehend a suspect.
The spelling should be correct including the
middle name, exact home address/es whether
residence or hotel, telephone number, cellular
phone number, and other contact details.
(Soriano, 2005).
1. Who was the victim?
2. Who was the complainant?
3. Who discovered the crime?
4. Who saw or heard anything of importance?
5. Who had a motive for committing the crime?
6. Who committed the crime?
7. Who helped in the commission of the crime?
8. Who had access to the means for
committing the crime?
9. Who worked on the case?
10. Who had access to the crime scene?
11. Who searched for, identified, and gathered
the evidence?
12. To whom did they turn over the evidence?
13. With whom did the victim associate?
14. With whom did the suspect associate?
15. With whom was the victim last seen?
16. With whom the witness/es associate?
17. With whom did the suspect commit the
crime?
B. WHAT?
These questions are directed to the crime
being committed.
Police reports sometime indicate the crime
committed based on the Revised Penal Code
(RPC) like Murder, Homicide, or Rape, among
others. In initial reports such as Spot Report, which
does not require a thorough investigation yet, this
is not essential. A report of a “Shooting Incident”
may be sufficient.
It is the duty of the Investigator-on-Case to
determine what crime was committed. What is
more important is to present the detailed facts and
circumstances of what happened.
(PNPSOP No. 2012-001; Soriano, 2005).
1. What type of property was attacked, e.g.,
building, residence, car, etc.?
2. What type of property was stolen, lost, or found?
What items related to the crime were found at the
crime scene? An accurate description of all such
property should be entered in the report.
3. What felony/offense/infraction was committed,
e.g., murder, homicide, rape, physical injuries,
robbery, theft, or violation of special laws such as
RA 7610, RA 9262, etc.?
4. What type of evidence was found or recovered?
5. What was the crime committed?
6. What are the elements of the crime?
7. What actions were performed by the suspect/s
before and after the crime?
8. What actually happened?
9. What do the witness/es say and know?
10. What evidence was obtained?
11. What was done with the evidence?
12. What tools/weapons were used in the
commission of the crime?
13. What did the officers take?
14. What further action should be taken?
15. What knowledge, skill, or strength was needed
to commit the crime?
16. What other agencies were or need to be
notified?
17. What type of transportation was used?
18. What was the motive or suspected motive for
the crime?
19. What another crime/s could be associated
with this one?
C. WHERE?
These questions are concerned with the
geographical location of the crime scene, property,
or evidence. Describe in detail where the incident
exactly happened, e.g. “In the bathroom of a
bungalow house located at Block 41, Lot 3, Phase
6 Masangkay Subdivision, Bulihan, City of
Malolos, Bulacan”
(PNP SOP No. 2012-001; Soriano, 2005).
1. Where was the crime committed
2. Where was the crime discovered?
3. Where was the entry made?
4. Where was the exit made?
5. Where were the tools that were used in the
crime obtained?
6. Where was the victim found?
7. Where was the suspect seen during the
crime?
8. Where was the victim last seen?
9. Where was the suspect last seen?
10. Where were the witnesses during the
crime?
11. Where did the suspect live and where does
he live now?
12. Where is the suspect now?
13. Where is the suspect likely to go?
14. Where was the evidence marked?
15. Where was the evidence found?
16. Where was the evidence stored?
D. WHERE?
These questions include the date and time
when the felony/offense/infraction was committed,
property found, suspect apprehended, etc.
(Soriano, 2005).
1. When was the crime committed?
2. When was it discovered?
3. When did they report the crime?
4. When did the officers and investigators
arrive at the crime scene?
5. When was the victim last seen?
6. When was the arrest made?
7. When will a complaint be signed?
8. When did the witness hear anything
unusual?
9. When did they contact the witness/es?
E. WHY?
These questions provide the object or
desire which motivated the commission of the
crime. In crimes against persons, the usual object
includes revenge, ransom, and sexual pleasure,
among others. In crimes against property, the
reason may be to acquire money and property.
(Soriano, 2005)
1. Why was the crime committed?
2. Why were certain tools/weapons used?
3. Why was the crime reported?
4. Why was the crime reported late?
5. Why were the witnesses reluctant to give
information?
6. Why is the suspect lying?
7. Why did the perpetrators prefer that time
and day to commit the crime?
F. HOW?
These questions pertain to the manner in
which the crime was committed.
The narrative on how the incident happened
shall be indicated to show the description of the
chronology of events that led to the incident and all
the circumstances thereafter.
The actions taken during the initial
investigation at the scene shall also be included.
This shall include the weather, lighting,
sounds, activities in the vicinity of the incident, a
description of the circumstances prevailing before,
during, and after the incident and all other peculiar
details that come to the senses of the trained
police responder.
There is no limit to what to include in the
“How” portion of the narrative.
1. How was the crime committed?
2. How did the suspect/s get to the scene?
3. How did the suspect/s leave the scene?
4. How did the perpetrator obtain the
information necessary to commit the crime?
5. How was the crime discovered?
6. How were the tools/weapons for the crime
obtained?
7. How were the tools/weapons used?
8. How was the crime reported?
9. How much damage was done?
10. How much property or money was taken?
11. How much known information is being
withheld?
 PART 1: TECHNICAL TERMS IN
INVESTIGATIVE REPORT
DEFINITION OF TERMINOLOGIES OFTEN USED IN
DRAFTING INVESTIGATION REPORTS IN
TECHNICAL INVESTIGATIVE REPORT WRITING
INVESTIGATION – While instigation exempts,
entrapment does not; the difference between the
two beings that in entrapment the crime had
already been committed while in instigation the
crime was not yet, and would not have been,
committed were it not for the instigation by the
peace officer.
