POLICE REPORT FORMAT

 Recognize the essential part of Report Writing,

 Construct an outline for report writing
 Here is a typical example of a police
report of an incident that transpired in a
particular locality, extracted from the
police blotter which is being maintained
by the police station and according to
the request of the victim.
 Republic of the Philippines
National Police Commission
PHILIPPINE NATIONAL POLICE
SANTA ROSA POLICE STATION
Santa Rosa, Nueva Ecija

SRPS-IN February 14, 2004

CERTIFICATION

TO WHOM IT MAY CONCERN

THIS IS TO CERTIFY that based on the Police Blotter of this station, as shown on Page No. 6, under Entry No. C-2004-040, dated February 14,
2004, the following entries of events exist, to wit
Feb. 14, 2004/1600H/C-2004-040
SERIOUS PHYSICAL INJURY
Stated in this portion is the statement of facts that answer the 5Ws and 1H pertaining to this incident.
The reporter has affixed his signature this 14th day of February 2004.
Sgd. John S. San Pedro
(Reporter)
This certification is used upon request of Mr. San Pedro for whatever legal purposes and intents it may serve.
Prepared By:

Juan Dela Cruz

PSS PNP
Officer-on-case
NOTED BY:

PETER S. PARKER
Police Lieutenant Colonel
Chief of Police
 Following is a typical example of a spot
report of an incident that transpired in
a particular locality, which is submitted
to the intermediate police office.
 RADIO MESSAGE FOR TRANSMISSION

FM: COP SRPS C L R

TO: PD NEPPO ATTN PIIB P-
CN: SRPS-IN-02-14-40 141600 FEB 2004

TEXT

__________PD SPOT RPT ON ( STATE THE VIOALTION OF LAW COMMITTED ) PD OOA ( STATE THE TIME AND DATE
WHEN THE INCIDENT TOOK PLACE ) ALPHA ( STATE THE NATURE OF THE OFFENSE ) TRANSPIRED AT ( STATE THE
PLACE, BRGY/MPLTY/CITY AND PROV WHERE THE INCIDENT TOOK PLACE ) CMA WHEREIN THE VICTIM CMA
IDENTIFIED AS ON ( STATE THE NAME AND OTHER PERSONAL CIRCUMSTANCES OF THE VICTIM ) WAS (STATE THE
ACT PERPETRATED BY THE SUSPECT) BY THE SUSPECT CMA IDENTIFIED AS ONE (STATE THE NAME AND OTHER
PERSONAL CIRCUMSTANCES OF THE SUSPECT ) INVESTIGATION DISCLOSED THAT ( STATE THIS PORTION THE FACTS
AND CIRCUMSTANCES RELATIVE TO THE INCIDENT TO INCLUDE THE MOTIVE OF THE SUSPECT AND THE HOW AND
WHY OF THE CASE ) PD THE VICTIM WAS (STATE THE STATUS OF THE VICTIM ) WHILE THE SUSPECT (STATE THE
STATUS OF THE SUSPECT ) PD ( STATE THE ACTION TAKEN BY POLICE AUTHORITIES ) AND PROGRESS RPT TO
FOLLOW PD OFFICER ON CASE DASH (STATE THE NAME OF THE INVESTIGATOR ) PD FOR INFO PD BT.....

DRAFTER RELEASER:

ADALEM JT UIBONG PD
Officer-on-case Chief of Police
 Following is a typical example of a progress
report in relation to the spot report submitted
by the lower police unit to the intermediate
police office, stating among others, additional
information that was not included in the
submission of the earlier spot report.
 RADIO MESSAGE FOR TRANSMISSION

FM: COP SRPS C L R

TO: PD NEPPO ATTN PIIB P-
CN: SRPS-IN-02-15-41 151600 FEB 2004

TEXT

__________ PD PROG RPT REOURAD MSG CN SRPS-IN-02-14-40 PD PLS BE INFORMED

THAT OOA (STATE THE TIME AND DATE) ALPHA CASE OF (STATE THE VIOLTION
OF LAW) HAS ALREADY BEEN FILED BY THIS STATION AGAINST THE SUSPECT
CMA IDENTIFIED AS ONE (STATE THE NAME AND PERSONAL CIRCUMSTANCES OF
THE SUSPECT) AT THE (STATE WHETHER FILED AT THE CITY PROSECUTOR’S
OFFICE AND/ OR COURT) AND DOCKETED UNDER (STATE THE CRIM CASE OR IS
NR) PD FOR INFO PD BT . . .

