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REVIEW NOTES
PNP INVESTIGATIVE REPORT WRITING & PRESENTATION
Prepared by, Prof. ROY L. ARCENAL, MSCrim. R.Crim.
FORMER DEAN: UC-B, CSA, FSUU, FU, PCC

Reporting is knowingly passing along information to someone else

1. In General. A report of investigation is an objective statement of the investigator’s findings. It is

an official record of the information relevant to the investigation which the investigator submits
to his superior. The effectiveness of an investigator is judge to a large extent by his reports of
investigations. The reputation of an investigator is measured to a large extent by the kind of
report he submits. The report on finished cases provides the vehicle for higher headquarters to
take action on the matter.
2. Purposes of an Investigation Reports. The investigator writes his report in order to achieve
the following objectives:
A. Record. The report provides a permanent official record of the relevant information
obtained in the course of an investigation.
B. Leads. The report provides other investigators with information necessary to further
advance their own investigation.
C. Prosecution Action. The report is a statement of facts on which designated authorities may
base a criminal, corrective or disciplinary action.
D. Others
--Written reports are a permanent record of activities (preserves information of cases)
--Make possible to transmit facts or essential data (provides accurate details of cases)
--Aid top level intelligence experts in the interpretation and analysis of information (coordinate
investigation activities and serves as reference by competent authorities)

3. Criteria. An investigation report is subject to close scrutiny at all levels of command. It must
meet certain criteria, some of which are:
a) It must be grammatically correct.
b) Abbreviation must be used appropriately and correctly.
c) The report should avoid slang, and unnecessary technical terms.

4.1 Pre-requires for good reporting

a. A precise understanding of the assignment

b. Ability to go where the desired information is
c. Ability to collect and retain accurately and in detail
d. Ability to transmit the collected information as soon as possible
4.2 Requisites of a good Investigation Report.
a) Accuracy. The report should be a true representation of facts to the best of the
investigator’s ability. Information both favorable or unfavorable to the suspect should be
included. Information should be verified by statements of other witnesses and by reference
to official records or to other reliable sources.
b) Completeness. The question of “when, who, what, where, why, and how”?
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c) Brevity. Irrelevant or unnecessary materials should be omitted.

