Report Writing Law Enforcement I

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Observation An important skill in law enforcement Keen observation allows for effective description A report might begin in the squad car and end in the Supreme Court

Purpose of Reports They provide a source of information while police carry out an investigation Allows passing of the case from one officer to another Provides factual record eliminating duplication Is a requisite for the proper preparation and presentation of a case to the district attorney and to the court

Purpose of Reports (continued) Help a department stay organized The memory system of a department Written, permanent record of all department business Are an administrative necessity; most official forms of communication are completed using reports

Purpose of Reports (continued) Other purposes The basis for maintenance of identification and criminal records in Austin Aid in recovery of lost or stolen property Contain information used to apprehend criminals Used in civil suits Provide factual data to combat ill-advised or unreasonable demands on police Furnish information to the news media

Initial Reports Arrest reports Incident reports Offense reports For documentation purposes only Offense reports Begin the investigation of criminal matters Initial reports Written by the assigned officer covering the initial investigation, which lay the foundation for the whole case

Supplemental Reports All reports other than the initial report Written by an officer, other than the one assigned, about his or her participation in a particular case Concerned with follow-up work performed by inspectors, detectives, or investigators Submitted in connection with the investigation by specialists such as fingerprint technicians, photographers, drug lab analysts, etc.

Attachments Crime scene photos/sketches Notes Other documents filed with the case report

Styles of Reports Narrative Chronological Specialized Most widely used Written in a logical manner or sequence Chronological Events written in order of occurrence Time element is of prime importance Specialized Summary of reports about specialized law enforcement and police problems May be either narrative, chronological, or both

Essential Report Qualities Clear and complete sentences Proper grammar Detailed descriptions

Rules for Description Describe things without assuming Use vivid language Look for distinguishing marks, color, size, shape, texture, location, type, etc. Paint a picture of a place with words

Rules for Description (continued) Describe people From top to bottom Include characteristics Manner of speaking, walking, moving, etc. Items they are carrying Four Corners Rule “If it's not on the page then it did not happen.”

Four Requisites Factual – detailed correctness Clear – distinct and unconfused Complete – having no deficiency Concise – expressing much in a few words

Questions to Ask and Answer Who? What? When? Where? Why? How?

Essential Components Date Time Location Kind of call Description of surroundings Description of vehicle Description of suspect Chronological order

Preparation Organize your evidence and information Check with dispatch for updated data Log in the evidence Begin the report

Writing Type of call Case number Date and time of the report Date and time of the offense Type of report (offense or incident)

Writing Caller information Name Date of birth Race Sex Hair and eye color Height Weight Driver’s license number

Writing The victim/complainant’s complete address and phone number The victim/complainant’s employer The employer’s phone number Location of offense Who it was reported by (complete information)

Writing Employer contact information Number of witnesses, number of suspects, etc. The incident or offense Probable cause or “MO” The report writer, time, and date Supervisor’s approval Stolen property entered by dispatch into the computer (over $2000 value only, or stolen vehicles)

Vehicle/Evidence Information Listing (stolen, recovered, abandoned, etc.) Type (make, model, year, license plate, state of registration, VIN) Value Condition Other Remarks

Weapons Description Quantity Appearance Caliber Serial Number Model Value

Burglary Information How the suspect entered the home Home Accessible (unlocked) Forced Entry Inside Job How the suspect left the home

Summary Restate “MO” (see example) State dispatched or on view Describe the crime scene Tell the story Identify yourself as the reporting officer (R/O) (not your name) Use R/O in the rest of the report Identify victim, suspect, witnesses in the report Pictures of everything taken No pronouns used

Resources Federal Law Enforcement Training Center http://www.fletc.gov/ The Calendar for Law Enforcement Training http://www.policetraining.com/