CDI 4:

Technical English 1
(Investigative Report Writing and Presentation)
Prepared by: MARY GLOR M. CUDA

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TECHNICAL ENGLISH
Technical English 11
(Investigative Report Writing and Presentation)

Course Overview
The course covers the study of the concept of application of the appropriate report
writing, office memorandum and correspondence. The brevity, clarity, completeness and
accuracy of facts and presentation according to the prescribed format and style of
investigative report writing structure, correspondence, and memorandum. It includes the
fundamentals and styles of different report writings and contents of police report writing,
manner of handling standards police forms and technique, and sequences of blotter entries.
For the learners to gain competency in this course, this course pack has been structured into
three modules as follows:
Module 1: Grammar and Mechanics
Module 2: Police Correspondence
Module 3: Blotter
At the end of this coursepack, the students will be able to;
Review their knowledge on the English language rules
Learned the different types, purpose and format of office memorandum
Learned the correspondence etiquette
Write memorandum which is adopted by the law enforcement agencies
Understand the important uses of report writing
Learned the different types of police report writing
Write a types of police report
Enjoy in every lesson of this course package.

Good luck!
TABLE OF CONTENTS

MODULE 1: GRAMMAR AND MECHANICS

Module Overview ………………………. 1
Lesson 1: Parts of Speech ………………………. 2
Lesson 2: Other English Mechanics ………………………. 10
Module Assessment ………………………. 14
Module Summary ………………………. 14
Reference: ………………………. 15

MODULE 2: POLICE CORRESPONDENCE

Module Overview ………………………. 16
Lesson 1: Etiquette ………………………. 17
Lesson 2: Memorandum ………………………. 21
Lesson 3: Police Report Writing ………………………. 25
Sample format of Spot Report ………………………. 30
Sample format of Progress Report ………………………. 33
Sample format of Final Report ………………………. 34
Sample format of Investigation Report ………………………. 36
Sample format of After Operation Report ………………………. 38
Crime Report ………………………. 39
Police Blotter Entry Sample ………………………. 40
Module Summary ………………………. 42
Module Assessment ………………………. 43
References ………………………. 43

MODULE 3: POLICE BLOTTER

Module Overview ………………………. 44
Lesson 1: Nature of Police Blotter ………………………. 45
PNP Revised Blotter Procedure Flowchart ………………………. 48
Module Assessment ………………………. 49
Module Summary ………………………. 50
References ………………………. 50
Appendix Incident Record Form ………………………. 51
M
O
D
U
GRAMMAR AND
MECHANICS
1
L MODULE OVERVIEW
E
LESSONS IN THIS MODULE
LESSON 1: PARTS OF SPEECH
LESSON 2: OTHER ENGLISH MECHANICS

Hi students! Welcome to Module 1. This module reviews your previous knowledge

on English grammar and mechanics to include the rules on subject-verb agreement, nouns,
pronouns, and other mechanics. To meet the objectives of this module, expect activities,
analysis, and application with regards to the discussion in each lesson.

At the end of this module, the student should be able to

To understand the rules on subject-verb agreement
To be able to identify nouns and pronouns
To able to identify the verb tenses

Enjoy learning!

1|TECHNICAL ENGLISH 1
LESSON 1
PARTS OF SPEECH
OBJECTIVES

At the end of this lesson, students will be able to :

• Able to identify the part of speech
• Understand the importance of grammar in police
writing.
• Write an article following the rules on subject-verb
agreement.

Welcome to Lesson 1 of Module 1 This is a one-session discussion that will talk about
parts of speech. Part of speech includes the verb, noun, adjective, adverb, pronoun,
preposition, conjunction, and interjection. Mastering the standard English make a police
report writing easy to understand. Although most of the topics herein are already taken up
in your previous years, yet this will serve as your refresher course to help you not to forget
the important topics in this subject.

Activity. Try this.

1. Define the following words below ang give at least five (5) examples for each
topic.

TOPICS EXAMPLES
1. Verb:
______________________________ ______________________________
2. Subject:
_______________________________ ______________________________
3. Nouns:
_______________________________ ______________________________
4. Pronouns:
_______________________________ ______________________________

Analysis
1. How important for a writer to use words that are known with his/her reader? Explain
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________

2|TECHNICAL ENGLISH 1
 ABSTRACTION
Standard English
Standard English is the most widely accepted form of the English language. It is
generally used in media, business and professional correspondence, private and government
agencies including academic institutions. It is usually described by its conventions in the
language and rules on grammar and mechanics such as agreement, antecedent, number,
correct usage, spelling. Punctuations, and sentence structures among others.
Police report writing is just like other forms of communication which is the
transmission of information and understanding from one person or group to another.
Therefore, it is not exempted from the requirement of effectiveness which is anchored on
common understanding. Common understanding is when both the sender and the receiver
involved in the communication have mutual agreement not only as to the message, but also
to the meaning of the message. As a result, there is a need to use Standard English in all
police correspondence.
The examples below provide variety of examples of standard and non-standard
language being used at the different police stations. To avoid the use of non-standard
language, the standard version is provided.

NON-STANDARD STANDARD
A n/o of A native of
A res.of A resident of
There’s There is
Can’t Cannot
KIA Killed in action
OOA On or about
NLT Not later than
In May 24, 2015 On May 24, 2015
In Monday On Monday
On November In November
15 y/o 15 year old
A res. At #65 A resident at No. 65
Case terminated Investigation is terminated

JARGON LAYMAN’S TERM

Network security key Password
Regrettable eventuality of failure of War
the deterrence policy
Masterpieces of complexities Government pronouncements
Policy of disinformation Lying to the public
Conflicts and collateral damage Wars and civilian casualties

3|TECHNICAL ENGLISH 1
PARTS OF SPEECH

Part of Speech Function or Job Example Words

Verb action or state (to) be, have, do, like, work, sing,
can, must
Noun thing or person pen, dog, work, music, town,
London, teacher, john
Adjective describes a noun or pronoun a/an, the, 2, some, good, big, red,
well, interesting
Adverb describes a verb, adjective or quickly, silently, well, badly,
adverb very, really
Pronoun links a noun to another word I, you, he, she, some
Preposition replaces a noun to, at, after, on, but
Conjunction joins a clause of sentences or and, but, when
words
Interjection short exclamation, sometimes oh!, ouch!, hi!, well
inserted into a sentence

NOUNS AND PRONOUNS

Nouns and pronouns are the subjects and objects of actions and thoughts. Without
these two parts of speech, nothing happens to anything. Writing begins with nouns, with
stories built around subjects.

NOUNS (n.)
A noun is a person, place, thing, collection, quality, condition, or idea. It tells the
reader what others are talking about. Many modern texts abbreviate this definition as person,
place, thing, or idea. The nouns naming physical or measurable things are concrete nouns.
The nouns for qualities, conditions, and ideas are abstract nouns.
A common noun refers to people, places and things the beginning letters of common
nouns are usually not capitalized except at the beginning of sentences.

A proper noun refers to a particular person, place, or thing which always begins
with capital letters.

Nouns are sentence subjects, predicate nouns, and objects of prepositions. Nouns and
pronouns assume one of three roles within a sentence. This relationship to the other words
is known as the case of the noun or pronoun. Nouns are subjects, objects, or possessive.
Subjects of sentences or clauses are in the nominative case.
Objects of verbs or prepositions are in the objective case.
“Owners” of other nouns are in the possessive case.

PRONOUNS
A pronoun is a word that is used instead of a noun or noun phrase. Pronouns refer to
either a noun that has already been mentioned or to a noun that does not need to be named
specifically. It replaces a noun, such as “I”, “you”, 'him', 'us', 'they' etc.”