- An inquiry, judicial or otherwise, for the
discovery and collection of facts concerning the
matter or matters involved.
- It is the process of inquiring, eliciting,
soliciting, and getting vital information/ facts/
circumstances in order to establish the truth.
SPOT REPORT – Refers to an immediate initial
investigative or incident report addressed to
Higher Headquarters pertaining to the commission
of the crime, occurrence of natural or man-made
disaster or unusual incidents involving loss of lives
and damage of properties.
INVESTIGATOR/OFFICER – Shall refer to any
law enforcement personnel belonging to the duly
mandated law enforcement agencies (LEA) tasked
to enforce Republic Act 9208 such as officers,
investigators, and agents of the Philippine National
Police, National Bureau of Investigation, Bureau of
Immigration.
JUDICIAL NOTICE – Requisites. Three
prerequisites to judicial notice of any suggested
fact have been stated, namely, 1) that it must be a
matter of common and general knowledge, 2) that
it must be will and authoritatively settled, and not
doubtful or uncertain, and 3) that it must be known
to be within the limits of the jurisdiction of the court.
JURISDICTION – The word “jurisdiction” as used
in the Constitution and statues means jurisdiction
over the subject matter only, unless an exception
arises by reasons of its employment in a broader
sense.
CRIME SCENE – A venue or place where the
alleged crime/incident/event has been committed.
CRIMINAL INVESTIGATION – It is the
collection of facts in order to accomplish the three-
fold aims – to identify the guilty party; to locate the
guilty party; and to provide evidence of his
(suspect) guilt.
CRIMINAL INVESTIGATOR – A public safety
officer who is tasked to conduct the investigation
of all criminal cases as provided for and embodied
under the Revised Penal Code/Criminal Laws and
Special Laws which are criminal in nature. A well-
trained, disciplined and experienced professional
in the field of criminal investigation duties and
responsibilities.
CRIMINAL JURISDICTION – The authority to
hear and try a particular offense and impose the
punishment for it.
CRIMINAL LAW – One that defines crime, treats
of their nature and provides for their punishment.
Punishment, in this sense, refers strictly to the
penalty imposed.
CRIMINAL LIABILITY – Requisites. Under Art.4
par. 1 RPC, a person may be held criminally liable
even if the injurious result be greater than that
intended, provided these requisites concur: 1) an
intentional felony has been committed; and 2) the
wrong done to the victim be the direct, natural, and
logical consequence of the felony committed.
CRIMINAL NEGLIGENCE – It consists in the
failure to take such precautions or advance
measures in the performance of an act as the most
common prudence would suggest, whereby injury
is caused to persons or to property.
POLICE BLOTTER – A record or log where all
types of operational and undercover dispatches
shall be recorded containing the five "W"s (WHO,
WHAT, WHERE, WHEN AND WHY) and one "H"
(HOW) of an information.
POLICE CHECKPOINT – A location where the
search is conducted which is duly authorized by
the PNP to deter/prevent the commission of
crimes, enforce the law, and for other legitimate
purposes.
POST – A Philippine diplomatic and consular
position such as an Embassy or Consulate.
POST-BLAST INVESTIGATION (PBI) -
Comprehensive forensic inquiry specifically on a
bombing incident through conduct of various
investigative techniques which involves recovery
of physical evidence mainly for reconstruction of
explosive fragments recovered to determine the
device components, the modus operandi and
subsequently to identify the perpetrator(s).
POST BLAST INVESTIGATION TEAM –
Composed of the criminal investigator(s) assisted
by the bomb technicians/EOD personnel and
SOCO personnel.
PUBLIC OFFICER – Elective and appointive
officials and employees, permanent or temporary,
whether in the classified or unclassified or
exemption service receiving compensation, event
nominal, from the government.
SERVICE OF SUMMONS – A notice to the
defendant informing him that an action has been
commenced against him which he must answer
within a specified time, or else judgment with is
taken against him. It is the means by which the
defendant is afforded an opportunity, and rights,
and thereby has them safe in the defense of his
person, property, and rights, and thereby have
those safeguarded. The principal object of this
process is to give the party to whom it is addressed
a notice of proceedings against him.
SEXUAL ABUSE – Includes the employment,
use, persuasion, inducement, enticement or
coercion of a child to engage in, or assist another
person to engage in, sexual intercourse or
lascivious conduct or the molestation, prostitution,
or incest with children.
SUMMARY OF INFORMATION (SOI) – An
intelligence report rendered regarding any illegal
activity or violation of laws being observed by
intelligence operatives within a given area of
responsibility. This is the usual basis of case
operations hence information received should be
cared, validated, counter-checked, analyzed and
evaluated.
SUPERVENING EVENT – A doctrine in criminal
procedure which holds that where a new fact (such
as a deformity) for which the defendant is
responsible has supervened and this new fact
charges the character of the crime first imputed to
him, so that, together with the facts previously
existing, it constitutes a new and distinct offense,
no double jeopardy exists.
SUPPORTING DOCUMENTS – Any paper or
document which is required to be submitted with
the passport application supporting claims to
Filipino citizenship to complete the application for
a passport without which such application would
be deemed incomplete or otherwise become
subject to denial by the issuing authority.
SUSPECT OR SUSPECTS – Individual(s) who
is/are pointed to be by the victim(s) and
witness(es) to have had committed the crime in
issue. Subject person is not considered as a
criminal unless otherwise his/her conviction is
pronounced in the court.
TACTICAL INTERROGATION REPORT –
The report rendered by an interrogator/
investigator which contains the following
information of subjects: a) Personal and family
background; b) Educational background; c)
Professional background; d) Criminal activities/
associates, armaments; e) Plans.
