Alleza E Bagnol JD, MSCA, RCrim

CRIME DETECTION AND

INVESTIGATION
(CDI 5)

TECHNICAL WRITING
This subject gives the students training in investigative report
writing including the structure and format of making reports and
feasibility studies.

It covers fundamentals and styles of report writing forms and

contents of police reports, including simple legal forms, manner
of handling standard police forms, technique, sequences of
blotter entries, preparation of arrest and crime reports;
fundamentals of records management and the decimal system
of reports and document filing; study of uniform Crime Reports,
care and custody of confidential files; criminal statistics and
wanted forms; the follow up control system and the use of
Police Report
- Is any written matter prepared by the Police
involving their inter action with the community.
- Is an exact narration of facts discovered during the
course of crime investigation which serves as a
permanent written record for future reference.
- Permanent written record of police activities
classified as informal and formal which
communicates important facts concerning people
involved in criminal activities.
Important Uses of Report Writing
1. Reports serve as records for police administration
in planning, directing and organizing the unit’s
duties;
2. Reports can be used as legal documents in the
prosecution of criminals;
3. Reports are utilized by other agencies;
4. Reports can be useful to tri-media for public
information purposes;
5. Reports can be utilized for research purposes; and
Criteria to be considered in report writing
1. Clarity
2. Accuracy
3. Brevity
4. Specificity
5. Completeness
6. Timeliness
7. Security
8. Impartiality
1. Clarity
The police report must
be clear and it should
be written directly and
easy to understand.
2. Accuracy
The data presented
must be precise and
the information given
must be factual.
3. Brevity
The police report must be
short, with simple
sentences, common words
and easy to understand.
4. 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.
5. Completeness
The police report must
be complete and should
be able to answer the 5
W’s and 1 H.
6. Timeliness
The police report must be
submitted on time. As much
as possible immediately
after the incident has
happened.
7. 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.
8. 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.
2 Types of Police Report
1. Informal Report – usually is a letter or
memorandum used in day by day police
operations. Most reports may be placed in
this category.
2. Formal Report – suggests a full dress
treatment including cover, title page, letter
of transmittal, summary sheet, text,
appendixes, index and bibliographies.
Classifications of Police Report
1. Performance report which contains information as to the status
of an activity or operation.
2. Fact finding report which involves the gathering and
presentation of data in logical order without an attempt to draw
conclusions.
3. Technical report which presents data on a specialized subject.
4. Problem determining report which attempt to find the causes
underlying a problem or to find whether or not a problem really
exists.
5. Problem solution report which analyzes the thought process
that lies behind the solution of a particular problem.
Police Reports Category
1. Operational Reports
2. Internal Business Reports
3. Technical Reports
4. Summary Reports
1.Operational Reports
Include those relating to the
reporting of police incidents,
investigation, arrest, identification
of persons and a mass of
miscellaneous report necessary to
the conduct of routine police
2. Internal Business Reports
Relate to the reporting necessary to
the management of the agency and
include financial reports, personnel
reports, purchase reports, equipment
reports, property maintenance
reports and general correspondence.
3. Technical Reports
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
managements.
4. Summary Reports
Furnish intelligence
information necessary to
the solution of crime
accident and police
Classification of Law
Enforcement Reports
1.Administrative Reports
2.Operational Reports
1. Administrative Reports
Deals with the routine functioning of
the departments or agency. Such
reports may cover proper uniform,
reporting procedures and
grievances. These reports primarily
concerned with the 2 type of report.
nd
Also falls under the 2 Type
nd

of Reports
1.General Orders
2.Special Orders
3.Numbered Memorandum
4.Memoranda
1. General Orders
Orders and/or directives covering
organizational set-up, functions and
duties, constitution of committees
including departmental commendations
for officers, members and civilian
employees. General Orders are
prepared for signature of the
2. Special Orders
Dealing on assignments, transfer,
temporary duty or special training
etc. of personnel. Special Orders
are prepared for signature of the
Deputy Superintendent under the
correspondent line authority.
3. Numbered Memorandum
Is a department wide directions or orders
prescribing guidelines, standing procedures,
policies, rules and regulations which are
intended compliance/implementation on
permanent or continuing basis. These
orders are prepared for signature of the
Deputy Superintendent under the usual line
authority.
4. Memoranda
This is another form of dissemination of directives or
orders which are intended for
compliance/implementation on temporary or last only
for a short period of time. Memoranda are also used
for dissemination by quoting therein letters of
appreciation and other communications from other
offices or individuals for information purposes. They
are prepared either for signature of the
Superintendent or the Deputy Superintendent
depending on the importance of the matter.
2. Operational Reports
Reports which deal with
the activities of the law
enforcement officer.
4 Types of Operational Reports
1.Patrol Service Reports
2.Arrest Reports
3.Preliminary Investigation Reports
4.Supplemental Progress
Reports/Follow-up Reports
Report Writing Form

Every agency has its own forms and procedures for completing
operational reports. But there is a standard format on how to
prepare a report that is simple yet complete.

