CDI 5 TECHNICAL

REPORT WRITING
BONN G. PAGADUAN
INTRODUCTION

Technical Police Writing is an essential element in the field

Law Enforcement. The need to know on the part of the
community pertaining to the accomplishments and or
performance of their Law enforcement agencies and the Law
enforcement organization itself in its policy making, relies on the
reports submitted and or circulating within the organization.
Definition Of Technical Writing
Technical- comes for the Greek word ‘tehcne’ which means “skill”.
Technical Writing- is a form of technical skill used in the Military, Police,
computer industry, robotics and many other fields.
- this is also termed as Police Report, which is the giving of an
account or description of an aspect of a particular art, science, trade or
profession learned by experience, study, observation, or investigation.
- communication in any field where the primary aim of which is to
convey a particular piece of information, for a particular purpose, for a
particular group of readers.
PRINCIPLES OF GOOD TECHNICAL WRITING

1. The writer of 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
confirm with the standard forms of writing.
TWO IMPORTANT FACTORS IN TECHNICAL
REPORT WRITING
1. The Subject Matter- refers to the information that the
writer wants to convey.
2. The Purpose- refers to the goals that the writer wants to
achieve for himself and his readers after presenting his
output.
POLICE REPORT

- Police Report is any written matter prepared by the Police involving their inter action with
the community.
- Police Report is an exact narration of facts discovered during the course of crime
investigation which serves as a permanent written record for future reference.
- Police reports maybe written or oral; detailed or brief; simple or complex. As police
reports are
- This is a chronological or step-by-step account of an incident that transpired in a given
time.
- Police Report is a permanent written of police activities classified as informal and formal
which communicates important facts concerning people involved in criminal activities.
PURPOSES OF POLICE REPORTS

1. Written report to serve as the raw materials from which records system are
made.
2. Serve as the official document and permanent record of incidents in the
community;
3. To compile statistical information and identify problems in the community;
4. To facilitate investigations, prepare and defend cases including prosecution
of offenders;
5. To identify training needs of the members of the Philippine National Police.
6. Written report 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.
7. Written report to guide police administrators for policy formulation and
decision making.
8. Written report to serve as a gauge/yardstick for efficiency evaluation of
police officers.
9. Written report to guide prosecutors and courts in the trial of criminal
cases investigated by the police.
THE IMPORTANT USES OF REPORT WRITING
1. Reports serve as records for police administration in planning, directing
and organizing the unit’s duties and functions.
2. Reports can be used as legal documents in the prosecution of offenders.
3. Reports are utilized by other government agencies as well as private
organizations.
4. Reports can be useful to tri-media for public information purposes.
5. Reports can be utilized for research purposes.
6. Reports improve the personality of the writer
General Types of Police Report
1. INFORMAL REPORT- this is Usually a letter or memorandum or any one of
many prescribed or used in day-by-day police operations. It customarily carries
three items besides the text proper; date submitted, subject, and persons or
person to whom submitted. It may, however, contain many items of administrative
importance along with the subject matter of the text. Actually, most police reports
may be placed in this category.
2. FORMAL REPORTS- Suggests a full-dress treatment, including cover, title
page, letter of transmittal, summary sheet, text, appendixes, and perhaps an
index or bibliography.
Other Types of Police Report
a. Police Blotter- this is a logbook that contains the daily registry of all crime incident reports,
official summaries of arrest, and other significant events reported in a certain police station.
b. Spot Report- this refers to the initial report written by a police officer after an important
incident and submitted immediately to higher authorities for further investigation and
appropriate action.
c. Progress report- this refers to the follow-up report submitted by a police officer after
conducting further investigation of a particular incident. Progress report can be simply be an
accomplishment report which may be analytical and be comparatively longer than a police
report.
d. Final Report- this is an accomplishment report written by a police officer after
the investigation is completed and the case has been filed against the suspect/s. In
some cases, progress report can be also be the final report especially if the
investigator has been terminated at that level.
e. After Operation Report- this refers to a report that maybe rendered after any
successful police operation that leads to the arrest of any member or some of the
members of the syndicated crime group.
f. Investigation Report- refers to a report such as in criminal investigations. The
arrangement of the parts follows a specific pattern to be easily found and read. The
format is similar to the to a memorandum format except the text or the body should
have the following parts:
AUTHORITY, MATTERS INVESTIGATED, FACTS OF THE
CASE, DISCUSSION, CONCUSIONS, and
RECOMENDATIONS. The parts are capitalized followed by a
colon (:). Paragraphs are numbered consecutively using Arabic
numbers such as 1,2,3, and 4, among others. The investigator
signs the report. On top of the letterhead and on the lower fold
of the paper, the word CONFIDENTIAL is typed or stamped.
g. Situational Report- (SITREP) refers to a report which is done on a
need basis. It contains the actual situation on a particular incident or
incidents which are on public interest. This is primarily addressed to the
commander or the chief for him to know the actual situation before the
media and the public is informed.
h. Beat Inspection Report- this refers to a report that is submitted daily
by any duty officer after his/her routine check on foot.
i. After Patrol Report- this refers to a report which is submitted by
assigned sector using official vehicles and is signed by the team leader.
HOW ARE POLICE REPORTS CATEGORIZED
a. OPERATIONAL REPORTS-Include those relating to the reporting of police incidents,
investigation, arrests, identification of persons, and a mass of miscellaneous reports
necessary to the conduct of routine police operations.
b. INTERNAL BUSNIESS 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.
c. TECHNICAL REPORTS-Presents 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.
d. SUMMARY REPORTS-Furnish intelligence information necessary to the solution of
crime accident and police administrative problems.
QUALITIES OF A GOOD TECHNICAL REPORT
1. Brevity- this is the quality of writing which is characterized by the shortness or
briefness of the writing material. This is achieved through presentation of ideas in
a short but complete manner.
- The police report must be short, with simple sentences, common words and
easy to understand.
2. Clarity- this is the condition of writing where ideas are simplified by making it
easier for the readers to understand. This is achieved by providing further
examples, illustrations, or diagrams in order to clarify the text.
- The police report must be clear and it should be written directly and easy to
understand.
3. Completeness- this is the quality of writing where the ideas in the paragraph are
entirely and absolutely free from inconsistencies and errors in any form. A good writer
is aware that one of his objectives is to present information that is entirely complete.
- The police report must be complete by using the 5W’s and 1H.
4. Accuracy- this refers to the exactness and correctness of writing, as this is a result
from precision, conformity to grammar, and adherence to writing standards. There
are writers who know how to present their ideas, but they are inaccurate in
presenting facts.
- The police report must conform with the established rules of syntax, format,
spelling and grammar. The data presented must be precise and the information given
must be factual.
OTHER QUALITIES OF GOOD REPORT WRITING
• 1. SPECIFICITY- The police report must be specific by using concrete examples. A
good descriptive narration gives life to the written words through particular terms
that project hues, movements, quantities and shapes.
• 2. TIMELINESS-The police report must be submitted on time. As much as possible
immediately after the incident has happened.
• 3. SECURITY- The police report must be considered classified, hence, transmission,
handling, and access to these reports should be limited only to police personnel who
are granted by higher authority security clearance. It is a top secret documents.
• 4. IMPARTIALITY- The police report must know what the receiving office needs
to know important data must not be omitted or added to conceal responsibilities, to
impute liabilities or to favor parties.
CHARACTERISITCS OF A GOOD COMMUNICATOR
1. Knows his audience well- suggest and implement solutions to
problems that nobody else identifies.
2. Serves as a “go-between”- Whenever one group of people has
specialized knowledge that other group does not share, the technical
writer bridge the gap.
3. A generator of truth- a a technical writer chooses what to be written,
with the full knowledge that later will depend on what has been
written.
4. A good teacher- he excels at explaining difficult concepts for readers who w
have no time to read twice.
5. He has an excellent eye for details- he knows punctuations, syntax, and
style and can explain the rules governing them.
6. He knows how to coordinate- though he works on his own much of the time
he also knows how to coordinate with the collaboraborative work of graphic
artists, programmers, and various subject matter experts.
7. Has enough experience- he is an expert in understanding the audience
background and needs.
8. Knows how to gather information- he has a nose for
information from existing documents and from subject matters.
9. He is respected and credible- he is a person with credibility,
and he is also valuable and reliable source of information.
10. He has a strong language skill- he understands the highly
evolved conventions of modern technical communication.
TECHNICAL DOCUMENTATION
- Works hand in hand to create written products or deliverables.
These deliverables are technical documents that contain
technical information.
- Useful if the readers can understand and act on them without
having to decode wordy and ambiguous words.
- Technical documentation services comprise of all activities,
means and system that provide information to its specialized
fields.
Review on English Grammar
Grammar
- The study of the classes of words, their inflections, and their functions and
relations in the sentence.
- Inlections- the change of form that words undergo to mark such disitinctions
as those of case, gender, number , tense, person, mood or voice

- is how to put words together to form proper sentences.

