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Report Writing

Manual

Sacramento State Police Department

Revised February, 2014

SACRAMENTO STATE POLICE DEPARTMENT REPORT WRITING MANUAL PART I GENERAL REPORT WRITING GUIDELINES

Statistical Analysis

Police reports assist police and civilian administrators as well as the campus community by providing statistical information for analysis of crime trends, equipment needs, manpower issues, continued professional training requirements, and assist in the evaluation of officer performance.

CHARACTERISTICS OF AN EFFECTIVE POLICE REPORT

On a daily basis, police officers are faced with a variety of events and incidents. At each one, officers are required to make significant decisions, oftentimes without delay, and while under stress or the benefit of all the facts regarding the situation. For this reason, crime and incident reports must reflect the details of the specific crime or incident for further reference and use. While the details of every incident or crime report will likely vary, there are six characteristics that all effective reports have in common. An effective police report is always:

1. Factual. A police report is an objective accounting of the relevant and observed facts of the case, and any conclusions made by the reporting officer must be supported by articulated and documented facts. Unsubstantiated opinions or conclusions are never to be included in an effective report.
2. Accurate. The decisions and actions taken as a result of the report must be supported by accurate information contained in the report. If any information is inaccurate, the credibility and reliability of the report will likely be jeopardized. Accuracy is achieved by carefully, precisely, and honestly reporting of all relevant information.
3. Clear. A police report speaks for the reporting officer when he or she is not present. There should be no doubt or confusion regarding what happened during an incident or crime, based upon the content of a police report. Clarity in report writing is achieved by clear and logical organization of information, the judicious use of simple, common, and first person language, and effective writing mechanics.
4. Concise. Reports should be brief but also contain all relevant information necessary for a complete understanding of the crime or incident, without additional explanation. Brevity should never take precedence over accuracy, completeness, or clarity in report writing. 5. Complete. A complete report will contain all the relevant facts, information, and details that the reader will need to have in order to have a comprehensive understanding of the crime or incident described in the report. The report is complete when it is a complete word picture of the incident, there are no questions left unanswered by the reader, officer actions are explained and justified by the contents of the report, and both supporting and conflicting information is included.
5. Timely. No decisions can be made or actions taken regarding an arrest or request for follow up investigation if a report is not submitted in a timely fashion.

FIELD NOTES

An officer’s field notes are the original source documents used to write a police report. For this reason, if field notes are incomplete, poorly organized, or illegible, they will be of little use to the officer in writing the resulting police report. For this reason, field notes should always be taken at the scene, especially when interviewing suspect, victims or witnesses, and whenever the officer wishes to remember specific details at a later time.

When writing field notes, officers should consider that field notes are typically more reliable than memory, especially since reports are typically written several hours after a specific incident or crime has occurred. This time lapse can often cause an officer to easily forget or confuse certain types of information, especially times, observations, addresses, and key words and phrases from statements. Moreover, the judicious use of field notes can minimize or even eliminate the need to recontact the involved parties in a case at a later time. Every event, incident, and crime is different, and for this reason, the facts and information needed by the officer to write a police report is different. However, field notes should always be able to answer the questions what, where, when, who, how, and why regarding the incident. Regardless of how the individual officer decides to take field notes, the following information is a snapshot of the items that should be included in field notes. Basic Information Additional Information Victims and Witnesses  Full name  Age  Date of birth  Race  Sex  Telephone numbers (home, work, cellular)  Address  Email address(es)  How to contact by telephone or in person  Best place to contact  Best time to contact  Place of employment (including name and telephone number) Occurrence (^)  Type of crime  Location  Date and time of incident  Was physical evidence handled by officer, suspect, or victim?  Disposition and chain of custody for all evidence  Suspect direction of travel  Type and description of weapons  Threats made with weapons  Direct statements made by suspect  Case number  Assisting officer’s actions (and supplements, if necessary) All persons involved:  Informants  Reporting party  Victims  Witnesses  Suspects, if known  Officers  Outside agencies and members of outside agencies  Medical personnel  Members of the media

a case, because the existence of certain crime elements may only be revealed from the statements of witnesses, victims, and the suspects of a case. An effective field interview should generally follow the following five step format.

