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| Police Report Writing |
| Elements of a Police Report |
Forms and formats of police reports
will vary among police departments,
but all will contain the same
informational elements. Some police
departments may be fully
computerized, and you'll file your
field reports digitally from your patrol
vehicle. However, many departments
have found that computers in a field
environment require extensive
technical support, so it's likely many
of you will be writing your field
reports on paper for some time to
come. This is no such thing as a
paper-less information system
will vary among police departments,
but all will contain the same
informational elements. Some police
departments may be fully
computerized, and you'll file your
field reports digitally from your patrol
vehicle. However, many departments
have found that computers in a field
environment require extensive
technical support, so it's likely many
of you will be writing your field
reports on paper for some time to
come. This is no such thing as a
paper-less information system
| U.S. Department of Justice Federal Bureau of Investigation Uniform Crime Reporting Handbook PDF file 15.09 MB |
It's FREE. Download the 164
page UCR Handbook from the
FBI and save it to your computer.
page UCR Handbook from the
FBI and save it to your computer.
The importance of this book
cannot be overstated. If you
read this book, and you keep it
close for reference, you will
never experience problems
recognizing and properly
classifying crimes.
Additionally, your knowledge of
its contents will put you far
ahead of others in any
preemployment interviews.
cannot be overstated. If you
read this book, and you keep it
close for reference, you will
never experience problems
recognizing and properly
classifying crimes.
Additionally, your knowledge of
its contents will put you far
ahead of others in any
preemployment interviews.
| The Preliminary Police Report |
Every police investigation begins with a police
officer's preliminary report. While the cop
TV shows and movies usually skip to the
parts where detectives roam a crime scene
handing off evidence and directions to
uniformed officers, they never reveal the
absolute importance of the uniformed patrol
officer's responsibilities. Criminalistics is
the big draw now, so you'll watch the
scientists relegating everybody to the
background as they solve every case with
hi-tech theories and processes. The only
time one of your cases will emulate the
movie makers' police investigations is when
you fall into a really high profile incident
where the heavy news makers, like
politicians and celebrities, are involved.
Then...you'll be pushed so far into the
background that you'll be practically
invisible. But...that's okay. You want to
have as little involvement as possible in any
investigation where others can blame you for
their screw-ups.
officer's preliminary report. While the cop
TV shows and movies usually skip to the
parts where detectives roam a crime scene
handing off evidence and directions to
uniformed officers, they never reveal the
absolute importance of the uniformed patrol
officer's responsibilities. Criminalistics is
the big draw now, so you'll watch the
scientists relegating everybody to the
background as they solve every case with
hi-tech theories and processes. The only
time one of your cases will emulate the
movie makers' police investigations is when
you fall into a really high profile incident
where the heavy news makers, like
politicians and celebrities, are involved.
Then...you'll be pushed so far into the
background that you'll be practically
invisible. But...that's okay. You want to
have as little involvement as possible in any
investigation where others can blame you for
their screw-ups.
The truth is that the detectives and scientists will come after you, and their
successes will depend largely on your preliminary report of the offense or
incident. The initial phases of any investigation are super critical, and the way
you record basic factual information; your observations; statements by others;
evidence collection, and any other actions you take will determine the success
or failure of an investigation.
successes will depend largely on your preliminary report of the offense or
incident. The initial phases of any investigation are super critical, and the way
you record basic factual information; your observations; statements by others;
evidence collection, and any other actions you take will determine the success
or failure of an investigation.
| The Length of Your Preliminary Report |
Many police officers believe a preliminary report should be brief and cover only
very basic information. Wrong...your preliminary report should include every
bit of relevant information your investigation produces. The depth of your
investigation depends only upon your investigative abilities, and the time and
resources available to you.
very basic information. Wrong...your preliminary report should include every
bit of relevant information your investigation produces. The depth of your
investigation depends only upon your investigative abilities, and the time and
resources available to you.