- In linguistics, grammar is the set of structural rules governing the
composition of clauses, phrases, and words in any given natural language.
- Grammar refers also to the study of rules, and this field
includes morphology, syntax, and phonology, often
complemented by phonetics, semantics, and pragmatics.
Grammar is the study of words and the ways words work
together.
- It is also the study of the way the sentences of a language are
constructed; morphology and syntax.
- The Longman Dictionary of Contemporary English says that
grammar is the set of rules that enables words to change their
forms and combine into sentences.
Standard English- this is the most widely accepted form
of English language. It is generally used in media,
business, and professional correspondence, private and
government agencies including academic institutions, it is
usually described by its conventions in the language and
rules on grammar and mechanics such as agreement,
antecedent, number, correct usage, spelling, punctuation,
and sentence structures, among others.
Non-Standard examples Standard examples

15 yo 15 years old
A res. of A resident of
OOA On or about

ICOW In connection with

KIA Killed in action
MIA Missing in action

DOA Dead on arrival

NLT Not later than
MM Metro Manila

Can’t Cannot
Isn’t Is not
In may 24, 2015 On May 24, 2015

Wordy Brief and concise

Jargon Layman’s term
Elements of Grammar
I. Nouns
- are the words that represent persons, places, and objects. Most
sentences feature a noun, as a noun is the subject of a sentence.
- A noun is a word that names something, such as a person, place,
thing, or idea.
- In a sentence, nouns can play the role of subject, direct object,
indirect object, subject complement, object complement, appositive, or
adjective.
Kinds of Noun
1.Common Nouns: A common noun is any member of a class of persons, places
or things. These nouns are not capitalized. Examples are man, burglar, child,
gold, city, police department.
Example : Alex is a wonderful player.
2.Proper Nouns: A proper noun is the name of a particular person, place, or
thing. These nouns are capitalized. Examples are: SPOI Juan S Dela Cruz, San
Jose Del Monte Bulacan, Christmas, and Panda Ball Pen.
Example: Alex is a wonderful player
3.Abstract Nouns: is a word for something that cannot be seen but is there. It has
no physical existence. Generally, it refers to ideas, qualities, and conditions.
Abstract nouns are intangible concepts. Examples are: justice, mercy, truth,
honesty, knowledge, vision.
Example: Honesty depends mostly on truthfulness and integrity.
4.Concrete Nouns: Concrete nouns are insubstantial concepts, these are nouns
that could be perceived by the five human senses.
Examples are: women, noise, cakes , aromas, chair etc.
5.Mass Nouns/ Non- Countable Nouns: Mass nouns are nouns that could not be
counted.
Examples are crowd, coffee, rice, sand, rallyists.
6.Count/ Countable Nouns: Count nouns are nouns that could be
counted. Examples are: fingers, books, teachers, chairs.
7.Collective Nouns: Collective nouns are number of persons or things
considered as one group or whole.
Examples are: jury, crowd, flock, team, herd,
8.Compound Nouns: Sometimes two or three nouns appear together, or
even with other parts of speech, and create idiomatic compound nouns.
Idiomatic means that those nouns behave as a unit and, to a lesser or
greater degree, amount to more than the sum of their parts.
Example: six-pack, five-year-old, and son-in-law, snowball, mailbox, etc.
II. PRONOUNS
- A pronoun is a word that is used to take the place of a noun. Pro is a prefix
that means “for”, therefore, pronoun means "for a noun." The pronoun gives the
noun a rest. It may stand for the name of a person, place, thing, or idea.
Kinds of Pronouns
- 1.Personal Pronouns may refer to the person speaking; the person being
spoken to; or the person, place, or thing spoken about.
- First person refers to the speaker ("l" for singular, "we" for plural). Second
person refers to the person being spoken to ("you" for both singular and plural).
Third person refers to the person, place, or thing being spoken about ("he,"
"she," and "it" for singular, "they" or “them” for plural).
2. Relative and intensive- both have the same form and end in –self or –
selves, they are formed from personal pronouns.
Examples: myself-ourselves, yourself-yourselves, himself, herself,
itself, themselves
3. Demonstrative Pronouns- these are used to point out nouns.
Examples: this that, these, those
4. Relative Pronouns- used to begin a subordinate clause and relate it
to another idea in the sentence.
Examples: that, which, who whom, whose
5. Interrogative Pronoun- these are used to begin direct or
indirect question.
Examples: what, which, who, whom, whose
6. Indefinite Pronuons- are used to person, places, or things
often without specifying which ones.
Examples: anybody, everyone, nothing, all, each, nobody,
someone ,everybody
III. VERB
Verb is that part of speech that shows action or state of being.
When verbs show state of being, they are called as linking-verbs.
Verbs are the most important parts of speech. The verb is one of
the foundation words of a sentence. It gives the sentence meaning
by saying something about the subject.
Examples: hit, think, drive, catch, throw, search (action verbs) is,
are, was, were (linking verbs)
NOTE: Every sentence must contain a verb.
Kinds of Verbs:
1. Action Verbs are used to tell what kind of action a person or thing is making. They may be
physical or mental actions.
Examples are: dance, sing, speak, spend, and walk (physical) and believe, dream, remember, and
worry (mental).
2. Transitive Verbs which require an object to complete its meaning. Without an object to affect, the
sentence that a transitive verb inhabits will not seem complete.
Example:
The police investigator writes the police report. (In this example, the object report completes the
meaning of the verb writes. It answers the question what does the police investigator writes?)
Please bring coffee.
In this sentence, the verb bring is transitive; its object is coffee, the thing that is being brought.
Without an object of some kind, this verb cannot function.
3. Intransitive Verb which is complete by itself and does not require an object to
complete its meaning.
Example:
SPOI Jose A. Dela Fuente jumped. (In this example, the verb jumped does not need
an object to complete its meaning)
4. Linking Verbs
A linking verb is used to re-identify or to describe its subject
Connect a subject and its complement. They do not show action. Linking verbs are
often forms of the verb to be. They are sometimes verbs related to the five senses
(look, sound, smell, feel, taste) and sometimes verbs that reflect a state of being
(appear, seem, become, grow, tum, prove, remains, is, are, was, were)
In each example, the linking verb is highlighted and the
subject is bold.
•Alan is a vampire. (Here, the subject is re-identified as a
vampire.)
•Alan is thirsty.(Here, the subject is described as thirsty.)
A Linking Verb Links the Subject to a Subject Complement
The word, phrase, or clause that follows a linking verb to re-identify
or describe the subject is called the subject complement. In these
next four examples, everything after the linking verb is the subject
complement. Also note that a subject complement functions as
either an adjective (when it describes) or a noun (when it re-
identifies).

•He seems drunk.(Here, the subject complement describes. It is an adjective.)

