THE 5 Ws AND 1 H

WHO? -
– Complete and correct name.
– Exact home address (be it a residence or a hotel) and telephone
numbers.
– Relative questions :
a. Who was present at the crime scene: witness, suspects, victims, etc.
b. Who was apprehended?
c. Who discovered the evidence?

WHAT?
• Offense committed, e.g., "Robbery, Theft, etc."
• What type of evidence was found?
• Type of property attacked, e.g., building, residence, alley, vacant
lot, etc.
• Type of property stolen, lost or found. What items related to the
crime were found at the scene?

WHERE? - concerned with the geographical location of the crime scene, property, or
evidence.
• a. Where was the offense committed?
• b. Where was the property found?
• c. Where was the evidence found?

WHEN? - includes the date and time when the offense was committed; property found;
suspect apprehended.
• a. When did the police officer arrive?
• b. When was the crime discovered?
• c. When was the suspect apprehended?

HOW? - This question refers to the general manner in which the crime was committed.
• a. How was the crime reported?
• b. How were certain tools used?
• c. How was the crime committed and discovered?

WHY? - Under this heading is listed the object or desire which was motivated the
offense. For example:
• In the crime against persons, the object of the attack might be revenge, ransom,
or rape.
• In crimes for gain, the reason may be to acquire money or property.
INVESTIGATION REPORT FORMAT

• 1. AUTHORITY
• 2. MATTERS INVESTIGATED
• 3. FACTS OF THE CASE
• 4. DISCUSSION
• 5. CONCLUSIONS
• 6. RECOMMENDATIONS

On top of the letterhead and on the lower fold of the paper, the word
CONFIDENTIAL is typed or stamped.

CONFIDENTIAL

(Letterhead)
AUTHORITY:
• 1. This section should contain a brief statement of when, where of when,
where and by whom the investigation was made

MATTERS (TO BE) INVESTIGATED:

• 2. This section of the report represents the mission of the
investigator/investigating officer. In other words, "What is the investigation
about?"

FACTS OF THE CASE:

• 3. This section presents the real truth respecting the matters
investigated. Clear and complete descriptions should be applied here.

DISCUSSION:
• 4. This section should indicate the presumption and inference from all
the circumstances. It should contain such related factual matter of argument as
may be necessary, in addition to the facts presented, to establish the
conclusions and recommendations based thereon.

CONCLUSION:
• 5. This section represents a concise summary of the results of
investigation directly consequent from and supported by the facts. These
should logically follow the facts of the case as found and set forth in the report,
and should have 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 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 desirable in the conclusions.
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, conclusions should
contain no apology, or qualification, such as "It appears," It is believed," or "It
seems probable."

RECOMMENDATION:
• 7. This section should contain the practical suggestions as to
appropriate action to be taken to make suitable disposition of all phases of the
case. This 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 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.

SUMMATIVE LEARNING ACTIVITIES

Choose a case that you prefer to investigate and write a complete set of
investigation report in such case following the formats attached below. Your case
should have a spot report, initial investigation report, progress report and final report.
(Do not include the whole case folder and case referral yet because you will accomplish
them in the second semester in your Technical English 2.)

References

Soriano, Oscar G. Technical Report Writing. Bookman Inc. Quezon City. 2010
Delizo, Darlito B. G. Handout in Technical Report Writing. University of the Cordilleras.

“Truth is the only safe ground to stand upon…..” - Elizabeth Cady Stanton
Sample format of spot report (revised)

Republic of the Philippines

Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
Police Regional Office MIMMAROPA
Oriental Mindoro Police Office
Calapan City Police Station

MEMORANDUM

FOR :

FROM :

SUBJECT : Spot Report

DATE :

1. (Indicate briefly the date/time, and place of occurrence)

2. (Brief facts of the case)

3. (Other Facts)

4. Requested/recommended actions from Hqs.

5. Progress report will follow

________________________
Sample format investigation report (preliminary/initial)

Republic of the Philippines

Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE
Police Regional Office MIMMAROPA
Oriental Mindoro Police Provincial Office
Calapan City Police Station

MEMORANDUM

FOR :

FROM :

SUBJECT : ___________ Investigation Report on (state what case)

DATE :

I AUTHORITY

1. Memo from that Office dated__________ re-investigation report on the

above subject.
2. Inherent

II MATTERS (TO BE) INVESTIGATED

3. To determine the surrounding circumstances of the killing of the said

police officer.
4. To possibly identify the suspects that will led to their apprehension and
possible prosecution

III FACTS OF THE CASE

5. (D/T/P Occurrence and events)

IV DISCUSSION/INVESTIGATION/FINDINGS

6. etc.

