INVESTIGATIVE REPORT WRITING – TECHNICAL ENGLISH 2

TECHNICAL WRITING
 The word Technical comes from the Greek word “techne” that means “skill”. Technical writing
is a form of technical skills and is used in fields like the military, police, computer industry,
robotics, finance, consumer electronics, biotechnology and many other fields.
 Technical or Report Writing as a means of communication is readily, cheaply, and effectively
available to all of us if we know how to do it.
Relevant Definition of Terms:
1. Communication - is defined as the use of language, spoken or written to exchange ideas or
transfer information. The transfer of information or ideas from one person to another includes the
transmission and receipt of a message to affect some type of action or change.
2. Report Writing – is a communication that lends itself to a useful tool for people in a free society to
express their thoughts and ideas and to obtain what they need or want.
3. Report - a detailed account of an event, situation, etc., usually based on observation or inquiry.
4. Reporting - is knowingly passing along information to someone else.
5. Fact - is anything which either through careful observation or investigation has been proven to exist
as to have happened.
6. Note Taking - is defined as a brief notation concerning specific events that are recorded while fresh
in your mind and used to prepare a report

POLICE REPORT
 Police Report Writing is considered technical writing, and as such, you will need to develop
special skills and techniques.
 Police Report Writing is the backbone of criminal investigation and prosecution.
Concept of Police Report
● is a document that details all of the facts, circumstances, and timeline of events surrounding an
incident.
● It is any written matter prepared by the police involving their interaction with the community.
● It is an exact narration of facts discovered during the course of investigation which serves as a
permanent written record for future reference.
● It is a permanent written record of police activities classified as informal and formal which
communicates important facts concerning people involved in criminal activities.
USES OF POLICE REPORT
1. Identification of Criminals
2. Investigative Record
3. Court Preparation
4. Civil Liability Assessment
TONE OF POLICE REPORT
● Narration is effective in writing Police Reports.
● Objective tone is preferred. Use of “I”, “We”, “Me”, or “My” make the writing opinionated.
Objective writing is an impersonal style of writing, and doesn’t include the information about
the writer.

Types/Classifications
 1. Informal Reports – is a letter of memorandum or any one of many prescribed or used methods
of communications, in a day-by-day police operations. It carries three items besides the text
proper, the data submitted, subject, and person or persons to whom submitted, and it contain
many items of administrative importance along with the subject matter of the text. Most police
reports are placed in this category.
2. Formal Reports – suggest a full-dress treatment, including cover, title page, letter of transmittal,
summary sheet, text, appendixes, and sometimes index and bibliography.
Informal Reports
● General Orders – used to publish matters relating to the modification of the skeleton of the
organization, shifting of functions from one command to another, changes of territorial jurisdiction
of police precincts, and those that requires execution of policies of the administration.
● Special Orders – used to announce appointments of personnel, whether original or promotional,
reinstatements, rank promotions, salary increases, transfers, designations, administrative fines
and punishments, resignations, retirements and dismissals.
● Numbered Memoranda – it contains directives of general concern to, and for compliance by, all
units and offices on specific subjects concerning various phases of external and internal police
administration.
● Circulars – utilized in the publication of law, ordinances, executive orders, republic acts,
administrative orders, opinions and other valuable information which serve as convenient guides
and references for members in the performance of their official duties.
● Memoranda – used for the dissemination of specific orders for implementation/compliance by
certain units or individual members, usually of temporary nature or lasting for a certain period
only. This is also utilized for the publications of letters or appreciation and other communications
from various government and/or private offices and individuals.
Other Types of Police Reports
1. The Case Report
a. Complainant/Assignment Sheet which reflects all information regarding complains and reports
received by the police from the citizens and other agencies, or actions initiated by the police.
b. Investigation Report, which contains the findings of an action taken by the investigating officer
based on inquiries made and by obtaining the available facts of the incidents.
2. The Arrest and Booking Report - This record maintains the arrest and jail booking report, which
is required for all persons arrested. It shall bear an arrest number for each arrest made.
3. The Identification Report - Identification record is the third major division of police report.
Fingerprint records are the heart 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. Identification reports have their own number series: an identification number is assigned
to each criminal to identify records relating to him.
4. The Administrative Report - These are reports required in the management of the department
personnel and designed to aid in assignment, promotion, and disciplinary actions. Such records are
so essentials in administering personnel matters that they must be maintained in a police department.
5. The Miscellaneous Report - These are reports, which do not relate to recorded complaint and
investigation reports but are informational in character.
The four (4) “C” Test of a Good Report
CLEAR
CONCISE
 CORRECT
COMPLETE
Qualities of Good Report Writing
1. Factual – because the report’s content are all based on facts, taken form one or any or all of
the investigator’s five senses, that of sight, smell ,taste, touch and hearing, thus it can be
proven.
2. Complete – means reporting all the facts, which were discovered in the course of investigation.
Hence, any relevant and pertinent information must be reflected in the report.
3. Objective – means presenting all facts with appropriate words, free from the writer’s opinions,
propaganda or emotional bearings.
4. Clear – means that the report should be as simple and direct as possible. The subject or
objective, or purpose of the report should be clearly stated.
5. Relevant – in the sense that the report should relate exclusively to the stated objective of the
report. However, if another topic or matter is to be introduced in the same report, as a result of
the follow-up investigation of the original case, the presentation or inclusion of the newly
discovered facts should be closely related and the relationship should be made clear.
6. Brief – this can be attained by avoiding sensationalizing the facts, which is the inclusion of
unnecessary details not related to the case under investigation. A report can be brief if the
facts are unified and coherent.
7. Accurate – means the contents of the report must be based on facts, which are known
through the use of any or all of the five senses; sight, hearing, smell, taste and touch.
8. Up-to-date – meaning reports should be submitted on time and possibly according to schedule.
Hence, it should be current as of the time it is needed.
9. Fair – which can only be done through the avoidance of formulated preconceived theories that
could possibly lead to twisting of the real facts that could affect the report. And this can only be
done by keeping an open mind.