Uses:
1. Nominative case (I, we, you, he, she, it).
4|TECHNICAL ENGLISH 1
 2. Objective case (me, you, him, her, it, us, and them) used as direct objects, indirect
objects and objects of preposition.
3. Possessive case

Types of Pronouns:
1. Personal- used to refer to particular people, places or things
a. You are determined to pass this subject.
b. He doesn’t know the consequences if the foolish thing he has been doing.
c. I am determine to pursue my dream.

2. Demonstrative- used to point out a specific person, place or things (this, that, these,
those).
a. This is the reason you have to wear police uniform properly.
b. That police officer, not the suspects, brought the victim to the hospital for
treatment.
c. These monkeys love to eat this special kind of banana.

3. Interrogative- used to begin a subordinate clause and related it to another idea in

the sentences.
a. What did you hear the suspect say to the victim?
b. Which of the two witnesses is telling the truth?
c. Who could save from the wrath of nature?

4. Relative- used to begin a subordinate clause and relate it to another idea in the
sentences.
a. The person who ran away from the police officer was struck to death by
lightning.
b. The letter which corresponds to the correct answers were not properly
encircled.
c. The police officer that usually goes with his family to church is my uncle.

5. Indefinite- used to refer to persons, or things without specifying which ones.

6. Reflexive nouns- used to add information by pointing back to the subject and
intensive.

SINGULAR AND PLURAL

A singular noun identifies one person, place, thing, et cetera.
Plural nouns identify more than person, place, thing, et cetera. Usually, adding the
letter s or the suffix es to the singular noun forms the plural. Usually is not often enough,
granted. Forming a plural noun:
1. Add s to a noun… unless the other rules apply.
2. Add es to nouns ending in ch, s, sch, sh, x, or z.
3. If a noun ends in f or fe, change the f to a v and use es for the plural. (Exceptions exist,
as usual.)
4. If a noun ends with a consonant or the vowel u and y, change the y to i and add es.
5. Add es to nouns ending with a consonant and o. (Exceptions do exist, yet again.)

VERB
Verb tense indicates the time when the action or condition occurred.

5|TECHNICAL ENGLISH 1
 1. Action Verb
a. Physical action- talk, laugh, arrest
b. Mental action- think, consider, hope

2. Linking Verb, be verb or helping verb (am, was, were, is are, being, has been).
Verbs relating to all five senses of the body are also classified as linking verbs (taste,
feel, smell seem, remain, stay, grow, become, look, sound). Included in the linking
verbs are the modals (can, will, could, would, shall, should, might, must).

3. Phrasal Verbs
Call off - cancel
Call on - visit
Call up - telephone someone
Call for - come get someone
Look after - take care of someone
Look into - investigate something
Give away - offer for free
Break into - enter by force
Break down - stop

Take note: A plural noun take a plural verb and a singular noun take a singular verb.

SUBJECT-VERB AGREEMENT

The subject of a sentence is the person or thing doing the action or being described.
Verbs are the action words in a sentence that describe what the subject is
doing. Agreement in speech and in writing refers to the proper grammatical match between
words and phrases. Parts of sentences must agree, or correspond with other parts, in number,
person, case, and gender. Subjects and verbs must AGREE with one another
in number (singular or plural).

The following examples below are the rules in subject-verb agreement.

RULES EXAMPLES
1. If the subject is singular, the verb She writes every day.
must be singular too.
2. If the subject is plural, the verb must They write every day.
also be plural.
3. When the subject of the sentence is The doctoral student and the committee
composed of two or more nouns or members write every day.
pronouns connected by and, use a
plural verb.
4. When there is one subject and more Interviews are one way to collect data
than one verb, the verbs throughout and allow researchers to gain an in-depth
the sentence must agree with the understanding of participants.
subject.

6|TECHNICAL ENGLISH 1
 5. When two or more singular nouns or The Station Commander or COP
pronouns are connected by "or" or signs the memorandum before proceeding.
"nor," use a singular verb.
6. When a compound subject contains The student or the committee
both a singular and a plural noun or members write every day.
pronoun joined by "or" or "nor," the
verb should agree with the part of The committee members or the
the subject that is closest to the verb. student writes every day.
This is also called the rule of
proximity.
7. The words and phrases "each," Each of the participants was willing to be
"each one," "either," "neither," recorded.
"everyone," "everybody," "anyone,"
"anybody," "nobody," "somebody," : I will conduct a one-on-one discussion
"someone," and "no one" are to someone who participates in the study.
singular and require a singular verb.
8. Non-count nouns take a singular Education is the key to success.
verb. The research I found on the
topic was limited.
9. Some countable nouns in The earnings for this
English such as earnings, goods, quarter exceed expectations.
odds, surroundings, proceeds, The proceeds from the sale go to support
contents, and valuables only have a the homeless population in the city.
plural form and take a plural verb. Locally produced goods have the
advantage of shorter supply chains.

10. In sentences beginning with "there There is little administrative support.

is" or "there are," the subject follows There are many factors affecting police
the verb. Since "there" is not the performance.
subject, the verb agrees with what
follows the verb.
11. Collective nouns are words that The family attends the recognition rites.
imply more than one person but are KASALIGAN class of 2020 conducts
considered singular and take a community emersion
singular verb. Some examples are
"group," "team," "committee,"
"family," and "class."

IRREGULAR VERBS
English verbs follow the three basic forms: the base (infinitive), simple, past, and
the simple past participle. Most verbs are regular verbs where the base from to simple past
are formed by adding “d or ed” while the simple past and the past participle are spelled alike
by adding “ed” to the base form such as the following.

BASE FORM SIMPLE PAST PAST PARTICIPLE

Cook Cooked Cooked
Walk Walked Walked
Kiss Kissed Kissed

7|TECHNICAL ENGLISH 1
 Participate Participated Participated
Converse Conversed Conversed
contribute contributed contributed

IRREGULAR VERBS
Spring Sprang Sprung
Drink Drank Drunk
blow blew blown
build built built
catch caught caught
draw drew drawn
eat ate eaten
drink drank drunk
forgive forgave forgiven
have had had

Application. Let’s test!

PART I. Essay:
Instruction:
1. Following the subject-verb agreement rules, write an article about the significance of
understanding police report writing for criminology students. Your article must have
at least 500 words but not less than 300 words.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________

PART II.
Instruction: Encircle the number that makes each statement incorrect. Write the necessary
correction.
Ex. Juan, together with the boys, were eating bananas. Answer: = was
1 2 3 4

1. A number of candidate for graduation increases every school year.

1 2 3 4

2. None of the chairs inside the room needs to be transferred to the stock room.
1 2 3 4

3. Nobody, including the group of extremely noise student, want to go home early.
1 2 3 4

4. Either the monkeys nor the bear eat bananas, apples and guavas every day.
1 2 3 4

5. The boys decorates theirselves with papers during the competition yesterday.
1 2 3 4

8|TECHNICAL ENGLISH 1
 6. Bread and batter need to be sufficiently provided by the father to his family.
1 2 3 4

7. The father of two pairs of twin, rans to school everyday to attend his class.
1 2 3 4

8. The male instructors met by a hundred cheering student come from Banaue.
1 2 3 4

9. Choose the man which stand like the cadets of the Military Academy.
1 2 3 4

10. There go the receptionist and secretary in his usual very attractive attire.
1 2 3 4
Great!
Now, proceed to the next lesson to discuss other mechanics on grammar.

9|TECHNICAL ENGLISH 1
LESSON 2
OTHER ENGLISH MECHANICS
OBJECTIVES
At the end of this lesson, students will be able to;
• Understand other mechanics of English grammar that
needs to consider.
• Review some of the topics presented in this lesson.
• Apply these grammar mechanics in police report writing.
Welcome to Lesson 2 of Module 1. This is a one-session discussion which will
talked about other mechanics in English Grammar. The same with the previous lesson, these
topics are not anymore new to you, but these mechanics should not be disregarded especially
when writing a report including the police report. The topics herein includes spelling,
capitalization, redundancies, and homonyms. To learn more about the topics, let’s now
begin and continue the learning journey.

