CDI 105 TECNHICAL ENGLISH 1 (INVESTIGATIVE REPORT WRITING &

PRESENTATION) The Nature of Police Report Writing

Basically, report is defined as an objective statement of the findings of an investigator; this is an official record
of the information that is relevant to an investigation. Hence, a good report plays an important role in the
success of any investigation (Bajado – Nano & Pioquinto, 2014).

On the other hand, Police Report deals with story of action performed by police personnel. It is a
chronological or step-by-step account of an incident that transpired in a given time, at a given place. It is also
defined as an account of some subjects specifically investigated, or an official statement of facts. A police
report is a result from the fact that someone has asked for them and needs them for immediate or future use.
In any event, police report writing has become one of the most significant processes in modern police
operations.

A police officer, after rendering his/her duty must render a report. His immediate supervisor must be aware of
the things an investigator had done in the field during their tour of duty, and submitting this report is the only
way to do it.

The success of police operation depends upon the quality of the reports and the ability of the police officer to
write them effectively. The PNP relies on written reports to relay information to superiors, co-workers, the
courts and numerous other agencies. Reports are also used to train personnel and to get people to follow
procedures and policies (Petalvo-Ballares, Marilyn, et al.).

Police Report Writing is considered technical writing. It is the backbone of criminal investigation and
prosecution (Petalvo-Ballares, Marilyn, et al.).

Well-written reports do not happen in a snap of a finger, but rather they are products of a series of writing
activities that are perfected over constant practice. Good report writers are those who painstakingly take the
effort of writing and revising their work to achieve the best output (Bajado – Nano & Pioquinto, 2014).

Basic Principles of Good Technical Writing

Good technical writing is not an instant process, it does not happen overnight, because it requires effort and
training on the part of the writer in order to produce a good output. This is the main reason why Mills and
Walter (1988) pointed out important principles to be considered in technical writing. These principles are
enumerated as follows:
1. The writer of a report must have a specific reader or group of readers in mind.
2. He must decide what the specific purpose of his report is and make sure that every part of his report
contributes to that purpose.
3. He must use specific, single, concrete word and familiar language that will not be misinterpreted. 4. He
must make his report very presentable in format. The layout must conform to the standard forms of writing.

Has a specific reader

Has a specific purpose

Technical Writer
Use familiar language

Produces reports that are

presentable
The Two (2) Important Factors of Technical Writing
Writing is a form of communication; it becomes more effective if the technical writer must consider two
important factors – the purpose and the subject matter.
Subject matter refers to the objective information that the writer wants to convey; whereas, purpose refers to
the goals that the writer wants to achieve for himself and his readers after presenting his written output.

PURPOSE
1. There are the concepts and information that point to the contemplation of a specific task and decision on
the part of the writer and the reader.
2. This is the analysis on the events and its implications in relation to the written text.
3. It convinces, persuades and influences the readers.

SUBJECT
1. This is the objective information of a written material.
2. This tells readers what to do, and how to do a particular reading task.
3. This gives information about recorded data in criminology, military, business, education and the like.

Qualities of a Good Police Report (Petalvo-Ballares, Marilyn, et al.)

All police reports must contain certain qualities, which can be categorized as:

Accurate. This means that the police report is in exact conformity to fact (errorless). A fact is something that
has been objectively verified. Facts must be reported correctly and without error.
If it’s a criminal incident report, the elements of the crime are a must for accuracy. One must restrict his/her
report to the facts of the incident as one saw it or as victim/s and witness/es reported them. One must
accurately report the conditions of the scene as he/she found them.

Clear. The language and format in one’s police report must be simple and direct to the point. Clear means
plain or evident to the mind of the reader. The writer should use simple words so the reader will know exactly
what the reader needs to know. Avoid using words that have double meanings, slang, jargon and
unnecessary abbreviations.

Complete. A report must answer the “who”, what, when, where, why and how questions (5W’s and 1H). It
must also contain the elements of the offense. Proper note-taking techniques can assure one to write
complete reports.