•The soup tastes too garlicky to eat.(Here, the subject complement describes.
It is an adjective phrase.)
•His proposal is madness.(Here, the subject complement re-identifies. It is a
noun.)
•Jenny is a star of the future.(Here, the subject complement re-identifies. It is
a noun phrase.)
Auxiliary Verbs
•An auxiliary verb (or a helping verb as it's also called) is used with a
main verb to help express the main verb's tense, mood, or voice.

The main auxiliary verbs are to be, to have, and to do. They appear in the
following forms:
•To Be: am, is, are, was, were, being, been, will be
•To Have: has, have, had, having, will have
•To Do: does, do, did, will do
There is another kind of auxiliary verb called a modal auxiliary verb (or
modal verb). The modal auxiliary verbs
are can, could, may, might, must, ought to, shall, should, will, and would.
The modal auxiliary verbs never change their forms.
Auxiliary Verbs, are added before another verb in order to make a
verb phrase
Helping Verb Verb

Is Sleeping

Should Come

Has been Paid

Shall be Writing

Might have been told

6. Phrasal Verbs consist of verb and another word
or phrase, usually a preposition.
Example: pay for, work out, and make up
The Chief, Regional Directorial Staff called off
tomorrow’s conference.
POI Danilo San Jose was turned down seven times
before he was finally accepted as Police Officer l.
Verb Tenses:
A verb tense is a form of a verb that shows a time of action or a state of being.
There are six verb tenses and each of them has a basic and progressive form.
Basic Forms:
SIMPLE TENSES:
•Present Tense shows an action presently or habitually happening, or a fact or
general truth.
POI Madeline D Silva reports to Police Station everyday. Manila Police District is
located in United Nations Avenue, Ermita, Manila.
•Past Tense shows past time not continuing to the present.
The investigator submitted the police report.
The Chief PNP called a meeting last night.
•Future Tense shows that something will happen or will be done in the future.
The Batallion Commander will report on Monday
You will submit this report to the Director's Office.
PERFECT TENSES:
•Present Perfect Tense shows past time continuing to the present. It is
formed by combining the present tense of the verb to be with the past
participle of another verb. This tense is formed by have/has + the past
participle.
•We can use to have, has, or to just.
•Note: to just – it refers to an event was only a short time earlier than
before now.
Example:
SP04 Gibson M Mercado has submitted the police report.
The policemen have made a courtesy call to the District Director.
We have talked before.
Ex. Of to just:
The train just left when I arrived on the station
• Past Perfect Tense shows past time occurring before a definite time in
the past. It is formed by combining the past tense of the verb to be
with the past participle of another verb.
• The formula for the past perfect tense is had + [past participle]. It
doesn’t matter if the subject is singular or plural; the formula doesn’t
change

• Remember:
• The auxiliary verb (have) is conjugated in the Past Simple: had
• The main verb is invariable in past participle form: -ed (or irregular)
• For negative sentences we insert not between the auxiliary verb
and the main verb.
• For question sentences, we exchange the subject and the auxiliary
verb.
Look at these example sentences with the Past Perfect tense:
Example:

The policeman had caught the suspects before the Chief of Police arrived.
The Mayor of San Jose Del monte Bulacan had given the instructions to the policemen before
the Flog Ceremony ended.
•Future Perfect Tense shows a future time occurring before a definite time in the future. It is
formed by combining the future tense of the verb to be with the past participle of another verb.
The Regional Director, NCRPO, will have spoken before the Uniformed Personnel by the time
the Guest Speaker gets there.
I shall have returned before the conference ended.
•Future Perfect Tense - is used to express an action which, the speaker assumes, will have
completed or occurred in the future.
Ex. The victim will have recovered from illness next month
Positive sentences - subject + auxiliary verb (will have) + past participle +object
Ex: (He will have completed his project by Saturday.)
Negative - ex. Subject + will not have + past participle + object
Ex: (They will not written application for leave).
Interrogative sentence - will + subj. + Have + past participle + object.
Ex. (Will they have helped his friend?)
PROGRESSIVE FORMS:
Present Progressive Tense - shows continuing action, something going on now, it may also show that
something will happen in the future. It is formed by combining the present tense of the verb to be with
the present participle of another verb (verb + ing). The present progressive tense is formed like this:
"am," "is," or "are”+ [present participle ("verb-ing")]

He is speaking for the whole class.

The policemen to be deployed at Plaza Miranda are arriving in fifteen minutes.

•Past Progressive Tense shows continuing action, something that is happening at some point in the pasts
and used to set the scene for another action. It is formed by combining the past of the verb to be with the
present participle of another verb. It is also known as “Past Continuous Tense" or the "Past 
Continuing Tense".
The baby was crying all night.
The Chief of Police was lecturing when the District Director arrived.
Forming the Past Progressive Tense
The past progressive tense is formed like this:

For singular:
[singular subject] + "was" + [present participle ("verb-
ing")

For plural:
[plural subject] + "were" + [present participle)
 Examples of the Past Progressive Tense and Its Uses
Here are three common uses of the past progressive tense:

(1) The past progressive tense can be used to describe an activity in the past that was interrupted:
He was painting the door when a bird struck the window.
They were sleeping when the alarm went off.

(2) The past progressive tense can be used for describing an action taking place when another occurred.
While they were painting the door, I painted the windows.
While they weren't painting the door, I painted the windows.
Were they painting the door when I painted the windows?
Weren't they painting the door when I painted the windows?

(3) The past progressive tense can be used for describing an action that was taking place at the same time
as another:
While they were painting the door, I was painting the windows.
•Future Progressive Tense shows continuing action, something that will be happening at some
point in the future. It is formed by combining the future tense of the verb to be with the present
participle of the verb.
Example:
P03 Mary K Lavis will be rendering her duty until tomorrow.
They will be painting the fence.
•Past Perfect Progressive Tense shows a continuous action completed at
some point in the past. It is formed by combining the past perfect tense of
the verb to be with the present participle of another verb.
•Formula:Subject + had + been + present participle (ing).
•Example:
I had been writing the report but I fell asleep.
The children had been playing all day.
• Future Perfect Progressive Tense showed a continuous action that will be completed some
point in the future. It is formed by combining the future. Perfect tense of the verb to be
with the present participle of another verb.
• Formula: Subject + will have + been + present participle.
Example:
By the time I finish my report, I will have been working on it for almost two days.
At 10 pm, I will have been swimming for a six hours.
They will have been talking for two hours by then.
Regular and Irregular Verbs:
Most verbs form their tenses by adding d or ed in order to create the simple past and past participle.
These are called as REGULAR VERBS.

Present Past Past Participle

Abduct Abducted Abducted

Accept Accepted Accepted

Create Created Created

Deceive Deceived Deceived

List Listed Listed

Talk Talked Talked

visit visited Visited

Some verbs do not form their tenses by simply adding d or ed. They are known as IRREGULAR VERBS.
Active or Passive Voice:

• A verb is in the active voice when the subject performs the action.
Ex. The Camp Commander instructed his men to fall in line. (Camp Commander is
the subject, and he performed the action, that is, he instructed.)
• A verb is in the passive voice when the subject does not perform the action.
Ex. The police report was submitted by P02 Anthony A Mondejar. (In the example,
police report is the subject and it did not perform the action. It was P02 Anthony A
Mondejar who submitted the report.)
Mood:
Mood refers to the verb form that expresses the attitude of a speaker or writer.
a. Your sentence is in the indicative mood when you state a fact or ask a question.
I spent New Year at my hometown in Batangas. Will you spend New Year in Batangas with me?

b. Your sentence is in the imperative mood when you give your reader or listener a direct
command.
Bring me pasalubong.
Dance gracefully.

c. Your sentence is in the subjunctive mood when you express a wish or a hypothetical
condition.
If I were you, I would run.
AGREEMENT OF SUBJECT AND VERB:

General Rule:
A. A verb must always agree with its subject and number

B. Singular subject takes a singular verb; 2Plural subject takes a plural verb.

Examples:
1. Argument involves is a clash of ideas. Argument Is singular; involves is also singular).
2. Facts are more important than opinion. (Facts is plural, are is plural).
3. Noel and Manuel are the candidates for the academic contest. (Noel, Manuel are the
subjects (plural), are is plural.
Exceptions to the General Rule:
A. compound subject joined by AND but the subjects are considered a unit takes a singular verb.
Examples:
1. Bread and butter is sometimes the only food given the prisoners.
2. My dearest friend and severest critic is here.
B. Two subjects joined by OR, EITHER OR, NEITHER NOR, consider the subject nearer the verb.
Examples:
1. neither exaggeration nor truths are permissible.
2. Neither truths nor exaggeration is permissible.
C. Words intervening between the subject and the verb should be disregarded in choosing the correct form of the
verb.
Examples:
1. One of the reasons is obvious.
2. Many in the class are anxious to contribute.
3. Apolinario Mabini, the Sublime Paralytic, was born in Batangas.
D. The number of the subject is not changed by the addition of the phrases beginning with:
a) with d)besides
b) together with e) accompanied by
c) as well as f) including
Examples:
1. Luisa, together with some of her friends, was at the party.
2. Juan, as well as his brother, has many friends.

E. In sentences beginning with the expletive THERE or HERE, care must be taken into consideration to determine
the number of the subject because the subject comes after the verb.
Examples:
1. Here comes the bride.
(Bride is the subject that comes after the verb)
2. Here come the bride and the groom.
(Bride and groom are the subjects)
D. The number of the subject is not changed by the addition of the phrases beginning with:
a) with d)besides
b) together with e) accompanied by
c) as well as f) including
Examples:
1. Luisa, together with some of her friends, was at the party.
2. Juan, as well as his brother, has many friends.

E. In sentences beginning with the expletive THERE or HERE, care must be taken into consideration to determine
the number of the subject because the subject comes after the verb.
Examples:
1. Here comes the bride.
(Bride is the subject that comes after the verb)
2. Here come the bride and the groom.
(Bride and groom are the subjects)
F. Collective nouns such as jury, committee, team, herd, company, etc. may be either singular or
plural. If they are considered as a unit, a singular verb is used; if they are considered as
individual, a plural verb is used.
Examples:
1. The jury has come into the box.
2. The jury have been discussing the case.

G. Such indefinite pronouns as EACH, EVERYONE, SOMEONE, NOBODY, EITHER, NEITHER,

SOMEBODY, EVERYBODY, ANYONE, ANYBODY, ONE, NOTHING, NONE, take singular verbs.
Examples:
1. Each is ready to do his share.
2. Everybody is invited.
H. Such indefinite pronouns as BOTH, SEVERAL, FEW, SOME, and MANY take plural verbs.
Examples:
1. Many are learning the importance of bilingualism.
2. Few were chosen to represent the school.
NOTE: .ALL, SOME, NONE are either singular or plural, according to their meanings.
Examples:
1. All was completed for the day.
2. All were there for the roll call.

I. Nouns which are plural in form but singular in meaning usually take a singular verb. Examples of such
nouns are: news, physics, measles, mathematics, civics, etc.
Some exceptions are: pants, scissors, and riches.
Examples:
1. The news of the death of her son was relayed by the commanding officer.
2. Physics is a difficult subject for many.
J. Titles of books, even if they are plural in form, take a singular verb. Included are titles of TV programs and radio
programs.
Examples:
1. Philippine Short Stories is a collection of short stories edited by Jose Garcia Villa.
2. My Brother Americans was written by Carlos P. Romulo.

K. Nouns of measure: Plural nouns or noun phrases that maybe taken as indicating units of time, quantity, or other
forms of measure regularly take singular verbs.
Examples:
1. Six years is a long time in a dog's life.
2. Twenty-five gallons is the content of the can.
L. The expressions:
A. The number of takes a singular verb, but the object of the preposition must always be plural.
Example: The number of students in the class is 47.
B. A number of takes a plural verb, and the object of the preposition must also be plural.
Example: A number of men in the police force need psychiatric treatment.
C. Lots of when followed by a mass noun takes a singular verb, but when it is followed by a plural
countable noun takes a plural verb. This is also true to the expressions the rest of:
Example:
1. Lots of rice was destroyed during the typhoon.
2. Lots of students are vying for the first place.
M. The number of relative pronouns depends upon the number of their
antecedents:
Example:
• There are politicians who are interested in the welfare of the people
and others who are interested only in themselves.
• (The antecedent of the first who is politicians which is plural; the
antecedent of the second who is others which is also plural)
ADJECTIVES:
Adjectives are words that modify, limit, or describe (affect the meaning of) the nouns or
pronouns with which they are used. They explain "which one", "what kind or, or "how many".
Examples: older, shiny, bright, pretty, dirty, many, few

Kinds of Adjectives:
1. A descriptive adjective is an adjective that shows the quality or quantity or description of a
noun or a pronoun. (Long hair, faded uniform)
2. A noun adjective is a noun used to modify another noun. (School day, New York Police
Department, body language). The resulting phrase is usually considered a noun
3. A compound adjective is a group of words that functions as a single adjective.
(Newborn baby, absent-minded student)
4. A possessive adjective are my, your, his, her, its, our, their, and whose. A
possessive adjective sits before a noun (or a pronoun) to show who or what
owns it..
(my computer, my classmate, their parents) ex. She likes your hat.
5. A demonstrative adjective is one that points out. (that policeman, those police
stations, these students)
6. An interrogative adjective is used in questions. (what method, what motive,
whose fault)
7. An indefinite adjective is an indefinite pronoun used to modify a noun. An
indefinite adjective is an adjective used to describe a noun in a non-specific
sense. The most common indefinite adjectives
are any, each, few, many, much, most, several, and some.
(I liked most people at the party)
8. An adjective phrase is a phrase that performs the function of an adjective. An
adjective phrase is a group of words headed by an adjective that describes a 
noun or a pronoun
She had extremely blue eyes.
(This adjective phrase describes the noun eyes. The adjective "blue" heads
the adjective phrase.)
9. An adjective clause is a clause that performs the function of an adjective. An
adjective clause is a multiword adjective that includes a subject and a verb
(The carpets that you bought last year have rotted)
ARTICLES:
The words A, AN, THE are special types of adjectives called ARTICLES.
“The" is used with a specific noun. It is used when the noun it modifies refers to something that
is one of a kind.
The school library is closed.
We went to watch the movie about vampires.

"A" and 'An" are used with a nonspecific noun.

