TECHNICAL ENGLISH 2:

(LEGAL FORMS)

ATTY. REYNALDO M. ESMERALDA, RCrim.

2025
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 MODULE I
BASIC CONCEPT OF LEGAL FORMS
COURSE DESCRIPTION: This course covers the different legal forms
or legal documents used by various agencies of the government
including judicial and quasi-judicial bodies, and private
institutions.
Specifically, the course covers the importance of police report
writing, internalized the concepts of legal forms which includes
Judicial Affidavit, Affidavit of Complaint, Deposition of Witness,
Affidavit of Arrest, Application of search warrant, memorandum for
preliminary investigation, motion for reconsideration, notice of
appeal and similar forms: The functions and application of police
report writing in investigative process and the application of new
technology in Crime Information Reporting and Analysis System
(CIRAS).
COURSE OBJECTIVES:
1. Use and Create the following legal forms but are not limited
to: Affidavit of Arresting Officer, Complaint Affidavit,
Affidavit of Witness, Application for Search Warrant,
Affidavit after execution of search warrant issued,
Application/Petition to Wire Tap, Affidavit of Desistance,
Reply/Answer Affidavit, Rejoinder Affidavit, Counter
Affidavit, Affidavit of Denial for NBI Clearance, Affidavit
of Undertaking, Affidavit of Loss, Deposition of Witness,
Affidavit of Disinterest persons, Judicial Affidavit, Memo
for Preliminary Investigation, Motion for Reconsideration,
Petition/Application for Compulsory Confinement for Drug
dependent, Petition/Application for Voluntary Confinement for
Drug dependent, Application for Voluntary Confinement for
Drug dependent thru Representation
2. Use and design the parts of an affidavit, legal
responsibilities, obligations, and liabilities of making or
executing affidavits and petitions, requirements in the
verification, and certification of statements.

Important Terms:
 Technical Writing

✓ The word Technical comes from the Greek word "techne"

that means "skill". Technical writing then is a form of
technical skills and is used in fields like the military,
police, computer industry, robotics, finance, consumer
electronics, biotechnology and many other fields.

The term “technical” as explained by Isaias Alma Jose refers

to the discipline within the specific field of science (e.g.

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 Police Science). Hence, in Technical English, discipline is
involved because the subject matter to be written falls
within the general field of science—police action and crime
investigation.

✓ It is a form of communication in a specific field (like

Criminology).

✓ It conveys a particular piece of information, a

particular purpose and a particular group of specific
readers.

 Police Report Writing

✓ It is considered as the “backbone of criminal

investigation and prosecution”. It is considered
technical writing, and as such, you will need to develop
special skills and techniques.

✓ Quite literally, the success of police operation depends

upon the quality of your reports and your ability to
write effectively.

✓ We rely on written reports to relay information to our

superiors, co-workers, the courts and numerous other
agencies.

✓ POLICE REPORT
▪ According to Dr. Oscar Soriano, report is basically
a story of actions performed by a man.
▪ A police report is a story of actions performed by
the police written in a chronological or step by
step account of an incident that transpired at a
given time and a given place.
▪ It is also defined as an account of an
investigation, of an official statement of facts.
▪ In any event, police report has become one of the
most significant processes in modern police
operations.

OTHER DEFINITIONS OF POLICE REPORT:

1. Police Report is any written matter prepared by
the Police involving their interaction with the
community.

2. Police Report is an exact narration of facts

discovered during the course of crime

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 investigation which serves as a permanent
written record for future reference.

3. Police Report is a permanent written record of

police activities classified as informal and
formal which communicates important facts
concerning people involved in criminal
activities.

 What are Legal Forms?

✓ Legal means conforming to or permitted by law and Forms

means a printed or typed document with blank spaces for
insertion of required or requested information.

✓ Legal form is a
prototype of an
instrument to be
employed in a legal
transaction or a
judicial proceeding
that includes the
primary essential
matters, the
appropriate
technical phrases or terms, and any additional material
required to render it officially accurate, arranged in
suitable and systematic order, and conducive to
adaptation to the circumstances of the particular case.

✓ These could be in the forms of Acknowledgement and Jurat,

Affidavits, Sales of Realty, Sales of Personal Property,
Mortgages, Powers of Attorney, Special Contracts and
Agreement, Gratuitous Contracts and Dispositions,
Partnerships and Corporation, and Complaints in Criminal
Cases. Official notices may also be considered as legal
forms such as Summons, Appearance Notice, Subpoena,
Warrant of Arrest, and Search Warrant (Bajado – Nano &
Pioquinto, 2014).

Importance of Legal Forms

 Legal forms in criminology are the application of legal forms
in general in the criminal due process serving as binding
written documents used in legal proceedings and usually utilized
in relation to the conduct of law enforcement. [Conducting
criminal investigations]

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 Moreover, Legal forms is also a subject included in curriculum
of the criminology program in preparation for their practice as
soon to be law enforcers.
 The memory of people is short.
Parties to a verbal agreement
often disagree as to what they
have agreed several months or
years after they have entered
into a verbal agreement. To
avoid such situation and in
order to have a clear guide and
evidence of the terms they
have agreed, lawyers, or even
the parties themselves,
request a written agreement
for their contract or legal transaction. Moreover, form is
important when the law requires a document or other special
form. And when the law requires that a contract be in some form
in order that it may be valid or enforceable, or that a contract
be proved in a certain way, that requirement is absolute and
indispensable. In the same way, judicial proceedings make use
of forms as documentary requirements and evidence for these
proceedings, containing therein legally binding information.

 Importance in Law Enforcement:

1. Serve as basis for Prosecution – since it is the first
document that prosecutor examines before deciding whether a
charge shall be made, or a case submitted for trial
2. Serve as Source of Statistical Information – reports are
gathered to determine crime trends and provide statistical
information on crime incidents in a particular location in
consideration of other variables as population, income class
and standard of living. Crime statistics serves as the basis
in police operational decisions
3. Serves as Reference for Development of Operational
Strategies, Policy Changes and Training Program Formulation
- since it is a reliable tool in management’s decisions to
institute tactical changes, update policies and enforce more
stringent rules relevant to the public safety officer’s job.
4. Useful to Media – it is an important source of news for public
information purposes.
5. Basis for Performance Evaluation - public safety officer will
be judged by the superior based on the quality reports
submitted.

Classification of Legal Forms

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  The term “Legal Forms” covers the study of:

1. Business Forms are used in conveyancing, or of the forms of

deeds, instruments or documents creating, transferring,
modifying or limiting rights to real as well as personal
properties, and other forms related to business contracts or
transactions (Suarez, Rolando A, 2007). A Business Contract
is an agreement in which each party agrees to an exchange,
typically involving money, goods, or services. Sales
agreement and service agreements are common examples of
business contracts.

2. Judicial Forms refer to forms which pertain to different kinds

of pleadings, applications, petitions, affidavits, motions,
and the like. Furthermore, Judicial forms include forms in
Ordinary Civil Actions, Special Civil Actions, Special
Proceedings and Criminal Actions(Suarez, Rolando A., 2007).