Concise. This means that the police report says much with a few words as possible. Conciseness relates to
the elimination of unnecessary words and does not mean short. Writing concise reports includes using active
voice, avoiding wordiness, eliminating unnecessary words, prepositional phrases, and using ordinary and
commonly understood words. Most sentences in police reports consists of 12 to 15 words.

Factual. A report must be factual. A fact is something that has been objectively verified and is presented
objectively. One must report the facts correctly and without error.
Avoid reporting opinions, inferences (drawing conclusions), suppositions (assumptions of truth), or hearsay as
though they were facts.

Objective. One must remember that there are always two sides to every story and both sides have the right to
be told. The investigation must not be influenced by emotion, personal prejudice or opinion. The investigator
must collect and report the facts in an objective and professional manner.

Prompt. A report must be completed in a timely manner and submitted at the soonest possible time. One’s
credibility may be open to speculation if this quality of police report is not followed.

Steps in Report Writing Process (Petalvo-Ballares, Marilyn, et al.

Police Report Writing is a five-step process. During the investigation, one must complete each of the steps, or
else, the final report will lack substance.

Interviewing
It is designed as asking somebody a series of questions to gather information. This is considered as
the first step of the process. The investigator’s interview of the victim/s, witness/es, and suspect/s is the
backbone of the preliminary investigation.
 Normally, the first officer of the crime scene has the best opportunity to conduct interviews. If the officer fails to
conduct a successful interview, his/her actions on preliminary investigation is incomplete.

Note Taking
It means brief notation concerning specific events while fresh in one’s mind and used to prepare a
report. An investigator must take notes to assist his/her memory with specific details, such as names, date of
birth, serial numbers, addresses and phone numbers.
Neat and accurate notes add to one’s credibility and demonstrate one’s high level of proficiency and
professionalism. Since notes are made of all pertinent information during an investigation, they would be of
great help especially when an investigator is subpoenaed or summoned to appear in court.

Organizing
It means to arrange the components of something in a way that it creates a particular structure. Since
during the note taking, all the information gathered are fragments, the investigator must organize this
information into logical manner. The sequence of events must be followed in order to portray the incident
clearly.

Writing the Narrative

In this stage is the preparation of the report. The task is not only to express your ideas, but to make an
impression upon the mind of the reader as well. In other words, you must write for the benefit of the reader.
Place yourself in the reader’s position, and try to visualize their interest, their knowledge of the subject and
their dependence upon the report.
Writing the narrative should be the easiest part of report writing. Before you begin writing the narrative, stop
and think about what you have done and what you have yet to do.

Proofreading
To proofread, ask yourself the following questions: Is this report the best I can do? Do I want this to be
read by the Chief of Police? (Is there anything else I can do to make it better?)
Most officers are just thankful to have finished the reports and don’t take additional moment to review their
works. Think about whom else is going to read the report.

Guidelines in Police Report Writing (Petalvo-Ballares, Marilyn, et al.).

A. Word Usage
Police officers from all over the country tend to use similar words and phrases. But you should always make
sure that you know the correct definition and spelling of the words you will use in your reports. Slang is usually
a nonstandard vocabulary developed by a group o people. It may be a street slang, criminal slang, or police
slang. It is inappropriate to use slang in your report, unless you are quoting someone’s statements; and
Jargon is usually a specialized language of a profession. Criminal justice professionals, just like other
professionals, use a great deal of jargons. You should avoid using of jargons in your report.

B. Tone (First Person and Third Person)

You may write your report in either first person or third person style. Both are acceptable. First person writing
style is preferred and the most widely used. You are referring to yourself as an active participant.
The alternative to first person is the Third person writing style. You refer yourself as an assigned officer, the
undersigned or this officer. Usually, department policy specifies which style to use. Police reports should be
written in an easily understandable style. The Philippine National Police organization caters to the
Third-Person writing style.

C. The Contents of a Police Report (5Ws and 1H)

The police officer needs not to be genius to write a good police report. If the officer obtains responses for the
six interrogative questions, his report is complete.

