REPORT WRITING MANUAL

OAKLAND POLICE DEPARTMENT

H-1
20 Mar 02

OUTSIDE AGENCY REPORT (TF-757)

This report shall be completed in the following cases:
1.

Accidents. To report a nonvehicular accident that has occurred

on City property or involves City property unless the incident has
been covered on another police report. Report all such accidents
even though no one was hospitalized.

2.

Industrial Accidents. To report the death or serious injury of

any person, or persons, involved in an industrial accident. NOTE:
After completing the report, telephone the local office of the State
of California Industrial Relations Department, Occupational Safety
& Health, 7700 Edgewater Drive, (510) 568-8602, and make an
oral report of the accident.

3.

Courtesy. To report a crime that occurred completely in an

outside jurisdiction. Ordinarily, the reporting party should be
directed to report the offense to the agency where the offense
occurred. When there are extenuating circumstances, information
about the crime may be taken on the Outside Agency Report and
forwarded to the appropriate agency. Examples of such situations
are:

4.

a.

In serious crimes when the complainant is unable to return

to the proper jurisdiction or when it would be impractical for
him/her to return because of the long distance involved.

b.

When we are required to render some service to the

complainant as a result of a crime committed outside
Oakland.

c.

When property (except vehicles) that has been reported

stolen in an outside jurisdiction is recovered in Oakland.

d.

Any other situation when the officer feels that taking a

report is necessary to render proper service to the citizen
but no further follow-up is needed by the Oakland Police
Department.

Federal Laws. To report possible of federal law violations when

no arrest is made. If an arrest is made, proceed in the normal
manner. Reports shall not be made involving violations of the civil

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REPORT WRITING MANUAL

OAKLAND POLICE DEPARTMENT

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20 Mar 02

provisions of immigration laws when citizens of El Salvador,

Guatemala, Haiti or South Africa are concerned.
5.

Noncriminal. To report a noncriminal incident requiring

assistance by an outside agency or department.

6.

OMC Violations. To report violations of the Oakland Municipal

Code that are not within the specific jurisdiction of the Police
Department, particularly if there is no immediate suspect to be
cited or arrested.

7.

Parole/Probation. To report parole and probation violations

when no arrest is made.
Note: No investigative or follow-up activity will be undertaken by
the Oakland Police Department on incidents reported on an
Outside Agency Report.
EXAMPLES:
Nature of Incident (Line
11)
Accidents on or Involving
City Property

Complete Line 1 as follows:

Fire Hazards

Oakland, Fire Prevention

Bureau

Garbage on Public Property,

Street
Hazards/Maintenance

Oakland, Public Works Agency

Hotel/Motel OMC/OHC
violation(s)

Oakland, Community and

Economic Development
Agency, Building Services,
Code Compliance

Mental Illness, not involving

suicide (no arrest)

Alameda County Health Care

Services Agency, Mental Health
Services

Office of the City Attorney,

Litigation Division

COMPLETION INSTRUCTIONS

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REPORT WRITING MANUAL

OAKLAND POLICE DEPARTMENT

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20 Mar 02

Routing

Check the appropriate box to route extra copies of this

report to other units and/or agencies. Enter the name of the
agency or unit to receive the extra copy if the name does
not appear in print.

Line 1

Enter the outside agency to which the report is directed. Do

not enter the Report number.

Person/Organization Involved
Line 2

Enter the full name (last name first, then first name and
middle name or initial) of the person or organization
involved. For military personnel, include rank, social
security number and branch of service. For Departmental
personnel, enter first initial, last name and serial number.
Enter the sex, race and date of birth of the person involved.

Line 3

Enter the home address of the person involved. Include

building, room or apartment number and zip code. Check
box if within Oakland or enter the name of the city if outside
Oakland. For military personnel, include the unit, ship or
station. For Departmental personnel, enter OPD. Enter the
home telephone number of the person involved. Include the
area code if other than 510. For Department personnel,
leave blank. If none or unknown, so indicate. Enter the
telephone number of the place of employment of the person
or organization involved if applicable, including the area
code if other than 510. For Departmental personnel, leave
blank.

Line 4

Enter the address of the place of employment or school of

the person or organization involved. For Departmental
personnel, leave blank. Enter the occupation or job title of
the person involved. For Departmental personnel, leave
blank. Enter the hours and days of the week when the
person can be contacted at the business address. If retired
or unemployed, so indicate.
Enter additional persons in the narrative section using the
same format.
Examples: the accident victim, the parole violator, the
destitute person seeking aid, the complainant on a courtesy
report, the suspected violator of the reported offense.

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REPORT WRITING MANUAL

OAKLAND POLICE DEPARTMENT

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20 Mar 02

Reporting Person
Lines 5-7

Complete in the same manner as Lines 2-4.

Witness
Lines 8-10 Complete in the same manner as Lines 2-4. Enter additional
persons in the narrative section using the same format.
Line 11

Enter a general description of the type of incident. When a

crime has occurred, enter the common name of the crime,
followed by the section number (including any applicable
subsection) and the code abbreviation. Whenever the
elements of a crime are not present, but are suspected,
enter the abbreviation "S/C" before the common name of
the crime. Whenever a crime was attempted, but not
completed, enter the abbreviation "ATT" before the common
name of the crime. Enter the date and time the incident
occurred or the date and time the condition was first
brought to the attention of the police. On incidents that
require extensive observation, enter date and time the
officer had sufficient facts to prepare the report. Use a
military format.

Line 12

Enter the location of incident. Enter the date and time the
reporting officer arrived at the scene. Use a military format.

Line 13

Describe the location of the incident or type of premises

involved.
Enter CP beat number if within Oakland. Enter "OS" if
outside of Oakland. Enter the incident number.

Line 14

Narrative: Enter all the details the outside agency will

need to follow up on the reported matter. If this is a
courtesy report for another law enforcement agency, include
all possible information relating to the crime. Include
complete names, addresses and telephone numbers of
suspects and witnesses not listed above. Describe any loss
in detail, giving complete information on any evidence or
statements.
Check box if a crime report was completed.

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REPORT WRITING MANUAL

OAKLAND POLICE DEPARTMENT
Line 15

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20 Mar 02

Enter your first initial, last name, and serial number. Enter
your watch, area, and CP beat number.
If photographs were taken, enter the name and serial
number of the officer or technician taking the photographs.
Enter the total number of pages in the report.

Line 16

Enter the name of the immediate supervisor and serial

number.
Enter the name of the report reviewer and serial number.

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