Principles of Effective Report Writing

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. Accuracy - It is the use of words for a particular purpose. It

also refers to correctness in both information and words use
(syntax, spelling, grammar). It also means using the exact words
meant to express your intended meaning. Choose the words exactly
or are suited for your idea and circumstance. Let your readers

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 or listeners feel and experience what you are trying convey or
what you are trying to express.
When you are referring to an act, which is a violation to the
Revised Penal Code, and the act or omission is serious, it is a
“crime”. When it is a violation or breach of Special Laws then
you call the same action an “offense” when you seem to judge it
less seriously. When you want the readers appreciate it as
against the teaching of the church or religion, then it is
referred to as “sin” and “misdemeanor” if it is a violation of
an ordinance. When you are referring to behavior, which degrades
or corrupts the person involved and it becomes habitual, you
label it as “vice”.
When reporting an accident “the speeding ten-wheeler truck run-
over the man”, the writer must not mistake the context as “the
man run-over the speeding ten-wheeler truck”.

3. Brevity/Conciseness – It is the conciseness of the

communication. Reader’s tire of wading through a stream of
verbiage in search for the nuggets of sense. Avoid padded
phrases. Outright redundancy duplicates words that exactly the
same. To express much in a few words as possible – to be brief
but substantial. Another term for this is compact. This means
exclusion of irrelevant information.
Take note of the following sentences:
1. This common misconception is completely wrong.”
(Better is: This is a common misconception.)
2. “Another aspect that needs to be considered is the civilian
relations angle.”
(Better is: We should also consider the civilian relations
angle.)
Avoid redundancy:
Brevity or conciseness means saying much in a fewer words.
Notice the following wordy expressions changed to shorter
interpretations:
• each and everyone
• protest against
• completely eliminated
• qualified expert
• controversial issue
• razed to the ground
• definite decisions
• reason why
• future plans
• strangled to death
• general consensus

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 • totally destroyed joined together
• true facts
• new recruit
• genuine original
o past experience
o whether or not

Brevity or conciseness means saying much in a fewer words.

Notice the following wordy expressions changed to shorter
interpretations:
WORDY BRIEF
At a point of time when when
At this present writing now
Due to the fact that because
In compliance with you request as requested
In a number of cases some cases
In the event that if
In the majority of circumstances usually
In this time and age today
In view of the fact that as
On the part of for
In the vicinity of near

4. Clarity – It is the comprehensibility of the idea. Reports that

are clear are easy to read and understand. It means freedom from
ambiguity. The writer must consider that the reader does not
have enough time to look for the meaning of the words or phrases
he used in the communication. The writer has an obligation to
service his reader by letting him easily understand what he
wanted to convey.

Rules to observe in Clarity:

1. Avoid impressive expressions –
The use of “big words”, “bombastic”, “highbrow”,
“gobbledygook”, and “euphemistic” words should be avoided in
the correspondence.
Compare the following BIG WORDS with their respective SIMPLE
counterparts:

BIG WORDS SIMPLE

Magnitude size
Maximize develop fully
Accumulate gather
Acquaint tell
Approximate about
Correlate match

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 Inadvertency mistake
Liquidate pay
Promulgate issue
Terminate end
Remuneration pay
Modification change
Commence begin

2. Avoid unwitting language transfer –

Clarity is understanding the idea to be expressed and conveying

it through the level that could easily be understood. In some
cases, trying to know what to say, some writers try to substitute
literally local dialect into English language. Unconsciously,
his written communication becomes literally deviated from the
English rules, hence resulting to uncertainty and losing
direction in the process.

Example:

WRONG: In school, his grades were barely sufficient.

CORRECT: In school, his grades were average.

3. Avoid illiteracy –
This refers to the wrong use of English words. Unaware writers
sometimes mistake “advise” from “advice”. The first is a verb
and the second is a noun. The use of “there” and “their”, the
first refers to a place and the second is a possessive pronoun.
The indefinite article “a” is used with words beginning with
sounded “h” like “ a holy day ” , “ a house ” and
“u” pronounced as letter “y” such as “a union” , “a university”
; and “an” to be used before silent “h” like “an honor” , “an
honest” and in “u” being pronounced as “uh”. “A” is generally
used for words beginning with consonants and “an” is for words
beginning with vowels.

COMMON USAGE PROBLEMS

AFFECT and EFFECT
Guideline. Use affect (a VERB) when expressing the action
that means “ to influence ” or “ have an impact upon ” . Don’t
confuse it with either the NOUN form of effect, which means “
result ” , or with the VERB form of effect, which means to “
produce a result ” .
AMONG and BETWEEN

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 Guideline . Use between when you are drawing a connection
involving only two persons or things. Use among when three or more
persons or things are involved.
CAN and MAY
Guideline. Use can when you mean the ability to do something.
Use may when you are seeking permission or using the word as a
synonym for might.
GOOD and WELL
Guideline. Use good when the sentence calls for an ADJECTIVE
(especially after the linking verb feel). Use well when the
sentence calls for an ADVERB, but with one key exception: when you
are describing the state of someone’s health.
FAMOUS and INFAMOUS
Guideline. Use famous to describe anybody who has achieved
wide renown. Use infamous to describe famous people with notorious
reputations.
ALL TOGETHER and ALTOGETHER
Guideline. Use altogether when you mean “ entirely ”
or “ all told ” . Use all together when you mean “ assembled ”
or “ all in a group ” .
BRING and TAKE
Guideline. Use bring when the act of carrying or escorting is
directed toward the speaker or to a place normally identified with
the speaker. Use take when the act of carrying is moving away from
the speaker.
i. e. and e. g.
Guideline. Use i.e. [(id est) that is or that is to say]
when the writer cites the related ideas to the one discussed in
the sentence. Use e.g. [( exempli gratia) for example] when the
writer gives models of the idea or topic discussed.

5. Specificity- When we write about concrete examples or situations

that bring ideas to life, we need specific words that bring the
reader closer to first-hand experience. Words that remain too
general keep people and events colorless and anonymous. Observe
the following sentences:
i. In describing persons, give description on how he/she look
like. Describing things. Describing Places
ii. To help you determine the specific word or expression to be
used in your sentence, observe and follow the “abstract
ladder” Ms. Hurboda in her book-Police, Fire. Jail
Correspondence
6. Completeness – inclusion of all relevant, pertinent, essential
information. Fullness or sufficiency of information which can
attain in answering the 5 Ws and 1H.
7. Timeliness – police report must be submitted on time. As much
as possible immediately after the incident has happened.

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8. Security - police report must be considered classified, hence,
transmission, handling, and access to these reports should be
limited only to police personnel who are granted by higher
authority security clearance. It is a top-secret documents.
9. Impartiality - The police report must know what the receiving
office needs to know. Important data must not be omitted or
added to conceal responsibilities, to impute liabilities or to
favor parties.
10. Proper Form – arranging the contents to enable the reader to
identify quickly any section, part or item.

