A technical report is a description of facts surrounding a crime or incident written by a law

enforcement officer who is deployed to the crime scene. A well-written report can play a big
role in solving a case or winning a lawsuit, so it is important to make sure that the technical
report is detailed, factual and easy to read.

The first rule of thumb in technical report is sticking to basics and keeping it simple. In
commencing a technical report, just sit down and start writing what happened in chronological
order. The first line is almost always the same. But most importantly, the reader must totally
understand what is going on at this point in time.

What is Technical Report?

A technical report is a story of action performed by men. The technical report, is a

chronological or step-by-step account of an incident that transpired at a given time, date, and
place. It is also defined as an account of some subjects specially investigated or an official
statement of facts and circumstances as regard commission of a crime or violation of special
laws.

A technical report results from the facts and circumstances that the criminal investigator has
gathered from people of different walks of life, and varied sources of information, and needs
them for immediate or future use. In any event, technical reporting has become one of the most
important and significant processes in the contemporary law enforcement administration and
operations.

Narrative in Technical Report

Among the techniques in composition writing, narration is effective in technical report. This is
because narration concerns events, action, and with life in action. An action takes place in
time. There is a chronological movement from the beginning to the end. This means that the
technical report begins when something happens; it ends when something has finished
happening.

The following are the basic format in a narrative technical report:

(a) begin with a one-sentence synopsis, (b) provide a summary of the crime, (b) explain what
happened in chronological order, (c) witnesses may be identified, and important details from
their interviews may be included, (d) use correct spelling, punctuation, and grammar, and (e)
consider the audience.

The narrative of technical report must address three concerns, as follows: the investigation, the
action taken as a result, and the status of
the case.
1. Investigation. The purpose of an investigation is to determine the facts of an event of interest
to law enforcement, in other words, what happened? The report must answer the 5Ws and 1H
to the greatest extent possible.

2. Action Taken. The remainder of the technical report should describe the efforts of the
investigator to solve the case or take appropriate law enforcement action. It is essential for
future reference that the record reflect what actions were taken, who was interviewed, what
was learned, what evidence was collected and by whom, where it was stored, and what if any
conclusions were drawn. If anyone was arrested or charged, the report must indicate their
identity, the nature of the charges, the arresting officer, and the custody of the suspect.

3. Status of the Case. The status of the case is determined by the investigator and approved by
the immediate supervisor according to criteria stated in a spot report. Any changes in case
status will be reported in the progress report.

Tone of Technical Report

Writing a technical report is most effective when there is an objective tone in order to achieve
detachment. The use of "y" or the • the "ME" Or the "MY," makes technical report writing
subjective and opinionated. Administrative decisions cannot effectively be based on subjective
opinions. The difference between these two important ideas is the difference between fact and
opinion.

Therefore, a technical report must be objective. That means recording only what the law
enforcement officer sees, hears, touches, or smells, not what he or she thinks. Objectivity
showcases professionalism. It makes the law enforcement officer credible in court. Hence, the
technical report writer must be careful also not to make judgments about a victim's, witnesses'
or suspect's statements.

Moreover, objectivity should not focus on objectivity of result but on objectivity of method.
However, in discussing objectivity of method, it means that the law enforcement officer
writing the technical report must be open-minded in searching for the truth. Generally, it is best
if the technical report writer will let the evidence speak for itself.

Criteria in Technical Report

In the preparation of a narrative report for significant events or incidents, subordinate police
office or law enforcement agencies must observe the following criteria in technical report
writing and submitting it to intermediate and higher law enforcement agency, as follows:

1. Clarity. Good English is relative. It can be right for one reader, wrong for another. In other
words, this is situational. Zeroing in on police report, the writer must consider that the reader
has no time to dilly-dally because he or she is always in a hurry to get things done. He or she
has no time to be looking into the meaning of difficult words used by an inconsiderate writer.

A technical report writer, therefore, is duty bound to service his readers by letting them
understand easily what he is trying to get across. Rules in observing the clarity of technical
report: (a) avoid impressive expressions; (b) avoid ideas of writing language transfer; and (c)
avoid illiteracy.

