TECHNICAL REPORT WRITING 1

Bryan I Torio, RCrim

CHAPTER I. Police Report

Introduction

One of the most discipline division in the Philippine National Police and other agencies is the investigation
section which deals with investigative matters such as solving crimes through the aid of police reports which
indeed the most vital position that a law enforcer can attain.

On the investigative parlance, writing is needed whereas it distinguishes types and purposes of technical
reports. A reason why it must learn by the criminology students specially by embodying its purposes and
proper usage of appropriate terms and phraseologies to meet the demand and needs of the readers.

Technical Writing
The word Technical derived from the Greek Words “techne” which means “Skill”. Technical
Writing then is a form of technical skills set and is use in the fields like the police, military, computer
industry, robotics, finance, consumer electronics, and many other fields.

Police Report per se

 Report – it is defined as an account of any occurrence prepared after thorough investigation.

 Reporting – This is a way of knowingly passing along information to someone else.

 Police Report – deals with the story of action performed by police personnel and it is in chronological form
or a step-by-step account of an incident that transpired at a given time.

 Police Report Writing – it is considered as a technical writing and as such, one needs to develop special
skills and techniques. It is considered as the backbone of criminal investigation and prosecution

Terms to Fonder

1. Assumption – This pertains to the belief of somebody that something is true without having any proof.
2. Chronological Order – it refers to the engagement of events and/or actions in order or by the time of their
occurrence.
3. Communication – it defined as the use of language, spoken or written to exchange ideas or transfer
information.
4. Coherence – In writing, this means to be logically or aesthetically consistent so that all the separate facts or
information will fit together and add up into harmonious and credible reports.
5. Conclusion – it pertains to a decision made or an opinion formed after considering relevant facts or evidence.
6. Corpus Delicti – it refers to the body of facts that show that a crime has been committed, including physical
evidence such as corpse.
 7. Fact – it refers to anything which either through careful observation or investigation which has been proven to
exist as to have happened.
8. Hearsay – this pertains to information that is heard from other people.
9. Jargon – refers to the language or technical term that is used by a group. Ex. AWOL, PDL, PUPC
10. Narrative – this pertains to the story or an account of a sequence of events in the order in which it happened.
11. Opinion – it refers to a personal view about an issue specially when it is based on personal judgement
12. Slang – it pertains to the words, expressions, and usage that are casual and playful replacement for standard
ones when are often short-lived and are usually considered unsuitable for formal context. Ex. cop, parak,
lispu, kabo, chief, sargeants, tayuman, tanawan,tulongis,damology, batology.
13. Surveillance – refers to the discreet observation of places, persons and vehicles for the purpose of obtaining
information concerning the identity or activities of the subjects.
14. Tone it is the writer’s attitude towards the subject. Ex. 1st person “I”, 2nd person “you” and 3rd person “he/she.

Common activities of the Law Enforcement in line with Police Report Writing

4 types of operational reports

1. Patrol Reports - form is a record of police unit activities and it is used by law enforcement agencies to track
the activities of police officers on duty.

Station Base Patrol Reports versus Mobile Force Patrol Reports

Station Base
1. Beat Patrol 3. Mobile Patrol
2. Motorcycle Patrol 4. Checkpoint/Chokepoint

Note: the proof of actions in the conduct of the above-mention station base patrolling is action photos and
video with timestamp while on checkpoint; it is done through zoom applications.

Mobile Force Base

1. Preventive Patrol
2. Prophylactic Patrol
3. Internal Security Operation (ISO) activity – Minor Combat Operation and Major Combat Operation

2. Arrest Report - is a record maintained by a law enforcement agency concerning an arrest, including
statements, evidence, and related charging information.

Booking Sheet Procedure – in preparation of the case folder

1. Subscribed NPS Investigative Data Form 9. Photo copy of Buy Bust Money
(National Prosecution Service) 10. Receipt/Inventory of Property Seized
2. Affidavit of Arrest 11. Chain of Custody
3. Affidavit of Witness (Barangay Official) 12. Delivery of Respondent
4. Affidavit of Videographer 13. Request for Drug Test
5. Affidavit of Investigator 14. Result of Drug Test
6. Pre-Operation Report 15. Request for Laboratory Examination
7. Coordination Form 16. Result of Laboratory Examination
8. Certificate of Coordination 17. Request for UV Powder Test
 18. Result for UV Powder Test 22. Mug shot
19. Complaint Assignment sheet 23. Ten print cards or Fingerprint cards (rolled and
20. Spot Report plain impression)
21. Photographs During Inventory

3. Preliminary Investigation Reports - is a document that collects evidence, identification and information
about what the incident is about and the people or person involved during this problem.