FUNDAMENTAL REPORT CONTENT

Every report should have certain content elements, regardless of the crime that was committed.
The following general content elements are fundamental to an effective report; however, it should be
noted that in some crimes or incidents, a specific element may not be applicable.
1. Initial information. This should establish how the officer became involved with the specific
incident and additional background information. The initial information should also describe the
officer’s immediate observations and any actions they took upon arrival at the scene.
2. Identification of the crime or incident. Always include the facts that are necessary to show that
the specific crime or incident has taken place. The report should include the common name of the
crime, the statutory reference number and the required elements necessary for the crime to be
complete.
3. Identification of the involved parties. Regardless of the type of report, the report should always
identify the reporting persons, victims, witnesses and suspects, if known. Always include full names,
address, home, work and cellular telephone numbers. Include alternate contact information, such as
work or school addresses, email addresses, and their role in the incident.
4. Victim/witness/suspect statements. Summary statements of all involved parties should be taken
and direct quotes used, where necessary. Statements should always include the details of the events,
from their own perspective.
5. Crime scene specifics/description. Crime scene specifics are necessary to accurately re‐ create
the scene and events of the crime. Include photographs, where possible, and include the locations of
physical evidence prior to collection. Photographs should be printed for inclusion with the report, and
booked as property as evidence, where applicable.
6. Property information. Property information should include the color, make, model, serial number,
approximate value, and full descriptions where possible. Details pertaining to stolen or recovered
property, as well as property booked for safekeeping, and property booked as evidence should
always be included in the report, and entered into CLETS, were applicable.
7. Officer actions/observations. Include descriptions and observations of all actions related to the
incident. If multiple officers responded to a crime or incident, each officer involved should include a
supplement that details their own actions at the incident or crime, and the supplement should be
submitted for inclusion with the master report. All reports, whether a master report or supplemental
report, should be written from the perspective of the writing officer, and detail their own personal
actions or observations

INVESTIGATIVE REPORTS
1. Preliminary Investigation Report - this is the case report, which contains the initial listing of
the facts of the case. It contains: the offense, current date and time, date and time of offense,
identification date pertaining to victim or reporting party or suspect, location of offense, MO,
name of investigating officer.
2. Progress/ Follow-up Investigation Report – it describe the progress of the investigation from
time to time and ensure constant follow up. It contains: identification of evidences noted,
accurate and pertinent other facts
3. Final Investigation Report – the complete, more detailed report, which contains sufficient
evidence noted, identity of perpetrators, which warrant the filing of the case to court

BASIC TYPES OF INVESTIGATIVE REPORTS

(PNP)The following are the basic types of Investigative Reports:
1. SPOT REPORT
● It is also called SPOTREP.
● A concise narrative report of essential information covering events or conditions that may have
an immediate and significant effect on current planning and operations that is afforded the
most expeditious means of transmission consistent with requisite security.
● is an immediate initial investigative or incident report addressed to Higher Headquarters
pertaining to the commission of the crime, occurrence of the natural or man-made disaster, or
unusual incidents involving loss of lives and damage to properties.
● Must be acted within 24 hours. When written, a spot report may use the PNP message form,
especially if the reporting officer is far from the receiver. If the reporter is within a particular
installation only, the report may use the Subject- to Letterform.
What is the purpose of spot report?
To inform an immediate chief (as SOP, considering that whatever happens in said area is a command
responsibility), or that one from a higher headquarters or office, regarding the details relative to a
particular occurrence
2. A PROGRESS REPORT
 ● is an accounting of the actions or series of actions undertaken in relation to an ongoing
investigation of a case.
What is the purpose of the progress report?
It is through this kind of report that a superior officer can determine if the detective or investigator is
working on his case and therefore, serve as a gauge or yardstick for the investigator’s efficiency
3. AFTER OPERATION REPORT
● is a report that may be rendered after any successful police operation that leads to the arrest
of any member or some members of a syndicated crime group.
4. FINAL REPORT
● is a thorough, in-depth and lengthy account regarding an investigation into an incident or case
as mandated by higher authorities to establish a determination of the truth and/or how far it
could be determined based on the facts and circumstances with the appropriate
recommendation for the proper course/s of action/s to be made.

WHAT IS A POLICE REPORT ON A CAR ACCIDENT?

A police report is generated by the investigating officer who responds to a request for assistance at
the scene of a car accident. The police report is a summary of information regarding the motor vehicle
collision -- containing both facts related to the accident, and opinions of the investigating officer.

CRIME INCIDENT REPORTING HAVE BASIC 5 PARTS:

1. What – The name of the offense of the crime incident. This is where the violation is being specified.
2. Who – This section contains the following information of the people involved namely but not limited
to:
● Victim – The person that was offended by the crime or “Offended Party”
● Suspect – Person who violates a certain crime or called as “Offender”
● Witness – People or person who witnesses when crime takes place.
3. When – The Time and Date where the crime incident happened and often known as “Date of
Commission”.
4. Where – It is the place where the crime incident happened and this is called the “Place of
Commission”.
5. How/Facts – This is the narration of the crime incident. Although it may be constructed long and
detailed or it could be brief and concise. As long as the point is there, and it is exactly meant to be
happening.