2. Accuracy. The technical report must conform to the established standards for syntax, format
and written composition. The data must be precise and the information must be factual; hence,
assumptions or opinions must be avoided. Accuracy and precision are key qualities of
professional writing, especially for technical report writers. In fact, the term "technical" in
technical writing often means technically precise, accurate, and correct.

Accuracy is a related concept, but it should not be confused. Accuracy refers to the truthfulness
or veracity of a given statement. The terms or words used must reflect constancy throughout
the report. Use the word that serves your purpose. What exactly does technical report writer's
mean? Make the readers see and feel what the writer wants them to see and feel.

3. Brevity. Wordy and lengthy sentences tend to make the idea vague. The technical report
must be easily understood. Hence, the use of short, simple sentences, and common words are
enjoined. Verbose or repetitive writing style compromises the substance of the technical report.
A technical report should provide information. It should not be written to impress. Brevity may
not always be the soul of wit, but certainly long-windedness is its enemy.

Readers are tired of wading through a stream of verbiage in search for few nuggets of sense.
Avoid padded phrases. Outright redundancy duplicates words that say exactly the same. If the
repetition is not aimed at intentional emphasis, it should not be encouraged. Wordiness should
be avoided. Brevity or conciseness means saying much in fewer words. Technical report
authorities believe that good writers impress their readers with ideas, not words.

4. Specificity. When writing about the concrete examples or situations that bring ideas to life,
the technical report writer needs specific words that bring the reader close to first-hand
experience.

Words that remain too general keep an event colorless and anonymous. Therefore, to be
specific in the technical report, generalities must be avoided.

A good descriptive narration gives life to the written word through particular terms that project
hues, movements, quantity and shapes. This is due to the fact that when the narrative portion of
the technical report is not specific, it may distort the information, and the possibility of the
dismissal of the case in court on the basis of technicality.

5. Completeness. In any incident report, the essential elements of information must be

complete. The 5Ws and 1H should be the basic guide in writing a technical report. Intentional
or unintentional omission of data may leave the reader asking more questions. It must be
avoided.

To ensure completeness of the technical report, as much as possible it must also answer the
related questions of the six interrogatives of investigative reporting. It is also a must to the
technical report writer to follow the basic rules in answering these questions.

6. Timeliness. A report rendered after a considerable lapse of time is useless and it defeats the
purpose of submitting a technical report.
Belated accounts of events are histories that are apt for future use, not immediate. The
technical report must be completed in a timely manner.
It must be completed as much as possible after the conduct of the investigation.

However, at present time, the most prevalent concern is the timeliness of the submission of the
technical report. The specific criteria of good technical report are very much affected by the
fact that there are some law enforcement officers who are not effective in technical report
writing.

7. Security. All significant technical reports are considered classified; hence, transmission,
handling, disposition, and access to these technical reports should be limited only to law
enforcement officers who are granted the same or higher security clearance as the technical
report. The security classifications of classified documents are as follows: top secret, secret,
confidential and restricted.

Accordingly, it is also imperative to place the necessary markings to emphasize the document
classification of the technical report.
Likewise, it is prohibited to divulge the contents of the same to anybody, except when
regulations permit it, and the approval of appropriate law enforcement authorities was sought
before-hand.

8. Impartiality. The reporting unit must know what the receiving unit needs to know. Important
data must not be omitted or added to conceal responsibilities, to impute liabilities, or to favor
parties. Embellishments, by inducing incredible information for purposes of making the report
impressive, must likewise be avoided.

Impartiality, also called evenhandedness or fair-mindedness, is a criteria of good technical

report in accordance with the principle that the facts presented by the law enforcement officer
in his or her technical report should be based on objective criteria, rather than on the basis of
bias, prejudice or benefiting one person over another for improper reasons.
5Ws and 1H of Technical Report

The technical report writer needs not be a literary genius to write a good technical report. If the
technical report writer obtains the six-interrogatives, as follows: WHO, WHAT, WHERE,
WHEN, WHY and HOW, his or her report will be complete even though it might not be a
literary masterpiece. The 5Ws and 1H can be useful guide to technical report writers,
especially the beginners. The following is a list of the variations that can be derived from the
above.