d) Fairness. The investigator should take the facts as he finds them, and if ever he has theories,
it must be consistent with these facts.
e) Form and Style. The arrangement of the materials presented should be in a manner which
will make the report easy to read. Form includes proper paragraphing, underscoring,
capitalization and heading. The report should be written in the third person, the investigator
referring to himself as “the investigator”.
5. Types of Report Writers.
a) Those who write without thinking
b) Those who write and think at the same time
c) Those who think first and write afterwards
6. How Investigators are rated on Report Writing?
a) Points considered:
(1) Conciseness
(2) Clarity
(3) Organization
(4) Thoroughness
(5) Accuracy
(6) Adequacy and pertinence of leads
b) Errors of Form:
(1) Misspelling
(2) Typographical errors
(3) Wrong file number
(4) Wrong block
(5) Others of the same nature
c) Errors of substance:
(1) Delay in the investigation
(2) Delay in reporting
(3) Omission in investigation whether intentional or not.
(4) Misstatement of facts
(5) Incomplete description
(6) Neglect to state that subject is dangerous or has homicidal tendencies.
(7) Failure to cover obvious leads
(8) Inadequate interviews
(9) Lack of imagination of solving the sace
(10)Improper handling of evidence
(11)Failure to report having done things which obviously were done.
(12)Failure to include essential facts which show jurisdiction, prosecutive action taken, and
basis for investigative steps taken.
(13)Failure to include essential facts which were undoubtedly available and known to the
investigator.
Note: The investigator should not be faulted too much for errors of form, but errors of
substance are seriously considered because of their effects on the lives of people and
the agency itself.
7. Supervision of Reports.
a) Assure good reports.
(1) The Chief must sincerely want good reports. He should insist on training and insist that
his men write good reports.
(2) Standard of good reporting must be set up so that all will know what is expected of
them. Training must be given so that the men will understand what is wanted from
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them. Supervisory personnel must be trained to recognize basic errors in reports. They
must of course, know the rules themselves.
(3) Systems of spot-checking must be set up to make sure that corrections are being made
and to assure uniformity. DON’T SIGN THE REPORT UNLESS IT IS COMPLETELY CORRECT.
IF YOU DO NOT CHECK REPORTS, YOU LOSE CONTROL OVER THEM.
b) Protect the reputation of the department and its officers.
(1) Good reports reflect favorably on the officers preparing them and on the department
they represent.
(2) Good reports help refute false charges against officers and the department they
represent.
c) Methods of supervision:
(1) Tickler system. The supervisory official keeps a 3” X 5” index card on each case showing
basic data, dates, etc., and to whom it was assigned. The card is filed behind the officer’s
name in the card index box. This system assures a regular check on each pending case.
(2) Assignment record. This should show the cases assigned to each officer, and should
include a record of reports submitted.
(3) All reports should be read and signed by the supervisory official. It is best to have a rule
that no report can be filed until approved by the supervisor. The supervisor should be
held jointly responsible with the reporting officer for important errors in reporting. A
form for checking errors is recommended. This would serve as a guide for the
supervisors and prevent over-looking relevant errors. Additionally, good supervision
assures a good investigation and a good report. Even if the subordinate officer
complains about it, he will be a good investigator and a good report writer.
REMINDER: Don’t let an officer’s report let you see things that are not there. Evaluate it
for what it is really worth. Be objective about it. It is possible that the report is just a
“story” and nothing more.
8. Approved SOP in the investigation of cases at the PNP.
a) Upon receipt of the case, the DUTY NCO/Desk Officer enters it in the complaint lo-
book/blotter and then refers it to the OIC/Chief of the Investigation Unit.
b) The OIC/Chief of the Investigation Unit assigns the case to an investigator. The chief
investigator should maintain a logbook of all cases referred to him, either in person
or through communications, recording therein the nature of the case, name of
complainant, the name of the investigator and the date it was assigned. Likewise,
the Duty NCO/Desk Officer should also reflect on the complaint logbook the name
of the investigator to whom the particular case was assigned.
c) If the nature of the case so warrants, the officer-on-case should immediately
respond to the crime scene, conduct an ocular inspection and interview the
complainant, witnesses and all persons who could shed light on the case.
d) Based on the initial investigation, the officer-on-case should prepare any of the
following Police Reports:
(1) ALARM REPORT –For theft and robbery cases
(2) ADVANCE INFORMATION—For crimes against persons like murder,
parricide,homicide, etc.
(3) CRIME REPORT—For all other cases like stafa, crimes against chastity, white
slavery, etc.
(4) INFORMATION REPORT—For some cases initially taken cognizance of by a police
station but later turned over to or found out to be handled by a special
operating support unit.
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e) The investigator should then take the sworn statements of the complainants(s),
witnessesand, if possible, suspect (s). At this stage, the officer-on-case should exert
all efforts to unearth and gather all evidence relevant to the case.
f) Invitations for suspects to appear before any investigating group should be signed
by the Group Commander and duly recorded in a book intended for this purpose.
The result of the invitation should be reflected in the case folder to form part of the
records of the case.
g) A PROGRESS REPORT—should be submitted by the investigator regarding the
apprehension of suspects, recovery of evidence and all other developments on the
case.
h) Once the suspect has been apprehended and duly investigated, the officer-on-case
should prepare the corresponding referral to the inquest fiscal/prosecutor for
appropriate recommendation.
i) Before the investigator files the case with the Prosecutor’s Office, the case should
first be endorsed, thru channel, to the Legal Division for appraisal, evaluation,
recommendation or legal advice and such other legal measures as may be
necessary.
j) A Final Investigative Report, using the format of the progress report, should be
prepared by the investigators in all cases involving high government officials,
wherein the complainant, is a government agency or entity; big and sensational
cases; or those involving prominent personalities and those with insurance
coverage.
9. Sample Formats of Investigation Reports.

Republic of the Philippines**

PHILIPPINE NATIONAL POLICE**
(The Command)**
(Group, District or Unit)

Case Report No._______________** Date______**

---- A uniform heading for Alarm Report, Advance Information, Crime Report, Progress, Report and Final
Report.

ALARM REPORT

NATURE OF CASE :________________________________________

COMPLAINANT/VICTIM :________________________________________
(NAMES, PERSONAL CIRCUMSTANCES
________________________________________
AND RESIDENCES OF ALL VICTIMS)

LOSSES :________________________________________
(ITEMIZED LIST OF LOSSES OF VICTIMS)
________________________________________
(VALUE RECOVERED OR NOT RECOVERED)
DATE/TIME/PLACE :________________________________________
OF OCCURRENCE :________________________________________
SUSPECTS :_________________________________________
(PERSONAL/PHYSICAL DESCRIPTION
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:_________________________________________
OF EACH CASE)
REPORTED BY :_________________________________________
DATE/TIME/REPORTED :_________________________________________
…………………………………………………………………………………………………………………………….
FACTS OF THE CASE