Categories of Police Report

1. Operational Reports - Include those relating to the reporting

of police incidents investigation, arrests, identification of
persons, and a mass of miscellaneous reports necessary to the
conduct of routine police operations.
2. Internal Business Reports - relate to the reporting necessary
to the management of the agency and include financial reports,
personnel reports, purchase reports, equipment reports,
property maintenance reports, and general correspondence.
3. Technical Reports - presents data on any specialized subject,
but usually relate to completed staff work and add to the
specific knowledge necessary to proper functioning of police
management,
4. Summary Reports - furnish intelligence information necessary
to the solution of crime accident, and police administrative
problems.
5. Beat inspection report - Also known as an after-patrol report.
This is one of the widely practiced written forms of
communication in a station. This is a routine report because
the duty beat supervisor submits this report daily; those
assigned on beat inspection do their routine check on foot,
while those on patrol sectors use patrol cars.
6. Situation Report – It is a concise operational document
intended to support the coordination of humanitarian response
in an acute crisis. It should provide an update on the current
needs, response and gaps in a given emergency.

TWO GENERAL TYPES OF POLICE REPORTS:

1. Basic (Informal) - This type of report deals with
the ordinary miscellaneous, usual, day-to-day memorandum,
letter, or form accomplished by any member of a unit or
section, precinct, bureau, or division within a
department, in accordance with the prescribed
regulation.

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 2. Formal- Suggest a full-dress treatment, including cover,
title page, letter of transmittal, summary sheet, text,
appendixes, and perhaps and index and bibliography.

Types of Informal Reports:

1. Numbered Memoranda – it contains directives of general
concern to, and for compliance by, all units and
offices on specific subjects concerning various
phases of external and internal police
administration.
2. Circulars – utilized in the publication of the
law, ordinances, executive orders, republic acts,
administrative orders, opinions, and other.
a. General Circular - They usually contain administrative
instructions which are advisory, directory or
informative in nature, general in application, requiring
compliance by the personnel and the general public and
long term in duration.
b. Memorandum Circular - An administrative instruction
which deals with subjects such as explanations or
classification of regulations and rules to be complied
with by subordinates.
c. Office Circular- Refers to an issuance intended to
inform the majority in a particular directorate, not for
those in the field is.
3. General Orders – used to publish matters relating
to the modification of the skeleton of the
organization, shifting of functions from one command
to another, changes of territorial jurisdiction of
police precincts, and those that require the execution of
policies of the administration.
4. Special Orders – used to announce appointments of personnel,
whether original or promotional, reinstatements, rank
promotions, salary increases, transfers, designations,
administrative fines, and punishments, resignations,
retirements, and dismissals.

USES OF POLICE REPORTS

Police reports have many different uses, both within the
criminal justice system and beyond:
1. Identification of Criminals. Police reports assist with the
identification, apprehension and prosecution of criminals by
serving as a source document for filing criminal complaints,
by providing a record of all investigations, and providing a
basis for additional follow up investigations.
2. Investigative Record. Police reports aid prosecutors, defense
attorneys, and other law enforcement agencies by providing

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 records of all investigations and serving as source documents
for criminal prosecution, as well as documenting agency
actions.
3. Court Preparation. Police reports assist officers prior to or
during court appearances by refreshing the officer’s memory
before testifying, or preparing to provide hearsay testimony
at preliminary hearings.
4. Civil Liability Assessment - Police reports are essential for
risk managers, insurance companies, and civil litigation
attorneys for use in determining potential civil liability by
documenting events such as accidents or injuries on city,
county, or state property, workman’s compensation type
injuries, as well as to presenting justification for an
officer’s behavior or actions in a civil complaint or lawsuit
against the officer.
5. 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

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.

1. What Questions: find out what happened or what took place

before, during and immediately after the commission of
the offense.
2. When Questions: determine and fix the time, day, month
and year when the crime was committed.
3. Where Questions: localize the place of the incident-
the city or town, the district or barangay, the street
or road, the number of the house or building

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 4. Who Questions: endeavor to ascertain the persons
involved, the offender and its associates, victim,
witness and other person that needs to be identified.
5. Why Questions: endeavor to ascertain the motives,
causes, antecedents, previous, incidents, related facts,
background occurrences that might help explain the
commission of the offense.
6. How Questions: determine how the crime was committed,
the means/tools that are employed, how the crime was
discovered, how the culprit enters the building/room.
Very significant in preparing the modus operandi file or
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?
WHERE • was the crime committed?
• was the crime discovered?
• was entry made?

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 • was the exit?
• was the weapon obtained that was used to
commit the crime?
• was the victim found?
• was the suspect seen during the crime?
• was the suspect last seen?
• were the witnesses during the crime?
• did the suspect live?
• does the suspect currently live?
• is the suspect now?
• would the suspect likely go?
• was the evidence found?
• was the evidence stored?
WHO • are the involved parties in the incident?
(i.e., victim(s),witness(es),suspect(s))
• were the participating officers?
• was the complainant?
• discovered the crime?
• saw or heard anything of importance?
• had a motive for committing the crime?
• committed the crime?
• had the means to commit the crime?
• had access to the crime scene?
• searched for, identified and gathered
evidence?

Also with whom…

did the victim associate?
did the suspect associate?
was the victim last seen?
do the witnesses associate?
did the suspect commit the crime?

Additional information regarding specific people

can include, but not
be limited to:
phone numbers (home, cellular and work)
addresses (home, work, and email)
age and date of birth
social security number
occupations
physical descriptions as required
WHY (if • was the crime committed?
known)

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 • 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?
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?

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

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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.
• Present tense. Present tense verbs express an action
currently taking place. For example, the phrase “I am
reading this manual” is written in the present tense.
• Past tense. Past tense verbs express actions completed in
the past For example, the phrase “I read this manual last
week” is written in the past tense.

Voice
The term “voice,” when used to describe a type of verb, refers
to whether the verb is active or passive. Reports should be
always be written in the active voice, as most readers find
sentences written in the active voice easier to follow and
understand.
• Active voice. A verb is in the active voice when the
subject of the sentence is the individual or thing that
is doing or performing the action. An example would be “I
gave the report form to the victim.”
• Passive voice. A verb is in the passive voice when the

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 subject of the sentence is someone or something other than
the performer of the action in the sentence. A common
indicator of passive voice is the word “by” in the
sentence. An example would be “The victim was given the
report form by me.”

WRITING CLEARLY AND LOGICALLY

As previously discussed, effective police reports must be
organized, logical, and present all relevant information simply.
An effective report must also be written in plain English in
order to be useful and understandable for the reader.

Paragraphs
Paragraphs are the structural units for grouping information.
Regardless of whether a narrative style format or a category
format is used for the investigative report, all paragraphs
within the report must be clear and easy to understand.

When writing an investigative report, the first sentence (lead‐

in sentence) of each paragraph should clearly state the primary
topic or subject of the paragraph. The sentences that follow
within the paragraph should present facts, ideas, reasons, or
examples that are directly related to the primary topic.

The following table presents examples of poorly organized and well-

organized paragraphs.

