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WORK SHEET 4

TECHNICAL REPORT WRITING


Name : __________________________________________________ Score : ______________
Course and Year : _____________________________________ Date : _______________
Intended Learning Outcomes ( UNIT II )
At the end of an hour and a half period, the students are expected to :
a. identify and distinguish the classifications, categories and types of police reports
b. explain the importance of each report
c. compose their own reports based from the conventions, requirements and rules of police report writing.
Let’s write different police reports! First Lesson
At the end of the lesson, you are expected to
1. Classify different police reports
2. Categorize the different police reports used in law enforcement
3. Distinguish the two general types of police reports
4. Identify the specific types of police reports
5. Examine actual and authentic samples of police reports
6. Utilize actual report samples and formats for writing exercises
7. Write reports using actual formats of different police reports
Classes of Reports
1. Technical Reports are written reports dealing with technical and specialized subjects
2. Problem Determining Reports are written reports identifying the existence and causes of certain
problems. Examples of these are case reports on Causes of Juvenile Delinquency, Cause of Drug
Addiction and Causes of Human Trafficking
3. Problem Solution Reports are written reports identifying the processes and solution of certain
problems. Examples of these are case studies on preventive measures against Juvenile
Delinquency, Drug Addiction and Human Trafficking
4. Fact- Finding Reports are written reports on the methods of logical gathering and presentation of
data. Examples of these are reports about Facts and Figures of Terrorism, Drug Trafficking and
Human Trafficking
5. Performance Reports are written reports referring to information on the status of an activity or
operation within a unit or organization.
Task 1 : Directions : Form a group with 5 members and look for a sample copy of each report defined.
Present your example in a form of an oral report in class; consider the guide questions for your
report. Each member of the group must say something during the oral reporting. You are graded
individually.
A. What type of report is your example? Explain your answer in 3 to 5 sentences.
B. For whom is the report written?
C. Who will benefit the report and why?
Let’s write different police reports! Second Lesson
Categories of Reports
Foronda ( 2009 ) enumerated that reports are categorized according to whether they are Operational,
Internal Business or Summary Reports.
1. Operational Reports are written reports about police incidents, investigations, arrests,
identification of persons and other miscellaneous reports for routine operations of police
organization
2. Internal Business Reports are written reports on financial, personnel, purchase, equipment,
property maintenance and general correspondents which are important in the agency or
organization’s management.
3. Summary Reports are reports that are furnished for the necessity of the solution of crime accident
and other police administrative – related problems
Two General Types of Reports
1. Basic or Informal Reports are reports that are mostly related with ordinary, miscellaneous
incidents usually in letter or memorandum form. These are accomplished by any member of a
unit, section, bureau or division within a department in accordance with prescribed regulation.
Basically, these reports contain the generic format like the heading, the person or office to
whomever it is addressed or submitted, the text or the body and the name of the writer of the
source of the report.
2. Investigative or Formal Reports are reports that cover all the exact and exhaustive narration of
facts. These reports are classified as Initial or Advance, Progress or Follow –up and Final or
Closing Reports.
Specific Types of Police Report
1. Spot Report is a verbal or written report done within twenty – four hours after an important
incident. This report is written to inform an immediate chief or those in higher position of
particular occurrences in his command of responsibility. This report should be acted upon within
24 hours. In some cases, a spot report may be in the form of a radiographic message if the
reporting unit is far from the receiving office. The following are indicated in a radiographic
message: Originating Office, Addresses, Cite Numbers, Precedence actions, Precedence Info, date-
time group, Text Written in capital letters.
2. Special Report is written by a police unit or office based from a directive or instruction from
higher police officers. This type of report follows the memorandum format of correspondence. The
commander or chief signs this report or an authorized person signs if the commander is not
around. This report should contain the rationale and the action. The rationale is the specifications
and the details related to the problem and action is the expected action or response the receiver or
reader will do after reading the report.
3. Beat Inspection Report / After Patrol Reports are widely practices written forms of
communication in a station. This is a routine report because the duty beat supervisor submits this
report daily; those assigned on beat inspection do their routine check on foot, while those on
patrol sectors use patrol cars. The Beat Inspection and After Patrol reports use the memorandum
format.
4. Wanted Person Report uses notice on Wanted Person and is all about those persons who are
wanted by the police. Information of wanted persons are flashed on local and national television,
as well as posted in conspicuous areas as a notice to the public. This report is done in four ( 4 )