Activity. Let’s try

1. Search for a pair of words that are either the same in spelling but with different meaning
or the same sound but different in spelling. List down you’re the following words inside
the table. Search for at least five (5) pairs.
WORDS MEANING
1._______________
________________
2. _______________
________________

Analysis. Think!
1. Why is it important for the writer of a report to be mindful of his spelling?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

2. What do you think is the influence of using a redundant word in a report writing? Explain.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

10 | T E C H N I C A L E N G L I S H 1
 ABSTRACTION
SPELLING
Spelling is a very important part of police report writing below are commonly
misplead words. Study them so that you can write these words correctly in your police
reports.
Accommodate Occasion Ecstasy
Achieve Occurred, occurrence Harass
Across Possession Immediately
Aggressive Receive Interrupt
Assassination Siege Liaison
Beginning Successful necessary
Business Tattoo Committee
Colleague Threshold Conscious
Tomorrow humorous

CAPITALIZATION
In writing police reports, observe the proper rules on capitalization
1. Capitalize the beginning of every sentence.
2. Capitalize proper nouns that includes name of a person and places
3. Capitalize specific entities (organizations, departments, days and months,
nationalities, proper adjectives)

PUNCTUATIONS
1. Colon- an introductory device used to enumerate, explain or extend an idea already
introduced.
a. Used before a list of items following an independent clause.
A tree has many parts: the leaves, branches and trunk.
b. To introduce a sentence that summarizes or explains the sentence before it.
She was absent for ten days: She went with her friend to Manila.
c. Special writing
Salutation Dear Sir:
Bible references John 14:16
Time 10:30 o’clock
Titles Recollection: My journey to PNP

2. Semicolon- it connects independent clauses closely related in thought and structure.

It eliminates the possibility of confusion in sentences with other internal
punctuations such as commas.
a. Links two related independent clauses not joined by coordinating
conjunctions (but, and , nor, or, for, so, yet)
1. PCpl Juan Tamad has tried his best to arrest the suspect; he was unsuccessful.
2. She has been teaching police patrol, criminal investigation, and traffic
operations; she did not finish any related course.

3. Comma
a. Separate non-essential information or expression.
PEMS Juan, the man with a million moves, is a committed officer.
Pat Pedro, who owns the best record of arrests, is a rookie officer.

11 | T E C H N I C A L E N G L I S H 1
 b. Used in words of phrases which interrupt the flow of a sentence.
Pat Juan, nonetheless, arrested the fleeing criminal.
I know, gentlemen and ladies, that you do a hundred pushups.

c. Separate coordinate adjectives that are equal in rank.

PEMS Pablo uses a pair of old, faded police uniform.
Every station should submit a well-planned, organized report.

d. Separate parts of dates and addresses.

The retired police officer was born on January 1, 1961.
She will visit Bakun Benguet.

4. Hyphen
a. Used to form a compound word when it is an adjective or adverb place before
a noun.
long-legged woman
open-mindedly
plunger-type device
half-heartedly
trouble-free process

b. Used in a prepositional phrase used as an adjective.

behind-the-back pass
under-the-table transaction
below-the-belt accusation

c. To avoid confusion by being misread.

Energy-producing cell eight-hour shifts
Foreign-car buyers cement-like textures
Re-treat

5. Apostrophe- used to indicate possession, contraction, and some plurals.

a. Possession
1. Add an ‘s to show possession by singular nouns.
2. Add an ‘s to show possession by plural nouns that do not end in s.
3. Add only an apostrophe to plural nouns ending in s.
4. For proper names that end in s, use the same rules.
5. Do not add an apostrophe to possessive pronouns.

b. Contractions- indicate that two or more words have been condensed into one.
As a general rule, do not use contractions in formal reports and business
letters.
I will- I’ll it is- it’s
They are- they’re should have- should’ve

c. Plurals- for plural of letters, abrreviations and numbers, use apostrophe only
to avoid confusion.
Ex. Xs, Ys, Zs, CCJEs, etc

12 | T E C H N I C A L E N G L I S H 1
 6. Quotation Marks- used at the beginning and at the end of a passage that contains
the exact words of someone else.
a. Direct quotation
b. Single quotation marks for a quotation within a quotation.
c. Titles of short works.

7. Parenthesis- brief interruptions meant to give readers immediate explanation,

clarifications or directions.

8. Brackets
a. Used in quotation or clarifications in quotations when quoting someone else.
b. Used to insert corrections in quoted material.

9. Dash- used in less formal writing. It emphasizes the material it sets off.
10. Ellipsis Points- these are three periods used to indicate that words have been omitted
from a quoted passage.

REDUNDANCIES
One way to achieve effective police report writing is to eliminate the use of
repetitious expressions. The focus of police report writing is to remove needless repetition
such as redundant words that make the writing longer and vaguer, not better. Below are the
samples of common redundancies used in writing and correspondence.

A.M (in the morning) Circle (around) Exact (same)

Anonymous (stranger) Circulate (around) Estimated at (about)
Ask (the question) Different (kinds) (foreign) imports
Armed (gunman) Earlier (in time) Free (gift)
ATM (machine) Enclosed (herein) Future (plans)
Careful (scrutiny) Final (outcome) General (public)
Completely (filled) Cooperate (together) Unnamed (anonymous)
Cash (money) Disappear (from sight) Unintentional (mistake)

HOMONYMS
These are words that sound alike but have different meanings. They generally include
to categories of word types: homophone and homographs.
• Homographs are words that are spelled the same but have different meanings.
• Homophones are words that sound the same when you pronounce them but have
different meanings.
Below are the example of homonyms, homophones, and homographs.
Effect-result or consequence Hole- opening Scene- landscape
Council- committee Whole- entire Seen -viewed
Counsel- guidance
Aisle- walkway Lessen- make smaller Seam – joining edge
Isle – island Lesson- class Seem – appear
Beach- sandy shore Peace- calm Soar- ascend
Beech- type of tree Piece- segment Sore- hurt place
Dual- double Waist – area below ribs Too- also
Duel – battle Waste- squander To – toward
Cent- penny coin Way- path Weather- climate

13 | T E C H N I C A L E N G L I S H 1
 Sent – did send Weigh- measure mass Whether- if
Knead- massage Which – that Steal- swipe
Need- desire Witch- sorcerer Steel - alloy

Application. Let’s try

1. Refer to your answers in Activity. Use these words in a sentence. Each word is
equivalent to one (1) sentence.
1. ___________________________________________________
2. ___________________________________________________
3. ___________________________________________________
4. ___________________________________________________
5. ___________________________________________________
MODULE SUMMARY:
You have just finished all your lessons in Module 1. The topics discussed in each
lesson in this module review your prior knowledge on the English grammar rules. One of
the most important criteria in writing a report is the grammar. It is important for a writer to
make sure that his/her article is grammatically correct to convey the exact message he/she
trying to share to the reader. Hence, learning the rules of the subject-verb agreement is
important. Nouns and pronouns on the other hand functions differently in a sentence. With
the use these two important parts of the speech makes the sentence clear.
MODULE ASSESSMENT
Answer the following questions.
1. Read the paragraph example below and underline the nouns and pronouns found
in the paragraph.
“Lily decided at the beginning of her first semester of college that she would read books
for one hour every day. She knew that there would be a licensure examination that she must
hurdle that would serve as her ticket to success. Lily borrows books and other reading
materials from her friends. Passing the licensure examination was a promise for herself.”
2. Choose the correct form of the verb that agrees with the subject. Underline the
correct answer.
1. Either my mother or my father (is, are) coming to the meeting.
2. The android phone or the laptop (is, are) good.
3. Either my bags or your umbrella (is, are) always on the floor.
4. Cynthia and Jenny (doesn't, don't) want to see that movie.
5. Miller (doesn't, don't) know the answer.
6. One of my friends (is, are) going on a trip to Europe.
7. The players, as well as the captain, (want, wants) to win.