1. Who. This question considers the following factors:

a. Complete and correct name. Wrong name results in failure to locate a witness or apprehend a
suspect. The spelling should be correct; name, including middle name must be exact.

b. Exact home address, be it residence or a hotel, and telephone address

C. Related questions under "who" may include the following: who was the victim, who was the
complainant, who discovered the crime, who saw or heard anything of importance, who had a
motive for committing the crime, who committed the crime, who helped him, who was talked
to, who had access to the means for committing the crime, who worked on the case, who had
access to the crime scene, who searched for, identified and gathered the evidence, to whom
was the evidence turned over, with whom did the victim associate, with whom did the suspect
associate, with whom was the victim last seen, with whom did the witnesses associate, and
with whom did the suspect commit the crime?

2. What. This question considers the following factors:

a. What type of property was stolen, lost or found? What items related to the crime were found
at the crime scene? What descriptions of all the property stolen, lost, or found? An accurate
description of all such property should be entered in the notes.

b. What type of property was attacked, for example, building, residence, alley, vacant lot, and
so on and so forth.

c. What offense was committed, for example, murder, homicide, rape, physical injuries,
robbery, theft, and violation of special laws.

d. What type of evidence was found or recovered?

e. Related questions under "what" may include the following. what was the crime committed,
what are the elements of crime, what actions were performed by the suspect, before and after
the crime, what actually happened, what does the witness know about, what evidence was
obtained, what was done with the evidence, what tools were used, what action did the officers
take, what further action should be taken, what knowledge, skill or strength were needed to
commit the crime, what other agencies were or need to be notified, which witnesses were not
contacted, what time was the crime committed, what time was it reported, what time did the
officers and the investigators arrive, what time were the witnesses contacted, what type of
transportation was used, what was the motive for the crime, or suspected motive, what
weapons were used, and what other crimes could be associated with this one?

3. Where. This question considers the following factors:

In
a. This question is concerned with the geographical location of the crime scene, property or
evidence or even the whereabouts wherein the suspects can be found.

b. Related questions under "where" may include the following: where was the crime
committed, where was the crime discovered, where was the entry made, where was the exit
made, where were the tools obtained that were used in the crime, where was the victim found,
where was the suspect seen during the crime, where was the suspect last seen, where were the
witnesses during the crime, where did the suspect live; and where does he now live, where did
and does he now hang out, where is the suspect now, where would the suspect likely to go,
where was the evidence marked, where was the evidence found, where was the evidence
stored, and where was the perpetrator when he "cased" the criminal offense or illegal activities.

4. When. This question considers the following factors:

a. This question includes the date and the time when the offense was committed, property
found, suspect apprehended, and the victims and witnesses contacted, and other related issues.

b. Related questions under "when" may include the following: when was the crime or offense
committed, when was it discovered, when were the law enforcement authorities notified, when
did they arrive at the crime scene, when was the victim last seen, when did the law
enforcement officer arrive, when was any arrest made, when will a complaint be signed, when
did the witness hear anything unusual, and when did the suspect "case" the job?

5. Why. This question considers the following factors:

a. Under this heading is listed the object of desire which motivated the offense.

b. In crime against person, the object of the attack might be revenge, ransom, or sexual
pleasure.

c. In crime against property, the reason may be to acquire money and property.

d. Relative questions under "why" may include the following: why was the crime committed,
why were certain tools used, why was the crime reported, why was the crime reported late,
why were the witnesses reluctant to give information, why is the suspect lying, why did the
perpetrators pick the particular time to commit the crime, why did the perpetrator pick the
particular place to commit the crime, and why did the perpetrator pick the particular day to
commit the crime?

6. How. This question considers the following factors:

a. This question refers to the general manner in which the crime was committed.

b. Related questions under "how," may include the following: how was the crime committed,
how did the criminal get to the scene, how did the criminal leave the scene, how did the
perpetrator obtain the information necessary to commit the crime, how was the crime
discovered, how were the tools for the job obtained, how were the tools or weapons used, how
was the crime reported, how was the arrest made, how much damage was done, how much
property or money was taken, how much did the victim claim was taken, and how much known
information is being withheld?

