FIRE INCIDENT REPORT WRITING

This chapter:
• explains what a report is;
• describes the features of the most common types of reports;
• provides some guidelines for the structure and organisation of reports;
• provides samples of firefighter reports
• reviews some of the common problems associated with report writing
• gives details about the information that should be included in a fire incident report
• classifies the different types of insurance policies
• gives details about the information that should be included in an insurance policy against
fire

1-What is a report?

A report is a clearly structured document in which the writer identifies and examines issues,
events, or findings of an investigation. Information obtained from research or from undertaking a
project is delivered in a precise, concise writing style organised under a set of headings and sub-
headings, which enable the reader to find data quickly. Graphs and tables can also be used to
present data in the body of the report. Rather than commenting upon, comparing or evaluating
ideas, as an essay does, a report frequently offers recommendations for action based on the
information it has presented.

Essentials of Good Report Writing

The essentials of good report writing are universal in the sense that it does not matter which type of
report you are writing. There are different types of reports such as research reports, business reports,
medical reports and science reports. However, we are not going to dwell on the types of reports but rather
on the essentials of writing a good report, regardless of the type. The success of a report largely depends on
its writing and presentation.
You may wonder why we write reports. Reports are necessary to communicate progress, indicate
achievements and make relevant recommendations. Reports are useful for evaluation purposes and may
assist in making the necessary adjustments on an ongoing project. Although report writing may seem to be
boring, it is actually a challenging and exciting activity.

The essentials of good report writing include the following:

1. Preparation
Preparation of a report involves many activities. Depending on the type of report, some may require
a letter of transmittal from the writer to the recipient, showing the basic requirements the writer would
need. The letter also gives the recipient a basic idea of what to expect in the report. The preparation stage
includes selecting an attractive report title, determining topics to be covered and listing points of the topics.
Still under preparation, the writer has to acknowledge all those who offered assistance during the
process. The acknowledgments should look as sincere as possible. After acknowledgments, the writer
creates a summary abstract, which communicates the reports scope. An executive summary closely follows
the summary abstract, showing purpose of the report, background of the report and sources of information.
2. Introduction
The introduction stage communicates the main objectives of the report. It covers a wide area
including the background information, literature review, scope of study and research methodology used.
The introduction phase should be very short and concise. It should however, set the stage for a clearer and
logical flow of the report.
 As a writer, you should make sure that you understand the main objectives of the report before
embarking on writing it in the first place. This will assist in ensuring that you do not go out of topic or
experience writer’s block, a situation where a writer suddenly runs out of ideas.
3. Writing the Body
The body is one of the most important parts of the whole report since it holds almost all facts and
relevant information, as regards to the problem. All information should be made available in a
straightforward way without beating about the bush. Although it is a report, it is advisable to use active
voice as compared to passive voice since the former is clearer, more direct and has a natural tone.
It is wiser to use section headings when writing the body, as a report writer since doing this
maintains the logical flow of the report and it is much easier for the readers to follow and understand. You
may further bold all your titles and subtitles and format your text to ensure that the information provided is
clear. The transition from one section to the other should be smooth, ensuring that the reader does not get
lost.
4. Conclusion
The conclusion indicates the end report writing. It should be a summary of the whole report,
covering all aspects of the document and any underlying themes. Before writing the conclusion, it is
advisable that you first make a draft of the whole document and then note the main points that you will
sum up. There should be no inclusion of any new information, in the conclusion.
The conclusion of the report also involves listing the recommendations of the research. After
studying the whole report and understanding the underlying problem, you are able to make
recommendations on the possible solutions.
Some reports may include a list of references. A list of references shows the main sources of
information for the writer. The list facilitates easier verification of the information. Just in case you might
need to edit the report, it would be easier to find the information you are looking for if you follow the list
of references. The appendices are not included in report writing.
After learning and understanding on how to write a report, you may wish to start getting jobs for
commercial purposes. These jobs will definitely come but the problem is that the topics and reports are so
diverse to the extent that you may experience writer’s block. However, there is a proven solution.
AN EXCELLENT REPORT
An excellent report is one that is well-written, and is identified by six basic, necessary qualities. A
well-written report is:
1) Factual
2) Accurate
3) Clear
4) Concise
5) Complete 6) Timely
Deficiency in any of these areas cast doubts upon the capabilities of the officer who wrote the
report.
REPORT WRITING ABILITY
“Report writing ability” refers not just to writing skills, but to the totality of skills - perceptual,
analytical, information processing and language - that work together to produce a written document.
Factual: The report contains only facts. A fact is a thing that has actually happened or that is really
true.
Accurate: The report is free from mistakes or errors. It is precise. It is exact.
Clear: The report is free from confusion and ambiguity, and is easily understood.
Concise: The report states much in (relatively) few words by removing all expanded or superfluous
details.
Complete: The report includes all necessary information, such as who, what, when, where, why and
how. All of the elements of the crime are also included in the report. Timely: The report should be
completed as soon as possible.

