GROUP 6 Flashcards
(32 cards)
IMPORTANCE OF REPORT WRITING:
- Reports may serve as records for planning, directing, and organizing units’ duties for police administrators; and
- Reports may also help local media, when they need access to public documents; and
- Reports could serve as a reflection of the investigator’s credibility
WHY DO POLICE PRGANIZATIONS NEED TO DEVELOP THEIR REPORTING SYSTEM?
- To account upward and outward for their activities, in order to justify their programs;
- To report upward and outward information concerning progress, future needs, plans, and decision made;
- To report upward for purposes of administrative control; and
- To inform downward (in the organization) concerning policies, programs, resources, procedures, and all other matters concerning work in the police organization.
SIX CHARACTERISTICS THAT ALL EFFECTIVE REPORTS HAVE IN COMMON:
- FACTUAL
- ACCURATE
- CLEAR
- COMPLETE
- TIMELY
A police report is an objective accounting of the relevant and observed facts of the case.
FACTUAL
The decisions and actions taken as a result of the report must be supported by accurate information contained in the report.
ACCURATE
A police report speaks for the reporting officer when he or she is absent. Based on the content of a police report, there should be no doubt or confusion regarding what happened during an incident or crime.
CLEAR
A complete report will contain all the relevant facts, information, and details that the reader will need to have a comprehensive understanding of the crime or incident described in the report.
COMPLETE
No decisions or actions can be taken regarding an arrest or request for a follow-up investigation if a report is not submitted promptly.
TIMELY
Refers to the clearness of thought, style, or expression of the writer. An effective writer mustuse correct English, and must point directly to the written communication to save readers from reading unnecessary words.
CLARITY
Is the conformity to facts and representation of truth with precision and exactness. In writing a report, all facts and information whether favorable or unfavorable to the concerned subject should be included, and these facts are verified by statement of witnesses, and by reference to official records or reliable sources. An accurate report is a true reflection and representation of the facts to the best of the writer’s knowledge. An accurate report is also a specific report.
ACCURACY
Refers to having all the necessary normal part, components, and style of Writing in its entirety. In writing a complete report the elements of the crime should be established and the additional facts should prove those elements. Documentation of the report should base from important statement and letters, findings of other agencies, and laboratory reports. This should also answer the 5 W’s and 1 H questions.
COMPLETENESS
Has something to do with the quality or state of being brief and concise, with the quality of terseness, and lack of wordiness. Brevity is achieved by omitting materials or information that is useless, irrelevant, and redundant.
BREVITY
In writing is having or exhibiting a disposition that is free of favoritism, bias, impartiality, self-interest, or preference in judgment. A fair writer should always base his report on facts, and if there are theories, these theories should be verified first and be consistent with facts.
FAIRNESS
Is the quality of writing pertaining to being explicitly definite and specific rather than general. A good writer must be precise and specific in writing his or her report, and should avoid ideas that could mislead the readers.
SPECIFICITY
The police report must be clear and it should be written directly and easy to understand.
CLARITY
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
ACCURACY
The police report must be short with simple sentences, common words and easy to understand.
BREVITY
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 shape.
SPECIFICITY
The police report must be complete by using the 5Ws and 1H.
COMPLETENESS
The police report must be submitted on time. As much as possible immediately after the incident has happened.
TIMELY
The police report must be considered classified, hence, transmission handling and access to these reports would be limited only to police personnel who are granted by higher security clearance. It is a top secret documents.
SECURITY
The police report must know that the receiving office needs to know. Important data must be omitted or added to conceal responsibilities, to impute liabilities or to favor parties.
IMPARTIALITY
These reports document specific incidents, crimes, or events that police respond to, providing details about the nature of the incident.
Examples: A report on a traffic accident, a disturbance at a public place, or a fire incident.
INCIDENT REPORT
This report style details an individual’s arrest information, including the time, place, and personal description. It includes the reason for the arrest and information about the officer who completed the arrest.
ARREST REPORT