______________________
NAME OF OFFICER-ON-CASE
RANK PNP
DESIGNATION
NOTED FORWARDED:

________________________
CHIEF/HEAD OF GROUP/UNIT
________________________
RANK PNP
_______________________
DESIGNATION

ADVANCE INFORMATION

NATURE OF CASE :________________________________________

VICTIM :________________________________________
(NAMES, PERSONAL CIRCUMSTANCES OF VICTIM)
_________________________________________
(IF INJURED, DIAGNOSIS OF THE ATTENDING
PHYSICIAN AND NAME OF THE HOSPITAL)

DATE/TIME/PLACE :________________________________________
OF OCCURRENCE :________________________________________
SUSPECTS :________________________________________
(NAMES, PERSONAL CIRCUMSTANCES
________________________________________
RESIDENCE AND STATUS --- WHETHER
________________________________________
SUSPECTS ARE UNDER ARREST OR NOT)

EVIDENCE :_______________________________________
WITNESSES :_______________________________________
…………………………………………………………………………………………………………………………….

FACTS OF THE CASE

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______________________
NAME OF OFFICER-ON-CASE
RANK PNP
_______________________
DESIGNATION

NOTED FORWARDED:

__________________
CHIEF OF GROUP/UNIT
__________________
RANK PNP_
DESIGNATION

CRIME REPORT

NATURE OF CASE :________________________________________

VICTIM :________________________________________
(NAMES, PERSONAL CIRCUMSTANCES OF COMPLAINANT)
_________________________________________
(IN RAPE CASES, INCLOSE THE MEDICAL FINDINGS)

DATE/TIME/PLACE :________________________________________
OF OCCURRENCE :________________________________________
SUSPECTS :________________________________________
(NAMES, PERSONAL CIRCUMSTANCES,
________________________________________
ADDRESSES, IF KNOWN, AND PHYSICAL
________________________________________
DESCRIPTION IF-AT LARGE)

EVIDENCE :_______________________________________
WITNESSES :_______________________________________
…………………………………………………………………………………………………………………………….

FACTS OF THE CASE

______________________
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NAME OF OFFICER-ON-CASE
RANK PNP
_______________________
DESIGNATION

NOTED FORWARDED:

__________________
CHIEF OF GROUP/UNIT
__________________
RANK PNP_
DESIGNATION

***
PROGRESS REPORT—

SUBJECT :_________________________________________
TO :_________________________________________

_____________________
INVESTIGATOR
RANK PNP
DESIGNATION

NOTED AND FORWARDED:

__________________________________
IMMEDIATE SUPERIOR OF INVESTIGATOR
RANK PNP
DESIGNATION

FINAL REPORT

SUBJECT : _____________________________________
TO :_____________________________________
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I. AUTHORITY:
This section 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 fact should be stated,
naming the individual issuing the order and the date thereof. It it were made
pursuant to written orders, specific reference to the document, stating the date
and the original directing authority, whether local or higher commander, is
necessary.
II. MATTERS TO BE INVESTIGATED:
This section of the report represents the mission of the investigator. In essence,
it answer the question: “What is the investigation about”? Most of these are
written complaints or reports alleging that some persons have committed a
crime or impropriety, or the writer has been unjustly treated. If the allegations
are too long to cite, a synopsis may be set forth and appropriate reference
made to the copy of the papers in the appendix upon which the investigation
was based.
III. FACTS OF THE CASE:
This presents the real truth regarding the matters investigated. The descriptions
“completeness” and “clarity” are particularly applicable to this section. It should
be a coherent presentation of all pertinent facts which shall be free from
argument or bias and fully supported by evidence. The facts regarding the
matters at issue should be presented in the same manner as that which the
allegations are presented in the section “Matters Investigated.” If there are
several allegations to be handled, the presentation should be such that the
reader will know at all times which allegation is being considered. The facts of
each allegation should be out 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. Wherethe
only evidence procurable concerning an element of the case are the conflicting
statements of two witnesses, who seem to be both credible, the investigating
officer may quote from their testimonies. But this procedure should be the
exception rather than the rule, and not to be used in lieu of making a
determination of the facts based on a study, analysis and weighing of evidence.
IV. 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 of argument as may be
necessary, in addition to the facts presented, to establish the conclusions and
recommendation based thereon. In simple cases requiring no explanatory
matter and meriting no mention of mitigating or extenuating circumstances, this
section may be omitted, and in this event, this should be indicated as follows:
“This case possesses no aspects or conditions requiring special discussion, and
there no mitigating or extenuating circumstances. “Frequently, however, the
evidence is so evenly divided, pro and con or the attending circumstances are
so unusual, that some explanation justifying conclusions reached is necessary. In
the event acts of irregularity or misconduct are established in the case of a
person whose past record has been excellent, justice requires that this should
be included in the discussion. When the only obtainable evidence is that
contained in the testimony of the informant and of the accused, the facts
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cannot positively be established. However, the records and character of the