The following are key considerations in writing a good report:

 Conciseness: The investigator should remember that the best report tells the complete story in as
few words as possible but using enough words to clearly convey a message.
Accuracy: The written report should clearly record or reference all pertinent interviews and
observations. Information obtained during an investigation should be verified by as many sources as are
necessary and reasonable to establish the validity of the information. Again, investigative reports should
not contain personal opinions or views.
Style: The report should be written objectively in the first person or third person, which means that
it should be written, “I observed a white female…” or “The investigator observed a white female…”
Avoid the use of investigative jargon; instead use everyday language that your client would use in his or
her conversation with you.
Format: All investigative reports should be typed with justified margins and the pages numbered in
a manner such as “Page 1 of 5.” Regardless of the nature or subject of the report, each should at a
minimum have the following parts:
• Introduction or Premise- What was the nature and scope of the assignment?
• Summary of the Investigation- A good summary is one that the client could read and understand
exactly what substantiated the report without reading the entire report.
• Identification of the Subject- Fully describe the subject of the investigation; this is the person,
place or thing that the report is about. If the subject is a person then full personal identifiers, if known,
should be given that positively identify him or her. If it is a building or object then you should accurately
describe its location, color, size, features, etc.
• Investigative Methods- This is a step by step detailed account of your investigation and should
include where you went, when you went and how long it took you, who you talked to, what you did, how
you did it and when you stopped your investigative activity.
• Conclusion or Results- What did you learn during the course of the investigation and what is the
end product.
• Professional Close- this is where you thank the client, identify the investigator or investigators
who contributed to the investigation and specify who ultimately wrote the report.
You might also find it necessary to include:
• Exhibits and Attachments- This would be where you include photographs, records, important
video still-frames and other items, documents or accounts of evidence you collected during the
investigation. All attachments should be labeled or numbered and referred to in the body of the
investigative report. If the resulting digital document is very large, you can reduce the file size of your
investigative reportby compressing the images and make it easier to email or save.
• Witness or Contact List- It always helpful to maintain a list of people and their contact
information with whom you spoke or had contact with during your investigation.