5 THINGS THAT SHOULD BE COLLECTED ON HOW TO REPORT A CRIME.

Please report a crime as soon as possible and do not wait for a longer time.
TIP 1: State the Nature of the offense
● This is the “What” part of the crime incident report. When you report a crime, you must
remember how it was committed. What is the act that transpired and how it is performed. The
Police Officer will investigate and give the appropriate offense to that incident. The Investigator
On-Case (IOC) will handle the report and take action.
● The crime could be forwarded to other Law Enforcement Agencies, File at Prosecution or Court,
Other PNP Units and in the Barangay Level Court. There are crimes that are handled by
Barangay Level before going to Police Station Level.
 ● Barangay is also a court and trials the light offenses. If the Barangay Council could not solve the
crime incident it will be forwarded to LUPON TAGAPAMAYAPA and if it will not be solved, then it
will be forwarded to Police Station where it could be filed appropriate charges to Court.
TIP 2: Take note of the Persons involving the crime
These are the people who are involved in the crime incident. If you want to report a crime, then you
should do the following steps:
● Victim – It is more advisable to bring the victim in order that the Investigator could conduct the
follow up investigation related to the incident. They would ask for the personal information of the
victim. If you could not bring the victim at least ask the Full name, age and gender. Note if the
victim was in grave situation or injured and forwarded to hospital, you should ask the name of the
establishment where the victim is held in custody.
● Suspect – If you cannot identify the suspect at least try to remember the physical attributes and
age estimation. You must describe what kind of dress he or she was wearing at the Date of
Incident and describe the skin complexion. You must also state if possible the last place you
have seen or what direction did he or she go after the incident. The Police Officer will coordinate
to the neighboring Station for possible flag down of the suspect. If riding in a vehicle or
motorcycle, please remember the color, plate number, and unit of the vehicle or motorcycle.
● Witness – This is where you as the reporting person who witness the incident. Do not forget to
leave a contact number for further questions and possible participation when a case is filed at
court. When any of the involved person is injured or in a grave situation, please contact the
nearby Rescue Unit or any Medical team that could rescue the life of the person
TIP 3: Remember the Date when crime is committed
● Time should be an approximate or even exact if possible to be more precise. If you cannot
pinpoint the time, you can estimate it and please be specific if it is transpired on Dawn, Morning,
Noon, Afternoon and Evening. If it has happened multiple times, then you must remember the
first incident it happened. The other time it was happened will also be recorded in the Facts or
Narrative of the case.
TIP 4: Specify the Location of the crime happened
● The area where the crime incident happened is called Place of Commission.
● It is more important if the place of incident can be more specific when reporting.
● The law enforcer could conduct a follow up investigation regarding the incident.
● It is a protocol that if you report a crime, it should be the nearest police station where the place is
covered.
● Every police station has its own Area of Responsibility (AOR) in which the personnel will act on
crime incidents. There are some instances where cases were dismissed due to the Police Officer
solely responding to the incident where he or she is not assigned in that particular area without
coordinating the nearest Police Station. A Police officer when responding to a crime incident
must coordinate to the Police Station for possible arrest or apprehension and further
investigation of the crime. The responsible personnel will take over the area and conduct initial
investigation.
Report a crime that uses internet or online
● For a crime incident involving online or internet in which you cannot pinpoint where the place of
incident transpired. You can go to any police station near you, and they will assist you where the
case should be forwarded. The Philippine National Police have also a Support Units that focuses
on the crime’s nature. The Anti-Cyber Crime Group (ACG) which dealt on cases of online crimes.
TIP 5: You should elaborate on how the crime is committed
● The sequence of the incident when crime is committed.
● You can state or much better the victim will speak on how the crime has been committed.
Although the Investigator would not include all of the happenings but to take those important
parts where it could build a strong case. Do not worry if other is not being stated in the narrative,
another information and instances will be included in the Affidavit.
● Involved Persons in the incident including suspects will execute an Affidavit (Solo, Joint or
Counter) during the trial of the case. Before leaving the police station, you can read the narrative
of the offense and even ask for Police Blotter Certification or Extract Blotter (common term) of
the incident. You will also be given an Incident Record Form (IRF) from the station.

Requisites in filing a Complaint

1. Official Police Blotter
Is a record of daily events occurring within the territory/jurisdiction of a given police unit or
command. It contains material details concerning the event for legal and statistical purposes.
This police blotter is an informational record book that is utilized for evidentiary or referral
purposes.
2. Police Report
3. Spot Report on Violation of Law

INVESTIGATION REPORT
● is a document that details the findings of an investigation as soon as a formal complaint is filed
or an incident occurs. This is where investigators record the issues of the matter, analyze the
evidence, and formulate a conclusion. It is impartial and based on evidence, not on the opinions
of an investigator or the parties involved.
● Investigation reports aim to provide decision-makers with the facts needed to determine a course
of action. They can also be used to ensure that a case undergoes a timely, complete, and
accurate investigation.

Definition of Police Blotter

 ● A Police Blotter is a record of daily events occurring within the territory/jurisdiction of a given
police unit or command.
● A report generated daily for the previous 24-hour period. It contains material details concerning
the event for legal and statistical purposes.
● This police blotter is an informational record book that is utilized for evidentiary or referral
purposes.
● The Police blotter shall be a record book bound with hard covers and shall be 12 inches (12”)
by 16 inches (16”) in size. The front cover of a police blotter shall contain the name or
designation of the police force and particular police district/station, together with the
designation of the specific police unit or sub-station, the volume or book number, the series
number and the period covered. Color blue (General use) and Pink (Women and Children
Protection Center).
THE POLICE BLOTTER
Circular Number 5 issued by the General headquarters, Philippine National Police, dated
December 10, 1992, is the rule “PRESCIBING UNIFORM POLICE BLOTTER FOR THE
PHILIPPINES NATIONAL POLICE’. This rule shall be followed by the different police
offices and units throughout the country in making an entry of events and incidents on
the police blotter.
Purpose of Police Blotter
● The Police Blotter entry reports serve as a permanent record of incidents, events, problems,
and occurrences.
● A Police Blotter is used to keep informed of activities within the police jurisdiction.
● It is also used to compile statistical information, identify problems in the community, or identify
police training needs. These reports are needed to facilitate investigations, prepare court
cases, or defend cases in court.
PROCEDURES FOR MAKING ENTRIES IN POLICE BLOTTER
1. All entries in the police blotter shall be handwritten in a clear, concise and simple manner but must
answer as far as practicable, the 5Ws and 1H.
2. Only facts are entered in the blotter.
3. No erasures shall be made on the entries. Correction are made by drawing a horizontal line over
such words or phrases and the actual entry initiated by the police officer making the correction.
4. A ball pen or pen with blue, black or blue-black ink is used for making the entries.
5. Misrepresentations in the blotter or any attempt to suppress any information is punishable
criminally and
administratively.
6. All entries must be legibly written in long hand and consecutively numbered.
7. Every page of the blotter shall be consecutively or chronologically filled in. No line or space shall be
left blank between any two entries.
8. Any development of the case to be reflected in the blotter should be a new entry at the time and
day it was
reported. Referring to the previous entry number of the case, however, should be made.
9. During every shift, the duty Sergeant, under the supervision of the Duty officer or Compliant Desk
officer, shall make the actual entries on the blotter and at the end of their tour of the duty, both the
Duty Sergeant and duty Complaint Desk Officer Shall sign the Blotter.
E-blotter (Crime Information, Reporting and Analysis System (CIRAS)
- Each PNP operating unit shall maintain and utilize the PNP Crime Incident Reporting and Analysis
System (CIRAS), an electronic reporting system that facilitates crime documentation, modernizes
data storage and provides quick and reliable transmission of crime information from lower units and
NOSU’s of the PNP to the National Headquarters at Camp Crame, Quezon City. This is also known
as electronic blotter or more popularly known as “E-blotter” (PNP Police Operational Procedures 2013)