Poorly Organized Well Organized

When we arrived, the husband My partner and I were
let us into the house. We were dispatched to a domestic
responding to a 9‐1‐1 call. My violence incident after a
partner and I had been woman dialed 9‐1‐1. The woman
dispatched to an incident of called for help because she
domestic violence. A woman was afraid her husband would
called for help to keep her beat her. When we arrived, the
husband from beating her. husband let us into the house.
Marie Parker said her husband I took Marie Parker’s
refused to answer the door at statement approximately 45
first when he heard the man on minutes after the assault took
the other side begin to shout. place. Parker said she was
I took her statement sitting in the family room
approximately 45 minutes after when her husband went to see
the assault took place. She was who was at the door.
sitting in the Initially her husband refused
to answer the

18
 family room when her husband door when he heard the man on
went to see the other side
who was at the door. 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 Words/Phrases Examples

Transition
Time • Immediately Caster said he
• In the meantime noticed the door
• At the same time was not completely
• When shut, so he decided
• Before to find out why.
• Prior to
Immediately after
entering the room,
he saw the window
was broken.
Place • Near Caster said he saw
• Beyond broken glass on the
• Next to floor under the
• Under window.
• Behind
• Around Near the glass, he
saw a large brick.
Order • Finally In addition, Caster
• In addition saw his laptop
• Lastly computer was not on
• First the desk where he
• Then left it the night
• Further 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.

19
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 I accepted the medal
agree to with pride
Except To omit or exclude; We did everything except
preposition interview
meaning ‘but’ the witnesses.

Access An approach, admittance, There is an access road

or running east
route to west in front of the
drug store.
Excess Surplus; an amount The amount of cocaine
greater than wanted found was in excess of
what had been initially

20
 reported.

Advice Worthy suggestion or My sergeant gave me

information; advice on how
noun to handle the situation.
Advise To give suggestions, My sergeant advised me
data or counsel; on how to
verb handle the situation.

Affect To act upon or produce The suspect was affected

change or by the
influence; verb pepper spray.
Effect Result of cause; Dilated pupils are a
belongings; noun 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

Assure To offer assurances The officer assured the

victim that
the batterer would be
jailed.
Ensure To make certain The officer ensured the
suspect was
correctly handcuffed.
Insure To make secure or certain The man insured his
(as with ensure); or to house against fire and
guarantee life or floods.
property against risk.
Brake To stop a vehicle Her car’s brakes failed,
and she ran
into the truck in front
of her.
Break To burglarize a home or The officer watched the
other structure; suspect break into the
forcibly entering or store.

21
 exiting
a house or structure; to
damage.

Cite Refer to an official The district attorney

document or rule cited the penal
as proof; verb code.
Site Place or setting of an The officers returned to
event; noun the site of
the crime to gather more
evidence.
Sight Ability to see The contraband lay on
the table in plain
sight.

Elicit To draw out or

forth; The officer was able to
evoke elicit a
confession from the
suspect.
Illicit Something not permitted The suspect had
by law committed an illicit
act.

Formally Something done The suspect was formally

ceremoniously or in a indicted in for the
regular, methodical crime.
fashion
Formerly Something that happened He was formerly a
in the past detective.

Hear To perceive sound The officers could hear

the
argument through the
door.
Here Place or location I asked the victim to
come here and
answer some questions.

Its Adjective showing The car lost its rear

possession hubcap when
the officer drove over
the curb.
It’s Contraction of ‘it is’ or It’s been six years
‘it has’ since the officer
was hired.

Know To be cognizant of or be The victim claimed that

acquainted she did not

22
 with know the suspect.

No Negative The suspect said, “No.”

Pain Strong sense of hurt The victim screamed in

pain after
being Tasered.

Words Definitions Examples

Pane Window glass set in a The burglar had broken
frame the pane to
gain access to the
house.

Passed To move forward or As we pursued the

around; to circulate suspect, we passed four
other vehicles on the
freeway.
Past History; ended or The suspect had a number
accomplished, of past
beyond 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, The burglary preceded

place or rank 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 The burglar pried the
with a lever window open
(past tense of pry) with a screwdriver.

Principal Chief official; chief Gary Moreno was the

actor or principal
perpetrator present at person involved in the
time of crime burglary.
Principle Rule of conduct; law of Police officers are
nature or expected to
scientific fact uphold high moral

23
 principles.

Quiet Still or silent When we arrived at the

dispute, the
house was quiet.
Quite To a great degree; The suspect was quite
completely agitated and
began sweating.

Scene Location of an event The officers secured the

crime
scene.
Seen Past tense of “to see” The suspect was seen
(sight) running from
the house.

Steal To take without Robbery and theft are

permission forms of
stealing.
Steel Strong alloy of iron The pipe was made of
steel.

Than Introduces comparative The suspect was taller

clauses than me.
Then Designates time (next) The suspects then fled
from the
bank on foot.

There At or in that place; to, Morez went there after

toward, or into 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 The brothers went by
them 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 The suspect ran
side or end to end through the mall
within something to evade arrest.

24
 To Movement toward a place, The victim stated he
person, or thing was going to the
grocery store when he
was
stopped.
Too Also, besides, in The reporting party
excessive degree 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 suspect grabbed the

the ribs and the hips victim around the waist
and wrestled her
to the ground.
Waste To consume, weaken, or She wasted water by
squander 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 Young heard Johnson

or a specific person 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 She waived her Miranda
relinquish 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 devo
ted to ensure that the following basic questions are answered:

25
 • Are the correct crimes cited in the report?
• Is the information in the proper order?
• Are all crime elements articulated?
• Are the facts of the case correct (based on the
officer’s field notes)?
• Is the report well organized?
• Is all necessary information included? Proofreading Mecha
nics
• Are things said efficiently or too wordy?
• Are all conclusions supported by facts?
• Are there any gaps in logic?
• Are the names spelled correctly?
Proofreading Mechanics
A report’s effectiveness and an officer’s credibility can be
damaged by a report with too many mechanical errors. When
proofreading the reports they have written, officers should look
for:
• Inappropriate use of • Spelling errors
nouns, pronouns verbs, • Inappropriate punctuation
etc. • Incorrect use of
• Vague or confusing language police, fire or EMS
• Incorrect or inappropriate abbreviations
use of words • Overuse of words, such as
• Gaps in logic or narrative “that”
flow

One of the most effective methods for proofreading the content

and mechanics of any report is to slowly read the completed
report aloud. When sentences are heard, it is often easier
to identify mechanical errors, gaps in logical flow, skewed
time sequences, incorrect verb tenses and cumbersome
phrasing.

26
 LEARNING TASK 1

NAME:___________________________________________SCORE:________
COURSE/YEAR LEVEL:______________________________DATE:_________

TEST I-MULTIPLE CHOICE

INSTRUCTIONS: Read each statement carefully and ENCIRCLE the
LETTER of the correct answer.