We have what do you call a basic or informal report that deals

with the ordinary miscellaneous day to day memorandum,
letter or form accomplished by any member of the unit, section,
precint/station or department in accordance with the prescribe
general orders, special order, circular, numbered memoranda.
Contents of a Report
1. The heading or the letterhead of the
organization.
2. The date of preparation or submission.
3. The person or office to whom it is
addressed or submitted.
4. The name of the writer or source of the
report.
Style of a Report
All reports are written in such a manner
that it clearly presents only the relevant
facts. The presentation of these facts
must not be distorted or confused by
the writer’s manner of expression.
Clarity, accuracy and brevity are
emphasized based on facts.
Standards of Report Writing
Reports being permanent records of
investigative efforts are subject to close
scrutiny at all levels of the police
organization including other concerned
agencies of the government. Reports
must meet certain standards because
of this, some of which are as follows:
1. Reports must not contain vague or unclear terms;
2. Reports must be original and correct in both composition and grammar;
3. Abbreviation must be used appropriately and correctly;
4. The use of slang, colloquialisms or unnecessary technical terms should be avoided;
5. Reports must not contain erasures or alterations;
6. If any correction is to be made, then it must be corrected by changing the entire page to contain what is correct
7. All duplicate copies of reports must be legible and clearly readable;
8. When necessary, duplicate copies of reports must be officially authenticated; and
9. Contents of reports must be factual and devoid bias or prejudice on the part of those making the report.
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.
Reference
Circular Number 5 issued by the General
Headquarters, Philippine National Police,
dated December 10, 1992, is the rule
“Prescribing Uniform Police Blotter for the
Philippine National Police”. This rule shall be
followed by the different police offices and
units throughout the country in making an entry
of events and incidents on the police blotter.
Purpose
The 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 the
entries.
Form and Size
a. The Police Blotter shall be a record book
with hard cover and shall be 12 inches by
16 inches in size.
b. 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 and
What are the contents of the entry?
The entry in the police blotter should answer the
following questions?
a. Who
b. What
c. Why
d. Where
e. When
f. How
How are you going to
answer these questions?
In answering all the
questions, the details about
the event or incident should
include the following:
a. The name/s of the suspect;
b. The name/s of the victim;
c. The witness/es, if any;
d. The nature of the action/offense;
e. The possible motive;
f. The place/location;
g. The date and time of occurrence;
h. The significant circumstances that aggravate/mitigate the
event/crime;
i. The identity of the officer to whom the case was assigned; and
j. The status of the case.
The following are
examples of
incidents/transactions
that are to be entered
in the police blotter:
a. Violation of laws and ordinances;
b. Calls in which any member of the PNP is dispatched or takes
official action;
c. Report and information received by the stations;
d. Movements of prisoners;
e. Cases of missing and found persons, animal and property;
f. Vehicular and other types of accidents;
g. Damage to properties;
h. Personal injuries, bodies found and suicides;
i. Arrests; and
j. Any other similar cases.
Whose units are required to
maintain police blotters?
a. Every police station or Sub-station
shall maintain a police blotter; and
b. All PNP Operating units or divisions
in the Metro Police District shall
likewise maintain a separate blotter.
Who will be responsible in supplying the police
blotters?
a. General Headquarters, PNP shall supply police
blotters to each PNP Unit, Station or Sub-station
who shall reflect the same on their property
books as accountable items;
b. The PNP Unit Commanders shall be responsible
for the proper maintenance, use, safekeeping and
accounting of the police blotters; and
c. Pending procurement and issuance of police
Procedures for Making Entries in Police Blotter
a. All entries in the police blotter shall be handwritten
in a clear, concise and simple manner;
b. Only facts are entered in the blotter;
c. 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;
d. A blue or black ink pen shall be used in making an
entry;
e. Misrepresentation in the blotter or any attempt to
suppress any information is punishable administratively;
f. All entries must be consecutively numbered;
g. Every page of the blotter shall be chronologically filled in.
No line or space shall be left blank between any two entries;
h. Any development of the case 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 should be made; and
i. At the end of every shift, the duty sergeant and duty
complaint desk officer shall sign the blotter.
Police Records
- Are records made or received by