TERRORISM - Any person who commits an act
punishable under the Revised Penal Code hereby
sowing and creating a condition of widespread and
extraordinary fear and panic among the populace,
in order to coerce the government to give in to an
unlawful demand shall be guilty of the crime of
terrorism.
THE STATE – Shall refer to the Philippine
government and its relevant government agencies,
organizations and entities.
TRAFFICKING IN PERSONS –The
recruitment, transport, transfer or harboring, or
receipt of persons with or without consent or
knowledge, within or across national borders, by
means of threat or use of force, or other forms of
coercion, abduction, fraud, deception, abuse of
power or of position, taking advantage of the
vulnerability of the person, or, the giving or
receiving of payments or benefits to achieve the
consent of the person having control over another
person for the purpose of exploitation or the
prostitution of others or others forms of sexual
exploitation, forced labor, or services, slavery,
servitude or the removal or sale of organs.
UNSCRUPULOUS – Unprincipled, or not
scrupulous. So, a person who is without scruple
would be one who is lacking in moral integrity, or
in principles; not adhering to ethical standards;
careless; imprudent.
VICTIM – The aggrieved party.
VENUE – Venues deals with the locality, the place
where the suit may be had, while jurisdiction treats
of the power of the court to decide the case on the
merits.
VICTIM COMMUNICATOR – The person to
whom any demand has been or is likely to be made
by the kidnapper and who is expected by the
offender to respond.
VICTIMOLOGY/VICTIM PROFILING – A
detailed account of the victim’s lifestyle and
personality assists in determining the nature of the
disappearance, the risk level of the victim and the
type of person who could have committed the
crime. Complete information regarding the victim’s
physical description, normal behavioral patterns,
the family dynamics, and known friends and
acquaintances should be obtained as soon as
possible.
VOLUNTARY SURRENDER – A surrender to
be voluntary, as mitigating circumstances in
criminal law, must be spontaneous, showing the
intent of the accused to submit him unconditionally
to the authorities.
WAIVER – The doctrine of waiver, from its nature,
applies ordinarily to all rights of privileges to which
a person is legally entitled, provided such rights or
privileges belong to the individual and are intended
solely for his benefit.
LAW ENFORCEMENT – It involves PNP –
initiated project and activities geared towards
improving the peace and order situation and
professionalizing the people.
AFFIDAVIT - Summary judgment. The kind of
affidavit necessary to support a summary
judgment is that affidavit from which it may be
clearly drawn that certain fact pleaded by either
party are certain, undisputed and indubitable
which dispense with the hearing or trial of the case.
AFTER OPERATION REPORT – It is a report
that may be rendered after any successful police
operation that leads to the arrest of any member or
some members of syndicated crime group.
AFTER SOCO REPORT – It is a report rendered
by the Team Leader of the SOCO that conducted
the scene of the crime operations, processing, or
investigation.
AGENT – A person who binds himself to render
some service or to do something in representation
or on behalf of another, with the consent or
authority of the latter.
AGENT OF PERSON IN AUTHORITY – Any
person who by direct provision of law or by election
or by appointment by competent authority, is
charged with the maintenance of public order and
the protection and security of life and property. Any
person who comes to the aid of persons in
authority.
AGENT’S REPORT – It is a report rendered by
a documented agent who answers an intelligence
requirement.
ALIBI – To establish alibi, a defendant must not
only show that he was present at some other place
at about the time of the alleged crime, but also that
he was at such other place for so long a time that
it was impossible for him to have been at the place
where the crime was committed, either before,
during, or after the time he was at such other place.
ALLEGED – The word “alleged” or “allegedly”
connotes something “claimed.” It leaves the truth
of the averment an open question.
ALTER – To add, change, substitute or omit
something from a pleading or instrument.
AMEND – To add, change, substitute or omit
something from a pleading or instrument.
ANSWER – The word “answer” in Sec. 1 Rule 19,
Rules of Court, envisions or includes the
affirmative and/or special defenses and
counterclaim contained therein.
JURISPRUDENCE – The groundwork of the
written law. The science of law; the particular
science of giving a wise interpretation to the laws
and making a just application of them to all cases
as they arise. In an untechnical sense, the term
sometimes means Cases Law
MISFEASANCE or IRREGULARITIES IN
THE PERFORMANCE OF DUTY – The
improper performance of some act which might
lawfully be done.
MOTOR VEHICLE - Any vehicle propelled by
means other than muscular power using the public
highways, but excepting rollers, trolley cars, street
sweepers, sprinklers, lawnmowers, bulldozers,
graders, forklifts, amphibian trucks and cranes if
not used on public highways; also, vehicles which
run only on rails or tracks, and tractors, trailers and
traction engines of all kinds used exclusively for
agricultural purposes.
Trailers having any number of wheels,
when propelled or intended to be propelled by
attachments to any motor vehicles shall be
classified as separate motor vehicles with no
power rating. (Sec 2, RA 4136)
MURDER – Any person who shall kill another
person with evident premeditation, treachery,
superior strength, aid of armed men, consideration
of prize and reward of promise and by means of
fire, poison, explosion and other means involving
great waste and ruin. (Under Art 248, RPC)
NEGATIVE EVIDENCE – Evidence is negative
when the witness states that he did not see or
know the occurrence of a fact.
NEGLECT – Failure to provide, for reasons other
than poverty, adequate food, clothing, shelter,
basic education or medical care so as to seriously
endanger the physical, mental, social and
emotional growth and development of the child.
NEGLECT OF DUTY – The omission or refusal,
without sufficient excuse, to perform an act or duty,
which it was the officer’s legal obligation to
perform.