14 | T E C H N I C A L E N G L I S H 1
 8. Every one of those books (is, are) fiction.
9. Nobody (know, knows) the trouble I've seen.
10. Physics (is, are)
11. Tony's favorite subject, while Civics (is, are) Rhea's favorite subject.

References

Basic Grammar Rules. (n.d.). Learn English today. Retrieved from https://www.learn-
english-today.com/lessons/lesson_contents/grammar/grammar-rules.html
Learning English. (2015, December 31). Introduction to Verb Tenses. Retrieved from
https://learningenglish.voanews.com/a/introduction-to-verb-tenses-everyday-
grammar/3123576.html
Paligat, E.P. (2019). Police Report Writing. Quezon City: Kadena Press Foundation Inc.

15 | T E C H N I C A L E N G L I S H 1
M
O
D
POLICE
CORRESPONDENCE
2
MODULE OVERVIEW
U LESSONS IN THIS MODULE

L LESSON 1: ETIQUETTE
LESSON 2: MEMORANDUM

E LESSON 3: POLICE REPORT WRITING

Hello students!
Welcome to Module 2! In this module we will discuss the police correspondence
that includes lessons in etiquette, memorandum, and police report writing. Police
correspondence is writing of memoranda, civilian reports and police reports. It is written
communication for purposes of conveying information and building up goodwill and
maintaining harmonious relationships between the writer and the reader.

At the end of this module, the students will be able to;

Understand the correspondence etiquette in email, SMS, and in business
communication
Understand the characteristics of effective police correspondence.
Learn the use of civilian letter in a police organization.
Understand the purpose and types of memorandum.
Write an example of a memorandum.
Understand the different types of police report.
Understand the purpose and importance uses of police report writing.
Learn the qualities of good report.
Learn the 5W’s and 1H in report writing.
Write a sample of spot, progress, and final report observing the qualities of report
writing.

16 | T E C H N I C A L E N G L I S H 1
LESSON 1
ETIQUETTE
OBJECTIVES
At the end of this lesson, students will be able to

• Understand the proper behavior of a writer in

addressing her/his reader.
• Understand the characteristics of an effective police
correspondence.
• Write a sample of correspondence observing proper
etiquette.

Welcome to lesson 1 of Module 2. This entire module will discuss the different
etiquette used in email, short messaging service, and in a business communication. Also,
during the session, characteristics of effective police correspondence and a civilian letter
will be emphasized.

Activity
Do a research. Give at least five (5) words synonymous with the following words
below. Write your answer on the space provided below.

1. Correspondence = ______________________ ____________________,

________________________, _________________________, __________________

2. Etiquette = _________________________, _________________________

________________________, _________________________, __________________

Analysis
1. In your own understanding, why it is necessary to observe etiquette in a
communication?
__________________________________________________________________
________________________________________________________________________
________________________________________________________________________

2. Let us assume, you are the CEO in a prestigious company, and you wish to gather
your subordinates for a certain meeting to talk with the new policy in your organization.
How do you intend to invite them into your meeting?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

17 | T E C H N I C A L E N G L I S H 1
 ABSTRACTION
Correspondence is any written or digital communication exchanged by two or more parties
which maybe in the form of letters, emails, text messages, voicemails, notes, or postcards.
In every correspondence, a writer must observe proper conduct or behavior or the so-called
etiquette in addressing his/her reader. This includes.
1. E-mail Etiquette. E-mail has revolutionized communication. It has also "dummied
down" the way we write and communicate.
a. The soul of e-mail etiquette is that each message should be short and to the point.
b. Always address the person by name; do not just start with the message.
c. Always sign the letter with your name. If you do not know the person well, be sure
to use your first and last name.
d. Do not forward jokes, recipes, or other non-relevant e-mails to your entire contacts
list· Keep the subject line short and to the point.
e. Be very careful when sending e-mails that have sensitive or personal information.
Limit attachments to only what is essential.
f. Always acknowledge receipt of business e-mails.
g. Never use e-mails for personal purposes such as resigning from job, sending
condolences, requesting promotion or an apology.

2. Text Message Etiquette (Short Messages Service)

a. Don’t send confidential information.
b. Move complex conversations to a different communications platform
c. Personalize messages and be courteous. The first thing you want to include in a
text is your name or business or organization
d. Write clear calls to action (CTAs). Always convey the action you want your
customers to take with a CTA.
e. Respond quickly.
f. Keep messages short, simple and to the point
g. Send text during business hours. This is to avoid annoyance of your customers.
h. Limit message frequency. Send relevant message only.
i. Don’t spam your customers with non-relevant mass text blasts.
j. Sign off properly. Make sure to clearly end the conversation to avoid the feeling
of unsatisfied.
k. Get the right kind of permission and stop when asked. This is an essential aspect
of text message etiquette.

3. Business Correspondence/Communication Etiquette

a. Avoid Jargon. Use language that your readers would be able to read and understand
so your message is as clear as possible.
b. Avoid Tangents. Make sure you stick to the main topic of your letter and keep it as
concise as possible. The shorter your letter is, the more likely it is they’ll read all of
it.
c. Avoid Grammar Mistakes. Consider using grammar checker online if you not sure
with your grammar composition.
d. Avoid Awkward Phrases and Other Readability Issues. Make use the words that are
easy to read. Proofread your letter to fix some issues and awkward phrases.
e. Avoid Misspellings, especially Names. Make sure everything is spelled
correctly before you send the letter. Additionally, letter etiquette dictates you should
make sure the recipient’s name is spelled correctly.

18 | T E C H N I C A L E N G L I S H 1
 f. Avoid Misaddressing the Letter. Always check the address carefully to ensure
everything is correct before sending.
CHARACTERISTICS OF EFFECTIVE POLICE CORRESPONDENCE
1. Correctness
No error, fault, mistake, or departure from truth. In order to avoid error which may be
inadvertently done in spelling, punctuation, price, specification, sentence structure and
grammar among others, the correspondence should be thoroughly edited.

2. Conciseness
Brief or limited in words. We should always consider that our superiors as well as
the subordinates are always busy. Brevity means using necessary words only as you retain
the natural tone of your sentences.

3. Completeness
This means perfection, fullness or sufficiency of the correspondence as regards to
information and parts. This prevents possible clarification calls or replies that may only
delay transactions including desired actions to messages.

4. Courtesy
This is akin to acts or expressions that manifest politeness, civility, affability, urbanity,
considerateness and respectfulness. This shows respect toward your reader.

5. Visual appeal
Any written communication should be attractive, has visual impact and generally
looking good but not multicolored. Writer should observe the visualization of the reports by
following prescribed fonts styles, formatting and using of uppercase and lowercase letters.

6. Tonal appeal.
Statements may exude tense, hostility, artificiality, friendliness, naturalness or sincerity
of the communicator. In several communication situations, there are no substitutes for
simplicity, straight, forward, modern and readers words and phrases. Hence we should
organize a letter sounding like we are talking personally to our reader.

7. Accuracy
Use the words that exactly serve your purpose. What exactly do you mean? Be mindful
of the word choice to avoid complication of the report.

CIVILIAN LETTER
Letters are brief messages sent to recipients that are often outside the
organization (Bovee & Thill, 2010).
The police uses a purely civilian letter when communicating with the President of
the Philippines, Department Secretaries, Provincial Governors, City or Municipal Mayors,
owners and managers of private companies, and the like. Its paragraph is not numbered, not
unless in tabulation and enumeration.