1. Separate the involved parties. This minimizes distractions and interruptions. Separating the involved parties also focuses their attention on speaking to the officer, rather than each other, and also minimizes manipulation of witness statements by other involved parties.
2. Establish rapport. Be courteous, considerate, and patient. Briefly tell the person being interviewed why the interview is being conducted, and describe the interview process to the individual.
3. Listen attentively. Ask the person what happened, and allow them to talk about it freely. Let them explain it in terms that they understand. Be sure to keep the person focused on the main subject being discussed in the interview. If they begin to get off topic, guide the person back to the subject, and always use active listening skills to encourage the person to talk. Listen carefully, and pay attention to the details of the incident. Don’t take notes at this point in the interview!
4. Take notes/Ask questions. Ask the person to repeat their account of what happened, but stop the person and ask questions for clarification, where necessary. Take notes, but write in short, simple statements, highlighting the important thoughts or ideas. Be sure to obtain accurate identification information for the person at this point, and ask any additional questions that are necessary for clarification.
5. Verify information. Repeat specific information to the person being interviewed from the notes taken in the previous step, to ensure accuracy, and give them an opportunity to add facts. Be sure to confirm direct quotes, time relationships, weapons information, and physical descriptions of suspects. Be sure to verify any changes made in this stage. It is important to note that while some officers may elect to record an interview with a digital voice or tape recorder, the use of a recorder may inhibit an individual from talking freely. Also, electronic devices can malfunction or fail, thereby eliminating the information from the interview. If interviews are recorded, officers should also take written notes as a backup in the event of mechanical or device failure.

IMPORTANT FIELD INTERVIEW SKILLS

One of the most important skills that officers are required to have while conducting a field interview and taking field notes is determining the difference between opinions, facts, and conclusions in a statement given by a suspect or witness. Another important skill is being able to determine what information is relevant to the case or incident. Opinions are statements that can be open to interpretation, or expresses a belief not supported by the facts of a case, while a fact is a statement that can be verified or proven by the facts of the case. A conclusion is a statement that is based upon the analysis of opinions and conclusions, and a conclusion should always be accompanied with the supporting facts and opinions.

Generally, relevant facts typically establish the facts of the case or elements of the crime. Irrelevant facts, on the other hand, usually furnish details that are not elements of the crime, or provide information that may dilute the facts of the case.

QUESTIONS ANSWERED BY AN EFFECTIVE REPORT

The facts and questions that an officer includes in his or her field notes should typically provide the foundation for an effective police report. As discussed earlier, an effective police report should always answer the questions who, what, where, when, how, and why. If any of the six questions cannot be answered by the officer’s report, the report should contain as much information as possible, as the information can prove to be vital to investigators, attorneys, and other users of the report. The following table presents examples of the specific facts and information that can be included in the body of the report to help answer of the six questions. It is not intended to be all inclusive, and used as a guide. Specific crimes or incidents will require certain information that should be noted by the investigating officer in the report. Supporting Facts/Information What  was the crime that was committed?  are the elements of the crime?  were the actions of the suspect before and after the crime?  actually happened?  do the witnesses know about it?  evidence was obtained?  was done with the evidence?  weapons were used?  action did the officers take?  further action should be taken?  knowledge, skill or strength was needed to commit the crime?  other agencies were notified?  other agencies need to be notified? When (^)  was the crime committed?  was the crime discovered?  were the involved parties notified?  did the involved parties arrive at the scene?  was the victim last seen?  was the suspect last seen?  did officers arrive?  was any arrest made?  did witnesses hear anything unusual?  did the suspect decide to commit the crime?

Supporting Facts/Information How  was the crime committed? (e.g., force, violence, threats, etc.)  did the suspect leave the scene? (e.g., on foot, by car, etc.)  did the suspect obtain the information necessary to commit the crime?  was the crime discovered?  was entry made? (e.g., smashing, breaking, key, etc.)  was the weapon/tool for the crime obtained?  was the weapon/tool used?  was the arrest made?  much damage was done? Why (if known) (^)  was the crime committed?  was a certain weapon/tool used?  was the crime reported?  was the crime reported late?  were witnesses reluctant to give information?  is the suspect lying?  did the suspect commit the crime when she/he did?  did the suspect commit the crime where she/he did?