NEIGHBORHOOD INVESTIGATION – One of
the most crucial steps in Kidnap for Ransom cases
which is often overlooked or underemphasized.
The objective is to identify and interview in person
all individuals in the area where the victim was
kidnapped and/or last known sighting area during
the window of opportunity (last time seen until the
time discovered missing).
OCCULAR INSPECTION – An auxiliary remedy
which the law affords the parties or the court to
reach an enlightened determination of the case,
either to clear a doubt, to reach a conclusion, or to
find the truth, by viewing the object related to the
fact in issue.
OFFENDED PARTY – In oral defamation or libel,
the “offended party” referred to in par. 4 Art 360,
RPC, and in Sec 4, Rule 110, Rules of Court, is the
person appearing to have been defamed,
discredited, damaged, and prejudiced by the
imputation made. The “offender party” who
intervenes in a criminal action, under Sec 15 Rule
110, Rules of Court, is the person who is entitled
to civil indemnity in the civil action arising out of the
criminal act for which the accused is charged.
PERSON – Includes natural and juridical persons,
unless the context indicates otherwise.
PERSON IN AUTHORITY – Person in authority
refers to all those persons who by direct provision
of law or by appointment of competent authority
are charged with the maintenance of public order
and the protection and security of life and property,
as well as all persons who come to the aid of
agents of authority; it being public functionaries are
entitled to be considered as agents of authority, it
being understood, nevertheless, that in order that
the persons who come to the aid of an agent of
authority may be considered as agents of
authority, it is an essential condition that they lend
such assistance, by virtue of an order or request of
such agent of authority.
PHYSICAL EXAMINATION - The conduct of
examining the engine and chassis number of a
motor vehicle by a Crime Laboratory Technician
and/or Police Officer through the use of the naked
eyes to determine whether there is a sign of
tampering/alteration.
PHYSICAL EVIDENCE - Evidence addressed to
the senses of the court that are capable of being
exhibited, examined, or viewed by the court. This
includes but not limited to fingerprints, body fluids,
explosives, hazardous chemicals, soil/burned
debris, bombs, electronic parts used in the
commission of the crime.
PHYSICAL INJURY- Harm done to a child's
psychological or intellectual functioning which may
be exhibited by severe anxiety, depression,
withdrawal or outward aggressive behavior, or a
combination of said behaviors which may be
demonstrated by a change in behavior, emotional
response, or cognition.
PNP CRISIS MANAGEMENT COMMITTEE
(PNP CMC) - A Committee created by the PNP
that specifically handles cases of kidnapping.
POINT OF ORIGIN - The exact physical location
where a heat source and fuel come in contact with
each other, and a fire begins.
ANTE MORTEM – Before death.
APPEARANCE – Voluntary submission to a
court’s jurisdiction.
ARBITRARY – Willful and unreasoning action,
without consideration of and in disregard of the
facts and circumstances of the case. Action is not
arbitrary when exercised honestly and upon
consideration where there is room for two opinions,
however much it may be believed that an
erroneous conclusion was reached.
ARBITRARY DETENTION – Arbitrary detention
begins not merely from the moment a person is
locked up in prison cell but from the moment such
person is deprived of his liberty without legal
grounds. And it ends only when such person is
absolutely freed from any restraint on his person.
ARREST – It is the taking of a person into custody
in order that he may be bound to answer for the
commission of an offense
ARSON - Is defined as the intentional or malicious
destruction of a property by fire. It is also defined
as the criminal burning of property.
ASSAULT – The term “assault” in Sec. 87 (b) (2),
Judiciary Act, on the original jurisdiction of
Municipal Courts, means physical injuries. It does
not refer to the crime of direct assault in Art. 148 of
the Revised Penal Code.
ATTEMPT – Intent is a quality of the mind and
implies a purpose only, while attempt implies an
effort to carry that purpose into execution.
AUTHORITY – A person or persons, or a body,
exercising power or command; for those upon
whom the people have conferred authority.
affected. Several case operations may fall under
one intelligence project.
COMMAND POST/HOLDING AREA - Area
where the responding agencies are conducting
case conferences, briefings and debriefings.
COMPLAINANT – A party or person who makes
a complaint or file a formal charge in the court of
law.
COORDINATION REPORT – A report which is
used as a means of formal coordination to be
made by the investigating agency with the police
unit or military unit having operational jurisdiction
over the place where a police case operation shall
be conducted.

CAUSE OF DEATH – A declaration of by what
means and by whom the declarant was injured is
within the purview of the term “the cause of the
declarant’s death” in a dying declaration
BAIL – The word “bail” as used in the prohibition
against excessive bail is inadequately translated
by the word “fianza,” as bail implies a particular
kind of bond that is to say, a bond given to secure
the personal liberty of one held in restraint upon a
criminal or quasi criminal charge.
CORPUS DELICTI – Latin for the “body of the
crime” It is the legal term used to
describe/physical/or material evidence that a crime
has been committed such as the corpse of a
murder victim or the cleaned of a torched building.
It is used to refer to the underlying principle that,
without evidence of a crime having been
committed, it would be unjust to convict someone.

CADAVER - A corpse or a dead body.

CADAVER TAG - An identification tag attached
to the cadaver containing tag number, name (if
identified), date/time & place of recovery,
date/time/type/place of incident, gender, other
pertinent information, and name of investigator.
The tag shall be made using suitable materials
which can be used of in all types of weather.

CAUSE OF ACTION – A cause of action is the

act or omission by which a party violates a right of
another (Sec 2, Rule 2 of the Rules of Court). The
term “cause of action” has two elements: 1) the
right of plaintiff, and 2) the violation of such right by
the Defendant.

