What is a Police Report?
2. Investigative Record
A police report is an exact narration of facts that are discovered
during a criminal investigation and serves as a permanent written
record for future reference. It is a documentation made by a police
officer or law enforcement personnel which includes the important
details and events about an incident (police report definition &
Examples, it is an official document detailing supplemental action
taken by first responders, persons and property involved ,
subsequent investigation and/or supporting documents. It usually
contains the initial statement made by the victim at the time he or
she reported the crime, specific details of the event and names
involved.
Use of Police Report
Police reports have many different uses, both within the criminal
justice system and beyond. This includes but not limited to the
following (Sacramento State Police Department, 2014):
1. Identification of Criminals
Police reports assist with the ‘identification, apprehension and
prosecution of criminals by serving as a source document for filing
criminal complaints, by providing a record of all investigations, and
providing a basis for additional follow up investigations (Sacramento
State Police Department, 2014)
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Police reports aid prosecutors, defense attorneys and other law
enforcement agencies by providing record of all investigations and
serving as source documents to criminal prosecution, as well as
documenting agency actions (Sacramento State Police Department,
2014).
3. Court Preparation
Police reports assist officers prior to or during court appearances by
refreshing the officer’s memory before testifying, or preparing to
provide hearsay testimony at preliminary hearings (Sacramento
State Police Department. 2014).
4 Civil Liability Assessment
Police reports are essential for risk managers. insurance
companies, and civil litigation attorneys for use in determining
potential civil liability by documenting events such as accidents or
injuries on city, county, or private property, workman's
compensation type injuries, as well as to presenting justification for
an officer's behavior or actions ina civil complaint or lawsuit against
the officer (Sacraments State Police Department, 2014).
Characteristics of an Effective Police Report
There are six characteristics that all effective reports have in
common, they are (Sacramento State Police Department, 2014):

1. Factual
A police report is an objective accounting of the relevant and
observed facts of the case, and any conclusions made by the
reporting officer must be supported by articulated and documented
facts. Unsubstantiated opinions or conclusions are never to be
included in an effective report (Sacramento State Police
Department, 2014).
2. Accurate
The decisions and actions taken as a result of the report must be
supported by accurate information contained in the report. If any
information is inaccurate, the credibility and reliability of the report
will likely be jeopardized. Accuracy is achieved by carefully,
precisely, and honestly reporting all relevant information
(Sacramento State Police Department, 2014).
3. Clear
A police report speaks for the reporting officer when he or she is not
present. There should be no doubt or confusion regarding what
happened during an incident or crime, based upon the content of a
police report. Clarity in report writing is achieved by clear and logical
organization of information, the judicious use of simple, common,
and first person language, and effective writing mechanics
(Sacramento State Police Department, 2014).
4. Concise
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Reports should be brief but also contain all relevant information
necessary for a complete understanding of the crime or incident,
without additional explanation. Brevity should never take
precedence completeness or clarity in report writing (Sacramento
State Pos Department, 2014)
5. Complete
A complete report will contain all the relevant facts, information, and
details that the reader will need to have in order to have a
comprehensive understanding of the crime or incident described in
the report. The report is complete when it is a complete word picture
of the incident, there are no questions left unanswered by the
reader, officer actions are explained and justified by the contents of
the report, and both supporting and conflicting information is
included (Sacramento State Police Department, 2014).
6. Timely
No decisions can be made or actions taken regarding an arrest or
request for follow up investigation if a report is not submitted in a
timely fashion (Sacramento State Police Department, 2014).
Tone of Police Reports
Narration is effective in writing police reports. They are most
effective when they have an objective tone. The use of “I”, “We”,
“Me”. Or “Why” make writing subjective and opinionated.
Administrative decisions cannot effectively be based on subjective
opinions. Objective tone refers to an impersonal style of writing,
which gives us information about something but doesn’t include
information about the writer (bbc co.uk, n.d.). Objective writing 4. Where?
places the emphasis on facts, information and arguments, and can
It is regarding the scene. It can be written in a detailed scene or just
be contrasted with subjective writing which relates to personal
outline only. Typically, when the news comes from a famous place,
feelings and biases. Objective writing uses third person pronouns; it,
then the writing is not too detailed.
he, she, and they (Smith, 2022)