copies to be submitted to the following: To the PNP Provincial Director , or to the PNP Chief in
Camp Crame if the province is not under the provincial commander to the Department concerned
which will have the original copy in the “ Persons Wanted File” to the National Bureau of
Investigation which will have the fourth copy
5. Arrest Report is a report that documents all the events in arresting a suspect including personal
information, jail bookings, information about control and release of prisoners and court
proceedings. This report is based on information received, ensuring probable cause for a warrant
/ warrantless arrest.
6. Crime Reports are reports written after the conclusion from the preliminary investigation that a
crime truly happened. This report also include important factors like corpus delicti ( elements of
the crime ) suspect description properties taken, evidences collected, property damages, victims’
injuries and suspects’ modus operandi.
7. Situation Report also known as SITREP is similar to patrol report which is submitted every eight
hours but on a need –only basis. It is important when reporting on a situation to higher
authorities, to present the information in a way that is concise, easily transmitted on unreliable
radio or telephone systems, easily read and which covers key areas. Normally they are sent to
some central control authority at set times of the day or week to provide a snapshot of the
situation it develops. This also helps to cut down the pressure on communications that may
themselves be disrupted or reduced. The value of the SITREP is to help both the area affected and
the local government authorities to deal with the disaster and on-going developments. The
importance of SITREP : completing the SITREP covers all key aspects of community survival, a
structured message is easier to carry as a document or to send over radio or the telephone, the
SITREP can be copied to organization with different responsibilities , to initiate action and ensure
that action is coordinated, SITREPs from various parts of an affected area can be used to detect
variations in genera need and so assist in allocating resources most effectively, SITREPS form a
record for a future of the actual situation and the results of action to deal with.
Steps in preparing a SITREP
a. Gather information on each aspect covered by the SITREP. Remember that this can be done by
several people and the information assembled centrally
b. Draft the SITREP at an agreed time, preparing one copy to file locally and one to be taken or
transmitted to higher authorities
c. If possible , arrange for the message to be sent through secure official channels ( e.g. fax, police,
radio, local authority radio ) that are hard for others to interfere with or to monitor for a
malicious purpose
d. Alternatively, send a copy of the SITREP by messenger or transmit by the most secure channel
available ( in order of security – line telephone, mobile telephone, amateur radio, CB radio )
e. Prepare a modified version of the SITREP as headed paragraphs for a news bulletin for local
rest centers and official notice boards
Parts of a SITREP
A. To : ( The Police or local authority control center in charge of relief operations
B. From : ( Author of the Report e.g. Community Council , Community Volunteer )
C. Date and Time of SITREP draft
D. Area referred to in the SITREP ( e.g. street, community council area, village, town )
E. Nature of the emergency (e.g. location, type and scale of crisis )
F. Law and order situation ( used only in the absence of any Police presence )
G. Medical Situation ( e.g. persons killed , missing or injured , medical support or ambulance
needs, vulnerable people needing support )
H. Feeding problems ( e.g. food or drinking water shortages, emergency feeling or delivery
requirements )
I. Welfare problems ( e.g. accommodations, rest centres, social service needs, vulnerable groups
needing support
J. Road access ( e.g. roads blocked, best routes in
K. Telephone and Radio Communications ( e.g. systems available and any disruption
L. Public Utility Availability ( e.g. disruptions to water, electricity, gas and sewerage )
M. Organizations Active ( e.g. Emergency Services, Voluntary Aid Societies , WRVS, Emergency
Volunteers, Local Authority Services and Commercial Firms )
N. Local Assessment of the general situation ( keep it brief )
8. Miscellaneous Incident Report is also known as MI report used to document any incident,
situation or circumstance that is not crime or may not be designated by a particular title. The
purpose of this report is simple to maintain the integrity of the department’s reporting system.
9. Traffic Accident Report is written by the officer who investigates the accident. This type of report
documents all the facts and information about any vehicular accident whether it is fatal or non-
fatal. This also examines the nature of the damage of any property, the location of the accident and
its causes. Included in this type of report are statements of witnesses, diagrams, and photographs.
The officer of the case should follow the uniform traffic accident reporting system, prepare the
traffic accident report from evidences, diagram, sketches and sworn statements of witnesses. The
traffic investigation report will be accomplished in five copies to be submitted to the court or
prosecutor’s office, TRAFCOM ( TMG ) or Traffic Division, the investigator, the Insurance company
for party involved number 1 and the Insurance Company for party involved number 2.
10. Investigation Report is written to investigate a particular case or crime. This is an internal form of
communication that requires the addressee, the officer –on- case and the chief of the investigation