“A” is used to modify singular count nouns that begin with consonant.
"An" is used to modify singular count nouns that begin with a vowel.
An apple a day keep the doctor’s away
A police officer should be kind, polite and respectful
ADVERBS:
Adverbs are words that tell manner (how), time (when), place (where), or degree (how much or
to what extent) about other words.
Adverbs modify (change the meaning of, limit, or describe) three parts of speech: verbs,
adjectives and another adverbs. Often, but not always, adverbs end in ly.
Sometimes, adverbs such as very and too, are intensifiers.
Examples: closely, quickly, very, soon
Kinds of Adverbs:
1. Adverb of Manner answers the question how?
The policeman hurriedly left the police station.
The prisoners escaped the prison cell silently.
2. Adverb of Place answers the question where.
The copies of the police report are inside the drawer.
The suspects are caught near the .creek.
3. Adverb of frequency answers the question how.
The conference is held every Monday of the month.
Mari Grace often brings a lap tap.
4. Adverb of time answers the question when?
The coordinating conference started early.
All POI s are already at the NCRPO grandstand.
5. Adverb of Degree answers the question how much or to what extent?
The investigation is almost finished and we need result.
To greet somebody with a smile is a very sweet thing to do.
6. Interrogative Adverb asks a question.
How did you answer the interrogation?
Who caught the suspect in the crime?
PREPOSITION:
Preposition is a useful little word which shows the relationship between a noun or
pronoun and some other words in the sentence.
Examples: to, in, on, between, among, with, near, of.
NOTE: Most prepositions are "mouse words"; anything a mouse can do to a box is
a preposition.
Example: The mouse can be on the box, in the box, by the box or near the box.
Some Commonly Used Prepositions
About between from
After by near
At down of
Before during under
Behind for on
 Kinds of Prepositions
1. Preposition of time (at, on and in, for and since),
 Use at to indicate specific times.
The conference starts at 9:00 a.m.
 Use on to indicate days and dates.
Kiko is arriving on Thursday, December 28.
 Use in to indicate non-specific time.
The Command Conference will be in the afternoon.
 Use for to measure time (seconds, minutes, hours, days, months, years)
Marianita has lived there for twenty five years.
 Use since with a specific date or time.
They have been waiting since yesterday.
2. Preposition of place (at, on and in)
At is used to indicate specific addresses.
I lived at 713 Severino Street, Quiapo, Manila.
On is used to indicate names of streets, avenues, etc.
The National Capital Region Police Office is on Camp Bagong
Diwa, Bicutan, Taguig City.
In is used to indicate the names of cities, provinces, countries
and continents.
SP04 Juan S de Lima is in San Jose Del Monte Bulacan.
3. Preposition of movement
 ‘To’ is used when there is a specific destination in mind. The destination can be a number of
things:
A place:
•I’m going to the doctor’s.
An event:
•Are you going to the party?
A person:
•She came up to me.
A position:
•The bathroom is to your left.

 ‘Towards’ is used in the following instances:

When one has movement in a particular direction in mind, rather than simply a destination:
•He was walking menacingly towards me.
Or to refer to a position, in relation to a direction from the point of view of the speaker:
•He was sitting with his back towards me.
 ‘Through’ refers to the following types of movement:
Within a space, which can be thought of as surrounding, enclosing or around the object:
•The train went through the tunnel.
Movement across something, i.e. from one side of it to the other:
•He cut through the gauze.

 ‘Into’ refers to the following types of movement:

Movement from the outside to the inside of something that can be imagined as surrounding,
enclosing or around the object:
•He got into the car.
Movement causing something to hit something else:
•He swerved into the tree.
Across’ is used to describe:
Movement from one end of something to the other:
•He walked across the road.
•He strode across the bridge.
Something’s position when it stretches over the surface it is
on:
•There was a barricade across the road.
To describe something’s position when it is at the opposite
end from one’s position:
•We went to the restaurant across the road.
‘Over’ is used in the following instances:
To describe something’s position when it is above something
else:
•The bottle is in the cabinet over the sink in the kitchen.
To describe something’s position when it covers a surface:
•A white cloth had been spread over the corpse.

‘Along’ is used to describe:

Movement in a line:
•We walked along the river.
The collective position of a group of things that are in a line:
•He lived in one of the houses along the river
 ‘In’ is used in the following instances:
Something’s position in relation to the area or space or place surrounding it:
•We are going to have our picnic in the park.
•I left my car in the garage.
To express towards the inside of something:
•Put the pickle in the cabinet.

 ‘On’ is used in the following instances:

To describe something’s position in relation to a surface:
•There was an array of food on the table.
To describe movement in the direction of a surface:
•The rain falling on the roof kept me from sleeping.
4. Compound preposition consists of two or three words.
Compound Prepositions

5. Prepositional phrase formed by the preposition and the noun or pronoun that follows it.
In the room at the door
With mustache in front of the church
NOTE: Do not use prepositions with the following words or phrases: this morning, this evening,
home, every month, last Sunday, next year.
CONJUNCTION:
The term Conjunction comes from two Latin words: CON, which means together, and JUNGERE,
which means join.
A conjunction joins things together. In grammar, a conjunction is a word that joins one part of a
sentence with another, one group of words with another, or simply one word with another.
Examples: and, but, or, nor (coordinating) when, although, since, however (subordinating).
 
Kinds of Conjunction:
1. Coordinating conjunction which connects words, phrases, or clauses of a similar kind.
Examples are: and, but, for, nor, or, yet.
You may get your issued firearms at the Property Office or wait till you are notified.
Credit is good but we need cash as the saying goes.
2. Correlative conjunction which is used in pairs to connect the same kind of words
or group of words.
Examples are: both . . . and; neither . . . nor; whether……Or; either . . . or; not
only . . . but also.
It is not only the Uniformed Personnel who should attend the morning formation
everyday but also the Non-Uniformed Personnel.
Whether you like to be downloaded to Northern Police District or not, you have to
abide with the Order.
3. Subordinating conjunction which connects two ideas by making one
idea dependent on the other.
The relation may be one of cause (as, because, inasmuch as, since),
comparison (as... as, so... as, than), concession (although, though, while)
condition (if, provided that, unless) manner (as, as if, as though), place
(where, wherever), purpose (in order that, so that, that), result (so that,
so. that, such....That) (after, as, before, since, till, until when, while). time

She was absent from her duty last night because she met an accident.
I can stay out until the clock strikes twelve
INTERJECTION:
An interjection is word or group of words that shows strong feeling or emotion. It usually comes
at the beginning of the sentence and is set off by a comma or an exclamation point depending on
how strong the speaker's feeling is. An interjection has no grammatical relationship to the rest of
the sentence. It is an independent word, not connected with the rest of the sentence.
Examples:
hey help halt hands up goodness
ah dam oh whew ouch ugh
wow whoa heavens

Goodness! How did the prisoner escape?

Ouch! Watch how you talk to the visitors!
Help! That man running fast snatched my bag.
CHAPTER Il
SENTENCE ELEMENTS
I. Definition of Sentence:
A sentence is a group of words containing a subject and a predicate or verb
expressing a complete thought. It is the basic unit in any writing.
 
ll. Parts of a Sentence:
A. Subject is that part of the sentence about which something is stated. It is a
word or group of words about which an assertion is made. Noun or pronouns
are used as subject of the sentence.
Example: The suspect left hurriedly.
He left hurriedly.
1. Simple Subject — It is the principal, main, or essential part of the complete subject.
Example: The suspect left hurriedly.
2. Complete Subject - It is the simple subject and all its modifiers.
Example: The suspect left hurriedly.
3. Compound Subject — It consists of two or more simple subjects.
Example: The suspect and his parents left hurriedly
4. Implied Subject- Sometimes the subject of the sentence is not expressed. This is usually the
case in an imperative or command sentence.
Example: Submit the police report. The subject here is understood YOU.
5. Delayed Subject Sometimes an expletive or extra word is used to introduce sentence. This
extra word is not a subject.
Ex. There was only one prisoner in the cell. (Subject here is prisoner).
B. Predicate is that part of the sentence which tells what is stated about the subject, the verb,
that is, the simple predicate, in a sentence makes a statement about what the subject is or what
the subject does.
•Simple Predicate — it is a verb or a verb phrase. A verb phrase is the main verb plus any helping
verb.
Example: The suspect left hurriedly. (Verb)
•Complete Predicate — It is the verb or verb phrase and all its modifiers.
Example: The suspect left hurriedly (verb)
•Compound Predicate — it consists of two or more verbs or verb phrases.
Example: The party goers watched, yelled, and threw bottle.
NOTE: Both subject and predicate can be compound.
Example: The precinct commander or the captain will arrive and will give briefing.
III. Classification of Sentences:

• A. According to Use or Function:

• 1. Declarative Sentence (The police investigator writes the
police report)
• 2. Imperative Sentence (Command-Buy a notebook for me)
(Request — Please take this)
• 3 Interrogative Sentence (Where is SPOI Juan S dela Cruz?)
• 4 Exclamatory Sentence (Oh! Were you hurt?)
B. According to Form or Structure:
b. 1 Simple Sentence — It contains only one main (independent) clause. A clause
is a group of words that contain a subject and a predicate,-
Examples: 1. The police officer wrote the investigative report.
2. SPOI Jose R Reyes caught the suspect inside the comfort room.
b. 2. Compound Sentence - It contains two or more main (independent) clauses.
Examples: 1. You may not catch the suspect but you should try
2. Nerissa was absent because she is sick.
b. 3. Complex Sentence- It contains one main clause and one or more subordinate
clauses.
Examples: 1. If the suspect hits tonight, we will be ready.
2. When the bell rang, the students rushed into the cafeteria.
b. 4. Compound-Complex Sentence - It has two or more main clauses and one or
more subordinate classes.
Examples: 1. if the suspect hits tonight, go in front, and I will cover the rear
2. When the bell rang, the students rushed into the cafeteria, and the others
went to the library.
C. According to Order
c. 1. Natural Order – the subject comes first followed by the predicate.
. 1. The police investigator submitted the police report.
2. The suspect surrendered the gun to the police.
c. 2. Transposed Order – the predicate come first before the subject but still the subject is
retained.
1. The police report was submitted by the police investigator.
2. The gun was surrendered to the police by the suspect.
 
D. According to Discourse
d. 1. Direct quotation (Rene said, "l have done my work." “I have done my work," said Rene)
d. 2. Indirect quotation (Rene said that he had done his work.)
E. According to Mood
e. 1. Indicative - We go home after class. (Fact)
How do you greet someone you meet? (question)
e. 2. Subjunctive- He can do it. (Ability)
I wish I were rich. God bless you. (Wish)
e. 3. Imperative- Come back soon. Go and get your project.(Command)
Kindly see the time. (Request)

F. According to Voice
f. 1. Active Voice —the subject is the doer of the action.
(A lady wrote letter. We climb a big tree)
f. 2. Passive Voice — the predicate does the action receive by the Subject.
(A letter was written by al",) A big tree was climbed by us,)
 CHAPTER III
POLICE REPORT AND REPORT
WRITING
Definition of a Report:
A report is defined as a story of actions performed by men.
In police report, it is a chronological or step-by-step account of
an event or incident that took place at a given time.
Traditionally, a report meant a "police report", or the narrative
you have to write after completing an investigation. But,
actually, reports take many different forms. POLICE REPORT: is
an exact narration of facts discovered in course of an
investigation which serves as a permanent written record for
present and future use.
 Uses and Purposes of Reports:
Police reports are written at the scene of many events and, as a result,
used for a wide variety of reasons. You should remember that every
report you write might be the one that "goes around the world" and is
read by everyone.
1. Criminal Investigations -- When you write a report documenting
criminal act, that report becomes the basis for coordination of the
complete investigation and prosecution of the crime. It is also used to
gain information for statistical reporting and crime analysis. Whether the
investigation is conducted by patrol officers, general investigators or a
special unit of investigators, the original crime report is the source
document. Initial crime reports are also used to compare past and
current crimes to determine modus operandi and identify suspects.
2. Newspapers and the Media — Crime reports, and in some cases, all reports are available to
the press and the media. In most states, some parts of the crime reports may be deleted, for
example, names of juvenile suspects and victims of certain crimes. However, in general, the press
has the right of access to reports. The result is they read exactly what you have written
including misspellings and grammatical errors.

3. Reference Materials — because reports are permanent document, they provide an excellent
source of historical information. They may be used to document the agency's actions, refresh
your memory of determine liability.
4. Statistical Data for Crime Analysis — the rapid development of
computer technology, including expert systems and automated pin
maps, has resulted in improved crime analysis. The source document for
that information remains the crime report you write in the field. Your
reports are used to identify trends, locations, and method of
operations. The result of that analysis maybe directed patrol.
 
5. Documentation — Reports are used to document the action of the
department and its officers. Because police departments are typically
reactive, reports document what actions were taken to stop the criminal
activity or arrest the suspect. They provide evidence of the department's
responsiveness to the community and its needs.
6. Officer's Evaluation — it is common for supervisors-to use reports to evaluate an officer's
performance. An experienced supervisor can determine your ability to organize information,
level of education, technical knowledge, intelligence, and pride in the job. A report discloses an
officer's weaknesses, weaknesses the officer may not even realize he or she has.
 
7. Statistical Reporting — Crime reports are the source documents for the collecting of
statistical data. Agencies report crime statistics to various state and federal agencies. Statistical
reports may also be generated for budget purposes, city council briefings, and other special-
interest groups.
 
Report Writing Audience:
Who will then be reading the police reports you have written? Your reports must be self-
explanatory because numerous people make decisions based on the information in your reports.
Depending on the nature of the event, any or all of the following may read your report.
1. Police Departments: Supervisors, and administrators of both your department and those
cooperating in investigations.
2. Attorneys: Prosecution, defense, civil, and judges — all attorneys who may read your reports.
3. Jurors: In both criminal and civil trials.
4. Administrators: From your department and jurisdiction, as well as from city, county, and
state jurisdictions.
5. Medical Professionals: Doctors, psychiatrists and psychologists.
6. Corrections: Country jail and state and federal prison staff, including probation officers and
parole agents.
7. Insurance Companies: The parties involved in claims.
8. Media: Newspapers, radio and television.
9. Regulatory Agencies: Motor vehicle departments, insurance commissioners, alcohol
beverage control, consumer affairs.
 Values of Reports:

1. Reports are filed because they are needed for the efficient operation law
enforcement activities.
2. Reports are permanent records of all the important facts of a case. They are stock
pile of information to be drawn upon by all individuals on a law enforcement team.
The efficiency of a department is directly related to the quality of the reports and its
reporting procedures.
3. Reports are written to serve as raw materials from which records systems are made.
4. Reports are written to reveal as part of the component of the record system, the
direct relationships between the efficiency of the department and the quality of its
reports and reporting procedures.
5. Reports are written to guide administrators for policy formulation and decision
making.
6. Reports are written to serve as gauge or yardstick for efficiency evaluation of
police officers.
7. Reports are written to guide prosecutors and courts in the trial of criminal cases
investigated by the police.
8. To gain knowledge and apply knowledge learned where you are in the field of
law enforcement.
9. To prepare yourself to be able to undergo in my kind of crime and cases that
you will be confronted with in the future us protective police man.
10.To become efficient, productive and effective police officer.
CHAPTER IV
TYPES OF POLICE
REPORT
Police Reports are categorized into two types. These are: 
A. Basic or Informal Police Report — It is a report that deals with the
ordinary, miscellaneous, usual day to day memorandum, letter or form
accomplished by any member of a unit, section, precinct, bureau of
division within a department in accordance with prescribed regulation.
Usually, this report contains the following items:
1. The HEADING or the letterhead of the organization, office or section
where the writer or the police investigator is assigned.
 
2. MEMORANDUM Line — It is written in capital letters 2 spaces below
the heading.
3. The ADDRESSEE to whom the communication is to be sent. It is either FOR or TO. From a Chief
of Office or from a Senior Officer to his subordinate, it is TO while from a subordinate to a Chief
of Office or to a Senior Officer, it is FOR
4. CHANNEL where the communication will pass through before it reaches the addressee. The
word THRU is used.
5. The SUBJECT is the meat of the communication.
6. The DATE when the communication is written.
7. The TEXT PROPER or the BODY of the communication relevant to the subject.
8. The NAME of the writer or the SOURCE of the communication.
9. The SIGNATURE of the writer.
B. Investigative or Formal Report — this report covers a full dress treatment in the presentation
of the case. It is an exact and exhaustive narration of facts, without any addition or subtraction
which were discovered during the course of the investigation. Formal or Investigative Report is
classified into the following:
•Initial or Advance Report — It is an advanced information on a new or fresh case assigned to a
particular investigator. It is written and submitted immediately after having conducted the initial
investigation of the case.
•Progress or Follow up Report — It is the result of the follow-up in stagnation of the fresh or new
case. It is written and submitted every time or wherever any development or progress is
accomplished in the follow-up investigation.
 