| The Importance of the Uniform Crime Reporting Handbook |
Knowing how to classify crimes and report them in the proper format is all
important. The proper classification of a crime will help to ensure it gets the
attention it deserves. It's sad to say, but you're going to learn that a lot of
police officers aren't very well versed in UCR. The ever increasing political
importance of crime reduction has led a lot of supervisors and police
commanders to adopt some pretty creative interpretations for crime
classifications, so your knowledge and understanding of UCR is more important
that ever before.
important. The proper classification of a crime will help to ensure it gets the
attention it deserves. It's sad to say, but you're going to learn that a lot of
police officers aren't very well versed in UCR. The ever increasing political
importance of crime reduction has led a lot of supervisors and police
commanders to adopt some pretty creative interpretations for crime
classifications, so your knowledge and understanding of UCR is more important
that ever before.
| Basic Factual Information |
Your police report is going to have labeled information fields (boxes) for you to
list basic factual information. Those fields are there for a purpose other than
balancing the graphic design of the report. You'll work with officers who think
N/A, none, and / marks should fill the majority of these fields. The
completeness and accuracy of basic factual information is important for a host
of reasons including making you look competent. For example: Follow-up
contact with a victim is important. Your victim tells you he has no telephone.
Before you write [none] in that box, ask the victim for a relative's or friend's
phone number through which he can be contacted. Ninety-nine percent of the
time, under this circumstance, your victim will be able to provide you with a
phone number.
list basic factual information. Those fields are there for a purpose other than
balancing the graphic design of the report. You'll work with officers who think
N/A, none, and / marks should fill the majority of these fields. The
completeness and accuracy of basic factual information is important for a host
of reasons including making you look competent. For example: Follow-up
contact with a victim is important. Your victim tells you he has no telephone.
Before you write [none] in that box, ask the victim for a relative's or friend's
phone number through which he can be contacted. Ninety-nine percent of the
time, under this circumstance, your victim will be able to provide you with a
phone number.
| Suspect Description |
| Name; Address; Sex; Race; Age; Date of Birth; Height; Weight; Eyes; Hair; Complexion; Identifying Characteristics |
| Date; Time, and Location of the Offense or Incident |
You're probably thinking, "This is pretty obvious." You're absolutely right,
but you'll learn that some officers don't consider accuracy that important when
recording these critical details. When you're on the scene with a victim only
moments after an offense, these details won't be a problem. However, people
sometimes wait, even when serious offenses occur, to report crimes. Rapes and
sexual assaults often fall into this category.
If and when a suspect is apprehended, these details become extremely
important. For instance: If the true date is off by just one day, that error
could establish a verifiable alibi for the suspect. Even if the error is corrected
during the investigation, it could cause problems during any prosecution.
You'll also learn that people badly estimate time by either underestimation or
overestimation. For example: You're interviewing the victim of a street
robbery. The victim tells you she can identify the suspect, because she got a
good look at him. You ask her how long she looked at his face, and she replies,
"About a minute." While she's not lying, it should be obvious to you that she's
probably overestimating the time. One minute is a very long time. A little
more effort on your part will bring that down to a more realistic 10 second
observation. You may not think it's an important detail, but if the case ever
gets to trial, the defendant's attorney will certainly make the jury aware of just
how long a minute can be.
The location of an offense should seldom be a problem since the location you'll
record is the exact location where the offense occurs or begins. Even if a victim
is abducted and taken to several locations, the location of the offense will be
where the first unlawful act occurs...in this case the abduction. Remember, so
many things are intertwined. Take this example where an abduction occurs:
The suspect forces the victim into a car at gunpoint. At this point the UCR
Crime is Aggravated Assault. If the suspect commits no other crime during
the abduction, the offense will remain Aggravated Assault. However, if the
suspect subsequently robs the victim, the UCR classification changes to
Robbery. So many officers become confused -- you need not be confused --
JUST GET THE UCR HANDBOOK. The location remains the same, your
narrative will record the additional locations.
but you'll learn that some officers don't consider accuracy that important when
recording these critical details. When you're on the scene with a victim only
moments after an offense, these details won't be a problem. However, people
sometimes wait, even when serious offenses occur, to report crimes. Rapes and
sexual assaults often fall into this category.