accuser may be used to assist in determining the appropriate action. In such
case, the investigating officer’s observations and opinions may 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 his conclusions should be presented in
the discussion.
V. CONCLUSIONS:
This represents the concise summary of the results of investigation as supported
by the facts of the case as found and set forth in the report, and should contain
no item not supported by the facts. The facts are usually stated in the order
suggested by the statement of the allegations 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 conclusions. They should
represent the investigating officer’s honest, well-studied opinion as to the real
truth 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 for appropriate action to be taken
to suitably dispose of all phases of the case. They should follow, as far as
practicable, the same sequence as was used in the presentation of the
conclusions. Recommendations should be consistent with and appropriate to
the conclusions. They constitute the investigating officer’s judgment as to the
action the directing authority should take, in view of the facts established. 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)

(NOTE: Paragraph subdivisions should be numbered consecutively all

throughout rather than separately under each sub-division)

LIST OF EXHIBITS/ANNEXES TO IR

“A” - Complaint Slip/Sheet

“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” Photograps
“E-4” Other Documentary Evidence
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(List of Exhibits/Annexes - Only Five (5) Letters are used. In case of additional
sworn statements, add annex “C-3”, etc. and “D-3” etc. as the case maybe.)

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 PLEADINGS/COURT ORDERS

“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

LETTER TO THE INQUEST PROSECUTOR

Republic of the Philippines

PHILIPPINE NATIONAL POLICE
Headquarters
(Group, District or Unit)
Camp Crame, Quezon City

Date_____________

The Honorable City Prosecutor

Cebu City

(Attn: Inquest Prosecutor)

Sir:

I have the honor to send you herewith a case of HOMICIDE (DOA) for inquest only, wherein the
victim was one CELESTINO CORPUZ Y. SIERA, 27 years old, single, jobless, and lastly resided at No. 234
San Miguel Lorega, Cebu City. The accused is:

ROMEO DELA CRUZ Y. PEREZ, 25 years old, single, VENDOR, NATIVE OF Camarines Norte and residing at
No. 208 Algeciras St., Sampaloc Manila.
( U N D E R AR R E S T)

ENCLOSURES:

1. Crime report dated Nov. 20, 1992;

2. Booking sheet and arrest report of accused;
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3. Sworn statement of Onofre Cruz, father of deceased;

4. Sworn statement of witness, Darius Ortega;
5. Sworn statement of witness, Luis Sevilla;
6. Death certificate of deceased; and
7. Necropsy (autopsy) report from Medico Legal office

WITNESSES:

1. Onofre Corpuz - No. 238 Miguelin St., Sampaloc, Manila

2. Darius Ortega - No. 349 Algeciras St., Sampaloc, Manila
3. Luis Sevilla - No. 372 Algeciras St., Sampaloc, Manila
4. Dr. Marcial Zerrudo - c/o Medico-Legal Office, Manila
5. Dr. Zoilo Belmonte - c/o JRRMH, Manila
6. SPO2 Jaime Ortiz - SIG, CISC, PNP, Camp Crame, Quezon City

FACTS OF THE CASE:

Investigation disclosed that the victim and the suspect were long-time friends. On
Nov. 20, 1992, at around 7:30 p.m., two men, together with several others had a drinking
spree inside the house of the victim. After consuming several bottles of beer, a heated
altercation ensued between one of the victim’s guests and the suspect which eventually led
to a fistfight. The victim intervened but was stabbed by the suspect. The victim was conveyed
to the JRRMH in Manila, but was pronounced DOA by the attending SOD. The suspect, who
was apprehended by the police officers, was turned over to this office for investigation.

The suspect after having been informed of his constitutional rights, refused to give any
written statement. However, the suspect was positively identified as the assailant by herein
witness during a confrontation.

On account of the foregoing, the suspect was placed under arrest and the charge of
HOMICIDE against him will be brought to the attention of an inquest fiscal for proper
disposition and recommendation.

This case will be brought to you by SPO2 Jaime T. Ortiz of this Command.

Very respectfully

ROY G. ARCENAL
Chief Insp PNP
Investigation Chief

RECOMMENDATION:

_________________
(Inquest Prosecutor)