It is through these progress reports that a supervisor can determine if
the police investigator is working on his case and, therefore, it serves as
a gauge or yardstick for the efficiency of the police investigator.

• Final or Closing Report — It is a complete written narration of facts

based on an extensive investigation of the case by the police
investigator who initially started the investigation of the case; it is the
result of evaluation, summation, analysis of all the facts and
circumstances surrounding the case, tying all loose ends pertinent
thereto so as form a clear and composite picture of the crime
committed in the minds of the readers for prosecutorial and judicial
actions.
The final or closing report is written and submitted whenever the case
is solved and classified as closed. It is categorized as solved and closed
when the offender is finally arrested, the evidence against him is
completely gathered to warrant prosecution, and witnesses are located
to testify the trial.
It is the proof of tie successful culmination of a work well done. But
before a case is considered solved and eventually closed, an investigator
has to undertake a hazardous, persevering hit and miss follow-up actions
to verify information which will lead to the final solution of the case.
 LETTER HEAD
(2 spaces below the headings)
MEMORANDUM
(2 SPACES)
(1 TAB) TO (2 TABS) :(1 TAB) ADDRESEE
( 1 SPACE)
FROM : ACTING CHIEF
SUBJECT : SPOT REPORT
DATE : OCTOBER 15,2020
__________________________________________________________________________________________
( 1 SPACE)
1. REFERENCE
( 2 SPACES BETWEEN PARAGRAPHS)
2. INDICATE BRIEFLY THE TIME, DATE, AND PLACE OF OCCURANCES
3. BRIEF FACTS OF THE CASE
4. OTHERS FACTS
5. REQUSTED/RECOMMENDED ACTION
6. PROGRESS REPORT WILL FOLLO
• ( 5 SPACES FROM THE LAST LINE OF THE PARAGRAPH TO THE ORIGINATOR’S NAME)

NAME AND SIGNATURE

Other Types of Police Reports:
The following types of reports are commonly used in every police departments:
•Arrest Report — Arrest Reports are used to document the events that occur when
you arrest a suspect. Many officers take little pride in their time end energy to
complete arrest reports, yet the arrest report is one of the most important an
investigator will write. An investigator has to include the probable cause to stop,
detain, and arrest the suspect in his arrest report. An arrest report also lays the
groundwork for the probable cause to search for fruits or instrumentalities of the
crime.
 
• Clearance Report — Clearance Reports are used to document the disposition of a
criminal case. Dispositions include arrest, identification of the suspect without
arrest, recovery of property, restitution of filing a criminal complaint. You seldom
used clearance reports for non-criminal incidents.
•Crime Report — Crime Reports, sometimes called "face- sheets, are completed when your
preliminary investigation results in the conclusion that a crime occurred. The report documents
your preliminary investigation and must include suspect descriptions, property taken, evidence
collected, property damage and injuries to the victim. It should also include information about
the suspect's modus operandi.
 
•Daily Activity Report — You may record daily activity on a Daily Activity Report or Officer's
Logbook. Typically, the report includes the location of the activity, amount of time spent, the
names of people you talked to, and a brief disposition. In many agencies, you may use a mobile
data terminal or lap-top computer to record the information.
 
•Evidence Report — The collection and preservation of evidence at a crime scene may be
documented in an evidence report. You use it to document the chain of evidence. You may also
use it to request forensic examination of the evidence.
•Incident Report — Incident Reports document events that are not crimes. Depending on the
activity in your jurisdiction, 70 percent of your calls for service may not be for crimes, for
example, medical aid calls and civil disputes. In many of these cases, you will have to write a
report documenting your actions. Incident reports may also be called service or miscellaneous
reports.
•Memorandums — A memo is a report on a departmental form and is used to clarify the daily
operation of the department. You may use memos to request information and to respond to
requests for information. You frequently write memos concerning personnel requests,
maintenance requests and training.
•Narcotics of Intoxication Reports — Narcotics or Intoxication Reports are used to document the
suspect's condition when under the influence of drugs or alcohol. In opiate influences cases, the
report may include a diagram showing the location of puncture wounds. it is not uncommon to
complete an intoxication report for a suspect arrested for driving under the influence of alcohol
and/or drugs or for public intoxication.
• Supplemental Reports- In many cases, you are not the first officer on the scene, yet you
may still conduct part of the investigation. You will need to document your actions in a
supplemental or follow-up report. You may also use a supplemental report to record
information you discover after you have written the original report.
 
• Traffic Accident Reports — Traffic Accident Reports document facts at the scene of a traffic
collision. Your report may include statements of witnesses, photographs. Depending on
your department's policy and state law, traffic officers may use a "sh01t" form of the report
for non-injury accidents.
 Parts of a Civilian Letter

•Heading -- It includes the writer's address and the date the letter is written. It is located on the
top of the page, and it usually has three lines. The first line gives the writer's street address, and
the second gives the city, state, and ZIP code. The third line tells the date the letter was written.
Most of the heading may be omitted in a personal letter, but always include the date.
Business firms have printed or engraved letterheads that provide their names, address, and
telephone numbers. Some also add the name or title of the writer, or the writer's department or
section.
713 Severino Street
Quiapo, Manila
May 20, 2008
•Inside Address — It shows the name and address of the recipient — that is — if
the person or firm to whom the letter is written, in many business letters, the
inside address can be written in three lines. The name of the recipient appears on
the first line; the street address on the second; and the city, state, and ZIP code on
the third. The inside address of a letter directed to an individual in an office should
include the person's business title end the name of the firm. Most names and titles
should be written out in full. However, some abbreviations of titles are commonly
used, especially Dr., Ms., Mrs., and Ms.
The first line of the inside address should be placed at least two lines lower than
the date. An inside address should appear in all business letters, but it is optional in
personal letters. Dra. Marie Grace M Canta
Department of Pediatrics
Philippine General Hospital
Taft Avenue, Manila
•Salutation — It is also called as Greeting. It should begin two lines
below the last line of the inside address. In business letters, the most
common salutation combines a title and the person's last name, such as
Dear Ms. Dobson or Dear Dr. Davis. Use Dear Sir or Dear Madam when
the recipient's name is unknown or when writing to a company. Call
friends by their first name or a nickname, such as Dear David or Dear
Cindy. Use a colon after the salutation in a business letter, but use a
comma in a personal letter.
•Body — It contains the writer's actual message. In a typewritten, the body should
begin two lines below the salutation. All paragraphs within the body should be
separated by a space of one extra line. 
•Complimentary Close — Just as the salutation greets the reader at one beginning of
a letter, the complimentary close says good-bye at the end. These two parts of the
letter should be consistent in their degree of formality.
In a letter that opens with Dear Mr. Caldwell or Dear Sir or Dear Madam, the
complimentary could be Yours truly or Very truly yours. For an informal closing,
Cordially or Best regard is appropriate. If the salutation is Dear Bill, proper closings
include Sincerely, Cordially, and with warmest regards. The Complimentary close
should end with a comma. The close should be placed two lines below the body of
the letter. 
Very respectfully yours,
Yours very respectfully,
Very truly yours,
Yours truly,
Signature — It is the writer's name. It should be handwritten in ink below the complimentary
close. In typewritten letters, the writer's name should be type four or five lines below the
complimentary close, with the handwritten signature placed between the closing and the
typewritten signature. The writer may add his or her title in parenthesis to the left of the
typewritten name, as in (Dr) Jackson Baty or (Ms) Leigh Rigby. The abbreviation Ms. has now
largely replaced Miss or Mrs. Many women prefer this title because it does not reveal their
marital status. However, a married woman might add her married name in parentheses beneath
her legal name, as in Annie Peters with (Mrs Kevin Peters) written beneath it. In some
companies, the writer's business title or department is placed on the line beneath the typed
signature. The company’s name may also be included with the signature, though most firms omit
it.
 With a company signature
Very truly yours,
 