If and when a suspect is apprehended, these details become extremely
important. For instance: If the true date is off by just one day, that error
could establish a verifiable alibi for the suspect. Even if the error is corrected
during the investigation, it could cause problems during any prosecution.
You'll also learn that people badly estimate time by either underestimation or
overestimation. For example: You're interviewing the victim of a street
robbery. The victim tells you she can identify the suspect, because she got a
good look at him. You ask her how long she looked at his face, and she replies,
"About a minute." While she's not lying, it should be obvious to you that she's
probably overestimating the time. One minute is a very long time. A little
more effort on your part will bring that down to a more realistic 10 second
observation. You may not think it's an important detail, but if the case ever
gets to trial, the defendant's attorney will certainly make the jury aware of just
how long a minute can be.
The location of an offense should seldom be a problem since the location you'll
record is the exact location where the offense occurs or begins. Even if a victim
is abducted and taken to several locations, the location of the offense will be
where the first unlawful act occurs...in this case the abduction. Remember, so
many things are intertwined. Take this example where an abduction occurs:
The suspect forces the victim into a car at gunpoint. At this point the UCR
Crime is Aggravated Assault. If the suspect commits no other crime during
the abduction, the offense will remain Aggravated Assault. However, if the
suspect subsequently robs the victim, the UCR classification changes to
Robbery. So many officers become confused -- you need not be confused --
JUST GET THE UCR HANDBOOK. The location remains the same, your
narrative will record the additional locations.
You're going to look at a robbery report, and in the suspect description field
you'll see, "M-B-NFD" or "M-W-NFD." While the description will tell you
nothing about the suspect, it will tell you two things about the officer who wrote
the report. First, the officer is lazy, and second, the officer doesn't take his or
her job seriously. The acronym NFD for No Further Description is a favorite of
too many police officers. Of course, there are exceptions...the victim might be
blind, or the suspect could come up on the victim from behind, and the victim is
too fearful to even look at the suspect. However, this is not the usual case.
You'd be amazed how much a person takes in during stressful and potentially
deadly experiences. All you have to do is question...question...question. When
you ask a victim about the suspect's height, you already have two models to go
by. You know your height, and the victim knows his or her height. A few up
and down hand movements by the victim will end with a pretty accurate
estimation of the suspect's height. Weight is more problematic, but terms like
thin; stocky; muscular; large belly, etc. will aid in providing identifiable
information.
Here's one which many, or even most, police officers never seriously consider.
Describing the race of a suspect is not as simple as you might think. When the
suspect is white, there's a wide variation of descriptions concerning hair color,
eyes, etc. Complexion can go from pale to dark, but complexion is usually only
one of a number of characteristics. When the suspect is African-American, or
black, complexion is always listed primarily as light; medium; or dark. Here's
the problem. When you ask an African-American victim the complexion of a
black suspect, that victim will almost always describe the suspect's complexion
in comparison to the victim's own complexion. In other words, if the victim is
very dark complected, he or she will describe the suspect as light skinned when,
in fact, the suspect is medium to dark complected. All you need do is point this
out to the victim, and he or she will immediately understand and provide you
with a more accurate estimation.
It's really all up to you and how you treat a victim. Once a victim knows that
you're truly interested in getting as much information as possible, you'll be
amazed how much the victim will be able to recollect. You simply start at the
top of the head to the tip of the suspect's toes. The more detailed questions you
ask, the more details the victim will remember. Detail...Detail...Detail --
That's what a police report is all about.
Many, many years ago I was sitting at roll call when the shift commander used
me for entertainment. He read one of my reports from the previous day. The
entertainment consisted of the suspect's description. The crime was only a
larceny from auto, but the woman who witnessed the crime gave me an
extremely good description. I often took heat for my attention to detail...some
might use the word anal. Anyway, it was extensive, and everyone had a good
laugh right down to the band aid on the suspect's left cheek. Moments later, as
we hit the street, one of the officers rolled around a corner, and his attention
was immediately drawn to a young man standing on the corner. Actually, his
attention was drawn by the band aid on his left cheek. The guy hadn't even
changed his clothes from the day before. That officer told that story for years.