1. One of the qualities of a good investigation report states

that it must short but concise, meaning, the report must be
-
A. Clarity C. Accuracy
B. Brevity D. Completeness
2. Police report which requires deals with ordinary,
miscellaneous, day-to-day memorandum, letter or form
accomplished by any member of a unit.
A. basic report C. spot report
B. formal report D. special report
3. What are legal forms primarily used for in the field of law?
A. As decorative stationery for legal documents
B. To create a paper trail for historical purposes
C. To structure and formalize legal transactions or
proceedings
D. To provide legal advice to clients
4. Prototypes of documents or forms used in legal transactions
or judicial proceedings which contain important matters
conveyed in technical terminologies and presented in suitable
and systematic order in accordance with the circumstances of
any case
A. Business Forms C. Legal Forms
B. Judicial Forms D. All of the above
5. This information is written on a need basis specifically when
the commanding officer has to know the actual circumstances
of a particular incident which can be of public interest.
A. Investigation report C. Special report
B. Spot report D. Situation report
6. An administrative instruction which deals with subjects such
as explanations or classification of regulations and rules
to be complied with by subordinates.
A. Memorandum circular C. General circular
B. Office circular D. Office orders
7. They usually contain administrative instructions which are
advisory, directory or informative in nature, general in
application, requiring compliance by the personnel and the
general public and long term in duration.
A. Memorandum circular C. General circular
B. Office circulars D. Office orders
8. Refers to an issuance intended to inform the majority in a
particular directorate, not for those in the field is:
A. Memorandum circular B. Office circulars

27
 C. General circular D. Office orders
9. It means that a police report must conform with the
established rules of syntax, spelling and grammar.
A. Accuracy C. Specifity
B. Brevity D. Clarity
10. A police report is written from the perspective of _____.
A. the victim or victims
B. a witness who observed the incident
C. the police Lieutenant
D. the officer responding to the call
11. A police report is used by _____.
A. the police department C. court personnel
B. the victim of the crime D. all of the above
12. What is the primary purpose of a police report?
A. To document a crime scene.
B. To arrest a suspect.
C. To record details of an incident for investigation.
D. To provide legal advice to victims.
13. Who is typically responsible for writing a police report?
A. The victim of a crime.
B. A court official.
C. The responding police officer.
D. A detective.
14. What is the most important aspect of a well-written police
report?
A. Detailed descriptions of the suspect.
B. Accurate and factual information.
C. Compelling narrative style.
D. Personal opinions of the officer.
15. It means that a police report must conform with the
established rules of syntax, spelling and grammar.
A. Accuracy C. Specifity
B. Brevity D. Clarity
16. This is the tying up of all loose ends pertinent to the
investigation so as to form a clear and composite picture of
the crime committed, to the mind of the reader, for
prosecutorial and judicial action.
A. spot report C. basic report
B. progress report D. final report
17. In police investigative report writing, it is a must that
you write it in the:
A. First person C. Second person
B. Third person D. Any of the above
18. This written account is done after an important incident
took place in a certain area within 24 hours from occurrence.
A. Formal report C. Special/spot report
B. Beat inspection report D. Situation report
19. An accomplishment report is generally classified as:
A. Investigation report C. Formal report
B. Progress report D. Special report

28
20. This is classification of the investigative report which
is used as a way of determining if the officer is working on
his case or not.
A. Spot report C. Basic report
B. Progress report D. Final report

29
 LEARNING TASK 2

NAME:___________________________________________SCORE:________
COURSE/YEAR LEVEL:______________________________DATE:_________

Essay - Read the question below then answer briefly but

substantially.

1. What is the Importance of Police Report Writing?

_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________

2. Why Police Report Writing is considered as the “backbone of

criminal investigation and prosecution?
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________

3. What is the importance of Legal Forms in Police Service?

_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________

30
 MODULE II
THE POLICE INVESTIGATIVE REPORT

Investigation Report
 Investigation Report – done by the police who conducted
investigation of an incident that occurred at the given
time and place which shall be a basis for an appropriate
legal action.
a. Spot Report
b. Progress Report
c. Final Report
(Investigation Reports that are not
followed by progress reports serves as
a final report.)

 Mechanics of Good Report

1. It should present a chronological sequence of events

2. It should be typed written or computerized
3. It should provide a complete data of victim or suspect
4. Abbreviation should be avoided except those that are
commonly used
5. It should be briefed but clear
6. Every incident should be written in separate report
7. It should be accurate and state facts and not opinions.

Investigation Report: SPOT REPORT

SPOT REPORT
 It refers to an immediate initial investigative or
incident report addressed to higher headquarters
pertaining to the commission of the crime, occurrence of
natural or man-made disaster or unusual incidents
involving loss of lives and damage of properties.
 It is usually done within 24 hours after an incident took
place. It is commonly written in a narrative format
answering the five cardinal elements of information and
usually address to higher office to inform the chief
regarding the details of a particular occurrence.

 This report consists of the investigator’s narrative on

the incident, initial reported findings based on
witnesses’ statements and evidence/s gathered within the
place of occurrence, and appropriate recommendations

 Sample format of Spot Report (lifted from PNP

Investigation Manual, DIDM)

*ACTUAL SAMPLE of SPOT REPORT will be discussed in the

lecture video.

31
Investigation Report: PROGRESS REPORT

PROGRESS REPORT
 It is a follow up report, can simply be an accomplishment
report which may be analytical in approach and
comparatively longer. This may be accompanied by a
memorandum having these important highlights: why the
report is being made; purpose and scope of the report and
sources of information.

 Sample format of Progress Report (lifted from PNP

Investigation Manual, DIDM)

* ACTUAL SAMPLE of PROGRESS report will be discussed in

the lecture video.

32
Investigation Report: FINAL REPORT
FINAL REPORT
 It refers to the final report on a particular incident or
case where all important angles and details considered in
the initial investigation and progress reports are taken
into account.
 It is rendered when case is completed, that is
complainant(s), witnesses, sufficiency of evidences and
perpetrators are identified so as to warrant filing of
case and/or termination of investigation due to
circumstances listed above

 Sample format of Final Report (lifted from PNP

Investigation Manual, DIDM)

33
* ACTUAL SAMPLE of FINAL report will be discussed in the
lecture video.

34
 LEARNING TASK 3

NAME:___________________________________________SCORE:________
COURSE/YEAR LEVEL:______________________________DATE:_________

Obtain an actual sample of each type of report listed below

from the police station.
1. Spot Report
2. Progress Report
3. Investigative/Final Report

Note: Copies of the sample reports will be attached here and

submit it to your professor.

35
 LEARNING TASK 4

NAME:___________________________________________SCORE:________
COURSE/YEAR LEVEL:______________________________DATE:_________

Instruction: Prepare a Spot Report, Progress Report, and Final

Investigative Report for the cases listed below, following the
format prescribed by the Philippine National Police (PNP). Use
long bond paper for your output.
1. Case 1: Armed Robbery at a Convenience Store
Date of Incident: January 15, 2024
Time of Incident: 10:30 PM
Location: 24/7 Convenience Store, Echague, Isabela
Victim: Juan Dela Cruz, 35 years old, Store Cashier
Suspect(s): Two unidentified male suspects
Incident Summary:
On January 15, 2024, at approximately 10:30 PM, two armed
individuals wearing black jackets and ski masks entered the
24/7 Convenience Store in Echague, Isabela. One suspect,
armed with a handgun, pointed the weapon at the cashier,
Juan Dela Cruz, and demanded cash. The second suspect took
an estimated ₱15,000 from the register and several packs of
cigarettes before both fled on a black motorcycle without a
plate number.