V CONCLUSION

VI RECOMMENDATION/DISPOSITION

____________________

Sample format of follow-up/progress report

 Republic of the Philippines
Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
_______________________________________

___________________________

MEMORANDUM

FOR :

FROM :

SUBJECT : Progress Report

DATE :

1. Reference: (previous related Memos)

2. (Indicate briefly the date/time and place of occurrence) example

3. (Brief facts of the case)

4. (Other Facts)

5. Requested/recommended actions from Hqs.

6. Disposition/ Action Taken

7. Final Report will follow

_________________________

Sample format of final investigation report

 Republic of the Philippines
Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
_______________________________________

___________________________

MEMORANDUM

FOR :

FROM :

SUBJECT : Final Report

DATE :

1. Reference: (previous related Memos)

2. (Indicated briefly the date/time, and place of occurrence)

3. Background/Brief facts of the case

4. Sequence of Events

5. Summary of Action

6. Recommendation/ Conclusion

7. Disposition/findings

8. For your information

_______________________________

Sample Format of Case Folder

CASE FOLDER OF

____________________________

ENCLOSURES OF CASE REFERRAL/TRANSMITTAL

(For Viol of ____________________)

TABLE OF CONTENTS

1. Sworn Statement of (Name of Complainant) “A”

2. Sworn Statement of (Name of Witnesses) “B”
3. Affidavit of Arrest (Name of Arresting Officers) “C”
4. Documentary Evidence “D”

a. Complaint Sheet of Complainant “D-1”

b. Request and Certificate of POEA “D-2”
c. Request and Result of Ultra Violet Powder “D-3”
d. Summary of Information “D-4”
e. Coordination “D-5”
f. Request and Result of Physical Examination “D-6”
g. Booking /Information Sheet of Suspect “D-7”
h. Copies of Photographs and Sketch of Agency “D-8”
i. Copies of Photographs during Entrapment Opn “D-9”
j. Copies of Photographs of the Suspect “D-10”
k. Copies of Photographs of the Pieces of Physical “D-11”
l. Evidence Recovered and Seized “D-12”
m. Reports about the Case “D-13”
n. Others “D-14”

______________________
Officer-on-Case

Noted By:
_________________
Chief of Office
Sample format of Case Referral / case transmittal
(Regular Filing and Inquest)

Republic of the Philippines

Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE
______________________________________
_______________________

(DATE)

The Honorable City Chief Prosecutor

Office of ________ Prosecutor
Justice Hall, _______

(Attn: Duty Inquest Prosecutor)

Greetings :

I have the honor to refer to your Office, the records of investigation relative to the case of (crime), committed
at about ______ of ________ at ______________.

COMPLAINANT : (Name, age, nationality, civil status and current address)

VICTIM : (Name, age, nationality, civil status and current address)

SUSPECT (ARRESTED/DETAINED) :
(Name, age, nationality, civil status and current address)

EVIDENCE RECOVERED :

FACTS OF THE CASE:

Investigation disclosed....

ENCLOSURES :

a) Subscribed NPS Investigative Data Form

b) SS of the complainant
c) SS of witness
d) SS of witness
e) Joint Affidavit of Arrest of
f) Medico-Legal Report
g) As stated evidence recovered
g) Death Certificate of the Victim
i) Anatomical Sketch of the Victim
j) Booking and Information of the suspect
k) And others to be presented later.

This case will be presented to you by (Name of Investigator-on-Case) of this Office during the course of
inquest proceedings. Further, request furnished this Office copy of resolution of the case and other proceedings.

For appropriate action and disposition.

___________________________
Chief of Police

Another Sample Format of Case Referral / case transmittal

 Republic of the Philippines
Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE
______________________________________
_______________________

(Date)
Hon. Chief, State Prosecutor
Department of Justice,
Padre Faura, Manila

Sir/Madam:

Respectfully referred to your good office for inquest proceedings are the herein
record of investigation relative to a case for Robbery committed as follows:

VICTIMS/COMPLAINANTS: __________________

RESPONDENTS: ___________________________

WITNESSES: ______________________________

Date/Time and Place of Occurrence:

On _______ at about ________ along _________________.

Evidences:
1. Sworn Statement of Complainant/s
2. Sworn Statement of Witnesses
3. Joint affidavit of Arresting Police Officers
4. Others to be presented later.

FACTS OF THE CASE:

(Complete brief narrative of the facts)

This case will be presented by (name of investigator-on-case).

Very truly yours,

__________________________
(CHIEF OF OFFICE)
Source: PNP website