Report Writing Court Systems and Practices. 2 Copyright and Terms of Service Copyright © Texas...

Report WritingCourt Systems and Practices

2

Copyright and Terms of Service

Copyright © Texas Education Agency, 2011. These materials are copyrighted © and trademarked ™ as the property of the Texas Education Agency (TEA) and may not be reproduced without the express written permission of TEA, except under the following conditions:

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ObservationAn important skill in law

enforcementKeen observation allows for

effective descriptionA report might begin in the squad

car and end in the Supreme Court

3Copyright © Texas Education Agency 2011. All rights reserved.Images and other multimedia content used with permission.

Purpose of ReportsThey 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 businessAre 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 ReportsArrest reportsIncident reports

◦For documentation purposes onlyOffense 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 7Copyright © Texas Education Agency 2011. All rights reserved.

Images and other multimedia content used with permission.

Supplemental ReportsAll reports other than the initial reportWritten 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.


AttachmentsCrime scene photos/sketches

NotesOther documents filed with the case report


Styles of ReportsNarrative

◦ 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 QualitiesClear and complete sentencesProper grammarDetailed descriptions


Rules for DescriptionDescribe things without

assumingUse vivid languageLook 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 carryingFour Corners Rule

◦“If it's not on the page then it did not happen.”


Four RequisitesFactual – detailed correctnessClear – distinct and unconfusedComplete – having no deficiencyConcise – expressing much in a few

words


Questions to Ask and AnswerWho?What?When?Where?Why?How?


Essential ComponentsDate TimeLocationKind of callDescription of surroundingsDescription of vehicleDescription of suspectChronological order


PreparationOrganize your evidence and

informationCheck with dispatch for updated

dataLog in the evidenceBegin the report


WritingType of callCase numberDate and time of the reportDate and time of the offenseType of report (offense or incident)


WritingCaller information

NameDate of birthRaceSexHair and eye colorHeightWeightDriver’s license number


WritingThe victim/complainant’s complete

address and phone numberThe victim/complainant’s employerThe employer’s phone numberLocation of offense Who it was reported by (complete

information)


WritingEmployer contact informationNumber of witnesses, number of

suspects, etc.The incident or offenseProbable cause or “MO”The report writer, time, and dateSupervisor’s approvalStolen property entered by dispatch

into the computer (over $2000 value only, or stolen vehicles)


Vehicle/Evidence InformationListing (stolen, recovered,

abandoned, etc.)Type (make, model, year, license

plate, state of registration, VIN)ValueConditionOther Remarks


Weapons DescriptionQuantity AppearanceCaliberSerial NumberModel Value


Burglary InformationHow the suspect entered the

home◦Home Accessible (unlocked)◦Forced Entry◦Inside Job

How the suspect left the home


SummaryRestate “MO” (see example)State dispatched or on viewDescribe the crime sceneTell the storyIdentify yourself as the reporting

officer (R/O) (not your name)Use R/O in the rest of the reportIdentify victim, suspect, witnesses in

the report Pictures of everything takenNo pronouns used 25Copyright © Texas Education Agency 2011. All rights reserved.

Images and other multimedia content used with permission.

ResourcesFederal Law Enforcement Training

Center http://www.fletc.gov/Do an Internet search for the Calendar

for Law Enforcement Training policetraining


http://www.fletc.gov/

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