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ReportWriting

Manual

SacramentoStatePoliceDepartment

RevisedFebruary,2014

SACRAMENTOSTATEPOLICEDEPARTMENT

REPORTWRITINGMANUAL

PARTI

GENERALREPORTWRITINGGUIDELINES

PURPOSE

oftheofficerandthedepartment,andalso affectstheabilityofthejusticesystemto successfullyprosecuteacriminalcase.

INTRODUCTION

inacomplete,clear,andconcisemanner.Any withinthebodyofthereport.

Consequently,everypolicereportmustbe

USESOFPOLICEREPORTS

IdentificationofCriminals

InvestigativeRecord

aswellasdocumentingagencyactions.

CourtPreparation

CivilLiabilityAssessment

acivilcomplaintorlawsuitagainst theofficer.

StatisticalAnalysis

performance.

CHARACTERISTICSOFANEFFECTIVEPOLICEREPORT

reportsmustreflect thatalleffectivereportshaveincommon.

Aneffectivepolicereportisalways:

1. Factual.Apolicereportisanobjective

inaneffectivereport.

2. Accurate.Thedecisionsandactionstakenasaresultof

thereportmustbesupportedby

3. Clear.Apolicereportspeaksforthereportingofficerwhenheorsheisnotpresent.There

logicalorganizationof language,andeffectivewritingmechanics. 4.

5. Complete.Acompletereportwillcontainalltherelevantfacts,information,anddetailsthat

pictureoftheincident,there conflictinginformationisincluded. 6.

FIELDNOTES

taken certaintypesofinformation,especially information asnapshotof

BasicInformationAdditionalInformation

Victimsand

Witnesses Fullname

Age

Dateofbirth

Race Sex

Telephonenumbers(home,

work,cellular)

Address

Emailaddress(es) Howtocontactbytelephone

orinperson

Bestplacetocontact

Besttimetocontact

Placeofemployment

(including nameand telephonenumber)

Occurrence Typeofcrime

Location

Dateandtimeofincident

Wasphysicalevidence

handledbyofficer,suspect, orvictim?

Dispositionandchainof

custodyforallevidence

Suspectdirectionoftravel

Typeanddescriptionof

weapons

Threatsmadewithweapons

Directstatements

madeby suspect

Casenumber

Assistingofficer'sactions

(andsupplements,if necessary)Allpersonsinvolved:

Informants

Reportingparty

Victims

Witnesses

Suspects,ifknown

Officers

Outsideagenciesand

membersofoutsideagencies

Medicalpersonnel

Membersofthemedia

BasicInformationAdditionalInformation

Suspects Race

Sex Age Build

Height

Weight

Eyecolor

Haircolor

Hairstyle

Facialhair

Clothingtype

Clothingcolor

Clothingstyle

Nameand/orstreetname,if

known

Unusualphysicalattributes,

suchasscars,tattoos,alimp, moles,odor,andmissing teeth

Canthesuspectbeidentified

bythevictimorwitness? Unusualormemorable gestures

Speechpeculiarities,suchas

accents,tone,pitch,or noticeablespeechdisorder, suchasstuttering

Jewelry

o Rings(identifywhich handandfinger) o Necklaces o Earrings o

Bodypiercings

Rightorlefthanded

o Whichhandwas dominant? o Whichhandheldthe weapon? o Whichhandopeneda door? o Wherewasawatch worn?

Gangaffiliation(ifknown)

IncidentSpecific Scenedescriptionand

photographs(ifavailable)

Pointofentry

Pointofexit

Descriptionofproperty

damage

Typesandvaluesofproperty

taken

Descriptionofsuspectvehicle

Natureandlocationof

evidencecollected

Suspectandvictiminjuries

Uniquecharacteristicsofthe

crime

Anythingelsenotalready

mentionedthattheofficer believesisrelevanttothe case

NOTETAKINGANDCONDUCTINGFIELDINTERVIEWS

learningaboutthespecificfactsof

1. Separatetheinvolvedparties.Thisminimizesdistractionsandinterruptions.Separating

theinvolved

2. Establishrapport.Becourteous,considerate,andpatient.Brieflytellthepersonbeing

tothe individual.

3. Listenattentively.Askthepersonwhathappened,andallowthemtotalkaboutitfreely.

guidethe thispointintheinterview!

4. Takenotes/Askquestions.Askthepersontorepeattheiraccount

ofwhathappened,but

5. Verifyinformation.Repeatspecificinformationtothepersonbeinginterviewedfromthe

changesmadeinthisstage. fromthe eventofmechanicalordevicefailure.