The moral of this story is this: Suspect descriptions are important. It's all part
of information, and information is the life blood of police work.
you'll see, "M-B-NFD" or "M-W-NFD." While the description will tell you
nothing about the suspect, it will tell you two things about the officer who wrote
the report. First, the officer is lazy, and second, the officer doesn't take his or
her job seriously. The acronym NFD for No Further Description is a favorite of
too many police officers. Of course, there are exceptions...the victim might be
blind, or the suspect could come up on the victim from behind, and the victim is
too fearful to even look at the suspect. However, this is not the usual case.
You'd be amazed how much a person takes in during stressful and potentially
deadly experiences. All you have to do is question...question...question. When
you ask a victim about the suspect's height, you already have two models to go
by. You know your height, and the victim knows his or her height. A few up
and down hand movements by the victim will end with a pretty accurate
estimation of the suspect's height. Weight is more problematic, but terms like
thin; stocky; muscular; large belly, etc. will aid in providing identifiable
information.
Here's one which many, or even most, police officers never seriously consider.
Describing the race of a suspect is not as simple as you might think. When the
suspect is white, there's a wide variation of descriptions concerning hair color,
eyes, etc. Complexion can go from pale to dark, but complexion is usually only
one of a number of characteristics. When the suspect is African-American, or
black, complexion is always listed primarily as light; medium; or dark. Here's
the problem. When you ask an African-American victim the complexion of a
black suspect, that victim will almost always describe the suspect's complexion
in comparison to the victim's own complexion. In other words, if the victim is
very dark complected, he or she will describe the suspect as light skinned when,
in fact, the suspect is medium to dark complected. All you need do is point this
out to the victim, and he or she will immediately understand and provide you
with a more accurate estimation.
It's really all up to you and how you treat a victim. Once a victim knows that
you're truly interested in getting as much information as possible, you'll be
amazed how much the victim will be able to recollect. You simply start at the
top of the head to the tip of the suspect's toes. The more detailed questions you
ask, the more details the victim will remember. Detail...Detail...Detail --
That's what a police report is all about.
Many, many years ago I was sitting at roll call when the shift commander used
me for entertainment. He read one of my reports from the previous day. The
entertainment consisted of the suspect's description. The crime was only a
larceny from auto, but the woman who witnessed the crime gave me an
extremely good description. I often took heat for my attention to detail...some
might use the word anal. Anyway, it was extensive, and everyone had a good
laugh right down to the band aid on the suspect's left cheek. Moments later, as
we hit the street, one of the officers rolled around a corner, and his attention
was immediately drawn to a young man standing on the corner. Actually, his
attention was drawn by the band aid on his left cheek. The guy hadn't even
changed his clothes from the day before. That officer told that story for years.
The moral of this story is this: Suspect descriptions are important. It's all part
of information, and information is the life blood of police work.
| The Police Report Narrative |
This is where it all comes together. Your department may have required
headings for your narrative such as a description of property taken. You may
have to continue basic information like suspect descriptions into the top of your
narrative section. Just make sure you have all your basic information
complete so that your narrative doesn't have to include information which will
detract from telling the story.
headings for your narrative such as a description of property taken. You may
have to continue basic information like suspect descriptions into the top of your
narrative section. Just make sure you have all your basic information
complete so that your narrative doesn't have to include information which will
detract from telling the story.
Some police academies teach officers to begin a narrative by rehashing a lot of
information already listed in the basic information fields. Here's an example:
On 17 Oct 06, at 1712 hrs., I, Officer Tom Jones, received a call, via
communications, to respond to 812 N. Collington Av for a report of an armed
robbery. Upon arrival, I was met by the victim, Sandra Smith, who stated that
at about 1700 hrs this date she was robbed...
information already listed in the basic information fields. Here's an example:
On 17 Oct 06, at 1712 hrs., I, Officer Tom Jones, received a call, via
communications, to respond to 812 N. Collington Av for a report of an armed
robbery. Upon arrival, I was met by the victim, Sandra Smith, who stated that
at about 1700 hrs this date she was robbed...
| Not Wrong...but needless |
Everything you just wrote should already be recorded in the basic information.
