Report Writing Flashcards
(26 cards)
What is Report writing
Report writing in corrections is recording events or actions clearly, factually, and professionally for inmate, staff, or facility matters.
Purpose of report writing
Record events accurately
Support investigations
Inform supervisors
Maintain safety and accountability
What is the importance of writing a report
Accurate records
Legal support
Safety and security
Clear communication
Accountability
Rules for writing a report
4 C’s
Clear
Concise
complete
correct
A good report should be
Easy to understand
Only as long as it needs to be
contain all necessary information
includes the four c’s
Four stages of report writing
Stage 1- Investigation
Stage 2- Planning
Stage 3- Writing
Stage 4- Revision
4 stages of report writing with short explanations and examples:
Stage 1 – Investigation
Gather facts, details, and evidence.
Example: Interviewing staff and reviewing CCTV after an inmate incident.
Stage 2 – Planning
Organise information and decide what to include.
Example: Listing key events in order before writing.
Stage 3 – Writing
Write the report clearly, factually, and in order.
Example: Describing what happened using objective language and correct format.
Stage 4 – Revision
Review for errors, clarity, and completeness.
Example: Checking for spelling mistakes and missing details before submitting.
Rules to Adhere to
No blank lines
Always state “at about or approximately”
use 24hr clock
Incorporate 5 sense, I heard, I felt, I saw, I smelled, I touched”
5 prison incidents that require a report:
Inmate assault – Any physical altercation between inmates or with staff
Use of force – When officers physically restrain or control an inmate
Contraband discovery – Finding illegal items like drugs or weapons
Self-harm or suicide attempt – Any incident involving inmate self-injury
Medical emergencies – When an inmate requires urgent medical attention
The 3 main paragraphs in a report are:
Introduction – Brief overview of what happened (who, what, when, where)
Body – Detailed account of the incident in chronological order
Conclusion – Outcome, actions taken, and any follow-up steps
What is the timeframe to report an incident
Within 2 hours
4 types of reports a correctional officer may need to write:
- Incident Report – Details specific events like fights, injuries, or rule violations
- Observation Report – Records inmate behaviour, especially for at-risk individuals
- Use of Force Report – Documents when physical force is used by staff
- Search/Contraband Report – Describes searches and any items found (e.g. weapons, drugs)
3 exclusionary rules and their description?
SIMILAR FACT
HEARSAY
OPINION
3 exclusionary rules with short descriptions and examples:
- Similar Fact Rule
Description: Evidence of past behaviour can’t be used to prove a person acted the same way again, unless it’s highly relevant.
Example: You can’t say someone is guilty of theft now just because they stole in the past. - Hearsay Rule
Description: Second-hand statements (what someone else said) are not allowed as evidence unless an exception applies.
Example: “My friend told me the inmate started the fight” — not allowed, because the friend isn’t present to confirm it. - Opinion Rule
Description: A witness can’t give personal opinions unless they’re an expert.
Example: “He looked guilty” — not allowed unless the person is a trained psychologist or expert.
Clause 133 from the Crimes (Administration of Sentences) Regulation 2014 (NSW) regarding the reporting of use of force by correctional officers:
When a Report is Required:
Any time a correctional officer uses force on an inmate, they must immediately provide a written report to the governor.
Report Must Include:
Must be in writing
Names of all inmates and officers involved.
Location where the force was used.
Description of the force applied and the circumstances necessitating its use.
Signatures of each officer involved.
Correctional Centre Offences (10 Clauses)
146- Tattoo
147- Gamble
148- Possess or consume alcohol
149- Prepare or manufacture alcohol
150- Administer drug
151- Possess drug implement
152- self intoxication
153- Fail the prescribed drug test
154- Smoke in a non-smoking area
155- Bribery
Who provides medical service After a use-of-force incident in a NSW prison
Justice Health and Forensic Mental Health Network (JHFMHN) provides medical care.
They assess and treat inmates for any injuries or health concerns in partnership with Corrective Services NSW.
How do you document that you restrained an inmate and give an short example of it
To document that you restrained an inmate, you must write an incident or use of force report that includes:
Date, time, and location
Reason for restraint
Type of restraint used (e.g., handcuffs, physical hold)
Inmate’s behavior before, during, and after
Names of staff involved
Any injuries or medical attention given
Actions taken after the restraint
Example
Date/Time: 3 May 2025, 14:20
Location: Cell Block B
Reason: Inmate became aggressive and refused verbal commands.
Action: Inmate restrained using handcuffs with assistance from Officer Smith.
Response: Inmate calmed after restraint. No injuries observed.
Medical: Nurse checked inmate post-incident — no treatment needed.
Report by: Officer Jones
Rules to adhere to:
Documenting time:
Documenting staff:
Documenting inmates:
Documenting contraband:
🔹 Documenting Time
Be specific – Include exact time (24-hour format preferred)
Use sequence – Note time of each major action or change
✅ Example: “At 14:05, the incident began. At 14:20, inmate was restrained.”
🔹 Documenting Staff
Use full names and titles if possible
List all involved – including those who witnessed or assisted
✅ Example: “Officer Jane Smith and Officer T. Brown assisted in the restraint.”
🔹 Documenting Inmates
MIN, Full name
Bold and underlined
✅ Example: 123456 John Doe was observed yelling and throwing items.”