It contains the following and shall not be limited to;

1. Investigative Report
2. Summary Report
3. Narrative Report

4. Supplementary Progress Report - the report prepared and submitted to the Higher Headquarters
following public exhibition of the draft or case.

Preparation of Case Folder

Case Analysis and Review

Important use of Report Writing:

1. It serves as a records
2. It can be used as legal documents
3. It can be utilized by other agencies
4. It can be used to tri-media for public information
5. It can be utilize for research work
6. It improves the personality of the writer

Purpose of Written Reports:

1. To preserve knowledge – knowledge when in use can be shared and used by others for greatest possible
benefits.
2. To provide accurate details – regardless of the length of time the details recorded in a written report will be
available for future time and for any purpose.
3. To aid the personnel and other agencies – it provides valuable assistance to other agencies and other law
enforcement agencies.
4. To coordinates the activities within the organization - a report by an individual may be concerned of
another office within the organization.

Qualities of a Good Police Report:

1. Accurate. It means that the report must be exact in conformity to a fact or simply “errorless”.
2. Clear. It must be simple and direct to the point.
3. Complete. It must answer the six cardinal rules in report writing “5Ws and 1H”.
4. Concise. The reports say much with a few words as possible.
5. Factual. It is something that has been objectively verified and is presented objectively.
 6. Objective. One must remember that there are always two sides in every story and both sides have the right to
be told.
7. Prompt. A report must be completed in a timely manner and submitted at the soonest possible time.

Steps in Report Writing

A. Interviewing. This is the first step in the process. Interview is defined as asking somebody a series of
questions to gather information. The investigator’s interview of the victims, witness and suspect is the
backbone of the preliminary investigation.
B. Note Taking. It means brief notation concerning specific events while fresh in one’s mind and used to
prepare a reports.
Important details: Names, date of birth, serial numbers, addresses and phone numbers.
C. Organizing. It means to arrange the components of something in such a way that it will create particular
structure.
D. Writing a Narrative. Fourth stage in the process. The task is not only to express your ideas, but to make
impressions upon the mind of the reader.
E. Proofreading. ALWAYS take a review of your own craft. To proofread, ask yourself the following
questions:
a. Is this report the best I can do?
b. Do I want to read it to the Chief of Police?
c. Is there anything else I can do to make it better?

Six (6) Cardinal Rules in Police Report Writing

1. What. Questions pertaining on the type of crime committed
2. When. Questions pertaining on the date and time of the crime committed
3. Where. Questions pertaining on the place of occurrence of the crime committed.
4. Who. Questions pertaining on the persons/individual involved in the crime committed such as victim,
witness and suspect.
5. Why. Questions centred on the motive or reason of the suspect in the commission of the crime.
6. How. Questions that focus on general manner in which the crime committed such as modus operandi or
modes of operations.

Security Classifications of documents:

A. TOP SECRET. Documents that is considered as the highest level of. Unauthorized disclosure of its content
would cause exceptionally grave damage to the nation, politically, economically, or from any security aspect.
This category is reserved for the nation’s closest secrets and is to be used with great reserve.
Examples:
1. Very important political documents dealing with such matters as negotiations for our country.
2. Major Governmental Projects such as drastic proposals to adjust the nation’s economy before official
publication.
 3. Matters relating to a new and far reaching experimental, technical, and scientific development in
methods of warfare, defense against biological warfare or matter affecting future operation strategy.
B. SECRET. A document which unauthorized disclosure of its contents would endanger the national security
which will cause serious injury to the interest or prestige of the nation or to any government activity or would
be of great advantage to a foreign nation.
Example:
1. High level directives dealing with important negotiations with other countries.
2. Proposals for new schemes of government or other controls, foreknowledge of which would seriously
prejudice their operation.
3. Matter relating to certain new methods of warfare or defense including scientific and technical
development not classified as TOP SECRET.