Here's how you should begin this narrative: Victim Smith reports she was
standing in the bus stop in front of 812 N. Collington Av when suspects 1 and 2
emerged from the alley adjacent to that address. Suspect 1 pulled a silver
colored revolver from his waistband and pointed it at the victim's head. Suspect
1 stated, "Give up the money, bitch." Suspect 2 walked behind Victim Smith
and pulled her handbag from her shoulder. Both suspects then fled back into
the alley escaping in an eastbound direction.
Here's how you should begin this narrative: Victim Smith reports she was
standing in the bus stop in front of 812 N. Collington Av when suspects 1 and 2
emerged from the alley adjacent to that address. Suspect 1 pulled a silver
colored revolver from his waistband and pointed it at the victim's head. Suspect
1 stated, "Give up the money, bitch." Suspect 2 walked behind Victim Smith
and pulled her handbag from her shoulder. Both suspects then fled back into
the alley escaping in an eastbound direction.
| Get to the point |
You might think that completes the narrative. It does pretty well describe
what happened, but it's not the end of your investigation. As you interview the
victim, other information may come to light which was not immediately
apparent. The victim may have observed the suspect(s) in the past at another
what happened, but it's not the end of your investigation. As you interview the
victim, other information may come to light which was not immediately
apparent. The victim may have observed the suspect(s) in the past at another
| Be concise...but complete |
Over time you should create your own format for your narratives. Make sure
you create it considering the fact that other people are reading your reports.
The information should flow smoothly. Always refer to the victim by name
[Victim Smith]. When you have multiple victims, using numbers becomes
confusing for the reader. Likewise, when you have a name of the suspect,
always use the suspect's name [Suspect Jones}. Concise doesn't mean short; it
only means that you shouldn't embellish your narrative. Don't make
observations that aren't verified by facts, and don't make cute remarks. The
amusing parts will happen automatically:
you create it considering the fact that other people are reading your reports.
The information should flow smoothly. Always refer to the victim by name
[Victim Smith]. When you have multiple victims, using numbers becomes
confusing for the reader. Likewise, when you have a name of the suspect,
always use the suspect's name [Suspect Jones}. Concise doesn't mean short; it
only means that you shouldn't embellish your narrative. Don't make
observations that aren't verified by facts, and don't make cute remarks. The
amusing parts will happen automatically:
I once responded to a domestic disturbance where the boyfriend
punched his girlfriend knocking out her two upper front teeth. After
a brief struggle with me, (he didn't struggle that hard with me) I got
him handcuffed. As we stood outside waiting for the wagon, I was
doing a complete search of his clothing. When I felt his right front
pants pocket, I felt two small objects. I paused and asked, "That's
not what I think it is...is it?" He simply rolled his head slowly toward
me and answered, "They was loose anyway." I recovered and
submitted the girlfriend's teeth as evidence. I recorded our exchange
word for word in my narrative. While that exchange could be viewed
as amusing, the Judge wasn't amused, and it got the boyfriend a year
in jail.
punched his girlfriend knocking out her two upper front teeth. After
a brief struggle with me, (he didn't struggle that hard with me) I got
him handcuffed. As we stood outside waiting for the wagon, I was
doing a complete search of his clothing. When I felt his right front
pants pocket, I felt two small objects. I paused and asked, "That's
not what I think it is...is it?" He simply rolled his head slowly toward
me and answered, "They was loose anyway." I recovered and
submitted the girlfriend's teeth as evidence. I recorded our exchange
word for word in my narrative. While that exchange could be viewed
as amusing, the Judge wasn't amused, and it got the boyfriend a year
in jail.