PARTS OF A CIVILIAN LETTER

1. Heading (Letterhead)
This part that contains the name of the institution represented by the writer.
2. Date (Dateline)

19 | T E C H N I C A L E N G L I S H 1
 It specifies the day when the letter was written, not when the document was
dispatched.
3. Inside Address
This usually contains the correct and name, position, business name and business
address of the addressee.
4. Salutation
The greetings in the letter that provides a courteous opening.
5. Body of the Letter
It embodies the text of the message, usually the longest part of the letter.
6. Complimentary Close
The farewell part of the letter which signals the ending of the message.
7. Reference Initial
Reference Initial is an acronym, initial or code of all or any of the writer, dictator or
encoder of the letter. They severally take administrative responsibility as regards the
veracity and the content of the letter. This is usually indicated below the signature block.
8. Copy Furnish Notation
This shows that a copy of the letter is being sent to another person other than the
addressee. In most instances, a person is furnished a copy of the letter for reference and
information.
9. Enclosure
This part, if any, serves as a reminder to the receiver that an additional material is in
the envelope. This may also be called attachment. So, some writer may use enclosed as
stated or attached as stated.
10. Through Line
This part appears in the letter if the sender is a subordinate who writes to a person
higher in position than his immediate superior. It is a protocol that communications should
pass through channels. These channels represent the hierarchy of a system, the persons who
should have knowledge regarding the content of any letter communicated to any persons in
the higher levels of an organization.
11. Notation Line
It indicated below the signature block which means that the instrument is made
known or consented by a person higher in rank than the sender. The word NOTED means
that the person who should note the letter noted it personally. NOTED BY means that the
letter is noted by a person who is authorized to note but not the actual person who should
note it. The letter sender and the persons who noted the letter are jointly accountable for the
content or spirit of the document.
Application
“The police use a purely civilian letter when communicating with the President of the Philippines,
Department Secretaries, Provincial Governors, City or Municipal Mayors, owners and managers of
private companies, and the like.”
Task:
1. Download from the internet a sample copy of civilian letter with the content based
on the above definition.
2. Examine the content of the letter and write the words or phrases that emphasize the
following characteristics
a) Correctness: _______________________ f) Tonal appeal: _____________
b) Conciseness: ______________________ g) Accuracy: ______________
c) Completeness: _____________________
d) Courtesy: _________________________
e) Visual appeal: _____________________

20 | T E C H N I C A L E N G L I S H 1
LESSON 2
MEMORANDUM

OBJECTIVES
At the end of this lesson, students will be able to

• Understand the use of memorandum within the

organization.
• Identify the different parts of a memorandum.
• Write a sample of memorandum following the sample
format.

Welcome to lesson 2 of Module 2. This lesson is a one session class that will discuss
the memorandum that includes the features and its parts. Memorandum is used within the
organization for different purposes such as dissemination of information, a policy, and other
important matter concerning certain issues. To know more about this lesson, lets proceed to
the discussion proper, but before that, take first the activity and analysis to exercise your
mind.

Activity. Let’s Try

1. Make your own research. Download a copy of a letter from the internet and examine
the content.
2. Download a sample of a memorandum and examine the content.
3. Present in a bullet form, write down all your observations for the two samples.
LETTER MEMORANDUM

Analysis. Let’s Try

1. What do you think the purpose of a memorandum? Explain.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
2. With the utilization of a memorandum, how it can affect the relationship of an
individual in an organization?
__________________________________________________________________
__________________________________________________________________

21 | T E C H N I C A L E N G L I S H 1
 ABSTRACTION
MEMORANDUM
It is an inter-office communication dealing with official matters in the police
organization, its message is written in the fewest possible words. A memorandum is for
application, requiring compliance or dissemination of information for the offices and
members of the organization. In some cases, specifically directed to an individual or groups
of an individual in a specific performance or action. Police executives and subordinate
officials may issue memorandum; the former may use it for administrative instructions while
the latter for advisory or informative matters.
The ‘subject-to” letter format, which is a standard military type of communication
should not be used anymore in all types of PNP communication, and instead be replaced
with the “memorandum” letter format, which is standard and acceptable in civilian offices.

Top to Bottom (Directive)

Memo that passes from superiors to subordinates or from top to bottom of the
organization hierarchy is called downward moving memo. Downward moving memo
carries orders, instructions, policies and information form superiors to subordinates. It is the
most widely used memo in all organizations.

Bottom to top (Report)

When memo moves from lower level to upper level or from subordinates to superiors,
it is called upward moving memo. Through upward moving memo, subordinates convey
their suggestions, opinions, recommendations, requests, responses, reports, problems etc. to
their superiors.

Horizontally moving memo

The memo that is exchanged between persons holding the same position in the
organization hierarchy is called horizontally moving memo. Generally, requests, actions,
programs etc. are exchanged through horizontally moving memo.

Features Memo
1. A memo is mainly written as a method of internal communication.
2. A memo is generally exchanged among the various internal parties of the
organization. No external party can be part of the memo.
3. Definite structure. A title, names of the sender and receiver, date, subject, body and
sender’s signature are the various parts of the memo.
4. Professional and Formal Tone. Since the memo is a method of internal
communication, it is less formal. However, in preparing upward moving memo a
minimum degree of formality should be followed as it goes from subordinates to the
superiors.
5. Memos are often announcements, and the person sending the memo speaks for a part
or all of the organization. While it may include a request for criticism, the message
itself is linear, from the association to the employees. The memo might have lawful
standing as it often reflects policies or procedures and might indicate an existing or
new strategy in the worker guidebook, for example.
6. Conciseness. A memo is generally written concisely.
7. Mentioning a specific issue. An individual memo should contain only a single issue.
8. Expression of courtesy. It maintains courtesy and modesty in expressing the
message.

22 | T E C H N I C A L E N G L I S H 1
 9. The information exchanged through memo is related to the internal activities of the
organization. It does not carry any personal information.
10. Preserving information.
11. Audience Orientation. Always judge the audience and their needs when preparing a
memo.
12. Subject Emphasis. The subject is usually confirmed in the subject line and should be
clear and summarizing.

Types Of Memorandum
1. Directive Memo- states a policy or procedure you want the reader or co-worker to
follow.
2. Trip Report Memo. This memorandum sent to supervisor after an employee return
from a business venture. The purpose is stated, summary, discussion and action is
the content of this memorandum.
3. Field Report Memo. This is used to report on inspection and procedures. It includes
the problem, methods, results, and conclusion.
4. Response Memo. This to provide the audience with desire information. It usually
has purpose statement, summary, discussion, and action.

Parts of Memorandum
a. Heading- this contains the date, subject, thru channels, and addressee
Republic of the Philippines
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
DAVAO CITY POLICE OFFICE
POLICE STATION 15
Candelaria St., Davao City

b. Addressee- the words “MEMORANDUM FOR” is used if send to a superior

office, or “MEMORANDUM TO” if sends to subordinate.

MEMORANDUM

FOR: Regional Chief

PNP Regional Crime Laboratory Office X1
Candelaria St., Davao City

MEMORANDUM

TO : All Chief of Police

c. Attention line – this is mainly of faster dissemination, the memorandum may be
addressed to a specific individual of head of a unit, or by the use of an office symbol.

MEMORANDUM

TO : Chief of Police
(Attn: Pat Juan Doe, PNP)

23 | T E C H N I C A L E N G L I S H 1
 MEMORANDUM

TO : Chief of Police
(Attn: Crime and Investigation Department)
d. Subject- this is written two spaces below the sender and two spaces to the right
colon. It should contain not more than ten words.
e. Date – this is placed below the subject indicating when the memorandum was
written.

TO :

FROM :

SUBJECT : EARTH HOUR PHILIPPINES

DATE : August 19, 2020

f. Body – this is the message of the memorandum, it is double-spaced when the

message is less than nine lines.
g. Complimentary ending – this is the originator’s name found five spaces below the
last paragraph of the body of the message.

PEPITO WON
Police Deputy Director General

Application
Answer this!
Assuming that you are the City Director in Davao de Oro Police Office. You are
directing the Station Commanders in every police station under your command to remind
their subordinates to strictly follow and observe the safety protocols during COVID-19
pandemic. Write a memorandum letter with the subject strict observance of COVID-19
safety protocols. Reference is the Memorandum 0001 dated September 1, 2020 re: COVID
19 Safety Protocols. Write you answer inside in separate bond paper.