CONCEPTS, NATURE AND PURPOSES OF MEMOS

Memorandum
- popularly known as “memo”
- a communication that contains directive, advisory, or informative matter.
- a usually brief communication written for interoffice circulation
- a short written report prepared specially for a person or group of people that contains
information about a particular matter.
- An interoffice communication dealing with official matters in the police organization, its
message is written in the fewest possible words.
- It is also for application, requiring compliance or dissemination of information for the offices &
members of the organization.
Short for “memorandum,” a memo is a type of document used to communicate with others in the
same organization. Memos (or memoranda) are typically used for fairly short messages of one page
or less, but informal reports of several pages may also employ memo format (Hodges).
A person writes a memo for some purpose. It is used to:
1. To inform
2. To inquire
3. To report
4. To give suggestions
5. To remind
6. To instruct
7. To promote goodwill
8. To communicate the ideas
PARTS OF MEMORANDUM
There are mainly seven parts of a memorandum. They are:
Heading Segment
TO: Reader’s names and job titles
FROM: sender’s name and job title
DATE: Complete date
SUBJECT: Reason for writing a memo
Opening Segment- In this segment, one can find the purpose of the memo. The opening paragraph
includes the reason or the motive of writing a memo. It gives a brief overview of the memo.
Context- It is the event or circumstance of the problem the writer is solving. One should clearly
mention the context.
Task Segment- It is the segment one must include to mention the steps for solving the problem. One
must only include the needed information. Do proper planning before writing a memo.
Summary Segment - If a memo is more than a page, one must include a separate summary
segment. It is not necessary for a short memo. It helps the reader to understand the main idea of the
memo. Also, it helps to take the required steps.
Discussion Segment- It is the longest part of a memo. It includes all the details supporting the ideas.
Remember to start with general information and then go for a more specific one. It includes
supporting ideas, facts, and research.
Closing Segment- Always ends your memo with courteous words; make sure you make the
completion of the task in an efficient and easy way; and try to lure the reader to make the positive
action.
WHAT ARE THE TYPES OF MEMOS?
Operational memos
Financial memos
Environmental memos
Announcements (policy change, meetings, etc.)
Request for action
Form memos
Cover memos
Directives
MEMORANDUM & SUBJECT-TO-LETTER FORMAT
Subject-to-letter
● Presently, a subject-to-letter is most applicable in police report writing. Commendations,
certificates of appreciation or any other meritorious recognition, basic transmittal,
recommendations for promotion & similarly related requests also adopt the subject-to letter
format.
● This is prepared intra-organizational, within the organization – meaning, within the PNP, within
the BJMP, within the BFP, or within the Philippine Public Safety College (PPSC). A purely
civilian letter is used when sent outside a bureau.
Position & Placement
● This letter is typed on bond paper measuring 8 by 10 ½ inches. Only one side of the sheet is
used.
● Ordinarily two copies are prepared. One copy accompanies the original; the other copy is kept
for file.
● An exception to the rule occurs when a letter is sent from an office not authorized to keep
records, in which case, both copies accompany the original, one for the recipient & the other
for the first office of record.
● Another exception occurs when copies are furnished to individual organizations.
Rules on Margin Setting
1. Top – first page (without printed letterhead), typed letterhead, ¾ inch from the edge of the
paper;
2. Top – second & succeeding pages, 1 ¼ inches from the top of the paper;
3. Left – 1 ¼ inches
4. Right – ¾ inch
5. Bottom – 1 ¼ inches
The heading, including the address appears on the upper third of the sheet so that when the paper is
folded, the address can be seen through the window of an envelope. On a letter, meet this
 requirement. The rule of placement is followed even though a window envelope is not used. The body
of the letter is placed on the lower two-thirds of the sheet. It is followed by the complementary ending.

GUIDELINES IN USING THE MEMORANDUM FORMAT & ITS PARTS

Parts of a Memorandum
A. Heading- contains the date, subject, thru channels & addressee.
Letterhead- every police unit or police has its own letterhead where it is usually printed in the first
page.
● Do not include the PNP & NHQ logos.
● Do not spell out the “PNP” in the “Office of the Chief, PNP”.
● Use ARIAL font.
✔ Addressee- the words “MEMOR&UM FOR” is used if sent to a superior office or “MEMOR&UM
TO” if sent to a subordinate.
✔ Attention Line- this is mainly for faster dissemination, the memorandum may be addressed to a
specific individual or head of a unit, or by the use of an office symbol.
✔ Subject- this is written two spaces below the sender & two spaces to the right colon. It should
contain no more than ten words.
✔ Date- this is placed below the subject indicating when the memorandum is written.
B. Body- this is the message of the memorandum; it is double-spaced when the message is less
than nine lines.
Avoid “Greetings!” & “Peace on Earth” to start an official letter.
Relatedly, avoid using “With my warm/warmest regards” & “Thank you. God bless!” to
close a letter especially if the content is about crimes, violence, & official policing
matters.
C. Complimentary Ending- is the originator’s name found 5 spaces below the last paragraph of the
body of the message.

INTELLIGENCE REPORT
● A specific report of information, usually on a single item, made at any level of command in
tactical operations and disseminated as rapidly as possible in keeping with the timeliness of the
information

PART 2- BUREAU OF FIRE PROTECTION REPORT

After Operation Report – reports after a response conducted other than firefighting operation (e.g.
response to vehicular accidents, response to landslides, etc).

Patient Care Report – is the permanent legal medical record that documents all aspects of pre-
hospital care or refusal of care. It provides pertinent patient information to other health care providers
regarding patient presentation and field care provided.

Patient Contact – any pre-hospital provider offer of assistance or care to a person with a medical
complaint or suspicion of a medical or traumatic complaint.