CARNAPPING - The taking, with intent to gain,

of a motor vehicle belonging to another without the
latter’s consent, or by means of violence against or
intimidation of persons, or by using force upon
things.

CASE OFFICER – The person responsible for

and in charge of the investigation of a case.

CASE OPERATIONAL PLAN (COPLAN) – A

definite target-specific activity conducted in
relation to an intelligence project under which it is
 TECHNICAL REPORT WRITING FOR STUDENTS ■ Addresses, specific areas
OF CRIMINOLOGY ■ Place of the incident as well as where it
was reported, where about of exhibits and
POLICE REPORT other evidential items or materials
Is a chronological or step-by-step account of necessary to enrich the investigation and
an incident that transpired in a given time at a if possible, prosecution and gain
given place. conviction
As an account of an investigation, or an official WHEN
statement of facts ■ Time frame
KINDS OF POLICE REPORT ■ when did the incident happened or occur,
Situational Report when was it reported to the police
Intelligence Report HOW
Crime Report ■ How did it occur, circumstances
Administrative Report surrounding it occurrence, how did the
Investigative Report incident or the issue get to police
USES OF POLICE REPORT WHY
Prosecutorial purposes ■ the question of why enables the police
Public information officer to ascertain the reason behind the
Information exchange commission of the act.
They serve as records for police administrators HEADING
in planning, directing, and organizing the unit’s ■ Well capture topic indicating what is in the
duties report or what the report is about the
Reports can be used as legal documents in incident or the event.
the prosecution of criminals INTRODUCTION
Reports can be used by other agencies ■ Brief sentence or statement directing the
Reports can be useful to local media which attention of the reader. It normally the brief
need access to public documents fact of the report or the complaint as
Reports can be a basis for research received by the Police. It includes some of
To report upward and outward information the following:
concerning progress, future needs and plans and • name of complainant and addresses
decisions being made • name(s) of whoever accompanied the
To report upward for purposes of complainant or the reporter
administrative control • the nature of complaint
To inform downward (in the organization) • date of offense
• name of offender or suspect
concerning policies, programs, resources,
• place of offense
procedures and all other matters concerning work
• any injury or casualty
in the police organization
BODY
ESSENTIAL PARTS OF POLICE REPORT
■ Full details of police action and
■ WHO
■ WHAT investigation revelation which includes
■ WHERE the following:
■ WHY – It includes police response,
– Any medical form issued to an injured
■ WHEN
persons or victim if any.
■ HOW – observation at the scene.
■ Heading – Statement taken from all parties
■ Introduction including complainant, suspects, and
■ Body witnesses.
■ Summary of statement – Arrest
■ Conclusion – Result of investigation
■ Recommendation – Bail of suspect (police officer
WHO concerned or involved)
Name of the victims, suspects, witnesses SUMMARY OF STATEMENT
involve in the commission of the crime ■ It indicates the various Police action and
WHAT necessary movement to the crime scene,
■ Elements of crime hospital, search as well as other important
■ Details of incident revelations relating to the incidents. It
■ offense committed or incident, source of contains a lot of paragraphs with each
complaint, issue at stake paragraph exhausting one issue/action or
activity
WHERE
■ Exactly if known
CONCLUSION
■ Summary of Findings of the investigation
based on evidence which hinges on
senses.
■ State the offense committed with regard to
the relevant section of the applicable laws
or professional ethics or code of conduct.
RECOMMENDATION
■ Suggest ways to stop, reduce or improve
the occurrence of the offense/crime or
incident.
■ State the appropriate mode of trial if
necessary.
TIPS OF WRITING IN POLICE REPORT
■ Report should be efficient
■ Accurate and factual
■ Written in first person
■ Clear and concise
■ Complete and timely
Report should be efficient
■ Not Wrong...but needless
– Everything you just wrote should already be
recorded in the basic information
Accurate and factual
■ Get to the point
– You might think that completes the narrative. It
does pretty well describe what happened,
but it's not the end of your Investigation. As you
interview the victim, other information may come to
light which was not immediately apparent. The
victim may have observed the suspect (s) in the
past at another.
Clear and concise
■ Over time you should create your own
format for your narratives. Make sure you
create it considering the fact that other
people are reading your reports.
■ The information should flow smoothly
Complete and timely
■ If you're writing your field reports by hand,
neatness does count. Even beautiful
handwriting can be difficult to
read. Most peoples’ handwriting is just
plain terrible. Learn to print -- preferably in
upper case. Your written reports, no matter
what the process used, is a measure by
which others will view your knowledge and
competence.
Written in first person
■ The author of a report should also consider
that his (written) work is reflective of his
personality
SAMPLES OF POLICE REPORT
INVESTIGATIVE REPORT
■ Is the complete when it answers the six
interrogatives of police report writing – the
5Ws and 1H.
■ It also provides in brief, the sworn
statements executed by the individuals
having an interest in the case being
investigated.
■ Considered internal communication, and it
should be addressed to the chief or head of
a police unit and must be signed by officer-
on-case, and noted by the chief of the
investigation section
Parts of an Investigative Report
■ AUTHORITY
■ MATTERS INVESTIGATED
■ FACTS OF THE CASE
■ DISCUSSION
■ CONCLUSIONS
■ RECOMMENDATIONS
AUTHORITY
■ This section contains a brief statement of
when, where and by whom the
investigation was made. It should be also
cite the authority for making it.
■ If the investigation is made on the basis of
oral orders, this fact should be stated,
naming the individual issuing the order and
the date.