WHO. It refers to the complete and correct name. Wrong name usually results in failure to locate a witness or
apprehend a suspect. The spelling of the name of witness/es, victim/s and suspect/s should be correct. Name
including middle name must be exact.
It also refers to exact home address, be it residence or a hotel, and telephone address.
WHAT. It refers to what type of property was attacked, e.g. building, residence, alley, vacant lot, etc. It refers
to 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 properties stolen, lost or found should be entered in the notes.
 It refers to what offense was committed, e.g. murder, homicide, rape, physical injuries, robbery, theft, and
violation of special laws.
It refers also to what type of evidence was found or recovered.

WHERE. It concerned with the geographical location of the crime scene, property or evidence.

WHEN. It refers to the date and time when the offense was committed; property found, suspect apprehended,
etc.

WHY. It refers to the object or desire which motivated the offense. If it’s crime against person, the object of the
attacked might be revenge, ransom, or sexual pleasure. If it’s crime against property, the reason may be to
acquire money and property.

HOW. It refers to the general manner in which the crime was committed.
Generally, the “who”, “when”, and “where” appear at the beginning of the report. The reader needs to know
the person/s involved, the date and time the incident happened, and the location at which it took place. “What”
happened is usually unfolded throughout the report. The “how” is closely related to the what. The “why”
belongs to before or after the what, depending on the situations. These six questions cover the essentials of
many typical police report.
A police report is written because a crime is committed, and an investigation of it is made. If the writer has
failed to ask important questions during in the investigation and/ or failed to note the important details in
his/her field note or tickler, then the investigator is in for an incomplete report, which understandably will be
unreliable.

Purposes of Police Reports (Foronda, 2009)

1. To serve as the raw materials from which records system are made.
2. To reveal as part of the component of the record system, the direct relationship between the efficiency of the
department and the quality of its reports and reporting procedures.
3. To guide police administrators for policy formulation and decision making.
4. To serve as a gauge/yardstick for efficiency evaluation of police officers.
5. To guide prosecutors and courts in the trial of criminal cases investigated by the police.
Important Uses of Police Report (Foronda, 2009)
1. It serves as records for police administration in planning, directing, and organizing the unit’s duties.
2. It can be used as legal documents in the prosecution of criminals.
3. It can be utilized by other agencies.
4. It can be useful to tri-media for public information purposes.
5. It can be utilized for research purposes.
6. It can improve the personality of the writer/investigator.

The Sentence

A sentence is a group of words expressing a complete thought or idea. A complete sentence is made up of a
subject and a predicate. The diagram below explains further on this concept.

Sentence

A group of words expressing complete thought or idea

Subject Predicate
-the topic of the sentence - talks about the subject

-tells who is spoken of - talks about what the subject is doing

-it is a noun or pronoun - it is a verb

 Fig.7. The Sentence (Illustrated by MCBN

Four Kinds of Sentence According to Structure

There are four kinds of sentence according to structure. These are: Simple sentence, compound sentence,
complex sentence, and compound-complex sentence.

A. Simple Sentence

A group of word that can stand alone and gives a complete thought. It has two basic parts: the subject and the
predicate. The subject tells who or what is being spoken of; the predicate tells something about the subject. A
simple sentence has one subject and one predicate.

Examples:

subject predicate

1. The lawyer is attending a hearing.

subject predicate

2. The serial killer lurks in the shadows.

B. Compound Sentence

This is a sentence consisting of two, or more independent clauses or simple sentence joined by a semi-colon,
coma, or a coordinating conjunction.

What is a clause?

A clause is a group of words that contain a verb and its subject. A clause that can stand alone is called an
independent clause. A clause that does not express a complete thought and cannot stand by itself is called
a dependent clause.

Examples:

independent clause conjunction independent clause

1. The judge looks around the courtroom, and orders the crowd to keep silent.

independent clause conjunction independent clause

2. The witness gave his lengthy testimony, but the judge did not believe him.

C. Complex Sentence

This is a sentence containing one independent clause and one or more dependent clauses.

Examples:

dependent clause dependent clause Though still shaken

by the incident and the attempted burglary, independent clause

Marina decided to report it to the police station.

independent clause dependent clause

Marina went to the police station, filed an affidavit of complaint, dependent clause

and felt relieve

D. Compound-Complex Sentence

Contains two or more independent clauses and one or more dependent clauses.