You are amazing!

24 | T E C H N I C A L E N G L I S H 1
LESSON 3
POLICE REPORT WRITING

OBJECTIVES At the end of this lesson, students will be able to

• Understand the purpose and importance of police

report in law enforcement.
• Identify the different types of police report and its
format.
• Write a sample of police report following the sample
format.

Welcome to lesson 3 of Module 2. This entire module will discuss the police report
writing to includes topics on the important uses and purposes of police report. This lesson
also cover the topics of the qualities of a good report and the 5Ws and 1Hs in writing the
police report. If you are now eager to learn, then let’s start.

Activity
Examine the pictures below and make your own sequence of scenario. Write it in a narrative
form inside the box provided below.

https://www.pinclipart.co https://www.kindpng.com https://favpng.com/p https://www.pinterest.ph/pin/14

m/pindetail /imgv/wmhbbJ ng 9885493833272836/

25 | T E C H N I C A L E N G L I S H 1
 Analysis. Think!
1. What do you think is the significance of police report writing in criminal investigation?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

2. What is your understanding with this concept “Report writers who write and think at the
same time”?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

ABSTRACTION
A report is an objective statement of the findings of the investigators; this is an
official record of the information that is relevant to an investigation. Writing a good report
plays an important role in the success of investigation for it will provide all the details
pertaining to the incident. Thus, it is important for a police officer to remind himself that
whatever he is doing should be put into writing for reports represent his organization and
the reflection of investigator’s credibility as well (Nano & Poquinto, 2014).
Police report is a chronological or step-by-step account of an incident that transpired
in a given time, at a given place. According to Soriano (2005) as cited in the book of Nano
and Poquinto (2014), police reports are important because report it serves as records for
planning, directing and organizing units’ duties for police administrators.

PURPOSES OF POLICE REPORT WRITING

Just like other written [public documents, police reports should be written efficiently
because it has the following purposes (PNP Standard Operating Procedure No. 2012-01).
1. To serve as the official document and permanent record of incidents in the
community;
2. To compile statistical information and identify problems in the community;
3. To facilitate investigations, prepare and defend court cases including prosecution of
offenders; and
4. To identify training needs of the members of the Philippine National Police.

IMPORTANT USES OF REPORT WRITING

a. They serve as records for police administrators in planning, directing, and organizing
the unit’s duties.
b. Reports can be used as legal documents in the prosecution of criminals.
c. Reports can be used by other agencies
d. Reports can be useful to local media which need access to public documents.
e. The author of a report should also consider that his (written) work is reflective of his
personality and can be basis for performance evaluation.
f. Reports can be a basis for research and evaluation

QUALITIES OF GOOD REPORT

26 | T E C H N I C A L E N G L I S H 1
 1. Clarity. Must clear of thought, styles, or expression of the writer.
2. Accuracy. It is the conformity to facts and representation of truth with precision and
exactness.
3. Completeness. It includes all necessary details and relevant information of the
events. It should also answer the 1H and 5W of the report.
4. Brevity. Omitting unnecessary and irrelevant words from the report.
5. Fairness. It should be free from favoritism, bias, impartiality, self-interest, or
preference in judgment.
6. Specificity. Being explicitly definite and specific rather than general. Writer should
avoid ideas that could mislead the readers.
THE 5Ws AND 1H OF POLICE REPORTS
The police officer need not be a literary genius to write a good police report. If the
officer knows his 5Ws and 1H, his report will be complete even though it might not be a
literary masterpiece. The 5Ws and 1H can be a useful guide to report writers, especially the
beginners. The following is a list of the variations that can be derived from these:

WHO?
This question answer all about the person involve in the investigation, their complete
and correct names involving their addresses and other personal identity.
• Who was the victim?
• Who was the complainant?
• Who is the perpetrator?
• Who discovered the crime?
WHAT?
This question answers the about what offenses are committed, what kind of evidence
was retrieved, what properties are stolen or burglarized, and what are the elements of the
crime committed

WHERE?
This question answers about the geographical location of the crime scene, the
property, or the evidence that are related to the incident.
• Where was the crime committed?
• Where was the crime discovered?
• Where was the victim found?
WHEN?
This question answers about the exact time and date when the offense was
committed, the properties, and the suspects apprehended.
• When was the crime committed?
• When was it discovered?
• When was the victim last seen?
WHY?
This question answers about the desire which motivated the offense. For the crime
against persons, possible motive might be the revenge, ransom, sexual, or hatred. For crimes
against property, it could be to obtain money to sustain vices, or simply to acquire property.
• Why was the crime committed?
• Why were the witnesses reluctant to give information?
• Why are there no witness to the crime?
HOW?

27 | T E C H N I C A L E N G L I S H 1
 This question considers some factors, like:
• How was the crime committed?
• How did the criminal get to the scene?
• How was the crime discovered?
• How did the policemen respond to the crime?

TYPES OF POLICE REPORT

Spot Report
This is a verbal 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.
Progress Report
This 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 has a follow up effect, can simply be an accomplishment report which may be
analytical in approach and comparatively longer.

Points to Remember in Writing the Progress Report

1. The statement of the subject of the report is changed.
2. The opening statement of the introductory paragraph is also change from
Initial Report to Progress Report.
3. For administrative purposes, the case number is not mentioned, an original
number is assigned to every new fresh cases throughout the investigation
until it solved.
4. The report progresses through the follow-up investigation done by the
investigator.
Final Report
A complete written narration of facts based form a thorough investigation of the
case. This is a result, 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

1. It should bears the mark “CASE SOLVED/CLOSED”
2. The heading has the same letterhead, case number, date, nature of the crime. The
introductory paragraph presents the original facts of the case.
3. The body has the main contents of the report and related facts about the crime
and the final sequence of events are unfolded here.
4. The ending has the usual administrative data like the signature of the report
writer, the official endorsement of the section, and the department offices
Initial/Advance Report
This is an advance information on a new or fresh case assigned to an investigator;
the data on this report is not yet complete but it is written and immediately submitted after
the preliminary investigation of the case.

28 | T E C H N I C A L E N G L I S H 1
Investigation Report
It is written to investigate particular crime. This is an internal form of
communication that requires the addressee, the officer-on-case, and the chief of
investigation section. It is important in court proceedings, the prosecutor’s office can use
this in filing appropriate cases, while the court can use this for minor offenses and for
determining the guilt and innocence of the accused.
After Operation Report
An informative report on common operational activities involving police action such
as service of warrant of arrests or apprehension of suspects and other fugitives.

Crime Report
These 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 descriptions, properties taken, evidences collected, property
damages, victims’ injuries, and suspects’ modus operandi.
Situation Report (SITREP
It contains the actual situation of a particular incident or incidents which are of public
interest. It is done every one hour, four hours of eight hours depending on the situation.

Blotter
According to PNP Manual, it is a logbook that contains the daily events of all crime
incident reports, official summaries of arrest, and other significant events reported in a
police station. It contains material details concerning the event for legal, and statistical
purposes. This police blotter is therefore an informational record book that is utilized for
evidentiary or referral purposes. The content of the police blotter entry should answer the
5W and 1H and the disposition of the case. A separate police blotter for crime incidents
involving violence against women and children or those cases involving a child in conflict
with the law to protect their privacy.