Ambulance Crew – assesses the patient and provide care based on assessment findings and based
on their level of training. Accomplishes Patient Care Report (PCR).
Memorandum Circular No. 2008-011 – Amended Policies, Guidelines and Protocols on BFP EMS
Operations Standard Operating Procedures No. 0501-001 – Daily Station Routines (DSR) The BFP
Mission:

● To prevent and suppress destructive fires, investigate its causes, provide emergency medical
and rescue services, and enforce other fire related laws with active involvement of the
community.
● Promote charting accuracy and consistency.

All findings observed in the patient should be written in the patient care report. The patient care report
should be completed as soon as possible after the time of patient encounter. This report is
confidential and may be used as evidence in court proceedings. Two copies of the patient care report
are made (receiving facility and EMS file).

As a rule, what is written in the patient care report should be the only thing administered to the patient;
What is not written is not done. Ask the patient, relative and/or property authority for permission to
take photos for documentation. Edit the photos to be used by placing a black bar over the eyes to
hide the identity of the patient or victim. All BFP EMS personnel.

EMS Crew/ Team Leader - responsible for preparing the patient care report and transmitting a said
copy to Medical control and medical facility

Spot Investigation Report- The complete narration on the details of the fire incident as gathered by
the Fire Arson Investigator during the actual response to the fire incident.

SUBMIT MANDATORY REPORT

1. Fire Arson Investigation Team submits Progress Investigation Report (PIR) within 7 days from the
inception of the investigation to MFM / CFM copy furnished DFM, PFM, RD, Chief, BFP thru IID, BFP-
NHQ.

2. Fire Arson Investigation Team submits Final Investigation Report (FIR) within 45 days from the
inception of the investigation to MFM / CFM copy furnished DFM, PFM, RD, Chief, BFP thru IID, BFP-
NHQ.

PART 3- Parole and Probation Administration (PPA) REPORT

REPORTS TO BE SUBMITTED
1. PROGRESS REPORT – Report on the behavior/conduct of parolee/pardonee while under
supervision either positive or negative.
2. STATUS REPORT – Report prepared when a parolee/pardonee commits another offense during
the period of supervision and the case filed has not yet been decided by the court.
3. INFRACTION REPORT – Report prepared when a parolee/pardonee has been subsequently
convicted of another crime.
4. VIOLATION REPORT – Report prepared when a parolee/pardonee commits any violation of the
terms and conditions appearing in the Release Document or any serious deviation or non-observance
of the obligation set forth in the parole/pardon supervision program

SO prepares the appropriate report using PPA Form 27 which contains the following for approval of
CPPO:
1. Brief description
 2. Summary of the explanation of the client and of the statement of any concerned person
interviewed by the SO, if any. In case on non-reporting SO must show in the report that
exhaustive efforts have been exerted to determine the whereabouts of the absconding
parolee/pardonee by:
● Verification from the superintendent/warden where client was confined and accepted the
Release Document or if parolee/pardonee is detained for any other cause.
● If parolee/pardonee accepted the Release Document, SO conducts investigation through
collateral information.
● Clerk types draft of the report and submits to SO for proofreading and Signature by CPPO.
3. CPPO submits report with supporting documents to BPP through TSD.
4. Upon receipt of BPP Order, Clerk records the same in Incoming Communications Logbook and
Parole/Pardon Docket book.
5. Clerk refers BPP Order to CPPO/SO for action
6. Clerk archives the Supervision Case Folder

Central Office Level – Technical Services Division

1. Upon receipt of the reports (summary, death, violation, infraction, status, progress, request for
transfer) from FO concerned, clerk records them in Incoming Communications Logbook.
2. All reports will be given to the Chief, TSD for evaluation and review to ensure that:
● Summary report is dated and the maximum sentence of parolee/pardonee expired before
submission of said report, proper summary report will be indorsed to BPP for inclusion in the
additional agenda.
● Death report is accompanied by a death certificate or certification from barangay authorities.
● Transfer of residence bears the RD's approval which is accompanied by the required
documents.
● Report such as progress, violation, infraction status is evaluated pursuant to the existing
policies.

PART 4- BUREAU OF JAIL MANAGEMENT AND PENOLOGY (BJMP) REPORT

2017 COMPREHENSIVE BJMP ADMINISTRATIVE DISCIPLINARY MACHINERY AS AMMENDED

INVESTIGATION REPORT- Investigation-on-case shall submit IR on matters subject of initial

investigation. For personnel who have been found positive of for the use of illegal drugs, after
confirmatory test, the disciplining authority shall formally charge the person immediately after the
initial investigation. In cases involving JNORs assigned at the NHQ, JORs and NUPs, the formal
charge shall be signed by the Chief, BJMP.
Sec. 65 Investigation Report- within 5 days from the termination of the initial investigation, the Chief,
RIPD or Director, DIP, as the case may be, shall review and render his concurrence to the IR.
Thereafter, he shall submit directly the IR together with the complete records to the RD or the chief,
BJMP for his approval.
Sec. 77 Submission of Position letter/Memorandum. At any stage of the proceedings, the parties
may, based on their mutual consent, submit a position paper/memorandum and consider the case
submitted for decision without any need for further hearings.
Sec. 92. Report on Pending Administrative Case. -The Regional Hearing Officers shall submit to
their respective RD a monthly report on the status of all administrative cases pending before their
Offices and, likewise, monthly report on acted administrative cases. All Regional Directors of the Jail
Bureau in turn shall submit a monthly updated report to the Chief, BJMP. (Attention: Chie, Legal
Service Office).
Sec. 171 Monthly Report. Not later than every fifth day of the Month, the Regional Hearing Officers
are required to submit report to NHQ Legal Service Office indicating therein the following data or
information, among others:
A. Newly filed cases
B. Pending cases
C. Resolved cases
D. Decided cases
E. Appealed cases
F. Certificate of finality of decision issued, if applicable.

With respect however, to newly filed cases, the Regional Hearing Office shall submit a written
report within 24 hours from its filing stating therein the designation of an offense, the time and date of
filing, name of respondent and other information deemed necessary.
The report shall be submitted through electronic mail sent to the official electronic mail address of
the National Hearing Office.