FOLLOW-UP UPDATES:
1. CCTV Footage Review:
o Investigators obtained and reviewed CCTV footage
from the store and nearby establishments.
o Footage shows the suspects arriving five minutes
before the robbery and fleeing towards Barangay San
Isidro.
o The motorcycle used by the suspects appears to be a
Yamaha Sniper 150, black with a modified exhaust.
2. Witness Statements:
o Additional statements were taken from bystanders
near the store.
o One witness reported seeing the suspects remove
their ski masks upon reaching a dimly lit area near
Barangay Road, San Isidro.
3. Coordination with Other Police Units:
o Nearby police stations have been alerted regarding
the suspects' description.
o Barangay officials in San Isidro and adjacent areas
have been advised to report any suspicious
individuals matching the suspects' description.
4. Possible Leads:
o An informant has provided information about two
individuals known for previous robbery-related

36
 activities in the area. Their profiles are currently
being verified.
o The Echague Municipal Police Station is working with
intelligence units to track possible movements of
the suspects.
5. Next Steps:
o Further coordination with the Highway Patrol Group
(HPG) to track similar motorcycles.
o Request for enhanced forensic analysis of CCTV
images to identify distinguishing features.
o Possible release of an artist sketch based on
witness descriptions.

STATUS: The case remains under active investigation, with leads

being pursued to identify and apprehend the suspects. Updates
will be provided as new information arises.

2. Case 2: Vehicular Hit-and-Run Incident

Date of Incident: March 5, 2024
Time of Incident: 8:15 AM
Location: National Highway, Echague, Isabela
Victim: Maria Santos, 28 years old, pedestrian
Suspect: Unidentified driver of a white Toyota Fortuner (No
Plate Visible)
Incident Summary:
At approximately 8:15 AM, Maria Santos was crossing the
pedestrian lane when a speeding white Toyota Fortuner struck
her and fled the scene without stopping. The victim
sustained severe injuries, including a broken leg and head
trauma. Bystanders rushed her to a nearby hospital. CCTV
footage from a nearby store captured the incident, but the
vehicle's plate number was not visible. The case was
recorded as a hit-and-run incident under investigation.

FOLLOW-UP UPDATES:
1. CCTV Footage Enhancement & Review:
o Additional CCTV footage from nearby establishments
was obtained.
o Video analysis indicates the vehicle had a
distinctive sticker on the rear windshield.
o Investigators are coordinating with LTO (Land
Transportation Office) to identify similar vehicles
registered in the area.
2. Witness Statements:

37
 o New witnesses have come forward, stating that the
suspect vehicle was last seen heading towards
Barangay San Mateo.
o One witness recalled that the driver appeared to be
a male in his late 30s or early 40s.
3. Hospital & Victim’s Condition:
o Maria Santos remains in stable condition but is
still under medical observation.
o She has regained partial memory of the incident and
will provide a formal statement soon.
4. Coordination with LTO and PNP Highway Patrol Group (HPG):
o LTO has been requested to cross-check white Toyota
Fortuners registered in Isabela and nearby
provinces.
o HPG is monitoring major exit points and highways for
similar vehicles.
5. Next Steps:
o Conduct house-to-house inquiries in Barangay San
Mateo for leads on the vehicle.
o Utilize LTO vehicle tracking records for possible
matches.
o Interview Maria Santos once her condition improves
for any additional recollections about the vehicle
STATUS: The case remains under active investigation, with
efforts focused on identifying and apprehending the driver.
Further updates will be provided as new information emerges.or
driver.

3. Case 3: Drug Bust Operation

Date of Incident: February 10, 2024
Time of Incident: 7:45 PM
Location: Barangay Mabini, Echague, Isabela
Arrested Suspect: Jose Ramirez, 38 years old, resident of
Barangay Mabini
Evidence Seized: 5 small sachets of suspected shabu
(methamphetamine)
1 digital weighing scale
₱5,000 marked money

38
 Incident Summary:
At approximately 7:45 PM, operatives of the Philippine Drug
Enforcement Agency (PDEA) and the local police conducted a
buy-bust operation at Barangay Mabini. Undercover officers
successfully transacted with Jose Ramirez, who handed over a
sachet of suspected shabu in exchange for marked money. Upon
arrest, officers found additional sachets of suspected drugs
and a digital weighing scale. The suspect was brought to the
police station for booking, and charges for Violation of RA
9165 (Comprehensive Dangerous Drugs Act of 2002) were filed
against him.

FOLLOW-UP UPDATES:
1. Laboratory Examination of Evidence:
o The 5 sachets of suspected shabu were submitted to
the PNP Crime Laboratory for chemical analysis.
o Laboratory results confirmed that the seized
substance tested positive for methamphetamine
hydrochloride (shabu).
2. Suspect’s Custodial Status:
o Jose Ramirez remains in detention at the Echague
Municipal Police Station, awaiting further legal
proceedings.
o His request for temporary release on bail was denied
due to the severity of charges under RA 9165.
3. Legal Proceedings:
o A case for Violation of Sections 5 and 11 of RA 9165
(Sale and Possession of Dangerous Drugs) was
formally filed before the Regional Trial Court,
Branch [Insert Number], Isabela.
o The preliminary hearing is scheduled for February
20, 2024.
4. Ongoing Investigation:
o Intelligence officers are conducting further
background checks on Ramirez to determine his
possible links to bigger drug syndicates in the
province.
o His mobile phone records and transaction history are
being examined for additional leads on other drug
suspects.

39
STATUS: The suspect is in police custody, and the case is now
pending trial. Further updates will be provided as the
investigation progresses.

4. Case 4: Domestic Violence Report

Date of Incident: April 20, 2024
Time of Incident: 10:00 PM
Location: Purok 3, Barangay San Antonio, Echague, Isabela
Victim: Ana Cruz, 30 years old, housewife
Suspect: Roberto Cruz, 34 years old, husband of the victim
Incident Summary:
At around 10:00 PM, barangay officials reported a domestic
violence incident involving Ana Cruz, who was allegedly
beaten by her husband, Roberto Cruz, after an argument. The
victim sustained bruises on her arms and face. A neighbor
intervened and called the barangay tanods, who escorted the
victim to the police station. The suspect fled before the
authorities arrived. The police advised the victim to seek
medical treatment and file a case for violation of RA 9262
(Anti-Violence Against Women and Their Children Act). The
case remains under investigation, and follow-up operations
to locate and arrest the suspect are ongoing.

