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Report Writing – Code Enforcement
Ofc. Evan Doyle
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Documenting the Interview/Incident
Note Taking Documenting the Interview/Incident Notes Brief pieces of information Recordings Audio or video Body Worn Camera (BWC) Statements
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What information is important?
Note Taking What information is important? Who What Where When Why How Action Taken
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What notes are we going to take?
Note Taking What notes are we going to take? What happened before the officer arrived? What did the officer see? What did the officer do? What was the result?
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How are we going to record the information?
Note Taking How are we going to record the information? Accurately Legibly Using common abbreviations if necessary TOT DOB NMI
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What are we going to do with the information?
Note Taking What are we going to do with the information? Use the data for reports Refer to previous notes for current investigations Refer to notes in court
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Interviewing Basic Interview Techniques Start slow, build rapport
Open-ended questions Narrative answer Closed-ended questions Usually only a “yes” or “no” answer Formulate questions about a single topic Understand recall techniques like the Cognitive Interview Understand effective interview techniques like “mirroring”, “minimal encouragers” Do not try to influence the person’s responses
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Interviewing – Signs of Deception
Physiological Indicators Perspiration • Pulse rate Skin Color • Dry mouth Behavioral Indicators Nervousness • Pacing Restlessness • Lack of eye contact Rehearse answers • Inconsistent answers These may be signs of deception
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Purpose of Reports Report Writing
Creates a record of documentation Supports legal efforts on behalf of city/victim Aid victims in recovery/compliance
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Reader Considerations
Report Writing Reader Considerations Supervisors, prosecutors, defense attorneys, other officers/agencies, media, insurance companies, judges… Virtually limitless Report has to be understood to have value
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Organizing the Report Report Writing Chronologically
Documenting info by date/time from the first event to the last Categorically Use your field notes
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Effective Report Writing
The best reports are Factual Clear Complete Accurate Easily understood Concise
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Report Writing Principles
Active voice Easier to read Past tense You are reporting what happened Write in sentences Subject + verb & express a complete thought
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Evaluating a Report Report Writing Know your strengths & weaknesses
Work to improve upon weaknesses Spelling Grammar Punctuation Vocabulary Speed Get help proofreading
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Report Writing Content – who, what, where, when, why and how
Remember – If it is not it the report, it did not happen! Content – who, what, where, when, why and how Format – organizing and presenting the content for effective communication K.I.S.S. What occurred prior to officer’s arrival? What did the officer do? What did the officer observe? Why was the officer there?
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Report Writing Questions, comments, concerns?
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