Here is a sample of an INVESTIGATION REPORT ON AN INCIDENT

Case number: #123456

Date: 4/18/00
Summary of Incident
On April 18, 2000, Investigators Smith and Brown responded to 123 East 1st Street, incident #12, at
the request of Chief Jones. The dispatch time was 1200 hours, arrival at the scene was 1230 hours.
Investigators observed a wood-frame construction, single-story, onefamily residence. The investigation
revealed that the fire had originated in the bathroom adjacent to the bathtub. The indicators observed and
the evidence taken and analyzed revealed the fire was started by the distribution of a flammable accelerant
(gasoline) and ignited by an open flame (lighter) . A suspect was identified by two witnesses (W-1 and W-
2) . The suspect was seen breaking into the house, distributing a liquid, and setting the fire with a lighter.
Both witnesses (W-1 and W-2) identified the suspect (S-1) by name and identified him in a photo lineup.
The motive for the fire was spite/revenge. The suspect (S-1) had been evicted on April 17, 2000.
Laboratory Analysis
 Taken into evidence was a gasoline can, lighter, and crow bar. Fingerprints were taken from all
three exhibits and identified the suspect (S-1) as the person handling each item. Furthermore, a gas station
manager (W-3) identified the suspect (S-1) filling a container similar to the one taken into evidence.
Laboratory analysis revealed that the flammable liquid was gasoline and had the same octane rating as
described by the gas station manager (W-3) . Witnesses
W-1 John A. Smith, 345 E. 2nd St. Fun City, MA 00000, 300/111-2222. DOB 1-1-11, Occupation -
Lawyer.
W-2 John A. Doe, 444 E. 3rd St. Sun City, MA 0000, 300/222-3333. DOB 2-2-22,
Occupation - Doctor
W-3 James A. Smith, 555 W. 4th St. Moon City, MA 00000, 300/444-5555, DOB 3-3-
33, Occupation - Gas station manager Statements Made by
Witnesses
Witnesses 1 and 2 both identified suspect entering house, distributing liquid, and setting the fire.
Witness 3 can identify the suspect purchasing and filling container with regular gasoline, octane
rating of 87.
Statement Made by Suspect
No statement made, suspect taken into custody and Miranda warning given immediately on April
19, 2000 at 1200 hours. Statutes Violated
MA Penal Code 111222: Deliberately setting fire to a dwelling of another. Bail/Fine $5, 000.
MA Penal Code 1234: Unlawful entry - burglary. Bail/Fine $5, 000
MA Penal Code 45678: Distribution of a flammable liquid in setting an incendiary fire. Bail/Fine
$10, 000.
Total Bail/Fine $18, 500

Writing the Fire Investigation Report

• WRITTEN FORMAT FOR PRELIMINARY REPORTS
• ESSENTIALS OF A GOOD REPORT
• WRITING THE REPORT
• SAMPLE REPORT
WRITTEN FORMAT FOR PRELIMINARY REPORTS
The following format can be used to construct fire scene investigation reports (when a full narrative
is required) .
I. Description
• Date (if different than dispatch date) .
• Time in 24 hour clock time (time that fire investigation unit arrives on scene) .
• Address (corrected when applicable) .
• Fire out or still in progress. • Describe physical characteristics of what burned (structure, vehicle
identification.
wildland) . Give dimensions when possible and detailed descriptions.
• Describe main streets and access to building or property.
• Describe weather/lightning conditions when applicable.
• Identify who requested the response (Incident Command, Police Department, citizen, etc.) . Give
assignment/unit if known.
• Identify who was dispatched (investigator name and serial number) .
II. Observations
• Describe patterns/factors that substantiate area/point of origin.
• Localize area/point of origin by using references within structure, vehicle, or wildland.
• Describe what actually burned (focusing on an area/point of origin) • Describe unique factors
that may exist (trailers, devices, multiple fires, etc.) • Establish fire cause. o Accidental
 ▪ Substantiate accidental fire cause by what existed at area/point of origin.
▪ Describe problem(s) that may have contributed to the fire.
▪ Establish condition of utilities.
▪ Eliminate multiple accidental causes, focusing on a single cause when possible.
o Criminal
▪ Establish incendiary cause through physical evidence at scene. (The decision of incendiary cause
should be based solely on investigator observations and physical evidence.) ▪ Describe in detail,
patterns/factors in establishing your incendiary cause.
▪ Substantiate multiple fires as being separate and distinct from one another.
▪ Establish a negative corpus delicti through methodical elimination of all accidental, natural, and
mechanical causes.
o Additional Factors to Consider
▪ Establish security of premises and type of alarm (contact, motion, supervised, etc.) .
▪ Alarm company information (phone, address) .
▪ Status of alarm system at time of fire.
▪ Ascertain if safety devices were present (smoke detectors, security bars, sprinklers, etc.)
▪ List the existence of evidence observed that would tend to substantiate patterns of unique
charring.
▪ If multiple fires, describe each fire in detail.
▪ Attempt to reference single/multiple fire(s) using points of reference within a structure,
vehicle, or wildland area.
▪ Establish if structure was locked/unlocked.
▪ Determine point of entry (and if forcible entry was used) .
▪ Describe conditions (construction type, weather, etc.) that may have contributed to the
fire.
▪ Determine if any additional crimes were involved.
III. Statements
• Obtain witness identification such as driver's license, employee ID card, check-cashing
card, etc. (to determine that they are who they say they are) .
• Determine where witness(es) can be located for future interview.
• Identify where the interview took place.
• Identify when the interview took place (24-hour clock) .
• Identify how the interview took place (in person/by telephone) .
• Identify witnesses by last name throughout report.
• Identify witnesses as to their involvement with fire. Use appropriate codes (owner,
victim, occupant, witness) .
• Take down witnesses' statements exactly as they were given to you.
• Make sure questioning is complete and thorough.
• Suspect Statements: o Obtain identification from suspect (if not already known) o
Identify where the interview/interrogation took place. o Identify when the interview/interrogation
took place (24-hour clock) .
o Admonish suspects when pertinent, using an approved form (Don't do it by memory!) o Use
an interpreter when necessary. o Write all information completely and thoroughly. o Prepare
statements carefully and save your notes. o Have suspects sign key statements when possible.