section. The addresses of investigation report is the chief or head of a police unit, the officer- on-
case will write and sign the report and it will be noted by the chief of investigation section. The
investigator writes this report to achieve these objectives for Record , Leads and Prosecution. An
investigation report provides a permanent official record of the pertinent information procured
during the course of the investigation; it also provides other investigators the lead and
information relevant to further advance their own investigation and provides statement of facts
for prosecution action on which designated authorities may base a criminal either for corrective
or disciplinary action. Like any other reports, an investigation report is subject to close scrutiny at
all levels of command, therefore it must be grammatically correct, must use correct and
appropriate abbreviations and must be free from slang, colloquialism and unnecessary technical
terms.
Classification of Investigation Report
A. Initial or Advance Report which is an advance information on a new or fresh case assigned to
an investigator, the data in this report is not yet complete but it is written and immediately
submitted after the preliminary investigation of the case.
Points to Remember in writing the Initial / Advance Report
a. Paragraph number 1 is the introductory paragraph of an initial report
b. The objective of the introductory paragraph is to point out to the reader the statement of
the objective and the subject of the report
c. After presenting the introductory paragraph, the report writer will proceed with paragraph
number 2 narrating the facts gathered in the course of the on-going investigation
B. Progress Report is a written narration of facts developed by the investigator in the course of
the follow- up investigation. This is a report on subsequent details which are very vital to the
case but have not been incorporated in the initial report. This report should be submitted
within three days after the initial report has been submitted and consequently a monthly
report thereafter.
Points to remember in writing the Progress Report
a. In the Progress Report, the statement of the objectives or the subject of the report is
changed.
b. The opening statement of the introductory paragraph is also changed from Initial Report to
Progress Report
c. For administrative purposes, the case number is not mentioned; an original number is
assigned to every new fresh case throughout the investigation until it is solved.
d. The report progresses through the follow-up investigation done by the investigator.
C. Final Report is a complete written narration of facts based from a thorough investigation of the
case. This is a result of evaluation, summation and analysis of all facts and circumstances of the
case, and the complete accumulation and collection of data.
Points to Remember in Writing the Final Report
a. The final report bears the mark “ CASE SOLVED/ CLOSED “
b. The heading has the same letterhead, case number, date, nature of the crime. The
introductory paragraph presents the original facts of the case.
c. The body has the main contents of the report and related facts about the crime and the final
sequence of events are unfolded here.
d. The ending has the usual administrative data like the signature of the report writer, the
official endorsement of the section and the department offices.
Parts of the Investigation Report
1. Authority is the part where the investigator cites the authority for making the report
and he states briefly the data, the place and the person by whom the investigation is
made.
2. Matter investigated is the part where the investigator writes the purpose of his report
by generally stating what the investigation is all about. Included in this part are the
complaints and the allegations of committed crimes
3. Fact of the case is the part which is the coherent presentation of all the important facts
supported by evidences involving the whole investigation
4. Discussion is the part indicating all the factual information related to the investigation.
The investigator discusses all the circumstances to give the reader a clear picture of the
whole investigation in order to establish the conclusion and the recommendation of the
report.
5. Conclusion is the part indicating the summary of the result of the whole investigation
process. The summary should be supported by facts basing from the order of statement
of allegations
6. Recommendation is the last part consistent with the conclusion where the investigator
writes his judgement and the practical suggestions for appropriate actions to be taken
for proper disposition of the case for remedy of unsatisfactory situation and for a
recommendation that a case be closed.
Steps in Writing an Investigation Report
1. Initial preparation is the first step of writing the investigation report where the
investigator determines his purposes and objectives in writing the report. He then
gathers the facts and circumstances related to the case
2. Final Organization of the collected data using chronological order all gathered facts and
evidences related to the case should be sequentially presented.
3. Preparation of the first draft just like the second step the first draft should also follow
the chronological order of presentation. The draft should be based from the outline and
should be presented in a clear manner with the sue of appropriate transitions to
maintain the coherent flow of ideas
4. Rewriting and polishing the report is the step where the investigation will recheck, edit
and review the rough draft to check and correct the errors and goes on rewriting to
improve the whole report
5. Finalize the report is the last step where there investigator prepares the final report
based from the rewritten and corrected draft.

