TECHNICAL ENGLISH 1 –

Technical Report Writing and

Presentation
  a chronological or step-by-step
account of an accident that
transpired in a given time, at a
given place

POLICE REPORT  an account of an investigation, of

an official statement of facts

 an exact narration of facts

discovered during the course of
crime investigation which serves
PURPOSES of
Police Reports
1. To serve as the raw materials from which records
system are made.
2. To reveal as part of the component of the record
system, the direct relationship between the efficiency of
the department and the quality of its reports and
reporting procedures.
3. To guide police administrators for policy formulation
and decision making.
4. To serve as a gauge/yardstick for efficiency evaluation
of police officers.
5. To guide prosecutors and courts in the trial of criminal
cases investigated by the police.
Important USES of Report Writing
• Reports serve as records for police administration in
planning, directing, and organizing the unit’s duties.
• Reports can be used as legal documents in the
prosecution of criminals.
• Reports are utilized by other agencies.
• Reports can be useful to tri-media for public
information purposes.
• Reports can be utilized for research purposes.
• Reports improve the personality of the writer.
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CRITERIA to be considered
in Report Writing
THE LANGUAGE
1. Clarity
2. Accuracy
3. Brevity
4. Specificity
5. Completeness
6. Timeliness
7. Security
8. Impartiality
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1.Clarity – must be clear, be written directly and easy to
understand.
2. Accuracy – must conform with the established rules, be
precise and information must be factual.
3. Brevity – must be short, with simple sentences, common
words
4. Specificity – must be specific by using concrete examples
5. Completeness – by using the 5W’s and 1H
6. Timeliness – must be submitted on time
7. Security – classified, limited only to police personnel
8. Impartiality – know what the receiving office needs to
know
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 Secure or download a Police
Report taken from a Police
Station. Analyze the report if it
passes the eight (8) criteria
presented in a report writing, list
what is missing in the said report
and add details to make it
complete.
What is needed in preparing and
writing a report?
 2 types of
POLICE REPORT
1. Informal Report
- a letter or
memorandum or any
one of many prescribed
or used in day-by-day
police operations
- carries three items
besides the text proper;
date submitted, subject,
and persons or person
to whom submitted

2. Formal
Report
- cover all the exact
and exhaustive
narration of facts
- a full-dress
treatment
 Classifications of Police Report
a. Performance report – status of an activity, activities, or
operations
b. Fact-finding report – gathering and presentation of data
in logical order, without an attempt to draw conclusions
c. Technical report – presents data on a specialized subject
d. Problem-determining report – attempts to find causes
underlying a problem or to find whether or not a problem
really exists
e. Problem solution report – analyzes the thought process
that lies behind the solution of a particular problem

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 How are Police Reports categorized?

o OPERATIONAL REPORTS

o INTERNAL BUSINESS REPORTS

o TECHNICAL REPORTS

o SUMMARY REPORTS
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ANATOMY OF
CRIME
What are the Elements for a
CRIME to happen?
• MOTIVES – reasons or causes why a
person perpetuate a crime
INSTRUMENTALITIES

• INSTRUMENTALITIES – means or
instruments used in the
commission of the crime
OPPORTUNITIES

• OPPORTUNITIES – consist of the

acts of omission and/or commission
by a person (the victim) which
MOTIVES
enable another person (the
criminal) to perpetrate the crime 16
POLICE VISIBILITY
• 3 THINGS TO CONSIDER IN POLICE VISIBILITY

1. PHYSICAL PRESENCE
 Visible as a police
 Easy to locate units
2. PATROLLING SCHEME
 Mobile
 Integrated
 Widespread, supportive and
 Redundant coverage
3. RESPONSE
 Proper
 Adequate
 Timely (ideal: 5 minutes) 17
Guidelines in the Preparation and Classification of
Departmental General Orders, Special Orders, Circulars
and Memoranda
• GENERAL ORDERS – orders and/or directives covering organizational
set-up, functional duties, constitution of committees, including
departmental commendations for officers, members and civilian
employees. (Prepared for signature of the Superintendent)
• SPECIAL ORDERS – dealing on assignments, transfer, temporary duty or
special training, etc. of personnel. (Prepared for the Deputy
Superintendent).
• NUMBERED MEMORANDUM – department-wide directions or orders
prescribing guidelines, standing procedures, policies, rules and
regulations which are intended for compliance/implementation on
permanent or continuing basis. (Prepared for the Deputy
Superintendent).
• MEMORANDA (unnumbered) – intended for compliance/implementation
on temporary basis or lasting only for a short period. These are also
used for dissemination by quoting therein letters of appreciation and
other communications from other offices or individuals, for informative
purposes. (Prepared for the Deputy Superintendent or 18
Superintendent).
 a. HEADING OR THE
LETTER HEAD OF THE
ORGANIZATION
b. DATE OF PREPARATION
OR SUBMISSION
Contents of the Basic c. PERSON OR OFFICE TO
or Informal Report WHOM IT IS
ADDRESSED OR
SUBMITTED
d. NAME OF THE WRITER
OR SOURCE OF THE
REPORT
Classification of Law Enforcement Reports
1.Administrative Reports
- deal with the routine functioning of the department
or agency. Such reports may cover proper uniform,
reporting procedures, and grievances.

