INVS325 LESSON 5

TOPICS COVERED

 SAMPLE OF INVESTIGATION REPORT FORMAT NO.1

 SAMPLE FORMAT NO. 2
 LIST OF EXHIBITS
 LIST OF PLEADING/ COURT ORDER

FORM #1
Sample of Investigation Report Format

(Letterhead)

________________________

(Date)

SUBJECT: (on this space – Indicate here whether the report you will be preparing is an initial investigation report about a
case, progress report or final investigation report)

TO: (write the designation of the person/or authority who assigned the case)

I. AUTHORITY FOR INVESTIGATION:

1. This portion should contain a brief statement of when, where and by whom the investigation was made and should
cite the authority for making it. If the investigation was made on the basis of oral orders, this should be stated naming
the individual issuing the order and date thereof. If made pursuant to written orders, specific reference to the
document, stating date and the original directing authority, whether local or higher authority.)

II. DETAILS

2. (This part of the report contains all relevant investigation activities conducted by the investigator in his search for final
answers to the 5W’s and 1 H in solving the case it constitutes the narration of work done on a case. It is the stories of
everything done on the matter in making the report writing are followed. Accuracy, completeness, brevity, style and
form and fairness should be observed. It enumerates sources of information presented and including actions taken by an
investigator and the facts gathered during the investigation.)

3. (Details should be presented in a logical chronological arrangement, that is, which one should be presented first, and
the next, etc.)

III. RECOMMENDATIONS:

4. (This part of the report contains appropriate recommended actions to be taken by the one authorized to make
decision regarding disposition of all phases of the case depending on whether report is initial investigation report,
progress investigation report and final investigation report)

_______________________________

(Investigating Officer)
FORM NO.2

(Letterhead)

_________________________

(Date)

SUBJECT: ________________________________________

MATTER OF CASE: __________________________________

I. AUTHORITY

(This contains a brief statement of when, where and by whom the investigation was made and should cite the authority
for making it. If the investigation was made on the basis of oral orders, this fact should be stated, naming the individual
issuing the order and the date thereof. Same holds true if made pursuant to written orders, citing specific reference to
the document and stating the date and the original directing authority whether local or higher authority.)

II. MATTERS INVESTIGATED

(This section represents the mission of the investigator/ investigating officer. In essence, it answers the questions: “What
is the investigation about?” Most of these are written complaints or reports alleging that some persons have committed
some crimes or impropriety, or the complainant has been unjustly treated. If the allegations are too long to cite, a
summary may be made with appropriate references to documents placed as appendix upon which the investigation was
based.)

III. FACTS OF THE CASE

(This contains a presentation of the real truth about the case or cases investigated. Appropriate descriptions,
completeness and clarity are particularly applicable to this section. It contains a coherent presentation of all pertinent
facts free from further arguments and bias and fully supported by evidences. These facts regarding several matters at
issue should be presented in the same manner as that presented in the preceding section under “Matters investigated”.
If there are several allegations to be handled, the presentation should be such that the reader will know at all times
which allegations is being considered. The facts of each allegations should be put together to tell the story, especially if
the investigating officer is reporting orally. Short cuts for the sake of brevity are never permissible if they involve the
omission of a single fact necessary to establish the truth and to convey that conviction to a careful reader. Where the
only evidence procurable concerning an element of the case is the conflicting statements of two witnesses who seem to
be entitled to equal the credence, the investigating office may quote from the testimony of the witnesses. But this
procedure should be exceptional and not used in lieu of making a determination of the facts based on the study, analysis
and weighing of evidence.)

IV. DISCUSSION

(This section should indicate the presumption and inference from all the circumstances in the case to give the directing
authority the clearest possible picture. It should contain such related factual matter of argument as may be necessary, to
establish the conclusions and recommendations based thereon. In simple cases, requiring no explanatory matter and
meriting no mention of mitigating or extenuating circumstances this section must be avoided. In that event this section
should be indicated and worded substantially as follows: “This case possesses no aspects or conditions requiring special
discussion; and there are no mitigating or extenuating circumstances.”

Frequently, however, the evidence is so evenly divided, pro and con, to the attending circumstance are so unusual that
some explanation justifying conclusions reached is necessary. In the event acts of irregularity or misconduct are
establish in the case of a person whose past record has otherwise been such excellence, justice requires that it should be
included in the discussion. When the only obtainable evidence is that contained in the testimony of the informant and of
the person accused, the facts cannot positively be established. However, the records and character of the accuser may
be used to assist in determining the appropriate action. In such cases the investigating officer’s observation and opinions
may appropriately be presented in this section of the report. Whenever the available evidence is scanty and conflicting
but the investigating officer has strong and well supported convictions on the matter, the basis for the conclusions he
made should be presented in the discussion.)

V. CONCLUSIONS:

(This represents a concise summary of the results of investigation directly consequent from and supported by the facts.
There should logically follow form the facts of the case as found and set forth in the report, and should contain no item
not supported by the facts contained in the preceding parts of the report. They are usually stated in the order naturally
suggested by the statement of the allegation or facts. Conclusions should not be a repetition of the facts merely worded
differently. Since the facts upon which they are based will have preceded this section, no further statement of facts or
repetition is necessary or desirable in the conclusion. They should represent the investigating officer’s honest, well-
studied opinion as to the real truth of each of the matters at issue. As such, they should contain no apology, or
qualification such as “it appears”, ‘it is believed’, or ‘it seems probable’.

VI. RECOMMENDATIONS:

(This should contain the practical suggestions as to appropriate action to be taken to make suitable disposition of all
phases of the case. They should follow, as far as practicable, the same sequence as was used in the presentations of the
conclusions. Recommendations should be consistent with and appropriate to the conclusions. They constitute the
investigating officer’s judgment, based on the facts he has established, as to the action the directing authority should
take.

They should stipulate the proper action in the case of a wrong committed or the remedy for an unsatisfactory situation
or condition found to exist. If the facts and conclusions disclose that no wrong was committed nor was there a condition
requiring correction, the recommendation may be that the case be closed.)

____________________________________

(Investigating officer)
LIST OF EXHIBIT/ANNEXES TO FINAL INVESTIGATION REPORT

“A” Complaint Slip

“B” Authority to Investigate
“C-1” Sworn statement of witness 1
“C-2” Sworn statement of witness 2
“D-1” Sworn statement of suspect 1
“D-2” Sworn statement of suspect 2
“E-1” Arrest Booking Sheet
“E-2” Laboratory Reports
“E-3” Photographs
“E-4” Other documentary evidence

Note: List of Exhibits/Annexes – only five letters is used or in case of additional sworn statements, add annex ‘C-3’, etc.
and “D-3” etc. as the case may be.

INDEX TO WITNESSES/SUSPECTS

Name Exhibit Page No. Question No.

Witness 1 C-1 1-3 1-36
Witness 2 C-2 1-6 1-47
Suspect 1 D-1 1-4 1-50
Suspect 2 D-2 1-6 1-56

LIST OF PLEADING/COURT ORDER

F-1 Complaint/Letter of transmittal

F-2 Information
F-3 Warrant of Arrest
F-4 Motions/Petitions
F-5 Memoranda
F-6 Resolution/Decision

NOTE: This portion of the report is included when necessary but a “must” when rendering a final investigation report.