IMPORTANTFIELDINTERVIEWSKILLS

todeterminewhatinformationisrelevant tothecaseorincident. thecase.Aconclusionisastatementthat isbasedupontheanalysisofopinionsand opinions.

QUESTIONSANSWEREDBYANEFFECTIVEREPORT

Ifanyofthesixquestionscannot

attorneys,andotherusersofthereport. inthebody

SupportingFacts/Information

What wasthecrimethatwascommitted?

aretheelementsofthecrime? actuallyhappened? dothewitnessesknowaboutit? evidencewasobtained? wasdonewiththeevidence? weaponswereused? actiondidtheofficerstake? furtheractionshouldbetaken? otheragencieswerenotified? otheragenciesneedtobenotified?

When wasthecrimecommitted?

wasthecrimediscovered? weretheinvolvedpartiesnotified? didtheinvolvedpartiesarriveatthescene? wasthevictimlastseen? wasthesuspectlastseen? didofficersarrive? wasanyarrestmade? didwitnesseshear anythingunusual? didthesuspectdecidetocommitthecrime?

SupportingFacts/Information

Where wasthecrimecommitted?

wasthecrimediscovered? wasentrymade? wastheexit? wasthevictimfound? wasthesuspectseenduringthecrime? wasthesuspectlastseen? werethewitnessesduringthecrime? didthesuspectlive? doesthesuspectcurrentlylive? isthesuspectnow? wouldthesuspectlikelygo? wastheevidencefound? wastheevidencestored? Who aretheinvolvedpartiesintheincident?(i.e.,victim(s),witness(es), suspect(s)) weretheparticipatingofficers? wasthecomplainant? discoveredthecrime? saworheardanythingofimportance? hadamotiveforcommittingthecrime? committedthecrime? hadthemeanstocommitthe crime? hadaccesstothecrimescene?

Alsowithwhom...

didthevictimassociate? didthesuspectassociate? wasthevictimlastseen? dothewitnessesassociate? didthesuspectcommitthecrime?

Additionalinformationregardingspecific

peoplecaninclude,butnot belimitedto: phonenumbers(home,cellularandwork) addresses(home,work,andemail) ageanddateofbirth socialsecuritynumber occupations physicaldescriptionsasrequired

SupportingFacts/Information

How wasthecrimecommitted?(e.g.,force,violence,threats,etc.) crime? wasthecrimediscovered? wastheweapon/toolforthecrimeobtained? wastheweapon/toolused? wasthearrestmade? muchdamagewasdone?

Why(ifknown) wasthecrimecommitted?

wasacertainweapon/toolused? wasthecrimereported? wasthecrimereportedlate? werewitnessesreluctanttogiveinformation? isthesuspectlying? didthesuspect committhecrimewhereshe/hedid?

FUNDAMENTALREPORTCONTENT

toaneffectivereport,however,it

1. Initialinformation.Thisshouldestablishhowtheofficerbecameinvolvedwiththespecific

theofficer'simmediateobservations

2. Identificationofthecrimeorincident.Alwaysincludethefactsthatarenecessarytoshow

therequiredelementsnecessaryfor thecrimetobecomplete.

3. Identificationoftheinvolvedparties.Regardlessofthetypeofreport,thereportshould

contact incident.

4. Victim/witness/suspectstatements.Summarystatementsofallinvolvedpartiesshouldbe

5. Crimescenespecifics/description.

6. Propertyinformation.Propertyinformationshouldincludethecolor,make,model,serial

applicable.

7. Officeractions/observations.Includedescriptionsandobservationsofallactionsrelatedto

themasterreport.Allreports,whether

RECOMMENDEDGRAMMARFORREPORTS

writtenreport.

Duetothelarge

Nouns

Propernouns

thesame person.

Pronouns

pronounsprimarilyusedinreportwriting. bydoingso,thereaderhasaclear understandingoftheofficersactions. Tense Voice

Activevoice.Averbis

formtothevictim." thereportformbyme."

WRITINGCLEARLYANDLOGICALLY

beusefulandunderstandableforthereader.

Paragraphs

reportmustbeclearandeasytounderstand. totheprimarytopic.

PoorlyOrganizedWellOrganized

Whenwearrived,thehusbandletusintothe

partnerandIhadbeendispatchedtoan incidentofdomesticviolence.Awomancalled forhelptokeepherhusbandfrombeatingher.

MypartnerandIweredispatchedtoa

domesticviolenceincidentafterawoman dialed9Ͳ1Ͳ1.Thewomancalledforhelp becauseshewasafraidherhusbandwould beather.Whenwearrived,thehusbandletus intothehouse.

MarieParkersaidherhusbandrefusedto

quotesdbs_dbs12.pdfusesText_18
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