DRAFTER: RELEASER:

ADLAEM JT GUIBONG PD
Officer-on-Case Chief of Police
 Following is a typical example of a spot
report on an arrested wanted person by
virtue of a warrant of arrest issued by the
proper court.
 RADIO MESSAGE FOR TRANSMISSION

FM: COP SRPS C L R

TO: PD NEPPO ATTN PIIB P-
CN: SRPS-IN-02-16-42 161600 FEB 2004

TEXT

__________ PD SPOT RPT ON ARRESTED WANTED PERSON PD OOA (STATE THE TIME
& DATE WHEN THE PERSON WAS ARRESTED) AT (STATE THE PLACE, BRGY/
MPLTY/ CITY AND PROV WHERE THE ARREST WAS CONDUCTED) CMA WARRANT
OFFICERS THIS STN UNDER (STATE THE NAME AND DESIGNATION OF THE TEAM
LEADER) ARRESTED ONE (STATE THE NAME AND OTHER PERSONAL
CIRCUMSTANCES OF THE PERSON ARRESTED) BY VIRTUE OF WARRANT OF
ARREST UNDER (STATE THE CRIM CASE NR) ISSUED BY (STATE THE NAME OF THE
ISSUING JUDGE AND COURT) FOR (STATE THE NAURE OF OFFENSE) PD SUBJECT
PERSON (STATE THE STATUS OF THE PERSON ARRESTED) PD PROG RPT TO FOL PD
FOR INFO PD BT

DRAFTER: RELEASER:
ADALEM JT GUIBONG PD
Officer-on-Case Chief of Police
 Following is a typical example of a special
report of a significant event or incident
using a memorandum format of police
correspondence.
 Republic of the Philippines
National Police Commission
PHILIPPINE NATIONAL POLICE
SANTA ROSA POLICE STATION
Santa Rosa, Nueva Ecija

SRPS-IN
MEMORANDUM
FOR : Provincial Director, NEPPO
FROM : Chief of Police, SRPS
SUBJECT : SPECIAL REPORT ON (STATE THE NATURE OF CASE OR INCIDENT BEING REPORTED)
DATE : February 18, 2004

1. Reference Spot Report this situation with Cite Nr SRPS-02-14-40 February 14, 2004, subject as above.
2. This pertains to the (what – significant incident) __________ that transpired at (where – place of occurrence) perpetrated by (who
– name and other personal circumstances of the suspect) on (when – month, date and year) at (specific time) in the (morning,
afternoon or evening).
3. Report revealed that (how the incident occurred and why the incident happened) that resulted in (result or consequence of the
incident).
4. Further investigation disclosed that (other information relevant to the incident, which may answer another set of 5Ws & 1H, if
necessary).
5. Elements of (unit taking action) are/ have (police action conducted – search/ follow-up/ pursuit operations, filing of charges,
further investigation, etc.) that resulted in the (result of police action – seizure, arrest, surrender, confiscation, recovery, issuance of
arrest warrant, etc.)
6. Other developments regarding the incident shall be submitted as soon as obtained.

PETER DUNLUAN GUIBONG

Police Superintendent
 Following is a typical example of a special
report of a significant event or incident
using the civilian letter format.
 Republic of the Philippines
National Police Commission
PHILIPPINE NATIONAL POLICE
SANTA ROSA POLICE STATION
Santa Rosa, Nueva Ecija

SRPS-IN
February 18, 2004
HONORABLE MARK RYAN M. MABUTOL
Municipal Mayor
Santa Rosa, Nueva Ecija
Sir:
This pertains to the (what – significant incident) __________ that transpired at (where – place of occurrence) perpetrated by (who – name
and other personal circumstances of the suspect) on (when– month, date and year) at (specific time) in the (morning, afternoon or
evening).
Report revealed that (how the incident occurred and why the incident happened) resulted in (result or consequence of the incident).
Further investigation disclosed that (other information relevant to the incident, which may answer another set of 5Ws & 1H, if necessary).
Elements of (unit taking action) are/ have (police action conducted – search/ follow-up/ pursuit operations, filing of charges, further
investigation, etc.) that resulted in the (result of police action – seizure, arrest, surrender, confiscation, recovery, issuance of arrest
warrant, etc.)
Other developments regarding the incident shall be submitted as soon obtained.

Respectfully yours,

PETER DULNUAN GUIBONG

Police Superintendent
Chief of Police
 END OF
PRESENTATION