MANUAL ON ANTI-ILLEGAL DRUGS OPERATION AND INVESTIGATION

b. After the conduct of an anti-drug operation, the Investigator-on-Case shall immediately prepare a
detailed report including photographs of all the seized/ confiscated non-drug evidence. As far as
practicable, a lawyer from the Legal Service will be present to ensure that testimonies/information
gathered can stand the scrutiny of law.
c. For seized/ confiscated motor vehicles, a Technical Inspection Report (TIR) shall be prepared by
the Seizing Officer/Investigator-on-Case immediately after the seizure/confiscation. If possible, the
suspect/occupant of the confiscated evidence shall be present during the conduct of the technical
inspection and should affix his signature on the report.
A- PRIOR TO BUY-BUST
a. The Team Leader shall see to it that prior reports have been submitted which may include but not
limited to the following classified reports:
1. Summary of Information of the target/s
2. Special Reports
3. Surveillance Report
4. Contact meeting report
5. Development report
Other reports:
After-Inquest Report
After Court-Duty Report
A – BEFORE THE APPLICATION FOR A SEARCH WARRANT
a. The Team Leader shall see to it that prior data/information have been acquired and reduced into
classified reports which may include but not limited to the following, to wit:
1. Summary of Information
2. Contact Meeting Report
3. Surveillance/Casing Report
4. Development Report
BASIC GRAMMAR AND MECHANICS
Basic Elements of Grammar
- The words in the English language can be designated to one of the eight categories, known as the
Part of
Speech.
1. Nouns.
2. Pronouns.
3. Verbs.
4. Adjectives.
5. Adverbs.
6. Prepositions.
7. Conjunctions; and
8. Interjections
1. Nouns
- are the labels or names given to people, places and things about which human beings communicate
with.
a. Abstract Noun - name something that is non- physical that one cannot readily perceive through any
of the senses. (ex. Nationalism, terrorism, delinquency, morality)
b. Concrete Noun - name something that one can physically see, touch, taste, hear or smell. (ex.
Criminal, police officer, jail, patrol car etc.)
c. Compound Noun - composed of two or more words acting as a single unit. (ex. Fingerprint,
shotgun, police officer, officer-in-charge)
d. Common Noun - anyone of a class of people, places or things. (ex. Victim, cop, explosives, station,
districts).
e. Proper Noun - name a specific person, place, or things. (ex. Criminologist, Diona Macasaquit,
College of Criminology, Tarlac City, Police Station)
f. Collective Noun - name a group of people or things, its meaning maybe either singular or plural
depending on how it is used in the sentence. (ex. council, delegation, jury, team committee, troop)
2. Pronouns
- words that help writers avoid awkward repetition of nouns. They are used in replacement of nouns.
(ex. he,
she, me, etc.)
● Example:
○ Leo is taking up BS Criminology at PHINMA COC; he will graduate next year.
○ The crime scene was secured. The police officer cordoned it.
3. Verbs
- words or group words that express time while showing an action, a condition or the fact that
something exists.
Every complete sentence contains at least one verb. (ex. shoot, stab, run, walk, etc.)
● Example:
○ Julius punched his classmates because he was being teased by them.
4. Adjectives
- words that qualify the meaning of a noun or pronoun by giving description about its appearance,
location and other characteristics. (ex. fast, beautiful, shiny, etc.)
● Example:
○ He is using a sharp bolo to cut their trees
5. Adverbs
- are also modifiers, as they describe words and make them more specific in a sentence. (usually
those words that end with -ly.)
● Example:
○ He truthfully answered the police officer's questions.
6. Prepositions
- are part of speech that expresses the relationship between words and phrases of the sentence. (ex.
near, above, besides, across, etc.)
● Example:
○ Leo was taken at the police station.
7. Conjunction
- are words used to join or connect other words in a sentence.
● Example:
○ Leo was teary and afraid when he was arrested.
8. Interjections
- are words that have no grammatical connection to other words in a sentence; they are just
statements that express feelings or emotions. (ex. wow, well, uh, oh, hey, etc.)
● Example:
○ Ouch! That one hurt.
Sentence
- A sentence is a group of words expressing a complete thought or idea. A complete sentence is
made up of a subject and predicate.
● Subject
○ the topic of the sentence
○ tells who is spoken of
○ it is a noun or problem
● Predicate
○ talks about the subject
○ talks about what the subject is doing
○ It is a verb.
Simple Sentence
- a group of words that can stand alone and give a complete thought.
Compound Sentence
- this is a sentence consisting of two or more independent clauses or simple sentences joined by a
semicolon or a coordinating conjunction.
Compound-Complex Sentence
- contains two or more independent clauses and one or more dependent clauses.

