Crim B50 Criminal Justice Report Writing Bakersfield College Charles L. Feer, JD, MPA

All reports will be judged on the following criteria: Accuracy Accuracy Completeness Completeness Conciseness Conciseness Clarity Clarity Grammar Grammar Chronology Chronology Legibility Legibility Spelling Spelling

Accuracy Reports must only contain the facts of what happened. Don’t make any of your own conclusions or offer any opinions. Just write what you saw, what you did, and what you heard directly. Reports must only contain the facts of what happened. Don’t make any of your own conclusions or offer any opinions. Just write what you saw, what you did, and what you heard directly. Distinguish between facts and opinions. Facts can be verified. Opinions are open to different interpretations. Distinguish between facts and opinions. Facts can be verified. Opinions are open to different interpretations. A fact is a statement that can be proven. It is different than an inference or an opinion. A fact is a statement that can be proven. It is different than an inference or an opinion.

Accuracy Avoid making statements about the future; the future is never verifiable. Avoid making statements about the future; the future is never verifiable. Never make statements that describe the emotional or mental state of a victim, witness, or suspect. Never make statements that describe the emotional or mental state of a victim, witness, or suspect. Those are also open to different interpretations. Those are also open to different interpretations.

Completeness A report must include all necessary information. You must be able to answer: A report must include all necessary information. You must be able to answer: Who: Who was involved? Who was the inmate? Who were the witnesses? Who were the staff members? Who was the aggressor? Who was the victim? Use names, initials, CDC number, housing, and rank designation as appropriate. Who: Who was involved? Who was the inmate? Who were the witnesses? Who were the staff members? Who was the aggressor? Who was the victim? Use names, initials, CDC number, housing, and rank designation as appropriate. What: What happened? Report only what you saw or heard. Was there a rules violation? Were there weapons involved? Was there property damaged? What: What happened? Report only what you saw or heard. Was there a rules violation? Were there weapons involved? Was there property damaged? When: When did it happen? When was it discovered? When did you arrive on the scene? When was it reported? Use military time. Use dates. When: When did it happen? When was it discovered? When did you arrive on the scene? When was it reported? Use military time. Use dates. Where: Where did it happen? Where was the evidence found? Be specific. Where: Where did it happen? Where was the evidence found? Be specific.

Conciseness Use as few words as possible. Conciseness does not mean that you should omit necessary information. Conciseness means that you must learn to omit unnecessary words. A sign of good writing is using as few words as possible. Use as few words as possible. Conciseness does not mean that you should omit necessary information. Conciseness means that you must learn to omit unnecessary words. A sign of good writing is using as few words as possible.

Clarity Your writing must also be clear. If your report is clear, it will make sense to the reader. Your writing must also be clear. If your report is clear, it will make sense to the reader. Use specific, concrete facts and details. Providing details does not mean using excessive words. You can be concise and still provide adequate detail. Use specific, concrete facts and details. Providing details does not mean using excessive words. You can be concise and still provide adequate detail.

Grammar Active and passive voice refers to verb use. Active or passive depends on whether or not the subject of the sentence is doing the acting or is acted upon. Active and passive voice refers to verb use. Active or passive depends on whether or not the subject of the sentence is doing the acting or is acted upon. A preposition is a word which relates a noun, phrase, or clause to some other element of a sentence. A preposition is a word which relates a noun, phrase, or clause to some other element of a sentence. Avoid run-on sentences Avoid run-on sentences Use past tense Use past tense

Chronology Write reports in chronological order. Chronological order means writing the report in the time sequence in which the occurrence happened. Write reports in chronological order. Chronological order means writing the report in the time sequence in which the occurrence happened. Write in narrative format. Begin at the point at which you became involved in the event. Record, in time sequence, what you saw and what you did about it. End the narrative at the point in which you completed your involvement in the incident or event. Only include information in which you have first-hand knowledge. Write in narrative format. Begin at the point at which you became involved in the event. Record, in time sequence, what you saw and what you did about it. End the narrative at the point in which you completed your involvement in the incident or event. Only include information in which you have first-hand knowledge.

Legibility Print legibly. Your report needs to be read and understood. Print legibly. Your report needs to be read and understood. Take your time and print correctly. Take your time and print correctly. All reports must be in blue or black ink. All reports must be in blue or black ink.

Spelling Use the shortest word possible to say what you mean. Use the shortest word possible to say what you mean. Build a vocabulary of short, concise words. Build a vocabulary of short, concise words. Minimize the use of abbreviations. Minimize the use of abbreviations.