Police Blotter

Purpose:
purpose of the circular is to prescribe
a uniform police blotter for the
Philippine National Police and to
define the rules and procedures for
making entries.
A Police Blotter is a record of daily
events occurring within the
territories and jurisdictions of a
given police unit or command, it
contains material details
concerning the event for legal, and
statistical purposes
Form and Size:
The Police Blotter shall be a
record book with hard cover and
shall be 12 inches by 16 inches
in size.
The front cover of the blotter shall contain
the name or designation of the police
force and particular police district or
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.
What are the contents of
entry?

The entry in the police blotter

should answer the following
questions:
WHO: Identifies individuals involved, potential
suspect, witnesses.
WHAT: Describes the nature of the crime and
actions taken.
WHERE: Establishes the location of the
incident, aiding in scene analysis.
WHEN: Determines the timeline of events alibis, and
sequences.
WHY: Uncovers motives and intentions behind the
crime.
HOW: Investigates the methods and means used to
commit the crime.
DISPOSITION OF THE CASE: refers to its final
outcome or resolution. It indicates what happened to the
case, such as whether it was dismissed, settled, tried in
the court, or otherwise result.
Two types of police
Blotter
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.
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.
HOW ARE YOU GOING TO
ANSWER
THE 5W'S AND 1H?
In answering the 5W's and 1H and the case disposition
all details about the event including.

a. The name of the suspect;

b. The name/s of the victim;
c. The eyewitnesses, if any;
d. The nature of the action or the offense
e. The possible motive
f. The place
g. The date and the time of occurrence

H. The significant circumstances that aggravate or

mitigate the event or the crime should be entered
along with;
I. The identity of the officer;
J. To whom the case was assigned
k. Officer on the case
l. The status of the case
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).
Incident Record Form - an entry of record in the
Police Blotter shall not be done directly to the
Police Blotter book. The facts and information of a
blotter entry shall at first De recorded in the Iines
incident Record Form or IRF. Once it is signed and
acknowledged by the Desk Officer and the Chief of
Police or his representative, the data that were
provided by complainant or client.in the IRF shall
be entered and recorded in the Police Blotter book
(PNP 2014).
M. The following are the
incidents or transactions
that are to be entered in
police blotter.
1.Violation of laws and ordinances reported and recorded;

2. All calls in which any member of the PNP is dispatched

or takes official action;

3. All fire alarms, report and information received by the

stations;

4. Movements of prisoners with corresponding notations on

the authority for such movements.
5. Cases of missing and 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 arrests and returns made; and

11. Miscellaneous cases, general and special

orders, violations of rules regulations, and

12. Any other reportable incident that the

substation, stat on commander, or higher
authority desires to be recorded.
 PROCEDURES FOR MAKING
ENTRIES IN POLICE BLOTTER

1. All entries in the police blotter shall

be handwritten in a clear, concise and
simple manner but must answer as far
as practicable, the 5W's and 1H.
2. Only facts are entered in the blotter .

3. No erasures shall be made on the

entries. Corrections are made by
drawing a horizontal line over such
words or phrases and the actual
entry initiated by the police officer
making the correction.
4. A ball pen or pen with blue, black or
blue-black ink is used for making the
entries.
5. Misrepresentations in the blotter
or any attempt to suppress any
information is punishable criminally
and administratively.
6. All entries must be legibly written in longhand and
consecutively numbered.

7. Every page of the blotter shall be consecutively

or chronologically filled in. No line or space shall
be left blank between any two entries.
8. Any development of the case to be reflected in
the blotter should be a new entry at the time and
day it was reported. A reference to the previous
entry number of the case however should be made.
9. During every shift, the Duty Sergeant, under the
supervision of the Duty Officer or Complaint Desk
officer, shall make the actual entries on the blotter
and at the end of their tour of duty, both the Duty
Sergeant and Duty Complaint Desk Officer shall
sign the blotter.
WHOSE UNITS ARE
REQUIRED TO
MAINTAIN POLICE
BLOTTERS?
a. Every Police Station or sub-station
shall maintain a Police Blotter

b. All PNP operating units or divisions

in the Metropolitan Police district, in
addition to the stations and sub-
stations shall likewise maintain a
separate blotter.
 WHO WILL BE
RESPONSIBLE IN
SUPPLYING THE
POLICE BLOTTERS?
1. General Headquarters, Philippine National
Police shall supply Police Blotters to each PNP
unit, station or sub-station who shall reflect the
same on their property books as accountable
items.

2. The PNP unit commanders shall be

responsible for the proper maintenance,
safekeeping and accounting of the police
blotters.
3. Pending procurement and issuance of
police blotters by GHQ PNP, police forces
shall continue to use the present blotter,
provided, the forms and rules shall be
followed.