IV. Documentation • Diagrams

o Fire scene diagrams should be required in the event of a fatality or a serious burn that
could result in death.
 o A diagram may be necessary at a complex or complicated fire scene.
o A diagram may be necessary at a "high visibility" fire scene (celebrities, press
release, ec.) o A diagram may be included at the discretion of the investigator or when a supervisor
suggests that it would benefit the investigation.
• Photographs o List number of photographs and attach the photographer's log sheet.
• Evidence
o List all items of evidence separately on the evidence report. Give location where
items were recovered and attach the evidence log.
o Give physical description of items of evidence.
o Indicate the items to be analyzed, and where they are sent for analysis, in the
evidence report. (Lab analysis reports, if completed, can be attached here) .
o Make your entries in the Evidence Room Log complete.
o Make entries if any specialized forensic work is to be completed (prints, photos, blood,
etc.) .

V. Opinion
• If the fire is considered criminal, a more concise opinion (based upon observations and
evidence) and that brings all facts together, should be entered.
• If an accidental fire, give the reason(s) why you have reached your conclusion.
• If an undetermined fire, give reason(s) why you have reached your conclusion.
• If a natural fire, give reason(s) for your conclusion.
VI. Attachments
• List any information that may not have been appropriate under other headings.
• List additional work to be completed.
• List status of case and reasons for that determination.
• List agencies/persons notified that are associated with your case.
• Reference reports/records of other agencies and attach copies if appropriate.
• List prior fire incidents involving the same address/people. Attach copies that are
pertinent to your case.

ESSENTIALS OF A GOOD REPORT

A. Reports should answer all questions concerning the incident as well as paint a picture.
B. Reports must be proofread.
1. Grammar
2. Punctuation
3. Spelling
C. The overall quality of the report influences the readers' impression of the investigation;
therefore, readers must be able to focus on the facts in the case, not errors in the report.
D. Reports should not be "padded" to increase their length.
1. They need to contain the facts pertinent to the case.
2. Reports should not ramble on, but get to the point.
E. Reports must answer the basic questions about the fire and the investigation--who, what, where,
when, why, and how.
1. Who?
a. Discovered the fire.
b. Extinguished the fire.
c. Provided scene security.
d. Has pertinent knowledge.
e. Was the victim.
f. Made the report.
 g. Has a motive for the crime.

2. What?
a. Happened.
b. Actions were taken.
c. Was the damage.
d. Was the crime.
e. Do witnesses know.
f. Was done with the evidence.
g. Is the chain of custody of the evidence.
h. Agencies are involved.