Examples:
 independent clause independent clause dependent clause

When the burglars left the house, they were in a hurry and left traces of evidence.

Four Kinds of Sentence According to Function

English can also be classified according to functions, namely:

Declarative, Interrogative, Imperative, and Exclamatory. Refer to the discussion below:

1. Declarative Sentence-A sentence that states an idea and ends with a period.
Examples:
Anthony is a second year Criminology student.
Criminology is the scientific study of crime and criminals. She passed the Criminology Licensure
Examination last month.

2. Interrogative Sentence- A sentence that asks a question and ends with a question mark.
Examples:
Who is the principal suspect of the burglary?
What was the possible motive of the crime? When was the suspect apprehended?

3. Imperative Sentence- A sentence that gives an order or direction and ends with a period or exclamation
mark. Examples:
Please call the police station right away.
Watch out for stray bullets!

4. Exclamatory Sentence- A sentence that conveys emotions exclamation mark.

Examples:
Stop! You are under arrest.
Help, call the ambulance please!
Hey! Look at those floating dead bodies! Oh, what a brutal killing!

Rune-on Sentences, Parallel Structures, Dangling Modifiers Rune-on Sentence Run-on sentences are
two complete sentences, but they are incorrectly punctuated. These sentences are misleading to the readers,
because there is no clear direction as to where the first idea ends, and the next idea begins.
Run-on sentences are of two types: the fused sentence and the comma splice. Fused sentences are
two sentences fused together without any punctuations or connectors. A comma splice on the Other hand, are
two sentences joined together by a comma.

Examples
John went to the police station he filed an affidavit of complaint. (Fused Sentence)
John went to the police station; he filed an affidavit of complaint. (Comma splice)

Methods on Correcting Run-on Sentences:

1. Put a period after the first sentence to create two complete sentences.
Example: John went to the police station. He filed an affidavit of complaint.
2. Combine the two sentences by using a comma and a conjunction.
Example: John went to the police station, and he filed an affidavit of complaint. 3. Break the two
sentences by using a semi-colon or by using any subordinating conjunction or conjunctive adverbs.
Example: John went to the police station because he filed an affidavit of complaint. (Using
subordinating conjunction)
Example: John went to the police station and he filed an affidavit of complaint. (Using a semi-colon)

Parallel Structures
These are structures or sentence elements having uniform grammatical function. These structures are
presented in the same grammatical form. For sentences to be parallel, the words should parallel with words,
verbs with verbs, nouns with nouns, phrases with phrases, and clauses with clauses.
Series Patterns of Parallel Structures:
For a sentence to be parallel, all elements in a series should be in similar form. Take note of the series of
patterns below:
 Series of Adjectives
Unparallel: On the day of the hearing, Martha was nervous, edgy, and could not wait to nail down the
suspect of her son's murder.

Parallel: On the day of the hearing, Martha was nervous, edgy, and eager to nail down the suspect of
her son's murder.

Series of Pronouns
Unparallel: When someone commits a crime, we must be ready to face the consequences of his

actions. Parallel: When someone commits a crime, he must be ready to the consequences of his

actions.

Series of Infinitives
Unparallel: To serve and protecting the people is the living motto of every police

Parallel: To serve and to protect the people is the living motto of every police officer.

Series of Gerunds
Unparallel: Stealing, copying, and to get information from a copyrighted material without permission is
a crime.

Parallel: Stealing, copying, and getting information from a copyrighted material without permission is a
crime.

Series of Verbs
Unparallel: The security guard checks the locks of the main gate, and has to turn on the burglar alarm
system.

Parallel: The security guard checks the locks of the main gate, and turns on the burglar alarm system.

Dangling Modifiers
A sentence is said to have dangling modifiers when the modifier is misplaced or attached with the
wrong word. When a sentence has a dangling modifier, it will take on an unintended meaning and will cause
confusion, because it does not describe the words that the writer intends to describe.
Examples:
While standing in his post, a bullet hits the security guard in the head.
(The unintended meaning of the sentence above is that the bullet is standing in his post. The words security
guard should be placed right after the modifier, or within the opening word group to avoid confusion.)