RECOMMENDED GRAMMAR FOR REPORTS

An effective report must always exhibit the writer’s command of the English language, and be
relatively free of errors in sentence structure, grammar, and other writing mechanics, and the more
effective the officer’s command of the written language, the greater the clarity of the written report.
Due to the large number of grammatical guidelines in the English language, officers should have a
basic understanding of the basic building blocks of sentence structure when writing reports.
1. Nouns
Nouns are naming words, and could be used to identify people, places, or things.
2. Proper nouns
Proper nouns refer to specific places, persons, or things, and always should begin with a capital letter.
When referring to a specific person within a report, officers should use proper nouns. After the proper
noun has been used once, just the last name may be used when referring to the same person.
3. Pronouns
Pronouns are words that substitute for a noun or proper noun. There are two types of pronouns
primarily used in report writing.
First person pronouns.
First person pronouns are used when referring to the officer writing the reports. Some examples are
I/me/mine/my and we/our/ours/us (when riding with a beat partner). First person pronouns can also
be used within quotes to refer to the persons peaking (Wilson told me, ―I ran as fast as I could).
Officers should always use first person pronouns when referring to themselves, because by doing so,
the reader has a clear understanding of the officer’s actions.
Third-person pronouns refer to the person, place or thing being written about. Examples are
he/his/him, it/its and they/their/them. Third person pronouns must always agree and clearly refer to
the noun or proper noun that is directly before it.
4. Tense
Since most investigative reports are written about things that have already happened, the words that
are used should clearly indicate the events occurred in the past. This is expressed through the tense
of the action words (or verbs) in the report.
Tense can be either present or past tense.
Present tense. Present tense verbs express an action currently taking place. For example, the
phrase “I am reading this manual” is written in the present tense.
Past tense. Past tense verbs express actions completed in the past. For example, the phrase “I read
this manual last week” is written in the past tense.
5. Voice
The term “voice” when used to describe a type of verb, refers to whether the verb is active or passive.
Reports should always be written in the active voice, as most readers find sentences written in
the active voice easier to follow and understand.
Active voice. A verb is in the active voice when the subject of the sentence is the individual or thing
that is doing or performing the action. An example would be ―I gave the report form to the victim.
Passive voice. A verb is in the passive voice when the subject of the sentence is someone or
something other than the performer of the action in the sentence. A common indicator of passive
voice is the word “by” in the sentence. An example would be ―The victim was given the report form
by me.
POLICE LINGO AND JARGON
Police officers from all over the country tend to use similar words and phrases.
➔ Slang is usually nonstandard vocabulary developed by a group of people. You may be familiar
with street slang, drug slang, and police slang. It is inappropriate to use slang in your report, unless
you are someone.
➔ Jargon is usually the specialized language of a profession. Criminal professionals, just like other
professionals, use a great deal of jargon. You should not use jargon in your reports
LANGUAGE ERRORS IN TECHNICAL WRITING
1. Slang - a very informal language that is usually spoken rather than written, (Cambridge Dictionary)
used especially by particular groups of people; for example, "grass is slang for marijuana"
2. Colloquialism - a word or phrase that is not formal or literary, typically one used in ordinary or
familiar conversation (Oxford Dictionary)
3. Messy structure – structure of writing which is illogical, where sentences and sections don’t follow
naturally from each other, cross-references are a mess, and so on. A non-messy structure of a
finished document is logical and smooth to its intended readers.
4. Inconsistency - the quality or fact of not staying the same at different times; the quality or fact of
having parts that disagree with each other (MerriamWebster Dictionary). For example, the text may
address readers as „you‟ in one paragraph and as “they‟ in the next; hopping from present to past
tense and vice-versa. The tone may switch abruptly from warm and chatty to scientific.
5. Unclear antecedent - Ambiguity in the use of a word when there is more than one possible
antecedent. An antecedent is a word, phrase, or clause referred to by another word, which is usually
a pronoun like it, they, them, or who. For example: “Trainees should mark their schedules in the
notebooks provided, then in the group calendars. The manager is responsible for them.” The readers
of this sentence may reasonably wonder if them refers to the trainees, the schedules, the notebooks,
or the calendars.
6. Dense presentation – a presentation consisting of long, unbroken chunks of text, of run-on
sentence, visually off-putting and hard to follow. The prevalence of jargon and complex concepts
adds further cognitive loads. On the other hand, non-dense presentation consists of short words,
sentences, and paragraphs and appropriate words.
7. Comma splice- an instance of using a comma to link two independent clauses (which should
instead be linked by a colon, semicolon, or conjunction), as in he loves cooking, he's great at making
curries.
8. Non-Parallelism – refers to a non-matching grammatical structure in words, phrases or clauses;
non-use of the same pattern of words. Parallel structure uses the same pattern of words to show that
two or more ideas have the same level of importance. The usual way to join parallel structures is with
the use of coordinating conjunctions such as "and" or "or.

OFFICER STATUS CODES

● CODE 1 – Routine Follow Officer
● CODE 2 – Expedite Follow Officer
● CODE 3 – Emergency Follow Officer
● CODE 4 – No Further Assistance Needed
● CODE 5 – Stakeout (Observation)
● CODE 6 – Out for Investigation
● CODE 7 – Out of Service / Lunch Break
● CODE 8 – Fire Alarm
● CODE 12 – Report Disaster Damage
● CODE 13 – Emergency Procedures
TEN CODES: 10-3 Slow down, Slowly, Not too fast
10-0 Caution 10-4 Acknowledgement, Roger, Positive,
10-1 Unable to copy, Poor reception of signal Affirmative
10-2 Loud & clear, Clear signal 10-5 Advice, Notify, Relay Message
10-6 Busy, Stand by unless urgent repair
10-7 Out of service 10-49 Traffic situation
10-8 In service, Operational, Serviceable 10-50 Accident
10-9 Repeat message 10-51 Wrecker needed
10-10 Over & out 10-52 Ambulance needed
10-11 Inquire, Query 10-53 Heavy traffic, Road block
10-12 Monitoring, Standby 10-54 Investigator needed
10-13 Road & weather condition 10-55 Electric power failure
10-14 To pick up, Get, Take 10-56 Intoxicated person
10-15 Response, Reply, Feedback 10-57 Hit & run
10-16 Problem, Trouble 10-58 Direct traffic
10-17 Request 10-59 Companion, Buddy, Convoy, Escort
10-18 Record, Log 10-60 Hospital
10-19 Return to 10-61 Doctor, Medical team
10-20 Location 10-62 Medicines
10-21 Telephone, Call by phone 10-63 Assignment complete
10-22 Cancel, Disregard 10-64 Message
10-23 Arrived at scene 10-65 Assignment
10-24 Follow up 10-66 Needed, Necessary
10-25 Meeting, Meet a person, Eyeball, Report 10-67 Male character
in person 10-68 Dispatch, Delivery, Give
10-26 Victim, Subject 10-69 Message received
10-27 Switch frequency, Driver's license 10-70 Fire alarm
10-28 Plate number, Reg. number 10-71 Advice situation of fire
10-29 Verify, Check 10-72 Rally, Illegal assembly
10-30 Water supply 10-73 Add fire apparatus, Engine, Additional
10-31 Approval, Result firetruck
10-32 Person w/ firearm 10-74 Negative
10-33 Emergency, Urgent 10-75 Permission to contact
10-34 Crime in progress, Riot 10-76 Proceeding en route
10-35 Crime alert, Red alert, Major crime 10-77 Exact time of arrival (ETA)
10-36 Correct time 10-78 Need assistance
10-37 Re-fill, Reload, Food 10-79 Notify, Dead Person
10-38 Local police 10-80 Kidnapping
10-39 Double time, Rush, Urgent, Use light or 10-81 Stolen vehicle
siren 10-82 Prepare, Reservation, Spare
10-40 On duty, Roving, Silent tour of duty 10-83 Found vehicle
10-41 Operatives, Members 10-84 Exact time of departure (ETD)
10-42 Off duty/Ending tour of duty 10-85 Will be late
10-43 Info, News, Status 10-86 Missing person
10-44 Regards, Greetings 10-87 Female character
10-45 Car unit, Vehicle, Mobile 10-88 Telephone number
10-46 Assist motorist 10-89 Found person
10-47 Emergency, Electric crew needed 10-90 Robbery, Bank alarm
10-48 Detour, Road under repair, Road need 10-91 Unnecessary use of radio
19-92 Anti-narcotics case, Drugs
10-93 Address 902M - Medical Aid 903 - Plane crash
10-94 Reckless driver, Drag racing 903L - Low flying plane 904 - Fire
10-95 Operations 904T - Trash Fire 910 - Can Handle Call
10-96 Jammer, Visitor 912 - Are We Clear To/For _______
10-97 Signal check, Test signal 913 - You Are Clear To/For _______
10-98 Advice call sign identification 914 - Suicide 914A - Attempted Suicide
10-99 Base, Home 914C - Coroner Needed
10-100 Office 917A - Abandon Vehicle
10-X Thanks 918 - Mental Case (W&I code 5150)
919 - Keep the Peace
PHONETIC ALPHABETS/ALPHANUMERIC 920A - Missing Adult
CODES 920C - Missing Child
A - Alpha 920F - Found Child
B - Bravo 920J - Missing Juvenile
C - Charlie 921 - Prowler
D - Delta 922 - Solicitation Activity
E - Echo 924R - Report Writing
F - Foxtrot 925 - Suspicious Person
G - Golf 926 - Tow Truck Needed
H - Hotel 927 - Unknown Trouble
I - India 927H - 911 Hang Up
J - Juliet 930 - See The Man
K - Kilo 931 - See The Woman
L - Lima 932 - Open Door
M - Mike 933 - Open Window
N - November 982 - Bomb Threat
O - Oscar 983 - Explosion At ________
P - Papa 984 - Hazardous materials present / spill
Q - Quebec 995 - Riot or major disturbance
R - Romeo 997 - Officer Needs Assistance
S - Sierra 998 - Officer In Gun Battle
T - Tango 999 - Officer Needs Assistance, Emergency
U - Uniform
V - Victor
W - Whiskey
X - X-ray
Y - Yankee
Z - Zulu