Remember, no information is irrelevant as long as it is pertinent to your
investigation. If you develop information which contradicts other information
in your investigation, record that information. No investigation is free of
contradictions. Your recognition and attention to contradictions only shows
your thoroughness. The earlier contradictions are noted, the quicker they'll be
resolved.
investigation. If you develop information which contradicts other information
in your investigation, record that information. No investigation is free of
contradictions. Your recognition and attention to contradictions only shows
your thoroughness. The earlier contradictions are noted, the quicker they'll be
resolved.
| Neatness counts |
If you're writing your field reports by hand, neatness does count. Even
beautiful handwriting can be difficult to read. Most peoples' handwriting is just
plain terrible. Learn to print -- preferably in upper case. Your written reports,
no matter what the process used, is a measure by which others will view your
knowledge and competence. It's all really very simple. Make the reader
believe he or she is there watching the events unfold, and make the words
readable.
beautiful handwriting can be difficult to read. Most peoples' handwriting is just
plain terrible. Learn to print -- preferably in upper case. Your written reports,
no matter what the process used, is a measure by which others will view your
knowledge and competence. It's all really very simple. Make the reader
believe he or she is there watching the events unfold, and make the words
readable.
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When a person becomes a
victim of a crime of
violence, it's an
extremely traumatic
experience. Sometimes
the victim will be upset
and talk at length without
providing much relevant
information. Other times
the victim will be
subdued, and he or she
will offer very little
information. Either way,
it is up to you to obtain all
available information
regarding the crime and
victim of a crime of
violence, it's an
extremely traumatic
experience. Sometimes
the victim will be upset
and talk at length without
providing much relevant
information. Other times
the victim will be
subdued, and he or she
will offer very little
information. Either way,
it is up to you to obtain all
available information
regarding the crime and
the suspect(s) from the victim. Believe it or not, some officers will wait for the
victim to do the officer's job for him or her. The officer might ask the victim,
"How old is the suspect," and the victim replies, "I don't know." You'd be
surprised how many officers will take that answer for omitting any age in the
suspect description. As a police officer, you should already realize that the
suspect is probably between the ages of 15 and 50. From here, it's just a simple
task to get the victim's estimation of the suspect's age.
victim to do the officer's job for him or her. The officer might ask the victim,
"How old is the suspect," and the victim replies, "I don't know." You'd be
surprised how many officers will take that answer for omitting any age in the
suspect description. As a police officer, you should already realize that the
suspect is probably between the ages of 15 and 50. From here, it's just a simple
task to get the victim's estimation of the suspect's age.
location. Your canvass of
the neighborhood may
reveal witnesses to the
robbery. Even if you
locate no witnesses to this
crime, your conversation
with residents may reveal
additional information
about the suspects from
their physical
descriptions. You identify
every person you speak
with and list that
information in your
report; you leave a
business card with each
the neighborhood may
reveal witnesses to the
robbery. Even if you
locate no witnesses to this
crime, your conversation
with residents may reveal
additional information
about the suspects from
their physical
descriptions. You identify
every person you speak
with and list that
information in your
report; you leave a
business card with each
person you interview. Investigation can become an addictive process -
hopefully - and the more of it you do, the better at it you'll become.
Sure...some people won't share information with you, but a lot of others will.
However, those others aren't going to volunteer the information. They've got
to be asked.
hopefully - and the more of it you do, the better at it you'll become.
Sure...some people won't share information with you, but a lot of others will.
However, those others aren't going to volunteer the information. They've got
to be asked.
| Copyright © 2006 - 2008 - Barry M. Baker - CareerPoliceOfficer.com |
| Disclaimer |
| CareerPoliceOfficer.com is not responsible for the contents of any linked site or any link contained in a linked site, or any changes or updates to such sites. Links are provided only as a convenience, and the inclusion of any link does not imply endorsement by this site. |
The Elements of Style
Amazon.com
Composition teachers throughout the English-speaking world have been pushing this
book on their students since it was first published in 1957. Co-author White later
revised it, and it remains the most compact and lucid handbook we have for matters
of basic principles of composition, grammar, word usage and misusage, and writing
style.
Amazon.com
Composition teachers throughout the English-speaking world have been pushing this
book on their students since it was first published in 1957. Co-author White later
revised it, and it remains the most compact and lucid handbook we have for matters
of basic principles of composition, grammar, word usage and misusage, and writing
style.