Corrected Sentences:
1. While standing in his post, the security guard is hit in the head by a bullet. (Modifier’ placed right after
the words security guard)
2. While the security guard is standing in his post, a bullet hit him in the head.
(The word security guard is placed within the opening word group)

Methods of Correcting Dangling Modifiers:

1. Specify and state the subject or doer/doer of the action.
Wrong: I could see the crime scene standing from the window.
Correct: Standing from the window, I could see the crime scene.
I could see the crime scene when I am standing from the window.

2. Correct the dangling phrase; make it a complete clause, and state the subject/doer of the action.
Wrong: Without sufficient evidence, it was hard to arrest the suspect.
Correct: Because the police officers have no sufficient evidence, it was hard to arrest the suspect.

3. Fuse together the phrase and the clause, and create a single sentence.
Wrong: In order to give her verdict, the murder case was reviewed. Correct: She gave her
verdict after reviewing the murder case.
THE PARAGRAPH
A paragraph is a brief composition having only one main thought or idea. It is a group of related sentences
developing into one topic, or with a specific part of a longer composition or a larger topic. A paragraph is
composed of a topic sentence and supporting details. A topic sentence contains the main idea or thought of
the composition. One the other hand, the supporting details substantiate or help develop the main idea
expressed in the topic sentence.

Paragraph Unity
A paragraph is considered to be unified when all of its supporting details relate to the main topic.

Basic Paragraph Format to Write Effective Paragraphs on Single Topic

A paragraph explains one idea in detail and supports the expansion of an overall topic for the essay. Paragraph
length will vary based on the purpose of the paragraph.

Parts of a Paragraph

The basic paragraph consists of three parts: a topic sentence, supporting details, and a concluding
sentence. This basic paragraph format will help you to write and organize one paragraph and transition to the
next.

Topic Sentence:

Often, the Topic sentence is the first sentence of a paragraph. Also, we can call an introduction sentence of a
paragraph. It states the main idea of each paragraph and displays how the idea connects to the thesis or
overall focus of the paper. All consequent points presented in the paragraphs must support the topic sentence.

Supporting Details

The supporting sentences explain more about the topic sentence by showing some facts, stats, or examples
regarding the topic. It also includes the writer’s experience & own analysis and used to develop the topic
sentence. The following are common origins of supporting details:

• Expert Opinion
• Facts and Statistics
• Personal Experiences
• Others’ Experiences
• Brief Stories
• Research Studies
• Your Own Analysis
• Interviews

Concluding Sentence

It is the end of the paragraph which is also known as final statement about the topic. It ties all ideas given in the
paragraph and emphasizes the main idea one last time. In the concluding sentence, the writer usually restates
their topic sentence or summarizes the main points of the paragraph.
Different Type of Paragraphs

Because there are an infinite number of paragraphs, paragraphs can communicate an infinite number of ideas.
In this respect, as means of communicating ideas, paragraphs are, in effect, tools which writers use. We all
know that using an appropriate tool for a job makes that job easier and the outcome more effective. Thus it is
with paragraphs: when we try to communicate a specific idea, using an appropriate paragraph for the job
ensures clear communication of that idea.

• Descriptive paragraphs
• Narrative paragraphs
• Expository paragraphs
• Persuasive paragraphs
• Literary paragraph
Types of Paragraphs – Focus on Description

When considering the type of paragraph you are about to write, you need to consider a few different questions.
What is the purpose of the paragraph? What are you trying to communicate to your reader? The answers to
these questions will guide you as you consider both the content of your paragraph and the effect you are trying
to achieve. There are many different types of paragraphs. Each type has a different purpose, and writers make
use of different means in achieving each purpose.

Narrative Paragraph
Narrative paragraphs tell stories. They differ from short stories or novels in length as well as in the
amount of detail provided; they sometimes are little more than brief vignettes. True narrative paragraphs,
however, are similar to short stories in that they feature characters, follow a plot line, include a conflict which is
resolved and are told from an identifiable point of view. They may also establish a setting or include a moral.

