ILEA

REPORT WRITING STUDY GUIDE

FINAL EXAM

  • Reasons police should write good reports
  • To document an incident / case
  • Creates an official record
  • Provides a memory aid
  • Can minimize your time in court
  • CYA
  • Can be a good avenue for promotion
  • List two (2) different ways to construct field notes
  • Outline format
  • Verbatim technique
  • Define the term “dense” report
  • A report that is short, accurate and compact
  • Explain why content is so important in police report writing
  • List two (2) advantages of using a chronological progression in police report writing
  • Explain why proof-reading any official document is important
  • Reduce grammatical errors
  • Enhance professionalism and credibility
  • Check and verify statements of fact
  • List the different types of reports generated by police
  • Incident reports
  • Case reports
  • Arrest reports
  • Property and Evidence Logs
  • Statements
  • Probable cause affidavits
  • Vehicle Inventory Sheet
  • Prepared reports
  • List and explain the steps involved in completing a police report
  • Take notes
  • Organize material
  • Construct a draft
  • Proofread
  • Complete final report
  • List potential sources for police report distribution
  • Supervisor
  • Prosecutor
  • Judge/Magistrate
  • Defense Attorney
  • News media
  • Department records
  • Federal agencies
  • Citizens
  • Public Information Officer
  • Jury
  • Court records
  • Town Board
  • Sheriff / Chief
  • Insurance companies
  • Define ‘mind mapping’ and explain how it can be used to organize your reports
  • A simple visual aid that is used to ‘map’ information generated in an investigation; it is used by the FBI, and can be helpful in organizing information for a report
  • Explain how to properly complete an Evidence Log
  • Explain why selecting the most accurate word is worthwhile
  • Explain why ‘absolute honesty’ is so important in report writing
  • List techniques used for condensing facts into a more compact report
  • Use short sentences and short paragraphs
  • Do not use “officious language”
  • Do not use slang, police jargon, or legalese
  • Use labels (once), and don’t abbreviate
  • Minimize duplications
  • Focus on the major events, and minimize details that are not important
  • Use your own personal format for ease of writing
  • Stay on point when writing
  • Use Bullet-style writing
  • Use a simple chronological progression
  • Define ‘officious language’
  • Define what ‘bullet style’ writing is
  • Explain how duplications in reports can be reduced or eliminated
  • Explain the KISS principle (Keep It Simple Sir)
  • List and explain the different ways to collect witness statements
  • Give a blank witness statement to witness to complete
  • Separate and interview witnesses before writing statements
  • Bring witness to station; officer interviews; officer types out witness accounts
  • Officer interviews in depth; reviews using simpler questions, while he types out
  • Strict Q & A format
  • Officer interviews, summarizes, and has witness review the summary
  • Officer interviews using a digital recorder; officer then summarizes interview
  • Explain why a witness statement should be written from the witness’s perspective
  • Explain what goes into a PC affidavit for arrest
  • Demonstrate how to identify the elements of a crime
  • Explain how to establish the legal basis for your actions in a DUI report
  • Sufficient grounds for stopping or contacting the accused
  • The accused was the operator or in actual physical control of the vehicle
  • Sufficient cause to believe that the accused was impaired
  • That proper regard was given to suspect’s rights
  • That additional observation and interview of the suspect provided evidence relevant to the alleged offense
  • Reasonable grounds for arrest
  • That chemical test was properly requested and administered
  • Explain what goes into a PC affidavit for a search warrant
  • Place(s) to be searched
  • Thing(s) to be seized
  • Are the items you are searching for likely to still be there?
  • Venue of place to be searched
  • Signature of officer
  • Tips for accurate police reports
  • Use simple, short everyday words
  • Write short sentences
  • Identify people by name, and make sure that pronoun references are clear
  • Eliminate police jargon and ‘codes’
  • Limit each sentence to ONE idea
  • Avoid LONG run-on sentences
  • Omit needless words
  • Use names when available, and use name references
  • Use plain language that people outside of your agency can understand
  • Avoid using boilerplate language
  • Use specific language instead of general language
  • Attribute statements to a particular person
  • Stick to the facts!!
  • Include ALL of the facts
  • Don’t jump to conclusions
  • Paint a picture for your reader
  • Use a logical progression from start to finish
  • Use bullet style writing or listings
  • Use a simple chronological approach
  • Use subheadings
  • Always proofread for spelling, grammar, pronoun errors, etc.
  • Make sure that your narrative has addressed ALL legal elements of the offense
  • Include a statement of venue