Considerations in 5Ws and 1H

Generally, the "who," "when," and "where" will appear at the beginning of the technical report.
The reader needs to know the persons involved, the date and time the incident happened, and
the location in which it took place. "What" happened is usually unfolded throughout the report.
The "how" is closely related to the "what." The "why" belongs before or after the "what,"
depends on the situation.

The 5Ws and 1H are questions whose answers are considered basic in information-gathering.
They are often mentioned in technical report writing. They constitute a formula for getting the
complete story on a subject. Each question should have a factual answer, that is, facts
necessary to include for a report to be considered complete.

These six questions cover the essentials of many typical technical reports. A technical report is
written because a crime is committed, and investigation of it is made. If the writer has failed to
ask important questions during the investigation in his or her field note or tickler, then he or
she is in for an incomplete technical report, which is understandably unreliable.

Classifications of Technical Report

The classifications of technical report are as follows:

1. Informal Report. It is usually a letter or memorandum, or any of one of the many prescribed
or used in day-to-day law enforcement operations. It customarily carries three items besides the
text proper, to wit: date submitted, subject, and person or persons to whom the report is
submitted. It may however, contain many items of administrative importance along with the
subject matter of the text. Actually, most technical reports may be placed in this category.

2. Formal Report. A formal report suggests the full-dress treatment, including cover, title page,
letter of transmittal, summary sheet, text, appendices, and perhaps an index and bibliography.
It is a technical report that discusses a certain subject or a problem and is written for a specific
audience. Such classification of technical report has a special format, which varies in different
law enforcement agencies, and government entities.

Technical Report as to Purpose

Technical report, according to purpose, is classified as follows.

1. Performance Report. This contains information as to the status of an activities, operations,

programs, projects, and activities of law enforcement agency.

2. Fact-Finding Report.
This involves the gathering and
presentation of data in logical order, without attempt to draw conclusions.

3. Technical Report. This presents data on a specialized subject within the law enforcement
agency, and the format may vary, and depending on the nature of law enforcement work of the
agency.

4. Problem-Determining Report. This attempts to find out the causes underlying a problem, or
to find out whether, or not a problem really exists.

5. Problem-Solution Report. This analyzes the thought process that lies behind the solution of a
particular problem. It may include all of the elements found in the other types of reports,
including presentation of data collected, discussion of possible solutions to the problem, and an
identification of the best solution.

Categories of Technical Report

The categories of technical report are as follows:

1. Operational Report. This includes those relating to the reporting of crime incidents,
investigations, arrests, identification of persons, and mass miscellaneous reports necessary to
the conduct of routine investigation. operations, such as the law enforcement, traffic and
criminal

2. Internal Report. This relates to the reporting necessary to the management of the law
enforcement agency, and which thus, includes financial reports, personnel reports, purchase
reports, equipment reports, property maintenance reports, and general correspondence.
3. Technical Report. This presents data on any specialized subject, but usually related to
completed staff work, and adds to the specific knowledge necessary to proper functioning of
law enforcement management, specifically in directing and controlling human and material
resources.

4. Summary of Information. This furnishes information or intelligence necessary to the

solution of crime, accident, and administrative problems. In addition, technical reports in this
category are in recognition of the importance of public attitude toward law enforcement
operations, and serve the useful purpose of keeping local executives and the general public
informed as to the problems, progress, and needs of the law enforcement agency.

Types of Technical Report

The types of technical report are as follows:

1. Spot Report. A spot report is what is done after an important incident took place in a certain
area at a given time and date. Verbal or written, it must be acted immediately or acted upon
within twenty-four hours. The idea is to inform an immediate chief. A practice which is a
standing procedure, considering the fact that whatever happens in the area is a command
responsibility, or that one from a higher law enforcement agency must be informed regarding
the details relative to a particular occurrence.