FUNDAMENTAL REPORT CONTENT

As previously stated, every crime or incident is different, and as a result, each report will require different information to complete a total word picture about the incident. However, every report should have certain content elements, regardless of the crime that was committed. The following general content elements are fundamental to an effective report, however, it should be noted that in some crimes or incidents, a specific element may not be applicable.

1. Initial information. This should establish how the officer became involved with the specific incident and additional background information. The initial information should also describe the officer’s immediate observations and any actions they took upon arrival at the scene.
2. Identification of the crime or incident. Always include the facts that are necessary to show that the specific crime or incident has taken place. The report should include the common name of the crime, the statutory reference number and the required elements necessary for the crime to be complete.
3. Identification of the involved parties. Regardless of the type of report, the report should always identify the reporting persons, victims, witnesses and suspects, if known. Always include full names, address, home, work and cellular telephone numbers. Include alternate contact information, such as work or school addresses, email addresses, and their role in the incident.
4. Victim/witness/suspect statements. Summary statements of all involved parties should be taken and direct quotes used, where necessary. Statements should always include the details of the events, from their own perspective.
5. Crime scene specifics/description. Crime scene specifics are necessary to accurately re‐ create the scene and events of the crime. Include photographs, where possible, and include the locations of physical evidence prior to collection. Photographs should be printed for inclusion with the report, and booked as property as evidence, where applicable.

6. Property information. Property information should include the color, make, model, serial number, approximate value, and full descriptions where possible. Details pertaining to stolen or recovered property, as well as property booked for safekeeping, and property booked as evidence should always be included in the report, and entered into CLETS, were applicable.
7. Officer actions/observations. Include descriptions and observations of all actions related to the incident. If multiple officers responded to a crime or incident, each officer involved should include a supplement that details their own actions at the incident or crime, and the supplement should be submitted for inclusion with the master report. All reports, whether a master report or supplemental report, should be written from the perspective of the writing officer, and detail their own personal actions or observations

RECOMMENDED GRAMMAR FOR REPORTS

An effective report must always exhibit the writer’s command of the English language, and be relatively free of errors in sentence structure, grammar, and other writing mechanics, and the more effective the officer’s command of the written language, the greater the clarity of the written report. Due to the large number of grammatical guidelines in the English language, officers should have a basic understanding of the basic building blocks of sentence structure when writing reports.

Nouns

Nouns are naming words, and could be used to identify people, places, or things.

Proper nouns

Proper nouns refer to specific places persons, or things, and always should begin with a capital letter. When referring to a specific person within a report, officers should use proper nouns. After the proper noun has been used once, just the last name may be used when referring to the same person.

Pronouns

Pronouns are words that substitutes for a noun or proper noun. There are two types of pronouns primarily used in report writing.  First person pronouns. First person pronouns are used when referring to the officer writing the reports. Some examples are I/me/mine/my and we/our/ours/us (when riding with a beat partner). First person pronouns can also be used within quotes to refer to the person speaking (Wilson told me, “I ran as fast as I could.”). Officers should always use first person pronouns when referring to themselves, because by doing so, the reader has a clear understanding of the officers actions.  Third person pronouns. Third person pronouns refer to the person, place or thing being written about. Examples are he/his/him, it/its and they/their/them. Third person pronouns must always agree and clearly refer to the noun or proper noun that is directly before it.

Tense

Since most investigative reports are written about things that have already happened, the words that are used should clearly indicate the events occurred in the past. This is expressed through the tense of the action words (or verbs) in the report. Tense can be either present or past tense.

family room when her husband went to see who was at the door. door when he heard the man on the other side begin to shout.