FOLLOW-UP UPDATES:
1. Victim’s Condition & Legal Action:
o Ana Cruz was referred to the Municipal Health
Office, where medical personnel confirmed her
injuries were consistent with physical abuse.
o She formally filed a complaint against Roberto Cruz
before the Women and Children Protection Desk
(WCPD).
o A Temporary Protection Order (TPO) was requested to
prevent the suspect from approaching the victim and
their residence.
2. Search for the Suspect:
o Follow-up operations were conducted in Barangay San
Antonio and nearby areas, but the suspect remains at
large.
o Coordination with barangay officials and relatives
of Roberto Cruz is ongoing to facilitate his
surrender.
3. Barangay & Community Support:
o The Barangay Council of San Antonio has been
instructed to monitor the suspect’s possible return.
o The Municipal Social Welfare and Development Office
(MSWDO) is providing counseling and assistance to
the victim.
4. Next Steps:

40
 o A warrant of arrest is being processed for immediate
execution upon the suspect’s location.
o Surveillance and intelligence operations will
continue to track the suspect’s movements.
o The victim will be referred to a women’s shelter if
needed for her safety.

STATUS: The case remains under active investigation. The

suspect is still at large, and efforts to locate and apprehend
him are ongoing. Updates will be provided as new developments
arise.

NOTE: The student must consider the following in preparing the

reports:
1. Spot Report - A brief and immediate report detailing the
incident as initially reported, focusing on key facts such
as date, time, location, involved persons, and actions
taken.
2. Progress Report - An update on the investigation, including
collected evidence (e.g., CCTV footage, witness
statements), any suspects identified, and steps taken by
the police (e.g., coordination with nearby stations,
forensic examination).
3. Final Investigative Report- A comprehensive report
summarizing the entire case, from initial findings to
conclusions. It should include suspect identification (if
determined), case resolution status (e.g., arrest, ongoing
investigation), and recommendations.

41
 MODULE III
THE POLICE BLOTTER
Police Blotter
 Definition - A police blotter is a record of daily events
occurring within the
territories/jurisdiction
of a given police station.
It contains material
details concerning the
event for legal, and
statistical purposes. This
police blotter is
therefore an informational
record book that is
utilized for evidentiary
or referral purposes.
✓ It is an official
logbook, covered BLUE with hardbound cover that
contains the daily registry of crimes, incidents
reports, official summary of arrests and other
significant events reported in a police station.
✓ Note: Each PNP operating units shall maintain an
official police blotter where all types of operation
and undercover dispatch/es shall be recorded
containing the five (5) “W’s” and one (1) “H” of
information.
✓ A separate PINK police blotter however shall be
maintained for crime incident reports involving
violence against women and children or those cases
involving a child in conflict with the law to protect
their privacy pursuant to R.A. 9262, Anti Violence
against women and children act of 2004 and R.A. 9344
(Juvenile Justice and welfare act of 2006)
respectively.
 Form and Size
✓ The police blotter shall be a record book bound with
hard cover and shall be 12 inches by 16 inches in
size.

✓ The front cover of the blotter shall contain the

name or designation of the police and particular
police station, the volume or book number, the
series number and period covered.
 Contents of Entry
✓ The entry in the police blotter should answer the
following cardinal elements of a police record, to
wit: WHO,WHAT, WHY ,WHERE,WHEN,HOW,DISPOSITION OF
CASE.

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 In answering the above 5Ws and 1H and the
Case Disposition, all such substantial and
material details about the event, including: the
names of the suspects; the victim; the witness,
if any; the nature of the action or offense; the
possible motive; the place; the date and time of
occurrence; significant circumstances that
aggravate or mitigate the event or the crime
should be entered along with the identity of the
officer to whom the case is assigned(Officer-on-
case); and, the status of the case.
 The following incidents or transactions, among others,
are entered in the police blotter
a. Violation of Laws and ordinances reported and/or
discovered;
b. All calls in which any member of the PNP is
dispatched and/or takes official action;
c. All fire alarms, reports and information received by
the station;
d. Movements of prisoners with corresponding notations
on the authority for such indicating therein the
names of escorting police officers.
e. Cases of missing and/or found persons, animals, and
property;
f. Vehicular and other types of accidents which require
police action;
g. All personal injuries, bodies found, and suicides;
h. Damage to property;
i. All cases in which a police member is involved;
j. All arrest whether covered with warrants or not and
returns of warrants of arrest made.
k. Miscellaneous cases, general and special orders,
violations of rules and regulations, and any other
reportable incident that the Sub-Station Chief, or
higher authority desires to be recorded.

 Procedures in Making the Entries

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 1) All entries in the police
blotter shall be
handwritten in a clear,
concise and simple manner
but answering as
practicable the 5Ws and 1H.
Clarity should not be
sacrificed for brevity.
2) Only facts, not opinions,
are entered in the blotter.
3) No erasures shall be made
on the entries. Corrections
are made by drawing one
horizontal line over such
word or phrases and the
actual entry initialed by the police officer making
the correction.
4) A ballpen or pen with blue, black ink is used for
making the entries.
5) Misrepresentations in the blotter or any attempt to
suppress any information therein is punishable
criminally and administratively.
6) The entries must be legibly written in long hand and
consecutively numbered.
7) Every page of the blotter shall be consecutively or
chronologically filled-up. No line or space shall be
left blank between any two entries.
8) Any development of a case to be reflected in the
blotter should be a new entry at the time and day it
was reported. A reference to the previous entry
number of the case shall, however, be made.
9) In every shift, under the supervision of the Duty
Officer the Complaint Desk Officer, shall make the
actual entries in the blotter and at the end of his
tour of duty, both the Duty Officer and
Duty/Complaint Desk Officer shall sign the blotter.
NOTA BENE:
✓ While the police blotter is considered a
public document, it is bound to be treated as
CONFIDENTIAL under Rules of Court, Data
Privacy Act of 2012 and other policies,
especially information that pertains to a
case or facts relative to the commission of
crime. The right of the accused to be
presumed innocent would be violated if such
document or information would be easily
obtained by non-real party interest, such as the media where
the control to its dissemination could no longer be done if
already released.

✓ The Data Privacy Act of 2012 prohibits the disclosure of any

personal information without the consent of the data subject of

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 the information. For example, a blotter entry which indicates
the name, age, and address of a suspect shall not be divulged
to anyone without the permission of the person concerned.

✓ In consonance, under the provisions stipulated in the PNP FOI

Manual, the PNP shall ensure that information in its custody or
under its control is disclosed only as permitted by existing
laws and shall likewise protect personal information in its
custody or und its control by making reasonable security
arrangements against unauthorized access, leaks or premature
disclosure.