MERCADO'S CORPORATION
 
Inocencio P Mercado
Manager, Finance Department
 
Without a company signature
Very truly yours,
 
RAYMUND RENATO M CANTA
Manager, Administrative Division
 
Yours very truly,
 
FOR THE REGIONAL DIRECTOR, NCRPO:
 
RUSSEL AMORY M DELA CRUZ
Police Senior Superintendent (DSC)
Chief, Regional Personnel and Records
Management Division
 The Form
The form of the letter depends on the way the six parts of the letter are arranged on the page. The most
common forms are full block and semi block each may be used for both business and personal letters.
The full block form is the most commonly used form, probably because it is the easiest and quickest to
type. All parts of a letter in full block form begin at the left margin. New paragraphs are not indented. An
extra line of space separates the paragraphs.
The semi-block is less formal than the full block form. The heading is placed in the upper right-hand
corner. Both the complimentary close and the typed signature line up vertically with the heading. All
other parts of the letter begin at the left margin. New paragraphs are not indented. An extra line of space
separates the paragraphs.
The envelope address usually is the same as the inside address of the letter. It is most commonly centered
on the envelope. The address should be at least three lines long. Use the capitalized, two-letter post office
abbreviation for the state or province. The writer's return address goes in the upper left-hand corner of
the envelope. Always single-space addresses.
 Margins:
Margins play an important role in the proper format of a composition. In general, teachers rate a student's theme by
its appearance. Hence, it is important that you learn how to place the proper margins in your written work and even
in letter writing.
Margins rules normally considers the following spaces:
Top first page (without printed letterhead), typed letterhead, 3/4inch or 5 roller spaces from the edge of the paper.
Top -- second and succeeding pages, 1 1/4 inches or 7 roller spaces from the top of the paper.
Left — 1 1/4inches or 15 bar spaces. 
Right- 3/4 jnches or 7 bar spaces. 
Bottom 1 1/4 inches or 7 roller spaces.
 
The heading, including the address, appears on the upper third of the sheet, so that when the paper is folded, the
address can be seen through the glassine window of the envelope, On the letter addressed to a single addressee,
about five blank spaces between the first lone of the body letter are needed to meet this requirement. The rule of
placement js followed even though a window envelope is not used. The body of the letter is placed on the lower
two-thirds of the sheet, It is followed by the complimentary ending.
CHAPTER V
BASIC STEPS IN POLICE
REPORT WRITING
Police Report Writing is a five-step process. They are:
1. INTERVIEWING— It is the first step in the process. Your interviews of victims, witnesses and
suspects are the backbones of your preliminary investigation. Frequently, the first officer at the
crime scene has the best opportunity to solve the crime by conducting a thorough preliminary
investigation. If you do not conduct successful interviews, your preliminary investigation and
police report will not be acceptable.
There are three-step methods to an interview. It is structured to allow your informant to speak at
ease while you have control over the interview. While you are learning, practice on simple
interview situations. After you feel comfortable, you will be able to use the three-step methods
for interviews and interrogation.
• 1.1 Subject tells the story - you listen, keeping the subject on track, and giving
verbal and on-verbal clues to keep the story flowing. You do not attempt to take
notes during the first step.
During this step you accomplish the following:
• Establish rapport with the subject
• Determine what crime, if any, occurred;
• Determine what agency has jurisdiction
• Detect signs of untruthfulness and discrepancies
• Determine what action you should take.
1.2. Subject retells the story and you take notes — You gather identifying information regarding
the subject and ask questions about the incident as you guide the subject through the story the
second time. During this step, you accomplish the following:
• Determine the chronological order of the incident
• Establish the corpus delicti of the crime;
• Ask questions in the order you want to write the report
• Thereby organizing your report as you take notes.
 
1.3. You read your notes to the subject - When you do this, you are actually writing your report
for the first time. What you are reading is what you are going to write in your report. During this
step, the subject can correct errors or remember additional information, or you can correct
errors or ask additional
2. INTERROGATION — an interrogation is a planned interview with the primary focus being to
obtain a confession or eliminate the person as a suspect. A secondary focus may be to find
incriminating evidence. Generally, when you interview a Victim or a witness, you are not sure
what he is or she is going to tell you. When you interrogate a suspect, you have probably
collected substantial information about the incident and have a pretty good idea of what the
suspect is going to say. During most interrogations, police officer do not ask questions they do
not know the answers to. That does not mean that you will get the answers you anticipated.
You use the same interpersonal communication skills in both situations. That is why it is import
for you to develop the ability to use both your verbal and non-verbal skills. In some case, you
may have several questions written down to ask a suspect during the interrogation. There is
nothing in an interrogation to justify coercion, excessive force, or violation of a suspect's
constitutional rights
NOTE-TAKING -- Notes are defined as brief notations concerning specific prepare a report. Events that
are recorded while fresh in your mind and there are two types of report: Permanent and Temporary. If
you use permanent notes, you must keep those notes in a safe storage place. If you select to use
temporary notes, you must discard your notes after completing your report. Whichever notes you want
to use, you must not change back and forth based on the type of report. If you do change the type of
notes you take from call to call, defense attorneys may attack your credibility by asking why you keep
some notes and discard others.
It is recommended you use permanent notes. Recording your notes in a note pad or steno pad provides
you with a reference and resource book. You will always have access to your original source of
information.
Notes are basis for your reports. You take notes to assist your memory with specific details,
such as names, dates of birth, serial numbers, addresses, and phone numbers. If you take neat
and accurate notes, and they are subpoenaed into court, they add to your credibility and
demonstrate your high level of proficiency and professionalism. A good defense attorney may
attempt to develop impeachable inconsistencies between your notes and your report.
You should use scratch or informal outlining for taking notes. Scratch outlines provide a simple,
structured, easy way to organize the information on your note pad during step of the three-step
interview method.
3. ORGANIZING AND PLANNING- Properly organized and planned report is easy to read, clear,
understandable and concise. The small amount of time you spend on organizing and planning
greatly reduces the time you spend rewriting reports.

4. WRITING THE NARRATIVE - It is the easiest way of report writing. Before begin to write the
narrative, stop and think about what you have done and what you have left to do. You have
collected all the appropriate information, determined your actions, taken notes, and actually
recited the report out loud. Your notes, in scratch outline format, are the road map for writing
the narrative.
5. PROOFREADING — when you have finished writing the narrative, proofread it. Take additional
moment or two to review what you have written. Remember that you are not the only reader of
your report.
Check for the following when you do proofreading:
a. Correct report form and format;
b. Probable cause to stop, detain, arrest, search, and seize
c. Corpus delict, the element of the offense
d. Correct spelling
e. Active voice/sentence structure;
f. Proper punctuation.
The last thing you are going to ask yourself when proofreading are as follows:
a. Is this report the best I can do?
b. Would I want to read it to the Chief of Police or to a jury?
c. Is there anything else I can do to make it better?
CRIMINAL INVESTIGATION
It is a logical process of collection and analysis of facts
about persons, things and places relative to a crime. It includes:

a. Identification of the guilty party

b. The location of the whereabouts of the guilty party, and
c. Providing admissible evidence to establish the guilt of the parties
involved in the crime
THE CRIMINAL INVESTIGATOR
● Criminal investigator is the superstar in the process of investigation. He must be
capable of observation and a rational thinker. Many times, a police investigator is
being tested with his discretion.
Roles of Investigator
1. Determine whether a crime has been committed
2. Identify the victim/s and the offender
3. Locate and apprehend the accused
4. Present evidence of guilt for the suspect/s
5. Assist in case follow-up