5. When?
It concerns the time of the incident. Time stamps are not limited to
The 5Ws and 1H of a Police Report
date, but can be written days, hours, even minutes when an incident
An effective police report should always answer the questions who, takes place.
what, where, when, how, and why. The “SW’s and 1H” can be a
useful guide to report writers, especially for the beginners.
6. How?
It will provide facts about the incident. It could tell the atmosphere
1. Who?
even when the flow of events reported, is an ongoing incident.
It is a question that will contain the facts relating to any person who
is directly or indirectly associated with the incident. Here will show
up the names that include within the scope of the news that is General Content of Police Report
discussed.
Although every crime or incident is different, and as a result, each
report will require different information to complete a total word
picture about the incident. However, every report should have
2. What?
certain content elements, regardless of the crime that was
It is a question that will answer what happened and will encourage committed (Sacramento State Police Department, 2014).
reporters to gather facts related to the things done by the offender
The following general content elements are fundamental to an
and the victim in an incident.
effective report, however, it should be noted that in some crimes or
incidents, a specific element may not be applicable
3. Why?
It will answer the background or the cause of the incident. Although 1. Initial Information
rare, why can be used to open a news or the lead story.
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It establishes how the officer became involved with the specific
incident and additional background information the also describes
the officer’s immediate observations and any actions they took upon
arrival at the scene.
2. Identification of the Crime or Incident
Always include the facts that are necessary to show that the specific
crime or incident has taken place. The report should include the
common name of the crime, the statutory reference number and the
required elements necessary for the crime to be complete.
3. Identification of the Involved Parties
Regardless of the type of report, the report should always identify
the reporting persons, victims, witnesses and suspects, if known.
Always include full names, address, home, work and cellular
telephone numbers. Include alternate contact information, such as
work or school addresses, email addresses, and their role in the
incident.
4. Victim/Witness/Suspect Statements
Summary statements of all involved parties should be taken and
direct quotes used, where necessary. Statements should always
include the details of the events, from their own perspective.
5. Crime Scene Specifics/Description
Crime scene specifics are necessary to accurately re-create the
scene and events of the crime. Include photographs, where
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possible, and include the locations of physical evidence prior to
collection. Photographs should be printed for inclusion with the
report, and booked as property as evidence, where applicable.
6. Property Information
Property information should include the color, make, model, serial
number, approximate value, and full descriptions where possible.
Details pertaining to stolen or recovered property, as well as
property booked for safekeeping, and property booked as evidence
should always be included in the report.
7. Officer Actions/Observations
Include descriptions and observations of all actions related to the
incident. If multiple officers responded to a crime or incident, each
officer involved should include a supplement that details their own
actions at the incident or crime, and the supplement should be
submitted for inclusion with the master report. All reports, whether a
master report or supplemental report, should be written from the
perspective of the writing officer, and detail their own personal
actions or observations.
Main Classifications of Police Reports
The many purposes served by police reports and our system of
administrative independence has given rise to a number and variety
of reports. But in broad terms and in a rather elementary way, police
reports are classified into two (2) groups:

1. Basic or Informal Report
Most police reports may be placed in this category. This account
deals with the ordinary, miscellaneous, usual, memorandum, letter,
or form accomplished by any member of a unit, section bureau or
division within a department in Accordance with prescribed
regulation. Usually, this report contains the following
• The heading or the letterhead of the organization, office or section
where the writer is assigned.
• The person or office to whom it is addressed or submitted.
• The text proper.
• The name of the writer or the source of the report.
2. Investigative or Formal Report
This covers an exact and exhaustive narration of facts. It suggests a
full-dress treatment, including cover, title page, letter of transmittal,
summary sheet, text, appendixes, and perhaps an index and
bibliography.
Classification of Police Reports according to Purpose
1. Performance Report which contains information as to the
status of an activity/ies or operation.
2. Fact-Finding Report which involves the gathering and
presentation of data in logical order, without an attempt to
draw conclusions.
3. Technical Report which represents data on a specialized
subject.
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4. Problem Solution Report which analyzes the thought
process that lies behind the solution of a particular problem.
Categories of Police Reports
1. Operational Reports include those relating to the reporting
of police investigation, arrests, identification of persons, and a
mass of miscellaneous reports necessary to the conduct of
routine police operations.
2. Internal Business Reports relate to the reporting necessary
to the management of the agency and include financial
reports. personnel reports, purchase reports, equipment
reports, property maintenance reports and general
correspondence.
3. Technical Reports present data on any specialized subject
but usually relate to completed staff work and add to the
specific knowledge necessary to proper functioning of police
management.
4. .Summary Information Report furnishes intelligence
information necessary to the solution of crime, accident, and
police administrative problems.
The Police Report Format
A police report is a necessity in the practice of law enforcement.
Police reports are used by every law enforcement to help pass
information around in an orderly and professional manner. Report
templates can help a Law enforcer pass around information in
general. They can also do it in an orderly and neat fashion so that
the information they are passing never seems unprofessional and
messy-making it much easier to digest. These report templates help
them in properly formatting a report for their job as a police officer.
 MEMORANDUM
Basic Types of Police Report FOR:
FROM:
According to the Protocol 9 (Preparation of Reports and Filing of SUBJECT: Spot Report
Charges) of the Protocols of Investigation in PNP Criminal DATE:
Investigation Manual of 2011, The Investigator-On-Case shall
submit the following:
1. (Indicate briefly the date/time, and place of occurrence)
• Spot Report within 24 hrs to HHQ; 2. (Brief facts of the case)
• Progress Report: 3. (Other Facts)
4. Requested/recommended actions from Hqs.
• After Operation Report; 5. Progress report will follow
• Final Report after the case is filed before the prosecutors
office/court; and
Progress Report
• Accomplishment Report.
It is an accounting of the actions or series of actions undertaken in
relation to an ongoing investigation of a case (PNP, 2014).
Spot Report Sample Format of Progress Report
It is an immediate initial investigative or incident report addressed to Republic of the Philippines
Higher Headquarters pertaining to the commission of the crime, Department of the Interior and Local Government
occurrence of natural or man-made disaster or unusual incidents NATIONAL POLICE COMMISSION
lives and damage to property. PHILIPPINE NATIONAL POLICE