Descriptive Paragraph
The purpose of a descriptive paragraph is to allow the reader to experience the item, phenomenon or
event being described as vividly as possible without physically sensing it. That is, the reader cannot see it, but
knows what it looks like; cannot taste it, but knows whether it is salty or sweet; cannot touch it, but knows its
texture. Descriptive paragraphs typically include modifiers (ex., adjectives, adverbs, prepositional phrases) and
figurative language (ex., metaphors, personification, similes) to help enrich the "experience" for the reader.

Expository Paragraph
An expository paragraph explains something; its purpose is to help the reader understand. Exposition
often includes techniques such as the use of examples or illustrations to support a point or the use of some
kind of ordering (chronological or numerical, for example) to help a reader follow a process. Exposition needs
to be clear; language is often quite direct although sometimes a writer may use language devices to help
illustrate a point.

Persuasive Paragraph
The purpose of a persuasive paragraph is to convince the reader of something, such as the writer's
position on a controversial topic or a proposal for a new project. The structure is often similar to that of an
expository piece, as it is usually helpful to explain a little bit about the subject, but rhetorical devices are often
employed to help sway the reader's opinion. The language can be highly charged; the intent is to get a
reaction.

Literary Paragraph
Literary paragraphs are paragraphs written about literature; they are part of a genre known as "literary
criticism." This does not mean they are supposed to find fault with a piece of literature; criticism, in this sense,
is an analytical examination of a poem, story, novel, play, essay, or other literary work. The writer of a literary
paragraph must choose a specific aspect of the text to examine and then focus on that aspect, always referring
back to the literature. Literary paragraphs do not make references to “real life” – the protagonist may be just
like the writer’s Great-aunt Gertrude, but this observation has no place in a literary paragraph. Quotations are
often used to support the observations and evaluations made by the writer.

Transitional Markers
Transitional Markers are considered as aid to the readers, because its main purpose is to help readers
comprehend the relationship of thoughts, and how these thoughts are connected smoothly in the paragraph. •
They are words and phrases that are used to connect sentences and paragraphs. • They help ideas flow
smoothly from sentence to sentence and from paragraph to paragraph. • They are also called transitions,
transitional words or linking words.

Place of Transitional Markers

Transitional markers are usually placed at the beginning of sentences and paragraphs, and they are
always followed by a comma.

List of Common Transitional Markers

Transitional Markers and its Relationship

Transitional Markers Definition/Usage Samples

1. Addition This type of transitional markers Again, also, and, as well

indicates additional ideas, points as, further, furthermore,
and/or arguments as well as more in addition, likewise,
information. moreover, next, similarly

2. Cause This type of transitional markers Because, for, for this

indicates causes and effects of things reason, since, due to the
and fact
situations.

3. Chronology Transitional markers can also be used After, always, at last,

to indicate time as well as order of before, briefly, in the
importance. meantime, meanwhile,
next, soon, suddenly

4. Comparison These transitions point out alternatives All, and, as, both, like,
or differences. similarly

5. Conclusion These transition words and Finally, hence, so,

phrases conclude, summarize and / or therefore, thus, to
restate ideas, or indicate a final general conclude, lastly
statement.

6. Contrast These transitions point out alternatives Although, but, conversely,

or differences. despite, difference, even
so, however,
nevertheless
7. Effect This type of transitional markers As a result, consequently,
indicates causes and effects of things for that reason, effect,
and hence, so then, therefore,
situations. thus

8. Emphasis Clarification/Emphasis transition Above all, especially,

words show support. indeed, in fact

9. Example These transition words add emphasis For example, for

or introduce evidence instance, in other words,
specially, such as, to
illustrate

10. Importance Connecting what is critical to what is Finally, first, last, least,
more inconsequential. next, primarily

11. List Connecting numerous events. Finally, first, furthermore,

Connecting numerous elements that last, moreover, next,
make up something bigger. second, third

12. Repetition To be noticeable, the words or phrases Again, as stated before,

should be repeated within close i.e. (that is), in summary,
proximity of each other. to reiterate, to repeat

13. Summary These transition words and Finally, in brief, in short,

phrases conclude, summarize and / or on the whole, overall
restate ideas, or indicate a final general
statement.