A spot report may use a radiographic message form, especially if the reporting unit is far from
the addressee or receiving higher law enforcement agency. When using a radiographic message
form, the following must be indicated or enfaced on the spot reports, as follows: office origin,
addressee, cite numbers, the precedence action, the precedence info, date-time group, the text
answering the 5Ws and 1H which are all written in capital letters, and others.

2. Special Report. A special report is done either because one feels he or she has some
reporting to do, or a lower law enforcement agency is obligated based on the directive or an
instruction from the higher law enforcement agency. In other words, a higher echelon requires
a enbordence ne to report on a particular incident, project program or activities, an estimate of
a situation, or any other similar activity.

Formalizing a special report from a lower law enforcement agency to a higher law enforcement
agency has been done by men in uniform.
It follows a memorandum form of correspondence, wherein security classification, heading,
reference file, office origin, sender, addressee, the subject or title of the report, date of the
preparation of the report, body of the report, and signature of the head of office must be
included.

Special report must have the following paragraph contents: (a) problem, what is the report all
about? Why is this written in the first place? This problem portion is reflected in the first
paragraph, sometimes continued to the next; (b) rationale, this refers to the specifications
related to the problem, and (c) action, the last paragraph has this, usually, and what action must
the receiver or the reader does in the report.

3. Progress Report. A progress report has a follow-up effect. Is this a follow-up of initial report
previously sent? Or is this a follow-up of an investigation made or submitted ahead? Or is this
a follow-up of a project or a program? A progress report can simply be an accomplishment
report which may be analytical in approach and comparatively longer.

This may be in a memorandum form or in a radiographic message form, having these

important highlights: (a) why it is being made; (b) purpose and scope; and (c) sources of
information. If it is written in a memorandum form, it must contain the following: authority,
details, and recommendations, or if written in radiographic message form, the format of the
spot report shall be adopted.

4. Investigation Report. In a criminal investigation unit, the arrangement of the material

presented in an investigation reports follows a certain pattern. The idea is for the report to be
read easily.
The form is similar to the memorandum form of correspondence, except that the text or body
of the report is guided with the following parts, that is, authority, matters investigated, facts of
the case, discussion, conclusions, and recommendations.

If a part is not important because it is absorbed in another part, such can be excluded. Parts are
capitalized, and followed by a colon. All the paragraphs composing the text of the report are
numbered consecutively in Arabic numerals. The investigator and the investigating officer
must sign the report. On top of the letterhead, and lower fold of the paper, the word
"confidential" is typed or stamped.

5. Beat Inspection Report or After Patrol Report. The beat inspection report is one of the
widely-practiced written communication. It is routinely, as it is submitted daily by the duty
beat supervisor. This differs from after patrol report in term of movement. Those on beat
inspection do their routine check on foot; and those on patrol, check their assigned sectors by
using official police vehicles.

As to form, the beat inspection report and after patrol report use a memorandum format. Beat
inspection report and after patrol report are submitted daily by the beat patrol supervisors, each
one presumed to observe an eight-hour tour of duty with his members.

6. Situation Report. The situation report is similar to other technical report. Both are submitted
every eight hours. However, while other technical report is done on a regular basis daily,
SITREP is done on a need basis only.

7. Formal Report. Essentially, a formal report is a presentation of facts or ideas. Sometimes,

this written work is lengthy. A long, formal report usually contains the following basic parts:
introduction, summary, body, conclusions, and recommendations. Sometimes, the subject
matter of the report may not require a conclusion because the report may just be a fact-finding
one.

If conclusions and recommendations are not asked for, the police officer must use his best
judgment. All in all, a complete formal report must consist of the following parts: cover, title
page, transmittal letter, and table of contents, introduction or preface, summary, body of the
report, conclusions, recommendations, and annexes.

Tips in Writing Technical Report

To identify the type of technical report, obviously is the first step of the technical report
writing process. The technical report writer must be able to identify the type of technical report
he or she is writing. This will be dictated by the police office or law enforcement agency, the
technical report will be addressed to, and the information that will be conveyed through the
technical report.