MEMORANDUM
Sample Format of Spot Report
FOR:
FROM:
Republic of the Philippines SUBJECT: Progress Report
Department of the Interior and Local Government DATE:
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
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 1. Reference: (previous related Memos) V Participating Elements
2. (Indicate briefly the date/time and place of occurrence) VI Chronological Events
example
3. (Brief facts of the case) Background
4. (Other Facts) Intelligence Build-up
5. Requested/recommended actions from Hqs. Narrative account of operational activities
6. Disposition/ Action Taken
7. Final Report will follow VII Comments.
VIII Assessment.
Final Report
After Operation Report Thorough and in Depth and lengthy account regarding an incident or
It is a report that may be rendered after any successful polis case as mandated by higher authorities to establish a determination of
operation that leads to the arrest of any member or some members the truth and/or how far it could be investigation into determined
of in syndicated crime group (PNP, 2014). based on the facts and circumstances with the appropriate
recommendation 2014). For the proper course/s of action/s to be
Sample Format of After Operation Report made (PNP.
Republic of the Philippines Sample Report for Final Report
Department of the Interior and Local Government
NATIONAL POLICE COMMISSION Republic of the Philippines
PHILIPPINE NATIONAL POLICE Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
MEMORANDUM PHILIPPINE NATIONAL POLICE

FOR: MEMORANDUM
FROM:
SUBJECT: After Operation Report FOR:
DATE: FROM:
SUBJECT: Final Report
DATE:
I Authority Reference: (previous related Memos)
II Mission
III Period Covered (Indicated briefly the date/time, and place of occurrence)
IV Area of Operations

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Background/Brief facts of the case
Sequence of Events 1. AUTHORITY
Summary of Action 1. Memo from that Office dated re investigation report on the
Recommendation/Conclusion above subject.
1. Disposition/findings 2. Inherent.
2. For your information
II MATTERS TO BE INVESTIGATED

Investigation Report 3. To determine the surrounding circumstances of the killing of

It is a document that details the findings of an investigation as soon as
a formal complaint is filed or an incident occurs. This is where
investigators record the issues of the matter, analyze the evidence, and
formulate conclusions. It is impartial based on evidence not on
opinions of an investigator or the parties involved (safetyculture.com,
2022). This form is similar to the memorandum form except that the
text or body should include the following parts: AUTHORITY,
MATTERS INVESTIGATED, FACTS OF THE CASE, DISCUSSION,
CONCLUSIONS, DATION. Parts are capitalized reported colon. All
paragraphs composing the text of the report are numbered
consecutively in Arabic numerals.
Sample Format of Investigation Report
Republic of the Philippines
Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE
the said police officer.
4. To possibly identify the suspects that will led to their
apprehension and possible prosecution
Situation Report
The Situation Report (SITREP) is a form of status reporting that
provides decision-makers and readers a quick understanding of the
current situation. It provides a clear, concise understanding of the
situation-focusing on meaning or context, in addition to the facts. It
contains the following information (The Persimmon Group, 2021):
• The Situation to date (what has happened)
- A brief summary of “startup details” – date, place, time,
who
- Summary of overall situation to date
- Ensure old information is deleted

