3. Investigative Reports

Definition of Terms

  1. Investigative Reporting: An objective statement of an investigator’s findings; an official record relevant to the investigation submitted to a superior.

  2. Communication: The use of spoken or written language to exchange ideas or information.

  3. Report: A detailed account based on observation or inquiry regarding an event or situation.

  4. Reporting: The act of knowingly passing information to someone else.

  5. Report Writing: A communication tool for expressing thoughts and obtaining information.

  6. Fact: An observation or investigation-proven occurrence.

  7. Note Taking: Brief notations of events recorded while the details are fresh for report preparation.

  8. Chronological Order: Arranging events or actions by their occurrence time.

Importance of Investigative Reporting

  • Preparations Needed:

    • Serves as a record for police administrators for planning and organizing duties.

    • Valid as legal documents in criminal prosecutions.

    • Useful for other agencies and local media requiring access to documents.

    • Reflects the author's personality and can provide a foundation for research.

Preparations Needed in Report Writing

  1. Review and organize notes.

  2. Create an outline in chronological order.

  3. Ensure completeness of information.

  4. Write the actual report.

Criteria of a Good Investigative Report

  • Must be grammatically correct.

  • Suitable use of abbreviations.

  • Avoid slang or unnecessary technical jargon.

Requisites of a Good Investigation Report

  1. Accuracy: True representation of facts.

  2. Completeness: Address the five W’s and one H.

  3. Brevity: Exclude irrelevant materials.

  4. Fairness: Present facts as discovered.

  5. Form and Style: Easy-to-read arrangement.

  6. Clarity: Simple language and format.

  7. Specificity: Use specific terms for detailed understanding.

  8. Timeliness: Prompt completion of reports.

Types of Report Writers

  • Those who write without thinking.

  • Those who think and write simultaneously.

  • Those who plan before writing.

Contents of Investigative Reports

  • Heading

  • Memorandum

  • Address Block

  • Subject of the report

  • Authority

  • Matters to be investigated

Supervision of Reports

  1. Assuring Good Reports:

    • Leadership support for quality reporting;

    • Set clear standards for reporting expectations.

  2. Protecting Department Reputation:

    • Quality reports counter false accusations.

    • Reflect positively on officers and department.

  3. Supervision Methods:

    • Implement tickler systems and assignment records;

    • Ensure all reports are reviewed and signed by supervisory officials.

Basic Types of Investigative Reports

  1. Spot Report: Immediate report post-incident revealing basic facts.

  2. Progress Report: Ongoing investigation action report.

  3. After Operation Report: Summary post-police operations leading to arrests.

  4. Final Report: Comprehensive document detailing the investigation and recommendations.

Other Types of Investigative Reports

  1. Flash Alarm: Quick report on an incident filed by a victim or witness.

  2. Referral Notes: Records of incidents or important events during duty.

  3. Coordination Report: Formal coordination with other operational agencies.

  4. Case Referral Report: Endorsement to the Prosecutor's Office, outlining case details and evidence.