Transitions

Transitions are words or phrases that show relationships between thoughts, sentences, or paragraphs. By selecting appropriate transitional words, officers can help readers move smoothly and logically from detail to detail and sentence to sentence within the report. The following table suggests a few of the possible transitional words and phrases officers may use within their reports. Type of Transition Words/Phrases Examples Time  Immediately  In the meantime  At the same time  When  Before  Prior to Caster said he noticed the door was not completely shut, so he decided to find out why. Immediately after entering the room, he saw the window was broken. Place  Near  Beyond  Next to  Under  Behind  Around Caster said he saw broken glass on the floor under the window. Near the glass, he saw a large brick. Order  Finally  In addition  Lastly  First  Then  Further In addition, Caster saw his laptop computer was not on the desk where he left it the night before.

Concrete vs Abstract Words

Reports should be written using simple, common, and concrete language whenever possible. The use of simple language can help keep reports concise and brief, and addresses relevant information quickly and clearly. The following table presents examples of abstract words and phrases, along with more concrete alternatives. Abstract Words Concrete Words A number of … Seven… At a high rate of speed… 75 MPH… Appeared intoxicated… Breath smelled of an alcoholic beverage…

Abstract Words Concrete Words Hostile behavior… Repeatedly struck at officers… Physical confrontation… Fight… Verbal altercation… Argument… Extensive record… Six DUI offenses over two years… Employed… Used… Dispute… Argument… Inquired… Asked… In the vicinity of… Near… Articulated… Said, told… Hit… Punched, slapped or clubbed…

Homonyms

Homonyms are words that sound the same, but have different meanings. There are a number of frequently used words that sound alike, but have completely different spellings and meanings. When writing reports, officers should ensure that they are using the correct word for what they are trying to express. The following table identifies the most commonly confused sound‐alike words. Words Definitions Examples Accept To take with approval, or agree to I accepted the medal with pride Except To omit or exclude; preposition meaning ‘but’ We did everything except interview the witnesses. Access An approach, admittance, or route There is an access road running east to west in front of the drug store. Excess Surplus; an amount greater than wanted The amount of cocaine found was in excess of what had been initially reported. Advice Worthy suggestion or information; noun My sergeant gave me advice on how to handle the situation. Advise To give suggestions, data or counsel; verb My sergeant advised me on how to handle the situation. Affect To act upon or produce change or influence; verb The suspect was affected by the pepper spray. Effect Result of cause; belongings; noun Dilated pupils are a physical effect of the drug. The coroner removed the personal effects from the victim. Allude Make reference to The witness alluded to the suspect’s collection of guns. Elude To escape or evade The suspect eluded arrest by going into a store.

Words Definitions Examples Pane Window glass set in a frame The burglar had broken the pane to gain access to the house. Passed To move forward or around; to circulate As we pursued the suspect, we passed four other vehicles on the freeway. Past History; ended or accomplished, beyond The suspect had a number of past convictions. Personal Belonging to someone The suspect’s personal effects were booked into property. Personnel Company’s employees The department had a personnel meeting. Precede To go before in time, place or rank The burglary preceded the rape. Proceed To advance, go toward The burglary then proceeded to the bedroom. Pride Self‐esteem The officer took great pride in his work. Pried To raise, move, or force with a lever (past tense of pry) The burglar pried the window open with a screwdriver. Principal Chief official; chief actor or perpetrator present at time of crime Gary Moreno was the principal person involved in the burglary. Principle Rule of conduct; law of nature or scientific fact Police officers are expected to uphold high moral principles. Quiet Still or silent When we arrived at the dispute, the house was quiet. Quite To a great degree; completely The suspect was quite agitated and began sweating. Scene Location of an event The officers secured the crime scene. Seen Past tense of “to see” (sight) The suspect was seen running from the house. Steal To take without permission Robbery and theft are forms of stealing. Steel Strong alloy of iron The pipe was made of steel. Than Introduces comparative clauses The suspect was taller than me. Then Designates time (next) The suspects then fled from the bank on foot. There At or in that place; to, toward, or into Morez went there after she talked