Opening the technical report in the correct manner is of utmost importance. Informal report can
be addressed to the person's name or any informal greeting as the writer wishes. Even when
closing the letter, it must be kept in mind what type of technical report is being written. Formal
report ends with the word respectfully, and it is impersonal, whereas informal technical report
may end with a more personal touch.

Once the technical report writer starts writing the technical report, make sure to get to the point
as soon as possible. Especially in formal technical report, it is important to immediately make
clear the purpose of the technical report. The technical report is always supposed to be polite
and considerate. Even if it is a formal or informal, the point must be made in a careful and
courteous manner. So, it is necessary to use polite expressions and civil language in all types of
technical reports.

Moreover, a well written technical report gives a thorough account of what happened and
sticks to the facts and circumstances relative to the incident occurred or crime investigated. If a
law enforcement officer will be trying to write a technical report, or is curious about how the
police office or law enforcement agency put together their technical reports, learning what to
include and how to format the technical report is helpful.

Lastly, good technical report writing has been commonly described as "clear, concise, and
well-organized. Hence, it must properly identify the persons, places or things relevant to the
crime. This means using the most precise wording to describe the crime and how it occurred
while still answering the 5Ws and 1H as follows, who, what, where, when, why, and how. The
description of the crime in chronological order based on the law enforcement officer's
involvement so that it is understandable and does not have to be explained.

CHAPTER REVIEW

IDENTIFICATION: Write the answer on the blank or space provided before each number.

TECHNICAL REPORT1.It is a story of action performed by men.

TECHNICAL REPORT 2.It is a chronological or step-by-step account of an incident that

transpired in a given time and date at a given place.

NARRATION3.Among the techniques in composition writing, it is effective in technical report

writing; this is because narration concerns events, with action, and with life in action.

OBJECTIVE TONE 4. Writing technical report is most effective when they have(BLANK) a
in order to achieve detachment.

CLARITY5. in technical report writing, the law enforcement officer must consider that the
readers have no time to dilly-dally because they are always in a hurry to get things done.

ACCURACY 6. It is related concepts, but they should not be confused, and this also refers to
the truthfulness or veracity of a given statement.

BREVITY 7.It may not always be the soul of wit, but certainly long-windedness is its enemy.

SPECIFICITY 8. When writing about the concrete examples or situation that brings ideas to
life, we need specific words that bring the reader close to (BLANK)

Six-interrogatives, as follows: WHO, WHAT, WHERE, WHEN, WHY and HOW 9. The
technical report writer need not be a literary genius to write a good police report, and if the
police officer obtains the(BLANK), his report will be complete even
though it might not be a literary masterpiece.

Spot Report 10.It is done after an important incident took place in a certain area at a given time
and date, and verbal or written, it must be done or acted upon within twenty-four hours.

ENUMERATION:
Give the three (3) concerns of a narrative report.
11.Investigation
12.Action
13.Status of the case
List the two (2) classifications of technical report.
14. Informal Report
15. Formal Report

ESSAY:

16-20.Explain in brief the paragraph contents of a special report.

ESSAY 1
The following items are required to be included in each paragraph of the special report: (a) The
dilemma is, what exactly does the report cover. In the first place, why is this being written down?
This element of the problem is reflected in the first paragraph, and it sometimes continues into
the next; (b) rationale, which refers to the requirements connected to the problem; and (c) action,
which is typically found in the final paragraph of the report and specifies what the receiver or the
reader should do in response to the information presented in the report.

ESSAY 2
-These sentences are required for the special report: (a) The report's subject matter is unclear.
Initially, you may wonder why this is being written. There is a reflection of this problematic
section in the opening paragraph, which is occasionally carried over into the second; Reports
often have three sections: (a) an introduction, (b) a justification, in which case the rationale
would be the problem's specifications, and (c) a call to action, which is typically found in the
report's final paragraph.

ESSAY 3
- The next section of the special report must contain the necessary information. The first
issue is obvious: the report's subject matter is unclear. For what purpose is this text being
created? The initial paragraph usually reflects this problematic section, which is then
repeated in the succeeding paragraph; The second part of a report is the rationale, which
includes any relevant technical details; the third part is the recommended next steps,
which are typically included in the report's final paragraph.