MEMORANDUM • Actions to date (what has been done)

FOR - Brief reporting of actions completed to date

FROM: - Table format may be used for repeat actions and/ or
SUBJECT: Investigation Report on progressive totals or if similar are given e.g. destructions
statistics, number of properties visited
DATE:
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• Actions to be completed (what will be done)
- Brief reporting of scheduled/planned actions typically
for the period covered by the SITREP
Special Report
A Special Report is prepared and presented not as a matter of routine
This is prepared on the basis of some inquiry or investigation either by
single individual or by a body or a committee or a sub committee or a
commission specially formed and entrusted with the duty. It is in many
cases of confidential type and contains apart from facts a sand
information. Some recommendations (Apoorva, n.d.
What is a Police Blotter?
A Police Blotter is a record of daily events occurring within the
territory/jurisdiction of a given police unit or command. It contains
material details concerning the event for legal and statistical purposes.
This police blotter is an informational record book that is utilized for
evidentiary or referral purposes (PNP, 2014).
Two Types of Police Blotter
Each PNP operating unit/station shall maintain two separate police
Blotters:
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1. Blue Blotter- It contains the daily registry of all crime incident
reports, official summaries of arrest, and other significant
events reported in a Police Station/Unit; and
2. Pink Blotter- It contains the daily registry of all crime incident
reports involving Violence Against Women and Children,
Trafficking in Person, and other Gender-Based Violence such as
those provided for in PNP policies and Philippine laws.
Importance of the Police Blotter
Here are some of the importance of Police blotter (PNP, 2014):
1. The Police Blotter entry reports serve as a permanent record of
incidents, events, problems, and occurrences;
2. A Police Blotter is used to keep informed of activities within the
police jurisdiction;
3. A Police Blotter is also used to compile statistical information,
identify problems in the community, or identify police training
needs; and
4. A Police Blotter is needed to facilitate investigations prepare
court cases, or defend cases in court.
Contents and Details of a Police Blotter
The Police blotter is a record book bound with hard covers and shall
be 12 inches (12”) by 16 inches (16”) in size. The front cover of a
police blotter shall contain the name or designation of the police force
and particular police district/station, together with the designation of
the specific police unit or sub-station, the volume or book number, the
series number and the period covered (PNP, 2014).

Incident Report
An incident report is a formal document that details the facts related to
an incident (safeopedia.com, 2021). It is similar to Police reports, an
Incident Report is a victim’s statement regarding a crime (Fullbright,
2014).
Incident Report Content
The entry in the Police Blotter should answer the following cardinal
elements of a police report: Who, What, When, Where, Why, How and
the disposition of the case. In answering the 5 W sand 1H and the case
disposition, all such material details about the event, including the
names of the suspects, the victim, the witnesses, if any, the nature of
the action or offense, the possible motive, the place, the date and time
of occurrence and significant circumstances that aggravate or mitigate
the event or the crime should be entered along with the identity of the
officer to whom the case is assigned (officer-in-case) and the status of
the case (PNP, 2021).
POLICE BLOTTER AND INCIDENT REPORT
Incident Entered in the Police Blotter Incident
As a general rule, all crime incidents must be recorded in the official
police blotter (PNP, 2021). The following incidents or transactions,
among others. Are entered in the police blotter (PNP, 2014):
1. Violations of laws and ordinances reported and/or discovered;
2. All calls in which any member of the PNP is dispatched and/ or
takes official action;
3. All fire alarms, reports and information received by the
stations;
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4. Movement of prisoners with corresponding notations on the
authority for such movements;
5. Cases of missing and/or found persons, animals and property:
6. Vehicular and other types of accidents which require police
action;
7. All personal injuries, bodies found, and suicides;
8. Damage to property;
9. All cases in which a police member is involved:
10. All arrest and returns made; and
11. Miscellaneous cases, general and special orders, violations of
rules and regulation, and any other reportable incident that the
sub-station/station commander or higher authority desires to
be recorded.
Incident Record Form
Incident Record Form (IRF) is a form to be filled out by the
complainant/ victim. Once it is signed and acknowledged by the Desk
Officer and the Chief of Police, or his representative, the data that were
provided by the complainant or client in the IRF shall be entered in the
Police Blotter Book (PNP SOP no. 2012-001).