■ If it is made pursuant to written orders,
specific reference to the document, stating
the date and the original directing authority,
whether local or higher police offices, is
necessary.
MATTERS INVESTIGATED
■ This section of the report states the mission
of the investigator. In essence, it answers
the question, “what is the investigation
about?” Most of these are written
complaints or reports alleging that some
persons have committed a crime of
impropriety, or that the writer has been
unjustly treated
■ If the allegations are too long, a synopsis
be made, and the appropriate references
made to the copies of the papers in the
appendix upon which the investigation is
based.
FACTS OF THE CASE
■ This portion presents the facts
regarding the matter being
investigated. “Completeness” and
“clarity” are particularly necessary in
this section. It should be a coherent
presentation of all pertinent facts which
shall be free of bias and should be fully
supported by evidence.
DISCUSSION
■ This section should indicate the
presumption and inference from all the
circumstances of the case to give the
directing officer the clearest possible
picture. It should contain such related
factual matters as may be necessary, in
addition to the facts presented, to establish
the conclusions and recommendations
CONCLUSION
■ This contains the summary of the results of
the investigation as supported by facts. It
should contain no item not supported by
facts. The facts are usually stated in the
order suggested by the statement of the
allegations or facts.
RECOMMENDATION
■ This contains the practical suggestions for
appropriate action to be taken to suitably
dispose of the case. It should follow, as far
as practicable, the same sequence as that
used in the presentation of the conclusions.
CONFIDENTIAL
Republic of the Philippines
National Police Commission
PHILIPPINE NATIONAL POLICE
SAN FERNANDO CITY POLICE STATION
San Fernando City, Pampanga
Annexes:
“A” - Complaint Sheet
“B”- Authority to Investigate
“C”- Sworn Statement of Witness 1 “D”-
Sworn Statement of Witness 2 “E” - Sworn
Statement of Suspect “F” - Arrest Booking
Sheet
“G”- Laboratory Report “H”- Photographs
“I” - Other Documentary Evidence
Republic of the Philippines
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
LABO MUNICIPAL POLICE STATION
Labo, Camarines Norte
July 17, 2009
The Provincial Prosecutor Provincial
Prosecution Office Daet, Camarines Norte

SFCPS-IN Sir/Madam:
MEMORANDUM I have the honor to refer to your office
for appropriate action and inquest a case for
FOR : Chief of Police, SFCPS the crime of “Violation of PD 1866 as
FROM : Investigation Section, SFCPS amended by Republic Act 8294” against the
SUBJECT : INVESTIGATION REPORT persons listed below.
RE HOMICIDE TRANSPIRED
AT DOLORES THIS MPLTY Suspects:
DATE : January 05, 2012 1. RUEL FEROL Y EQUIZA, 25 years old,
I. AUTHORITY married and a resident of Phase 10A,
1. Package, Blk 18, Lot 19, Brgy Bagong
2. Silang, Caloocan City/Brgy San
II. MATTERS INVESTIGATED: Antonio, Barcelona, Sorsogon.
3. 2. WILLIE CASTILAR JR Y ARUGAY, 27-
4. year-old, married and a resident of
III. FACTS OF THE CASE: 6468 Atis St, Area D Camarin,
5. Caloocan City/Sitio Palali, Brgy
6. Exciban, Labo, Camarines Norte.
7.
IV. DISCUSSION Victim/Complainant:
8.
9. 1. SPO4 EMIR JOSEPH BADONG
10. VALEROS, LABO MPS- Labo, Camarines
V. CONCLUSIONS Norte
11.
12. Evidence:
VI. RECOMMENDATIONS 1. S/S of the above-named witness
13. 2. One (1) Caliber .38, Armscor, tampered
14. serial number 791777, loaded with six
Idiot G. Dizon (6) live ammunitions with evidence tape
PO3 PNP containing complete data and initial of
Officer-on-case the investigator and ammunition with
NOTED BY: “WAC” black pentel pen markings.
EFRENILO F. RESTUA 3. One (1) Caliber .38, without trademark
Police Inspector Chief, Investigation Section and serial number, loaded with six (6)
 live ammunition with evidence tape
containing complete data and initial of
the investigator and ammunition with
“REF” black pentel pen markings.
4. and others
FACTS OF THE CASE:
“That on or about 8:30 in the evening of
July 16, 2009 at Brgy Talobatib, the above
named accused while riding in tandem in a
Red Lifan motorcycle with plate number 2710
PM were accosted by the elements of Labo
MPS led by PSUPT ENRICO FILLE AMOR,
OIC, that matched up with the text message
received by this station earlier that the same
motorcycle was used as the gate away vehicle
of the perpetrators in the Robbery Holdup
incident that transpired at Brgy Bagong
Silang 1, during the search/check, one of the
suspects, Willie Castilar Jr Arugay was caught
while in possession and control of one (1)
Caliber .38 revolver, trademark Armscor with
tampered serial number 797977 and
six (6) live ammunitions while the other
suspect identified as Ruel Ferol y Equiza was
caught in possession and control of one (1)
Caliber .38 revolver, without trademark and
serial number and loaded with six (6) live
ammunitions same without legal documents or
license to possessed the said firearms which
is a violation of PD 1866 as amended by RA
8294.”
SPO4 EMIRJOSPEH BADONG
VALEROS,
Investigator will represent this case.
Very Truly Yours,
SPO4 EMIR JOSEPH BADONG VALEROS
Senior Police Officers 4 Chief Investigator
October 6, 2022
Reviewer in
TECHNICAL REPORT WRITING
---------------------------- oOo --------------------
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INTRODUCTION
Like any other writings, ITRW
(Investigative Technical Report Writing) is a means
of conveying idea(s) or information from the writer
(author) to the reader(s). Public Safety Offices
(such as PNP, BFP and BJMP) adopted a system
of written communication that is easy to
comprehend and understand.