3. Where?
a. Did the fire start.
b. Did the fire travel.
c. Was the witness.
d. Were the owners/occupants.
e. Was the evidence collected.
f. Is the evidence stored.
g. Was the crime committed.

4. When?
a. Was the fire first discovered.
b. Was it reported.
c. Was the investigation conducted.
d. Were the interviews conducted.

5. Why?
a. Did the witnesses make statements.
b. Were the witnesses reluctant to talk.
c. Was the crime committed.

6. How?
a. Was the fire discovered.
b. Did the fire start.
c. Was the evidence collected.
d. Was the evidence secured.
e. Did the suspect arrive.
f. Did the suspect leave.

WRITING THE REPORT

A. Preparation is the first step in writing any document.
1. All necessary information must be collected and compiled before the report can be
written.
2. Material must be arranged in a systematic order.
3. Material not pertinent to the case should be discarded.
4. The use of an outline assists the investigator in ensuring his/her report is in chronological
order.
B. The final investigative report will be read by peers, supervisors, the public, and colleagues.
1. Correct grammar, spelling, and punctuation are essential.
a. Misspelling and improper grammar can give the entire investigation a sloppy
appearance.
b. Each document needs to be proofread for completeness and accuracy.
 2. Use the first person.
a. "I arrived at the scene..."
b. "I observed..."
3. Avoid second or third person.
a. "This investigator..."
b. "This officer observed..."
4. Determine the target audience and write the report for that audience. Remember, the
person reading the report may know nothing about fire investigation.
5. Avoid terminology that only fire investigators understand.
a. If you do use terminology that is known only to experts, then be sure to explain the
terms, for example:
- "V patterns." Explain that these patterns point toward the area of origin.
- "Liquid accelerant pour patterns." Explain that you found a pattern which is typical of
the use of accelerants.
b. Avoid terminology that cannot be explained.
- It "smelled like Benzene." (This is a hard odor to describe.) 6. Use a
writing style that is simple and to the point.
7. Keep your paragraphs short. Long paragraphs tend to turn off most readers.
8. Write the way you talk. Your written communication should reflect your oral
communication.
9. Reports should contain only material and information pertinent to the investigation.
10. Personal opinions, conclusions, and suspicions should be eliminated.
11. However, the expert opinion of a qualified investigator based on the evidence found
should be included in the report.
12. Reports are statements of fact and observations discovered by the investigator, written in
an objective, factual manner.

SAMPLE REPORT
How to Report a Fire

In an emergency situation continue focusing on the bold text below. Reporting a fire is not
something that you need to do everyday; however, it is very important that you know how to report a fire
when the time comes.
1. Get a phone.
2. 3 Call the emergency number o America/Canada - 911 o United
Kingdom - 999 o Europe - 112 o Australia - 000 o India - 100 o
Ireland - 999 or 112 3. 4 Report to dispatcher:
o There is a fire. o Where the
fire is. o The size of the fire.
 ▪ From the outside - relate the smoke to the size of the windows. ▪ From the
inside - relate the level of smoke to the floor (stay low) . o The size of the
structure/building.
4. 5 (By now fire departments are dispatched) o People
requiring medical attention.
5. 6 (By now paramedics are dispatched) o The presence of
hazardous materials. o Whether nearby property is endangered.
o Any other information the dispatcher may request.
6. 7 At the arrival of the fire department, report to the
deputy chief o if anyone is trapped inside.
Tips
Prioritize your own safety.
Stay on the phone.
Try to use a calm and relaxed voice.
Do not bother the chief deputy more than necessary.
Let the firefighters do their work. They are professionals.
Dispatchers work in pairs. One will talk to you, the other listens and dispatches.
If a large fire is reported paramedics are often called to the scene by default, but always report
injuries in need of medical attention.
Warnings
If your safety is compromised you may need to hang up on the dispatcher. If possible notify
them ahead.
If you are hesitant whether there is a fire or not, do not hesitate to call the emergency number.
It is the dispatchers' judgement whether a sounding fire alarm needs attention or not. You weigh the
consequences of your own actions.
Do not make fake emergency calls. It is illegal and the cost of dispatching firefighters to a scene
is high and may delay them in saving the lives of others. Every minute of unnecessary delay may count
towards someone's death.