(Refer to the next pages for the samples of police reports)

29 | T E C H N I C A L E N G L I S H 1
SAMPLE FORMAT OF SPOT REPORT IN MEMORANDUM FORM

Republic of the Philippines

National Police Commission
Philippine National Police
(Name and address of Police Station)

MEMORANDUM

FOR :

FROM :

SUBJECT : SPOT REPORT RE: (shooting incident)

DATE :

1. Indicate briefly the time, date and place of occurrence.

2. Brief facts of the case

3. Other facts

4. Requested/recommended action

5. Progress Report to follow.

_____________________

30 | T E C H N I C A L E N G L I S H 1
ACTUAL SAMPLE OF SPOT REPORT

Source: http://definevolatile.web.fc2.com/topic/2017516/268/

31 | T E C H N I C A L E N G L I S H 1
SAMPLE FORMAT OF PROGRESS REPORT

Source: https://www.scribd.com/document/320968188/Sample-Format

32 | T E C H N I C A L E N G L I S H 1
ACTUAL SAMPLE FORMAT OF PROGRESS REPORT

Source: https://www.scribd.com/document/341651520/Spot-and-Progress-Report

33 | T E C H N I C A L E N G L I S H 1
SAMPLE FORMAT OF FINAL REPORT

Source: https://www.scribd.com/document/320968188/Sample-Format

34 | T E C H N I C A L E N G L I S H 1
FORMAT OF INVESTIGATION REPORT

Source: https://www.scribd.com/document/320968188/Sample-Format

35 | T E C H N I C A L E N G L I S H 1
ACTUAL SAMPLE OF INVESTIGATION REPORT

36 | T E C H N I C A L E N G L I S H 1
 Source: https://www.scribd.com/document/61523488/Investigation-Report

37 | T E C H N I C A L E N G L I S H 1
FORMAT OF AFTER OPERATION REPORT

Republic of the Philippines

National Police Commission
Philippine National Police
(Name and address of Police Station)

MEMORANDUM

FOR :

FROM :

SUBJECT : After Operations Report

DATE :
I. Authority

II. Mission

III. Period Covered

IV. Area of Operations

V. Participating Elements

VI. Chronological Events

a. Background
b. Intelligence Build-up
c. Narrative account of operational activities

VII. Comments

VIII. Assessment.

_______________________

38 | T E C H N I C A L E N G L I S H 1
SAMPLE FORMAT OF CRIME REPORT

Source: https://www.scribd.com/document/320968188/Sample-Format

39 | T E C H N I C A L E N G L I S H 1
ACTUAL SAMPLE OF POLICE BLOTTER

Source: https://punto.com.ph/extort-try-threat-on-aurora-journo/

40 | T E C H N I C A L E N G L I S H 1
Application! Let’s test
Instructions:
Write a sport report, progress , and final report based on the details below, respectively.
Focus your report on the facts. You may provide additional facts for the narrative of the case
but be sure that those ideas may not contradict the succeeding reports. Address your report
to the COP of police station where the crime was committed. Before your write your report,
accomplish first the Incident Record Form (IRF). Be sure to write the details first in the IRF
by writing the name of the reporting person, suspect, victim, and other required information
before your start writing your report. One incident is one IRF. Apply what you have learned
such as clarity, conciseness, completeness, correct grammar, and mechanics, among other.
Write your report in a separate paper.
SPOT REPORT RE: Shooting Incident
Date & Time Reported: February 24, 2019 at about 5:00PM
Date & Time of Incident: February 24, 2019 at about 4:40PM
Place of Incident: Lopez Ave., Batong Malake, Los Banos, Laguna

Reporting Person
Maria Josefa Dajes Domingo, College Level, Housewife
Filipino, Female, Married, DOB: 10 Jan 1975, Age: ___, POB: Los Banos
Addresss: 45 Lopez Ave., Maquiling Subd., Brgy. Batong Malake, Los Banos. Laguna

Suspect’s Data
Unknown, height: 5’6

Victim’s Data
Fernando Sagpatan Dominog, College Level, Driver
Filipino, Male, Mariied, DOB: 5 Jan 1970, Age: __, POB: Los Banos
Address: 45 Lopez Ave., Maquiling Subd., Brgy. Batong Malake, Los Banos. Laguna

Details:
Reported- telephone call.
Unknown suspect- motorcycle without
Victim- nearest hospital, Los Banos Doctor’s Hospital and Medical Center
Victim- washing his car in front of their house
The unknown suspect shot the victim.

PROGRESS REPORT RE: Shooting Incident

Reporting person
(Refer to sport report)

Suspect’s Data:
Francisco Mejia Fernandez, a.k.a “Boy Negro”, high School Graduate, Driver, Co-worker
of victim
Filipino, Male, Married, DOB: 10 June 1980, Age: ____, POB: Calamba City
Address: 60 Chipeco St., Parian, Calamba City, Laguna,
41 | T E C H N I C A L E N G L I S H 1
Height: 5’6, Weight: 75kgs

Victim’s Data
(Refer to spot report)

Further Details
Suspect- arrested
Suspect- caliber .45 with unknown SN.
Victim- 5 gunshot wounds, chest
Victim- “dead on arrival”
Recovered 5 slugs of caliber .45.
Include in your progress report what laboratory procedures were conducted in this kind of
incident, the place where these procedures were conducted, etc.

FINAL REPORT RE: Shooting Incident

Reporting Person
(Refer to sport Report)

Suspect’s Data
(Refer to Spot report)

Victim’s Data
(Refer to sport report)

Final Details
Suspect- Prosecutors Office
Motive- jealousy
Filing of a case, what case?- identify the court and place. Disposition of the case?
Include results of laboratory procedure/examinations.

MODULE SUMMARY

You did great! In lesson 1 of this module, you have learned the correspondence that
is adopted by the law enforcement agencies. You understand that a civilian letter is used
when communicating outside the agencies while the memorandum letter is within the
organization. On the other hand, in lesson 2, it talks about the police report. For the report
to be of good quality; it must be clear of thought, accurate, complete, brief, fair, and specific.
Discussed here also are the requirements of the whole process of police report writing - the
5W's and 1H in any writing.
Writing a report is not just as easy as sending text message you a friend. It requires
strategies to have a good written output. A good writer must carefully read, check and re-
check all the contents of his reports whether it is sufficient to answer the 5W’s and 1H
pertaining to the details of the incident.

42 | T E C H N I C A L E N G L I S H 1
MODULE ASSESSMENT:

1. What is the difference of spot report from progress report? Write your answer on the
space below.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

2. What specific situations or scenario a writer uses WHY and HOW in police writing?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

II. Identification. Read the questions below and write the correct answer on the space
provided after its number.
1. ________________________ It is the message of a letter or a memorandum.
2. ________________________ It is known as the office symbol.
3. ________________________ An effective police correspondence must be free from
errors, mistakes and faults.
4. ________________________ It is written communication for purposes of conveying
factual information and building up goodwill and maintaining harmonious relationships.
5. ________________________ This represent the investigator’s organization and his
credibility as well.

Reference
Nano, M. C. B, & Poquinto, P. V., (2014). Technical report writing 2 for criminology
students. Quezon City: Jobal Publishing House.

Rothenhorst, C. (2018, August 30). Understand the proper etiquette for writing business
letters [Blog post]. Retrieved from https://www.docurex.com/en/understand-the-
proper-etiquette-for-writing-business-letters/
Universal Class (n.d.) Etiquette of correspondence. Retrieved from
https://www.universalclass.com/articles/self-help/etiquette-rules/the-etiquette-of-
correspondence.htm
The Business Communication. (n.d.). Types of memos in business communication.
Retrieved from https://thebusinesscommunication.com/types-of-memo/
Pinchas. (2018, March 21). Business text messaging etiquette [Blog post]. TeleMessage.
Retrieved from https://www.telemessage.com/business-text-messaging-etiquette/
Snapdesk. (2020, May 3). 10 step guide: Text message etiquette for business [Blog post].
Retrieved from https://snapdesk.app/text-message-etiquette/
Purdue Online Writing Lab. (n.d.). Format. Retrieved from
https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writin
g/memos/format.html
Purdue Online Writing Lab. (n.d.). Parts of memo. Retrieved
https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writin
g/memos/parts_of_a_memo.html
Paligat, E.P. (2019). Police Report Writing. Quezon City: Kadena Press Foundation Inc.