Report writing includes but not limited to
the preparation of investigation report,
memorandum, letters, office orders or any form of
written communication, either in the plain or coded
languages. It is the medium through which the
communicator expresses his/her ideas.
Investigative Report Writing is most widely used in
the uniformed bureaus of the Department of the
Interior and Local Government, such as the
Philippine National Police, the Bureau of Fire
Protection, the Bureau of Jail Management and
Penology and the Philippine Public Safety College.
Written Reports serve as the mirror of an
office because papers speak well of the
accomplishments of said office. Written
documents sent out or filed in the office be framed
to accurately depict the actual situation or
scenario. They must be written briefly avoiding
phrases that does not add meaning in the report.
They must be in a manner that could be easily
understood by the readers and with direct
emphasis with the idea being presented.
Writing a Police Report (usually referred to
communications used in Public Safety Offices), the
officer making the communication must have
knowledge in grammar, investigation and law.
These are basic principles that one must have for
the report to become functional.
CONCEPT
The concept of the Investigative Report
Writing is to establish a language that could be
adopted to reach the levels of the formal and the
informal dictions. Formal diction is the language
of the scholars, intellectuals, poets, doctorals and
even politicians. This includes the use of
vocabularies that have deep meanings, high-level
phrases, or words and/or use of technical terms.
On the other hand, informal diction is the
fashionable, colloquial, and/or disrespectful
informality use of slang and jargon.
What is writing?Writing is the process of defining
what we mean to say accurately and without
ambiguity.
The Five (5) W’s in Writing:
1. Who
2. What
 3. Why the English rules, hence resulting to
4. Where uncertainty and losing direction in the process.
5. When
What is Report? A report is designed to fulfill a Example:
need to tell and need to know by communicating a WRONG: In school, his grades were barely
set of ideas from a writer’s mind to a reader’s mind. sufficient.
CORRECT: In school, his grades were
What is Police Report? Police Report is a average.
chronological or step by step account of an 3. Avoid illiteracy–
incident that transpired at a particular place and This refers to the wrong use of English words.
time Unaware writers sometimes mistake “advise”
from “advice”. The first is a verb and the
CHARACTERISTICS OF POLICE REPORT second is a noun. The use of “there” and
“their”, the first refers to a place and the
• Clarity second is a possessive pronoun.
• Accuracy The indefinite article “a” is used with words
• Brevity beginning with sounded “h” like “a holy day”
• Specificity ,“ a house ” and “u” pronounced as letter “y”
such as “a union” , “a university” ; and “an”
A. CLARITY - is the comprehensibility of the idea. to be used before silent “h” like “an honor”
The writer must consider that the reader does ,“an honest” and in “u” being pronounced as
not have enough time to look for the meaning “Uh”. “A” is generally used for words
of the words or phrases he used in the beginning with consonants and “an” is for
communication. The writer has an obligation to words beginning with vowels.
service his reader by letting him easily COMMON USAGE PROBLEMS
understand what he wanted to convey. AFFECT and EFFECT
Rules to observe in Clarity: Guideline. Use affect (a VERB) when
1. Avoid impressive expressions– expressing the action that means “to influence” or
The use of “big words”, “bombastic”, “have an impact upon”. Don’t confuse it with either
“highbrow”, “gobbledygook”, and the NOUN form of effect, which means “result”, or
“euphemistic” words should be avoided in the with the VERB form of effect, which means to
correspondence. “produce a result”.
Compare the following BIG WORDS with their AMONG and BETWEEN
respective SIMPLE counterparts: Guideline. Use between when you are
drawing a connection involving only two persons or
BIG WORDS SIMPLE things. Use among when three or more persons or
things are involved.
Magnitude size CAN and MAY
Maximize develop fully Guideline. Use can when you mean the
Accumulate gather ability to do something. Use may when you are
Acquaint tell seeking permission or using the word as a
Approximate about synonym for might.
Correlate match GOOD and WELL
Inadvertency mistake Guideline. Use good when the sentence
Liquidate pay calls for an ADJECTIVE (especially after the
Promulgate issue linking verb feel). Use well when the sentence
Terminate end calls for an ADVERB, but with one key exception:
Remuneration pay when you are describing the state of someone’s
Modification change health.
Commence begin FAMOUS and INFAMOUS
Guideline. Use famous to describe
2. Avoid unwitting language transfer – anybody who has achieved wide renown. Use
infamous to describe famous people with
Clarity is understanding the idea to be notorious reputations.
expressed and conveying it through the level ALL TOGETHER and ALTOGETHER
that could easily be understood. In some Guideline. Use altogether when you
cases, trying to know what to say, some writers mean “entirely” or “all told”. Use all together when
try to substitute literally local dialect into you mean “assembled” or “all in a group”.
English language. Unconsciously, his written
communication becomes literally deviated from
BRING and TAKE
Guideline. Use brings when the act of
carrying, or escorting is directed toward the
speaker or to a place normally identified with the
speaker. Use takes when the act of carrying is
moving away from the speaker.
i. e. and e. g.
Guideline. Use i.e. [(id est) that is or that is
to say] when the writer cites the related ideas to
the one discussed in the sentence. Use e.g.
[(exempli gratia) for example] when the writer gives
models of the idea or topic discussed.
B. ACCURACY - use of words for a particular
purpose. Choose the words exactly or are
suited for your idea and circumstance. Let your
readers or listeners feel and experience what
you are trying to convey or what you are trying
to express.