Note: The classification authority of SECRET is same with TOP SECRET

C. CONFIDENTIAL MATTER. A document which unauthorized disclosure of its contents, while not
endangering the national security, would be prejudicial to the interest or prestige of the nation or any
governmental activity or would cause administrative embarrassment or unwarranted injury to an individual or
would be of advantage to a foreign nation.
Examples:
1. Plans of government projects such as land development, hydroelectric schemes, road development or
developments of areas.
2. Routine Service Reports; e.g., on-going military and police operation and exercises which contain
information of value but not of vital interest of foreign power.
3. Routine intelligence report
4. Technical matter not of major importance but which has a distinct military value or required
protection otherwise; e.g., new weapons calculated to influence minor tactics or service test, service
test of war equipment of a standard pattern

Note: The classification authority is for any officer authorized to assign CONFIDENTIAL classification to
any matter in the performance of his duties.

D. RESTRICTED. A document which requires special protection other than that determined to be TOP
SECRET, SECRET and CONFIDENTIAL.
Examples:
1. Departmental books of instruction and training or any technical documents intended for official use
only or not intended for release to the public.
2. Routine information relating to the supply and procurement of military stores.
3. Minor modifications and routine test of equipment
4. Certain compilations of data or item which individually maybe unclassified and which in its aggregate
warrants a classification
Note: The authority of classification, reproduction, dissemination and destruction. Meaning, Authority of
classification shall be the same with CONFIDENTIAL Matter, Reproduction is authorized, destruction shall
be the same as for that of CONFIDENTIAL matter.

CHAPTER II. The Sentence and Paragraph

I. Sentence Composition
Sentence is the most fundamental and versatile tool available to the writer. Generally, sentences flow from a
subject, to a verb, to any objects, complements, or modifiers, but can be ordered in a variety of ways to
achieve emphasis.

A. Subject and Predicate

Subject of a sentence is a noun or pronoun while Predicate is the parts is the parts that says something
about the subject.
Example:
Subject Predicate
Lightning Strikes
Tiger Roar
Bomb Explodes

B. Classification of Sentences
Sentences may be classified according to their purposes;
a. To make a statement
b. To as a question
c. To command or request
d. To exclaim or to express a strong feeling or emotion

1. Declarative sentence – it is a sentence that makes a statement.

Ex: Police General is the highest rank of Police Commissioned Officer
2. Interrogative sentence – it is a sentence that asks a question.
Ex: Have you seen the Daily Report Journal yet?
3. Imperative sentence – is a sentence that gives a command or makes a request.
Ex: Send immediately the reinforcement.
Please, carry me on leave effective tomorrow.
4. Exclamatory sentence – is a sentence that expresses strong feeling or emotions.
Ex: Oh nice! You have solved the problem.

C. Sentences classified according to structure

1. Simple sentence. Is a sentence with one independent clause and no subordinate clause.
 Ex: The invention of the microchip is the beginning of personal computing.
Clause – It is a group of words with subject and verb.
 Independent Clause – if it expresses a complete idea.
 Subordinate Clause – It has a subject and verb, but it does not express a complete idea.
Independent clause Subordinate clause
I bought a gold bracelet Which I bought

2. Compound sentence. A sentence that is composed of two or more independent clauses but no
subordinate clause.
Ex: The invention of the microchip is the beginning of personal computing but it meant the end of
microcomputers.
3. Complex sentence. It is a sentence that contains one independent clause and at least one subordinate
clause.
Ex: The person who always strives for success often finds it. (The independent clause: the person
often finds it while subordinate clause: who strives for success.)
4. Compound-complex sentence. Is a sentence that contains two or more independent clauses and at
least one subordinate clause.
Ex: The persons who always strives for success often finds it, but then he does not what to do with it.

II. The Paragraph

It is a collection of related sentences dealing with a single topic. Learning to write paragraphs will help you
as a writer stay on track during your drafting and revision stage.

The Basic Rule of Paragraphing

1. Keep one idea in on paragraph
2. Several points in a single paragraph as long as they are related to the overall topic

Elements of a paragraph
1. Unity. The entire paragraph should concern itself with a single focus.
2. Coherence. It is the trait that makes the paragraph easily understood by the readers.
2 types of coherence
1. Logical bridges
a. The same idea of a topic is carried over from sentence to another.
b. Successive sentences can be constructed in parallel form.