2. Operational Reports
- deal with the activities of the law enforcement
officers.

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 1.CRIME
PREVENTION
Basic Functions of 2.CRIME
the Philippine SOLUTION
National Police 3.TRAFFIC
CONTROL
Concept of Police Report

1.The common thinking about police report is

any written matter prepared by the police
involving their interaction with the
community.
2.A police report is an exact narration of facts
discovered during the course of crime
investigation which serves as a permanent
written record for future reference.
3.It is a permanent written record of police
activities classified as formal and informal
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which communicates important facts
 1.PATROL SERVICE
REPORTS
2.ARREST REPORTS
FOUR (4) 3.PRELIMINARY
TYPES of INVESTIGATION
Operational REPORTS
Reports 4.SUPPLEMENTAL
PROGRESS
REPORTS/FOLLOW-UP
REPORTS
 Criminal Investigation Report
• Criminal investigation reports provide facts to competent
authorities and serve as a record of investigative activity.
Factual informations are collected and reported on time to
allow immediate appropriate action.

BASIC PURPOSES:
a. To preserve knowledge/information about a case.
b. To provide accurate details about the case.
c. To aid other investigation and other agencies
concerned.
d. To coordinate investigation activities within the
organization.
e. To serve as reference by competent authorities. 24
 a.ACCURACY
b.COMPLETENESS
Cardinal
c.BREVITY
Principles of
Good Report d.FAIRNESS
Writing e.FORM AND STYLE
– THIRD PERSON
(THIS INVESTIGATOR)
 TYPES of Reports to be prepared:
• INITIAL or PRELIMINARY REPORT – this is done as soon as
complaint is received. Reporting process begins when officer
completes preliminary investigation report referred to as case
report.
• CASE REPORT – refers to the initial detailed listing of the facts
of the case.

The Preliminary Report contains the following:

1. The offense
2. Current date/time
3. Date and time of offense if known
4. Identification date pertaining to victim or other reporting
party
5. Location of offense
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6. Method of operation
• PROGRESS REPORTS – describe progress of the
investigation from time to time and ensures
constant follow-ups.
• FINAL INVESTIGATION REPORT – is rendered
when case is completed, that is complainants,
witnesses, sufficiency of evidences and
perpetrators are identified so as to warrant
filing of case and/or termination of investigation
due to circumstances

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Purposes of Police Records
1.Determining the nature, extent and
distribution of the police problems of
crimes, delinquency, vice and traffic.
2.Determining the size and distribution of the
IMPORTANCE
force. of Police Records

1. Primary means of communications among

members of the police department and the
integration of various units of the organization for
accomplishing the police task and goals.
2. Essential in the efficient performance of routine
duties, supervision and control of personnel and 28
determination of department policy.
TYPES of Police Records:
1. CASE RECORDS – heart of any police records system.
It is the basis for an analysis of offenses and the methods
by which they are committed.

2 Categories:
• Complaint/Assignment Sheet – foundation record
of the police department. It reflects all information regarding
complaints and reports received by the police from citizens,
and other agencies or actions initiated by the police.
• Investigation Report – contains the findings and action
taken by the investigating officer based on inquiries made
and by obtaining the available facts of the incident.
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2. ARREST AND BOOKING REPORTS – maintains the arrest and jail
booking report, which is required for all persons arrested. It is made out
in full on each person arrested. It shall bear an arrest number for each
arrest made.

3. IDENTIFICATION RECORDS – third major division of police records.

Fingerprint records are the heart of any identification system. It provides
positive identification and the police must supplement it with a record of
physical characteristics and in some cases a photograph of the criminal.

4. ADMINISTRATIVE RECORDS – these records required in the

management of the department’s personnel and designed to aid in
assignments, promotion and disciplinary action.

5. MISCELLANEOUS RECORDS – records which do not relate recorded

complaints and investigation reports but are informational in character.

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