the Police in pursuance of its legal
obligations.
Police Records consist of the following items:
1. Typewritten, handwritten or otherwise reproduce documents;
2. Contracts and agreements;
3. Police reports;
4. Police blotters and logbooks;
5. Legal forms;
6. Maps;
7. Drawings and sketches;
8. Pictures and photographs;
9. Publications and press clippings;
10. Mails;
Police Records Management
- Function of the Police to protect, retain,
retrieve, preserve records and records
information required for the continuance of
government law enforcement operations.
Specific functions and uses of Police Records
1. Measures police efficiency;
2. Present the community’s crime picture;
3. Assist in assigning and promoting personnel;
4. Identify individuals;
5. Provide basis for property accountability;
6. Controls the flow of investigation;
7. Make information available to the public;
8. Increase the efficiency of traffic control;
9. Assist the court and prosecutors;
10. Aid in the apprehension of criminals;
Types of Police Records
1.Case Records;
2.Arrest and Booking Records;
3.Identification Records;
4.Administrative Records; and
5.Miscellaneous Records.
1. Case Records
- The heart of any police record
system.
- It is the basis for an analysis of
offenses and the methods by
which they are committed.
2 Categories of Case
Records
1.Complaint/Assignment
Sheet
2.Investigation Report
1. Complaint/Assignment Sheet
- Is the foundation record of the police department.
- Reflects all the information regarding complaints
and reports received by the police from the citizens
and other agencies or actions initiated by the
police.
- The desk officer, clerk and telephone operator
accomplishes it.
- Each complaint/assignment sheet shall be assigned
a different number.
2. Investigation Report
- The prepared written report that
contains the findings and action
taken by the investigating officer
based on inquiries made and by
obtaining the available facts of
the incident.
Different Types of Investigative
Reports
1. Case Report
2. Spot/Progress/Final Report
3. Continuation Report
4. Technical Report
5. Accident Report
1. Case Report
- Shall be accomplished by
the investigator or member
making preliminary
investigation of crimes
reported to the police.
2. Spot/Progress/Final Report
- Spot report must be submitted within 24
hours after the incident happened.
- Progress Report must be submitted after 3
days the Spot Report was submitted.
- Final Report is the last report to be
submitted and unlike the 2 prior report, it
has no deadline.
3. Continuation Report
- This report shall be
used as the second and
succeeding pages of all
kinds of report.
4. Technical Report
- This report shall be accomplished by
the investigator to cover other angles of
the case or the technical staff whose
assistance has been requested to
conduct laboratory examination of
evidence specimen gathered to
supplement the findings and report of
5. Accident Report
- This report shall serve as the
investigation report of the officer
who investigates the accident. It
shall be prepared for each vehicular
accident, whether fatal or non fatal
injury, and damage to properties.
6. Wanted Person Report
- This report shall serve as
information on persons who
are wanted by the police,
shall be flashed by means of
the notice “Wanted Person”.
2. Arrest and Booking
Records
These records are required
for all persons arrested. It
shall be made out in full on
each person arrested.
3 Types of Arrest and
Booking Records
1. Arrest Report
2. Booking Report
3. Prisoner’s Property Receipt
1. Arrest Report
- Accomplished by the arresting
officer responsible for the arrest
and should contain the charge
and circumstances of arrest
before the prisoner is locked in
jail or released on bond.
2. Booking Report
- Shall contain current list of the
prisoners in custody which will indicate
the status and disposition of each. It
facilitates accounting for prisoners at
the end of each shift and their control
at all times and on which restrictions on
privileges are noted.
3. Prisoner’s Property Receipt
- All police department shall give a
receipt to prisoners for property
which is taken from the prisoners.
Everything taken from him is still
the prisoner’s property until shown
to be otherwise.
3. Identification Records
8 Major Identification Files
a. Arrest/Booking Report
b. Fingerprint File
c. Criminal History Record
d. Personal Identification Negative File
e. Crime Scene Photograph File
f. Wanted and Missing Persons File
g. Warrant File
* Each of these files serves to
identify persons or incidents coming
to the attention of the police
department. Generally, the various
files should be cross-indexed
through the use of identification
numbers, but maintained separately.
4. Administrative Records
means records that document or
contain valuable information
related to the organization,
functions, policies, decisions,
procedures, operations, or other
business activities of the Authority.
5. Miscellaneous Records
contains a variety of records
including those that do not fall
easily into the main record
categories as well as those that
were in too small of a quantity to be
catalogued separately.