Words Definitions Examples that place with the officer. They’re Short form of ‘they are’ The woman said, “They’re going to shoot him.” Their Possession of them, by them The brothers went by their home on their way to the corner. Threw Past tense of “throw” She threw the vase at her husband. Through Motion from side to side or end to end within something The suspect ran through the mall to evade arrest. To Movement toward a place, person, or thing The victim stated he was going to the grocery store when he was stopped. Too Also, besides, in excessive degree The reporting party stated that the noise was too loud for her to hear the person talking Two The number two (2) The building had two entrances Waist Part of the body between the ribs and the hips The suspect grabbed the victim around the waist and wrestled her to the ground. Waste To consume, weaken, or squander She wasted water by washing her car twice every day. Weak Not strong His use of heroin left him very weak. Week Seven days’ duration The suspect stalked his victim for three weeks. Your Belongs to a specific you or a specific person Young heard Johnson say, “Your dog is on my property again.” You’re Short form of ‘you are’ The officer said you’re under arrest. Wave To signal She waved to her neighbor. Waive To surrender or relinquish She waived her Miranda rights.

PROOFREADING

Proofreading may seem time‐consuming, tedious, and difficult, but when writing reports where accuracy, clarity, and completeness are important, proofreading is critical. It is a difficult skill to master, yet one that cannot be overlooked. When proofreading a report, special attention should be devoted to ensure that the following basic questions are answered:  Are the correct crimes cited in the report?  Is the information in the proper order?

SACRAMENTO STATE POLICE DEPARTMENT REPORT WRITING MANUAL PART II INSTRUCTIONS FOR REPORT FORM COMPLETION

COMPLETION OF THE REPORT DISTRICT ATTORNEY COVER SHEET

The district attorney cover sheet shall be completed for all reports that are to be submitted to the Sacramento County District Attorney for prosecution. NOTE: The responsibility for delivery of department reports to the District Attorney’s office in a timely manner rests with the day shift supervisor or officer in charge, and the department detectives’ office. The district attorney cover sheet shall be completed according to the following instructions.

DISTRICT ATTORNEY COVER SHEET INSTRUCTIONS

Offense. Enter the applicable numerical code section and source for the crime being reported. If multiple crimes are being charged, this field shall contain the most serious offense. Report Number. Enter the CSUS Police Department report number, preceded by the two digit year. In Custody Checkbox. Check this box if the case involves an in‐custody arrest. Cite & Release Checkbox. Check this box if the case involves a cite and release. Warrant Request Checkbox. Check this box if the case is a warrant request. Attn: Enter “Intake District Attorney”. Date/Time of Offense. Enter the date and time the offense being charged was committed. Date/Time of Arrest. Enter the date and time the suspect was arrested. If the request is a warrant request, leave blank. Victim #1. Enter the last name, first name, and middle name of the primary victim. Victim #2. Enter the last name, first name, and middle name of the secondary victim. If there is no secondary victim, leave blank. Suspect. Enter the last name, first name, and middle name of the suspect. Age. Enter the age of the suspect. Charge. Enter all charges and source for the crime or crimes being reported. Enter one charge per line. CII #. Enter the CII number for the suspect, if the suspect has one. XREF#. Enter the Sacramento County XREF number. An XREF must be created for the suspect before the case can be taken to the Sacramento County District Attorney’s Office. Contact CSUS Police dispatch for creation of an XREF number, if the suspect does not have one. Rap Info Enc Checkbox. Check this box if the NCIC criminal history information is enclosed with the report. NCIC criminal history information is required before the case can be taken to the Sacramento County District Attorney’s Office. Rap Info Ordered Checkbox. Obsolete. Do not use. Rap Info No Rec Checkbox. Check this box if the suspect does not have any criminal history. Case Summary. Enter a short description that accurately describes the case and outlines all charged sections. Submitting Officer. Enter the first initial, last name, and badge number of the submitting officer. Detail. Enter “Patrol” or other current assignment. Phone. Enter the ten digit department telephone number. Reviewing Officer. Enter the first initial, last name, and badge number of the reviewing officer. Date/Time Submitted. Enter the date and time the report was reviewed by the reviewing officer.