When you are referring to an act, which is
a violation to the Revised Penal Code, and the
act or omission is serious, it is a “crime”.
When it is a violation or breach of Special Laws
then you call the same action an “offense”
when you seem to judge it less seriously. When
you want the readers appreciate it as against
the teaching of the church or religion, then it is
referred to as “sin” and “misdemeanor” if it
is a violation of an ordinance. When you are
referring to behavior, which degrades or
corrupts the person involved and it becomes
habitual, you label it as “vice”.
When reporting an accident “the speeding
ten-wheeler truck run-over the man”, the
writer must not mistake the context as “the
man run-over the speeding ten-wheeler
truck”.5
C. BREVITY- is the conciseness of the
communication. Reader’s tire of wading
through a stream of verbiage in search for the
nuggets of sense. Avoid padded phrases.
Outright redundancy duplicates words that
exactly the same.
Take note of the following sentences:
1. This common misconception is completely
wrong.”
(Better is: This is a common
misconception.)
2. “Another aspect that needs to be
considered is the civilian relations angle.”
(Better is: We should also consider the
civilian relations angle.)
Avoid redundancy:
Brevity or conciseness means saying much
in a fewer word. Notice the following wordy
expressions changed to shorter
interpretations:
• Each and every one protest against
• Completely eliminated qualified expert
Controversial issue razed to the ground
• Definite decisions reason why
• Future plans strangled to death
• General consensus totally destroyed Joined
together true facts
• New recruit genuine original
• Past experience whether or not
Brevity or conciseness means saying much in
a fewer word. Notice the following wordy
expressions changed to shorter interpretations:
WORDY BRIEF
At a point of time when when
At this present writing now
Due to the fact that because
In compliance with your request as requested
In a number of cases some cases
In the event that if
In the majority of circumstances usually
In this time and age today
In view of the fact that as
On the part of for
In the vicinity of near
D. SPECIFICITY - When we write about concrete
examples or situations that bring ideas to life,
we need specific words that bring the reader
closer to firsthand experience. Words that
remain too general keep people and events
colorless and anonymous.8
Observe the following sentences:
In describing persons, give description on how
he/she look like. Describing things. Describing
Places
To help you determine the specific word or
expression to be used in your sentence,
observe and follow the “abstract ladder” Ms.
Hurboda in her book-Police, Fire. Jail
Correspondence
REPORT WRITING
Documenting an activity, results of
undertakings, ideas and related matters are done
in writings. Most agencies require the so-called
“black and white” communications rather than
verbal. In the Public Safety Offices, they follow
certain forms of communications which varies
according to its purpose, such as civilian letter,
memorandum, office order, special order,
investigation report, etc…
SPOT REPORT – is one done after an important
incident took place in a certain area at a particular
date and time.
POLICE REPORT – is the chronological or step-
by-step narration of incident that took place at a
given time and place.
INVESTIGATION REPORT – is an arrangement of
the materials, which follows a certain pattern to
make the report easy to read and understand. It is
the detailed account or narration of the events and
circumstances after an investigation of a particular
case is completed.
CIVILIAN LETTER – is the basic of all types of
communication. It is used when communicating
with civilian officials, offices and/or private Internet citations:
individuals or companies. As technology develops, more research is
MEMORANDUM – maybe of general application conducted using electronic sources, like the
requiring compliance by, or information of a internet services. Information taken from the
majority or all of the Officers and personnel of an internet must also be cited to acknowledge its
organization. They may also be of limited source.
application, such as those directed to, or requiring Example:
performance of an action by an individual or group http://www.friendster.com
of individuals within a particular unit, section, http://www.englishgrammar.edu.com
directorate, service, region, province or station.
OFFICE ORDER – are issuances for the regulation SUMMARY
of administrative matters in the General The reputation of an office is partly shaped
Headquarters, Regional, Provincial and Municipal with the style communications (especially, written)
Offices. Purely internal. Office orders contain sent out to other agencies or clientele. An accurate
administrative instructions, which are regulatory in report develops trust and confidence; a clear and
nature, mandatory in character, and requiring brief one makes the reader enthusiastic and a
personal conduct and other related matters. complete report gains respect.
COMPLAINT – is a sworn written statement
charging a person with an offense, subscribed by
the offended party, any peace officer or other
public officer charged with the law violated.
INFORMATION – is an accusation in writing
charging a person with an offense subscribed by
the fiscal (or prosecutor) and filed with the court.
CITATIONS – It provides the information
necessary for the reader to locate the reference
(e.g., specific statute, court opinion, law review,
encyclopedia, and others), thus allowing the
reader to check the content of the reference.
Citations are usually required in cases of Office
Legal Memorandum, Court Briefs, and Scholarly
Writings such as Law Review, Journals, Term
Paper, Thesis, etc.
Short Citation
Id as short citation. It means “the same”
and is used in the same way as “ ibid ” . Use id, not
ibid, in legal writing. Id is italized or underlined.
When it is underlined, the period is also underlined
(id.). Id is used in court documents and legal
memorandums when you are referring the reader
to the immediately preceding citation. In other
words, you must be referring to the same citation
as the last citation presented
“Discount bond. A bond sold for less than
face or maturity value. No interest is paid annually,
but all interest accrues to the maturity date when
is paid.”1
“Discount period. The period during which
the discount stated in an invoice can be claimed.”2
Books (full citation)
• Volume number (if any)
• Full name of author (or editor when name
is given)
• Full name of publication as it appears
onthe title page, in italics or underlined
• Number of the section or page you are
referring
• Editor when there is an editor, edition or
series, publisher
• Year of publication