Read the following 2010 annual report and write a short report of your own for the year 2012.

1. INTRODUCTION
The present report is based on the European Forest Fire Information System (EFFIS) established by
the Joint Research Centre and Directorate General for Environment of the European Commission (EC) to
support fire management in Europe and on the contributions by the national forest fire services in the
countries.
Over the years, EFFIS has become a focal point for information on forest fires in Europe; it delivers
data and information to support forest fire prevention, preparedness and fire fighting activities on a daily
basis since 2000.
Competent national authorities of EU Member States and of European neighbour countries work
together with EC services on a purely voluntary basis to sustain the EFFIS system; this year they have
provided, as in the previous years, important contributions to this report.
The report is the 11th of the “Forest Fires in Europe” report series. It provides a summary of the
2010 fire season following the usual structure, a first part containing individual country reports and a
second part with EFFIS assessments. Summary statistical tables with historical fire data by country are
given in the appendix.
2010 has been overall a relatively mild year for forest fires in Europe, except for Portugal that was
affected by remarkable fire activity especially in the first half of August. The total burnt area in Europe
(274 000 ha) was quite below the long term average. However about 50% of the burnt land was
concentrated in Portugal, where the meteorological fire danger conditions assessed by EFFIS in the first
half of August 2010 were among the worst of the last decade for the country.
 In 2010 EFFIS has continued including Northern African countries in the mapping of burnt areas
and the assessment of fire danger forecast. This is intended to be a first step towards the enlargement of
EFFIS to the non-European countries of the Mediterranean basin in the context of the collaboration
between the EC and the Food and Agriculture Organization of United Nations (FAO) .
This year, for the first time, the report also includes a contribution from Russia. In European Russia,
the 2010 fire season was the worst on record. A severe drought combined with record-high temperatures
and strong winds led to a large number of fires that burnt simultaneously producing large smoke clouds
with a strong impact on the city of Moscow and nearby urban areas.
At the time of drafting the present report (July 2011) the new fire season in Europe is ongoing.
During 2011 spring, unusually hot and dry weather over temperate Europe induced remarkable fire activity
in this region, significantly affecting countries like Belgium, Ireland and United Kingdom, which are
normally safely excluded from the main forest fire arena.
On other hand, the Mediterranean countries, normally far more affected by forest fires, have been
relatively cool and wet in the first part of the summer, and therefore have not suffered major damages so
far. However, most of the summer still remains in this fire season and we have to wait before making a
final assessment of the season.
The competent Commission departments are continuing to seek out the best solutions for limiting
the impact of forest fires within the EU and neighbouring countries, and the members of its “Expert Group
on Forest Fires” meet regularly to exchange the lessons learnt from previous fire campaigns and to
contribute to the further development of EFFIS.
National authorities are seeking ways to prevent fires and for combating them as early as possible.
Together, the European Commission and the national forest fire authorities are working on finding the best
ways to avoid unnecessary fire impacts. Despite this, basic forest fire prevention measures applied so far
with EU funding, including awareness-raising campaigns and training of those involved in the forest fire
issue, are sometimes not always as effective as they could be, in particular in Mediterranean high risk
areas. Additional efforts are needed to make the use of EU budget available for prevention, fire-fighting
and restoration as efficient as possible.
In the future, we need to continue to be prepared and stay vigilant to minimise the impact of forest
fires. We can achieve this by launching yearly awareness-raising campaigns, using early fire detection
tools, carrying out forest fire prevention measures of all kinds, forecasting and assessing fire danger, and
last but not least, by developing further fire research activities Furthermore, the maintenance fire-fighting
equipment and human resources and the mutual assistance between Member States in coordination with
the European Commission's Monitoring and Information Centre are essential in forest fire fighting.