vid 1 Flashcards
An account or statement describing in detail an event, situation, or the like, usually as the result ot observation, inquiry, etc.
Report
It is a permanent record of activities, events or occurrences used by leaders and managers as basis in making administrative and operational decisions.
Report
In the Context of an Organization
A written account of an incident and the inquiry or investigation of that incident which aims to inform readers of the facts, and to recommend appropriate and practicable measures for decision makers to resolve the subject of inquiry.
Report
Within a public safety organization
story of all things that happen on that specific event and it answer the cardinal principle of investigation (5W’s and 1H)
- conveying story to the reader
Narrative
specific report ex. investigative report
Standard format
only a narration of the things that happen on that specific events.
Facts
the report should be emotionless permanent recording of events happens, shall be free from emotion. the report will remain neutral to both parties (no bias)
Impersonal Way
REPORT
► Proof that you do your job;
► Undocumented action is tantamount to inaction; and
► Necessity.
Uses of a report:
Uses of a report:
► Serves as basis for prosecution;
► Serves as source of statistical information;
► Serves as reference for development of operational strategies, policy changes and training program formulation;
► Source of stories by newspaper and media; and
► Basis for performance evaluation
Purpose of Written Reports:
Purpose of Written Reports:
► To preserve knowledge;
► To provide accurate details;
► To aid the personnel and other agencies; and
►To coordinate the activities within the organization
Purpose of Written Reports:
Purpose of Written Reports:
► To preserve knowledge;
► To provide accurate details;
► To aid the personnel and other agencies; and
►To coordinate the activities within the organization
► It is considered technical writing, and as such, one needs to develop special skills and techniques.
► It is the backbone of criminal investigation and prosecution
Police Report Writing
An effective writer must use correct English, and must point directly to the written communication to save readers from reading unnecessary words
► One should use simple words so the reader will know exactly what he/she needs to know
Clarity / Clear
In writing a report, all facts and information whether favorable or unfavorable to the concerned subject should be included, and these facts are verified by statement of witnesses, and by reference to official records or reliable sources (
Accuracy
This should also answer the 5 W’s and 1 H questions (Nano, MCB & Pioquinto, PV, 2014).
► Proper note-taking techniques can assure one to write complete reports
Completeness
achieved by omitting materials or information that is useless, irrelevant, and redundant
Brevity / Concise
Most sentences in police reports consist of….
12 to 15 words
A fair writer should always base his reports on facts, and if there are theories, these theories should be verified first and be consistent with facts
Fairness/Objectivity/Factual
Avoid reporting opinions, inferences (drawing of conclusions), suppositions
(assumption of truth), or hearsay as though they were facts
Fairness/Objectivity/Factual
The investigation must not be influenced by emotion, personal prejudice or opinion
Fairness/Objectivity/Factual
A good writer must be precise and specific in writing his or her report, and should avoid ideas that could mislead the reader
Specificity
A report must be completed in a timely manner and submitted at the soonest possible time.
► One’s credibility may be open to speculation if this quality of police report is not followed
Prompt
Any activity that a writer engages in prior to the actual writing of the draft.
Pre-writing
In writing class, it is brainstorming or generating ideas
Pre-writing
What is Pre-writing (in public safety report writing)?
● GRO;
• Gathering;
• Recording; and
• Organizing facts.
Use templates; and Answer the 5Ws and 1H
The stage in the writing process where you take a closer look at the written work both in content and in form
Evaluating
Checking whether the report has the qualities of good writing such as accuracy, clarity, conciseness, objectivity, and completeness.
Content Evaluation or Editing
This is also the stage where you add, remove, replace or re-arrange words or phrases to exemplify above mentioned qualities and produce a report well worth reading
Content Evaluation or Editing
Frequently, the first officer at the scene of the crime has the best opportunity to conduct interviews
Interviewing
► An investigator takes notes to assist his/her memory with specific details, such as names, dates of birth, serial numbers, addresses and phone numbers
Note Taking
are made of all pertinent information during an investigation, they would be of great help especially when an investigator is subpoenaed
Note Taking
The sequence of events must be followed in order to portray the incident clearly
Organizing
Writing the narrative
►Write for the reader;
► Place yourself in his/her position; and
►Think about what you have done and what you have yet to do
This is a way of reading the proofs of a text and marking corrections to be made
Proofreading
Correct use and spelling;
► Slang and jargon are inappropriate and should be avoided, except if quoting someone’s statement
Word Usage
How to proofread?
How to proofread?
► Ask yourself the following questions:
• Is this report the best I can do?
• Do I want to read it to the Chief of Police?
• Is there anything else I can do to make it better?
• Who will read the report ?
►First/third person styles are acceptable; but
► PNP uses the_______ style
Third person
5 W’s and 1 H
Contents