NINE CODES:
901 - Traffic Accident, Unknown if Injuries
901T - Traffic Accident, Injuries
902T - Traffic Accident, No Injuries
LEGAL FORMS
 Legal - is an adjective that means either (a) relating to the law or (b) permitted under the law.
 Forms - means a printed or typed document with blank spaces for insertion of required or
requested information.
 Notarization – the act that ensures that the provisions in the document express the true
agreement between the parties. It converts a private document to a public document and
renders it admissible in court without further proof of its authenticity
 Notary Public – refers to any member of the Philippine Bar in good standing who is issued a
Notarial Commission by the Executive Judge where the petition is filed.
 Notary Public ex officio – a government official who is clothed by law with general authority to
administer oaths and perform notarial acts within the limits of their territorial jurisdiction.
 Mandamus – a special civil action whereby a court of jurisdiction commands an inferior tribunal
or person to perform a particular duty which the law requires to be done resulting from such
office or trust.
 Quo warranto – a special form of legal action used to resolve a dispute over whether a specific
person has the legal right to hold the public office that he or she occupies.
 The only difference between Mandamus and Quo warranto is; The meaning of Mandamus is
""to command"" whereas the meaning of Quo Warranto is ""what is your authority""
 Prohibition – an extraordinary remedy available to compel any tribunal, corporation, board, or
person exercising judicial or ministerial functions, to desist from further proceeding in an action
or matter when the proceedings in such tribunal, corporation, board or person are without or in
excess of jurisdiction or with grave abuse of discretion.
 Petition for Habeas Corpus – a request for writ requiring a person to be brought before a judge
or court, especially for investigation of a restraint of the person’s liberty, used as a protection
against illegal imprisonment.
 Escheat – a proceeding whereby the real and personal property of a deceased person in the
Philippines, who dies without leaving any will or legal heirs, become the property of the state
upon his death.
 *INFORMATION - An information is an accusation in writing charging a person with an offense,
subscribed by the prosecutor and filed with the court.
 *COMPLAINT -A complaint is a sworn written statement charging a person with an offense,
subscribed by the offended party, any peace officer, or other public officer charged with the
enforcement of the law violated.
 Jurat -It is the part of the Affidavit wherein the notarial officer indicates that the affiant has
subscribed and sworn to in his presence and that the latter has shown a proof of his/her
identity to the former. Jurat- a latin term which means to “swear.”
 PERJURY - Lying under oath is punishable under the Revised Penal Code of the Philippines
as the crime of Perjury.
 Affidavit of complaint - It is a statement alleging that a person has committed an offense.
 Affidavit of Witness - Is a witness's sworn out-of-court testimony. An affirmation, they are
testifying that the contents of the affidavit are true and correct.
 Forum Shopping - the filing of several complaints arising from one and the same cause of
action involving the same parties asking for the same relief with the different tribunals
(Supreme Court, Court of Appeals, RTC, etc)
 Subpoena - Subpoena (pronounced "suh-pee-nuh") is a request for the production of
documents, or a request to appear in court or other legal proceedings.
 Two Types of Subpoenas
1. Subpoena ad testificandum (pronounced "ad test- te-fi-kan-dum")- requires you to testify
before a court, or other legal authority.
2. Subpoena duces tecum (pronounced "doo-seez tee-kum")- requires you to produce
documents, materials, or other tangible evidence.
 Summon - also called Citation, in law, document issued by a court ordering a specific person
to appear at a specific time for some specific purpose.
 Affidavit of Desistance is a written statement under oath by the complainant stating that he/she
is no longer interested in pursuing the complaint or criminal case against another person.
 Affidavit of Undertaking - This affidavit is voluntarily executed in order to attest to the
truthfulness of the foregoing narration of facts
 Affidavit of Loss - affidavit contains all the details regarding the loss, such as the owner's name
and any information pertaining to the security.