43 | T E C H N I C A L E N G L I S H 1
M
O
D
POLICE BLOTTER 3
U MODULE OVERVIEW

L LESSONS IN THIS MODULE

E LESSON 1: NATURE OF POLICE BLOTTER

Hello students!
Welcome to Module 3! In this module we will discuss the police blotter. This lesson
will focus on the police blotter involving case on women and their children, the contents of
the blotter entry and other blotter procedure. This module also provides you’re the chart that
shows the flow of the blotter. This module won’t take long as it has one lesson only to focus
on.
At the end of this module, the students will be able to;
Understand the use and importance of police blotter in the organization.
Learn how to write police blotter entry for cases involving women and children
Understand what makes the police blotter entry complete.
Write completely sample of police blotter.

Enjoy Learning!

44 | T E C H N I C A L E N G L I S H 1
LESSON 1
NATURE OF POLICE BLOTTER

OBJECTIVES At the end of this lesson, students will be able to

• Students will be able to understand the importance of

maintain police blotter.
• Students will be able to appreciate the used of police
blotter on police organization.
• Students will be able to write the entries in police
blotter completely and correctly.

Hello there! You are here in lesson 4 of Module 3.

The topics in this module will discuss the police blotter as one of the reports used in police
organization. This report is a logbook of a daily events or series of events that were being
reported into their station.

Activity
1. How police blotter differs from other police report?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

Analysis
1. What completes the police report?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

ABSTRACTION

Each PNP operating unit shall maintain an official police blotter where all types of
operational and undercover dispatches shall be recorded containing the five “Ws” (who,
what, where, when, why) and one “H” (how)
A police blotter is a logbook that contains the daily registry of all crime incident
reports, official summaries of arrest, and other significant events reported in a police station
(PNP Police Operational Procedures 2013).

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Police Blotter for Cases Involving Women and Children
A separate Police Blotter, however, shall be maintained for crime incident reports
involving violence against women and children and those cases involving a child in conflict
with the law to protect their privacy pursuant to Republic Act 9262 and Republic Act 9344
respectively (PNP Police Operational Procedures 2013).
Contents of the Police Blotter Entry
The entries in the Police blotter should answer the following:
1. Who
2. What
3. Where
4. When
5. Why
6. How
7. Disposition of the Case
Sample of Police Blotter Entry
ENTRY DATE TIME INCIDENTS/EVENTS DISPOSITION
NO.
205-069 6-10- 8:10AM As stated, date and time, an alleged For the referral
2015 shooting incident transpired along to the
National Highway, Bgry Bucal, Investigation
Calamba City, Laguna. Upon receipt section
of information, the operatives of this
office responded immediately to the
crime scene. The victim was
identified as Romeo S. Tigasin, 38
years old, married, carpenter and a
resident of Brgy Halang this city. The
suspect left immediately after the
commission of the crime heading
toward unknown direction. The
victim was brought to the nearest
hospital at JP Rizal Memorial
Hospital for medication.

Crime Incident Reporting (CIRS)

Each PNP operating unit shall maintain and utilize the PNP Crime Incident
Reporting System (CIRS), an electronic reporting system that facilitates crime
documentation, modernizes data storage, and provides quick and reliable transmission of
crime information from lower units and NOSUs of the PNP to the National Headquarters at
Camp Crame, Quezon City. This is also known as electronic blotter od more popularly
known as “e-blotter” ( PNP Police Operating Procedures 2013).

Blotter Procedure
Before entry into the blotter books, the Duty Officer (DO) should first evaluate if
the report is a crime incidents, arrest or event/activity, which is for records purposes only.
If the report is a crime incident, the DO shall first accomplish the Incident Record Form

46 | T E C H N I C A L E N G L I S H 1
(IRF) from which the entry in blotter book and IRS shall be extracted. All other reports shall
be recorded directly to the blotter book (PNP SOP No. 2012-001 “Incident Recording
System”).
The following incidents of transactions, among others, are entered in the police
blotter (Soriano, 2015):
1. Violation of laws and ordinances reported and recorded.
2. All calls which any PNP member is dispatched or takes official action;
3. All firearms, reports and information received by the stations;
4. Movement if prisoners with corresponding notations on the authority for such
movements.
5. Cases of missing and found persons, animals, and property;
6. Vehicular and other types of accidents which require police actions
7. All personal injuries, bodies found, and in suicides;
8. Damage of property;
9. All cases in which police members is involved;
10. All arrests and returns made; and
11. Miscellaneous cases, general and special orders, violations of the rules and
regulations, and other reportable accident that the substation, station commander, of
higher authority desires to be recorded.

Recording
a. Incidents Reports
All crime incidents whether reported by the victims, witnesses or third parties must be
recorded in the police blotter, even under the following circumstances.
1. When the offender is ill and is unlikely to recover or is too senior or too mentally
disturbed for proceedings to take place;
2. When the complainant or an essential witness is dead, and the proceedings cannot
be pursued;
3. When the victim or an essential witness refuse, or is permanently unable to stand as
a witness; and
4. The victim or complainant or witness is a minor.

b. Reporting Jurisdiction
The police unit with the territorial jurisdiction where the crime was committed shall
have the primary responsibility to record and report the same. If a continuing crime is
committed in various areas of responsibilities, it should be recorded and reported as a single
crime by the unit taking cognizance of the crime (PNP Police Operational Procedures 2013).

47 | T E C H N I C A L E N G L I S H 1
PNP Revised Blotter Procedure Flowchart

48 | T E C H N I C A L E N G L I S H 1
 Application! Let’s Test
Instructions:
Write a police blotter based on the details below, respectively. Focus your report on the
facts. You may provide additional facts for the narrative of the case but be sure that those
ideas may not contradict the succeeding reports. Address your report to the COP of police
station where the crime was committed. Before your write your report, accomplish first the
Incident Record Form (IRF). Be sure to write the details first in the IRF by writing the name
of the reporting person, suspect, victim, and other required information before your start
writing your report. One incident is one IRF. Apply what you have learned such as clarity,
conciseness, completeness, correct grammar, and mechanics, among other. Write your
report in a separate paper.
Police Blotter Entry Writing re: Alleged Shooting Incident

Shooting Incident
Date and Time Reported: March 10, 2019 at about 7:00PM
Date and Time of Incident: March 10, 2019 at about 6:30PM
Place of Incident: Brgy Halang, Calamba City

Reporting Person
Concerned citizen

Suspect’s Data
Unknown

Victim’s Data
Rolly D. Santos, Collector at ML Lending Corporation, Calamba City
Filipino, Male, married, DOB: ___________, Age: ____, POB: Calamba City
Address: 50 Rizal St., Villa de Calamba Subd., Brgy Halang, Calamba City

Details:
Reported – telephone call y a concerned citizen
Unidentified suspect shot the victim with unknwon caliber, robbed his bag, and fled
immediately- a motorcycle heading towards Calamba City Exit to Batangas province.
The victim- nearest hospital, JP Rial Memorial Hospital for medical treatment (brought by
concerned citizens).
What operation dose PNP Calamba do to arrest the suspect?

Module Assessment:

1. Explain the Police Blotter Chart in narrative form.

________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

49 | T E C H N I C A L E N G L I S H 1
Module Summary:
Great. You successfully completed all the modules of this course package. This last lesson
of this module discusses the police blotter. It also presents the blotter flowchart for you to
be guided the procedure of police blotter. The same with other police report, police blotter
should also be written IN 5W’s and 1H for the complete details. Most important in this
lesson also that you will be able to correctly write a police blotter entry with the given
details.

Reference:

Paligat, E.P. (2019). Police Report Writing. Quezon City: Kadena Press Foundation Inc.

50 | T E C H N I C A L E N G L I S H 1
 APPENDIX

Source: https://didm.pnp.gov.ph/images/Incident%20Record%20Forms

51 | T E C H N I C A L E N G L I S H 1
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