 EXAMPLE OF POLICE BLOTTER:

▪ Actual Blotter

▪ Ideal Blotter Format

ENTRY DATE TIME INCIDENTS/EVENTS DISPOSITION

NO

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 001- Oct. 7:25 NATURE : Stabbing Incident • Team of the
12 2,202 PM VICTIM : Jhon P. Rivera PNP Personnel
2 SUSPECT : Jayson B. Jumanoy responded to
the said report
On or about 6 o’clock in and conducted
the evening on October 1, 2022, further
one Ben P. Aquino, single, 21 Investigation.
yrs. Of age, a resident of Brgy.
Ongyiu, Butuan City, came to this • Case still
office and requested to put into under
record that his friend-neighbor Investigation.
namely, Jhon P. Rivera, single,
22 yrs. of age, laborer, a
resident of the same place was
stabbed to death by the suspect
identified as Jayson B. Jumanoy,
25 yrs. of age, single, and
resident the same place at
Rivera’s Store at Brgy. Ongyiu,
Butuan City.
Mr Ben P. Aquino, stated
farther that while he was walking
at the street, he saw the suspect
followed the victim. Then, the
suspect draws a knife and
attacked the victim to the
different parts of the body that
resulted to his ultimate death.

Recorded By: Conformed By:

SPO1 Irine L. Rivera Ben P. Aquino

Desk officer Complainant
Cell #: 09480580016

▪ Blotter Excerpt

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 CIRAS: Crime Information Reporting and Analysis System
(Enhanced e-Blotter System)

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 - formerly the e-Blotter system that sets a standard
procedure by which all crime incidents reported to the
police stations are electronically stored in a database.
The system does not only facilitate crime documentation
and storage but also presents a quick, fast, and reliable
transmission of crime information from a particular
police station to the National Headquarters at Camp BGen
Rafael T Crame, Quezon City.

Background/History
✓ A stand-alone customized single database;
✓ It was launched in September 6, 2011 to serve as a
more efficient electronic blotter (E-blotter) system
across the country;
✓ It shall be installed into the existing desktop of
the police units/stations;
✓ It will be utilized by the Police Stations to enter
blotter/incident reports directly to the system;
✓ Incident Record Forms (IRF) is system generated thru
the CIRS(Memorandum Circular on PNP Crime Incident
Recording System-MC-2014-009 ); and
✓ On May 2015, a web-based Crime Incident Recording
System (CIRS) has been developed and has been pilot
tested in NCRPO in June 2015.
✓ Since 2016, the DIDM has been utilizing the Crime
Information, Reporting and Analysis System (CIRAS)
as the repository of all crime incident information
emanating from the complaints received by police
stations and those written in police blotter.

 CIRAS--Concept of Operation

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CIRAS SYSTEM INTERFACE

49
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 LEARNING TASK 5

NAME:___________________________________________SCORE:________
COURSE/YEAR LEVEL:______________________________DATE:_________

INSTRUCTION: Prepare a police blotter entry for each of the

cases listed below. Ensure that the entries are clear, factual,
and follow the standard format used by the Philippine National
Police (PNP). Submit your handwritten output on long bond paper
for evaluation.
Case 1: Theft Incident at a Local Market
Date of Incident: January 25, 2024
Time of Incident: 9:30 AM
Location: Echague Public Market, Echague, Isabela
Complainant: Maria Dela Cruz, 42 years old, vendor, resident of
Barangay San Manuel, Echague, Isabela
Suspect: Unknown Male, approximately 25–30 years old, wearing a
black hoodie and denim pants

Incident Summary:
On January 25, 2024, at approximately 9:30 AM, Maria Dela
Cruz, a vendor at Echague Public Market, reported that an
unidentified male stole her wallet containing ₱5,000 cash and
personal IDs from her stall. According to her statement, the
suspect pretended to be a customer and distracted her by
asking about the price of goods. Moments later, she noticed
that her wallet, which was placed on a small table near the
counter, was missing.
A nearby vendor, Juan Reyes, witnessed the suspect
hurriedly leaving the scene. CCTV footage from a nearby store
showed a man in a black hoodie and denim pants suspiciously
loitering near the complainant’s stall before the theft
occurred. The case was recorded under Blotter Entry No. 01921
for reference.
The responding officer advised the complainant to file a
formal complaint for further investigation and possible case
filing.

1. Case 2: Physical Assault Outside a Bar

Date of Incident: February 10, 2024
Time of Incident: 11:45 PM
Location: Blue Moon Bar, Echague, Isabela
Complainant: Mark Antonio, 29 years old, construction
worker, resident of Barangay San Rafael, Echague, Isabela
Suspect: John Santos, 31 years old, unemployed, resident of
Barangay Mabini, Echague, Isabela

Incident Summary:

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 On February 10, 2024, at approximately 11:45 PM, Mark
Antonio reported to the police station that he was physically
assaulted by a certain John Santos outside Blue Moon Bar.
According to Antonio, he was drinking with friends inside the
bar when an argument with Santos escalated. Upon leaving the
establishment, Santos allegedly punched Antonio multiple times,
causing him to fall to the ground. Bystanders intervened, and
the suspect fled the scene.
Antonio sustained a swollen left eye and a cut on his lip.
He was advised to seek medical attention and was given
instructions on how to file a formal complaint for physical
injury. The case was recorded under Blotter Entry No. 01922.

2. Case 2: Motorcycle Theft in a Residential Area

Date of Incident: March 3, 2024
Time of Incident: 4:00 AM
Location: Purok 5, Barangay San Vicente, Echague, Isabela
Complainant: Daniel Reyes, 38 years old, tricycle driver,
resident of Barangay San Vicente, Echague, Isabela
Suspect: Unknown

Incident Summary:
On March 3, 2024, at around 4:00 AM, Daniel Reyes
reported that his Honda Click 125 motorcycle (Color: Red, Plate
No. ABC-1234) was stolen from his house in Barangay San Vicente.
Reyes stated that he parked the motorcycle in front of his house
at 10:00 PM the night before. When he woke up at 4:00 AM, the
motorcycle was missing.
Neighbors reported seeing two unidentified
individuals wearing hooded jackets roaming the area at around
3:30 AM. CCTV footage from a nearby house is being reviewed to
help identify the suspects. The case was recorded under Blotter
Entry No. 01923 for reference, and the complainant was advised
to coordinate with the Highway Patrol Group (HPG) for assistance
in tracking the stolen motorcycle.

3. Case 4: Verbal Threats Between Neighbors

Date of Incident: April 15, 2024
Time of Incident: 7:30 PM
Location: Barangay Rizal, Echague, Isabela
Complainant: Linda Flores, 45 years old, housewife, resident
of Barangay Rizal, Echague, Isabela
Suspect: Mario Cruz, 50 years old, farmer, resident of
Barangay Rizal, Echague, Isabela

Incident Summary:
On April 15, 2024, at 7:30 PM, Linda Flores arrived at
the police station to report that her neighbor, Mario Cruz,
had threatened her during a heated argument regarding their
property boundary. According to Flores, Cruz shouted, "Kung
hindi mo aatrasan ang bakod mo, may mangyayari sa’yo!" ("If

54
you don’t move your fence back, something will happen to
you!").
Fearing for her safety, Flores decided to report the
incident. Barangay officials confirmed that there had been
previous disputes between the two. The case was recorded under
Blotter Entry No. 01924 and both parties were advised to
attend a barangay mediation hearing to resolve the issue
amicably.

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