Try to do your write-up using word processing software. It will look neater and you’ll be able to use spellcheck to polish it when you’re finished. If you write your report by hand, print clearly instead of using cursive.
If you can’t write the report on the day that the incident happened, record some notes about what happened to help you when you do write the report.
The time, date and location of the incident (Be specific. Write the exact street address, etc. ). Your name and ID number Names of other officers who were present
For example, a report might say: On 8/23/10 at approximately 2340, officer was assigned to 17 Dist. response vehicle. Officer was notified via radio by central dispatch of a 911 call at 123 Maple Street. Officer was also informed by central dispatch that this 911 call may be domestic in nature.
For example, an officer’s report could say: Upon arrival, I observed a 40 year old white male, known as Johnny Doe, screaming and yelling at a 35 year old white female, known as Jane Doe, in the front lawn of 123 Maple Street. I separated both parties involved and conducted field interviews. I was told by Mr. Johnny that he had come home from work and discovered that dinner was not ready. He then stated that he became upset at his wife Mrs. Jane for not having the dinner ready for him.
Use specific descriptions. For example, instead of saying “I found him inside and detained him,” write something like, “I arrived at 2005 Everest Hill at 12:05. I walked to the house and knocked on the door. I tried the knob and found it to be unlocked. . . "
Police officers often have to write reports about auto accidents. It can be much clearer to illustrate with a picture or a diagram how the accident occurred. You can draw a picture of the street and use arrows to show how where each car was headed when they hit each other.
For example, instead of saying “when I arrived, his face was red,” you could say, “when I arrived, he was yelling, out of breath, his face was red, and he seemed angry. ” The second example is better than the first because there are multiple reasons someone’s face is red, not just that they are angry.
Even though it is hearsay, make sure to write down what each individual at the scene said to you. It may be important, even if he or she is lying. Include any information about the witness’ demeanor, in case what he or she told you becomes controversial.
Use the party’s name when possible, so you can avoid confusion when talking about multiple people. Also, spell out abbreviations. For example, say “personal vehicle” instead of “P. O. V. ” (personally owned vehicle), and “scene of the crime” instead of “code 11,” which is a police term for “on the scene. ”
Preserve your integrity and the institution you represent by telling the truth.
For example, if you forget to include the one party’s reason why the argument started, then that would leave a gap.
For example, if you included phrases that start with “I feel” or “I believe,” then you would want to remove these to eliminate any bias in your report.
If you have to mail or email your report, follow up with a phone call within a 10 day period. Do this to make sure your report was received.