2. Verbal bridges
a. Key words can be repeated in several sentences;
b. Synonymous words can be repeated in several sentences;
Methods for a well-developed paragraph:
1. Use examples and illustrations
2. Cite data (facts, statistics, evidence, detail and others)
3. Examine testimony ( what other people say such as quotes and paraphrases)
4. Use an anecdote or a story
5. Define terms in the paragraph

When to start a new paragraph?

You should start a new paragraph:
1. To begin a new idea or point of views
2. To contrast information or ideas
3. To pause for the readers
4. To end the introduction
5. To start the conclusion

CHAPTER III. Capitalization and Punctuations

I. Capitalization
The use of capital or uppercase letter is determined by custom. Capital letter is use to call
attention to certain words such as proper noun and on the first word of a sentence.

A. Proper Nouns. It refers to the names of specific persons, places, things, concepts, or qualities that
are capitalized.
B. Common Nouns. Refers to the names in general classes or categories of people, places, things,
concepts or qualities rather than specific ones and are not capitalized.
Proper Noun Common Noun
Mathematics A mathematics subject
Northern Zambales College An institution
Juan Dela Cruz A person
Philippines A Country

C. First words. First words are always capitalized.

D. Specific groups. Capitalized the name of ethnic groups, religions and nationalities.
Ex: Aetas, Baptist, Zambaleños, Filipinos
E. Specific places
 Capitalized the names of all political divisions.
Ex: Sitio Ubat, Brgy Baloganon, Masinloc, Zambales
 Capitalized the names of geographical divisions.
Ex: Municipality of Masinloc, Province of Zambales, Philippines.
  Do not capitalized geographic features unless they are part of a proper name
Ex: The mountains in same areas, such as the Pinatubo Mountain, makes the internet
more difficult.
 The word north, south, east and west are capitalized when referring to sections of a
country and are not capitalized when referring to a direction.
Ex: I will travel to the north side of the mountain
I will open my new institute in the North next month
F. Specific Institutions, Events, and Concepts
 Capitalize the names of institutions, organizations and associations.
Ex: The Associations of Filipino Engineers and the Urban Poor Affairs Office are
cooperating on the project.
 An organization usually capitalizes the names of its internal divisions and departments
Ex: College of Criminal Justice Education, Faculty, Board of Trustees
 Types of organizations are not capitalized unless they are part of official name.
Ex: Our group decided to form a technical writer’s association; we called it the Filipino
Association of Technical Writers.
 Capitalized historical events
Ex: Dr. Anastacio discussed the peak of EDSA Revolution in 1986 during his class.
 Capitalize words that designate holidays, specific periods of times, months, or days of the
week.
Ex: Rizal Day, World War II, February, Monday, Easter, Christmas
 Do not capitalize seasons of the year
Ex: spring, autumn, winter and summer
 Capitalized the scientific name of classes, families and orders but not the names of
species or English derivatives of scientific names
Ex. Carnivora/carnivorous, Mammalia/mammals

G. Title of Works
 Capitalized the initial letters of the first and last words of the title of a book, article, play
or film as well as all major in the title. Do not capitalize articles (a, an, of), coordinating
conjunctions (and, and but), or short prepositions (at, in, on, of), unless they begin or end
the title.
 Capitalize prepositions that contain more than four letters (between, because, until, after).
The same rules apply to the subject line of a memo or an email.
Ex: The students greatly admired by the book Harry Potter.

H. Personal, Professional and Job Titles

 Titles preceding proper names are capitalized
Ex: Mrs. Romulo, Patrolman Dimayuga
 Appositives following proper names normally are not capitalized. However, the word
President usually is capitalized when it refers to the chief executive of a national
government.
Ex: Ronald Dela Rosa, senator of the Philippines
Senator Ronald Dela Rosa
 The only exception is an epithet, which actually renames the person.
 Epithet comes from Greek epitithenai, meaning "to put on" or "to add." In its oldest sense,
epithet is simply a descriptive word or phrase, especially one joined by fixed association
to the name of someone or something,
Ex: Alexander the Great, Solomon the Wise, Ka Daniel, Totoy Bato
 Job titles used with personal names are capitalized.
Ex: Mr. Rodolfo Placedo, the President of North Western University, will meet us on
Monday.
 Job titles used without personal names are not capitalized.
Ex: The president of the North Western University will meet us on Monday.
 Use capital letter to designate family relationships only when they occur before a name or
substitute for a name.
Ex: One of my favorite people is Uncle Tom.
John and my uncle joined the parade.