Task 2: Directions: work individually applying the concepts of Investigative Report Writing, write the following:
a. Initial Report
b. Progress Report
c. Final Report
Base the contents of your report from the news story below, for information that is not found in the news,
you may supply your own fictional data to complete the report.

Homicide Rap up vs. Brod- in – law Killer


(Source:http:/www.thenewstoday.info/2009/03/02/homicide.rap.up.vs.brod.in.law.kiler.html updated
March 02, 2009 Iloilo City, Phiippines by Serge C. Santillan )
BACOLOD CITY – A case of homicide will be filed today against Peter Gallaza, 32, a security guard
who killed his brother-in-law Police Officer 1 Federito Armanteo Jr., a member of PNP Special Action Force
assigned in Iligan City.
Senior Insp. Eduardo Corpus, police chief of San Enrique said they were waiting for the result of the
paraffin test, expected to be out today, before the filing of the case.
Police investigation showed that Armateo, armed with two .45 caliber pistols, shouting bad words
against their family and forced his way into the house of Gallza, by destroying the door at about 2:30 a.m. Saturday.
Armateo reportedly threatened Gallaza and his family that would all be killed and he would “drink
their blood ,” Corpus said.
The victim was immediately brought to Don Salvador Benedicto Memorial Hospital in La Carlota City
but was pronounced dead on arrival by the attending physician.
Recovered from the crime scene were two .45 caliber pistols with live ammunition and a gun recoil
spring while unfortunately the unlicensed .357 revolver was not found after the suspect threw it to the rice fields.
Police said Armateo was having a personal problem with his wife who had the custody of their
children. Armateo went home to Brgy. Sibucao , San Roque to attend the court hearing in Valladoid regarding the
charges of alarm and scandal filed against him recently.

Task 3 : Group Oral Activity


Directions : Interview a Beat Patrol Officer on the following.
a. How is a Beat Patrol done?
b. Identify the personnel involved in Beat Patrolling
c. How is a Beat Inspection Report Written
d. Provide a sample copy of an actual Beat
Task 4 : Paired Work
Directions : Read the news report carefully, use the facts in the news as your initial information in making a Traffic
Accident Investigation Report. Fill in the traffic Investigation Form with the appropriate facts, for some blanks
where the facts are not appropriate, you may use your own fictional information leaving no blanks to complete
your report.
Richard Hurt in Vehicular Accident ( 1:46 p.m.)
( Source Sun Star Network Online http://www.sunstar.com.ph)
ACTOR Richard Gutierrez and his bodyguard were injured while his assistant was killed after they
figured in a road accident in Cavite province before dawn Friday.
According to the report, the accident occurred around 2 a.m. while the actor was travelling Sta. Rosa
Tagaytay Road in Silang town in Cavite.
Investigation said the actor was driving on his way home when he suddenly lost control of the
vehicle, causing him to crash into an electric post. The vehicle , with the passenger inside, then fell into a ravine and
hit a coconut tree.
Gutierrez, 25 and his bodyguard, identified as George Mastura , were injured. They were rushed to
Tagaytay Hospital for medical treatment but were later transferred to Asian Hospital Medical Center in
Muntinlupa.
As of this posting Friday, Gutierrez and Mastura were reportedly in stable condition. However, the
actor’s assistant, identified as Nomar Pardo, died while being treated at the Adventist University of the Philippines
Hospital.
Authorities said the area where the accident happened was “accident prone”. Some have earlier
complained about it which is reportedly a blind curve and with no street lighting and safety barriers.

Task 5 : Field Activity by Group of Five Members


A. Directions : Choose a police station that you want to visit. Write a formal letter noted by the instructor
requesting an appointment with any Desk Officer in Charge of the Complaint Department. Gather
information through an interview on how a blotter entry is made. Identify what cases are available for
public access and what are not. Provide a sample copy of any available entry and be prepared to discuss
this in class whether it has followed the prescribed rules in writing blotter entries.
B. Directions : Research on Circular No. 5 issued by the General Headquarters, PNP , dated December 10 1992
entitled “ Prescribing a Uniform Police Blotter for the Philippine National Police.”
Based on this Circular, do the following :
1. Identify the contents of the said Circular
2. Relate the contents of this Circular to the blotter entry obtained in Field Activity A. Discuss whether or
not the rules are followed regarding the uniform entry for police blotter.