Types and Formats of Police Reports: Module 1, Lesson 3

Republic of the Philippines
NORTHERN ILOILO POLYTECHNIC STATE COLLEGE

VICTORINO SALCEDO CAMPUS
Sara, Iloilo
Reg. No. 97Q19783
Course Code : CDI 106

Descriptive Title : TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation)
Term and Academic Year : 2nd Semester, AY 2020-2021
Department and Year Level : BSCRIM 3
Professor : JECEL T. CABUAL
Module 1, Lesson 3
Types and Formats of Police Reports
I. Introduction
Police report record facts that can be useful in the investigation of illegal activities, and prosecution of lawless
individuals. The previous lesson discussed the importance and characteristics of a good police report. In this lesson, you
shall know the types of police reports and their format as adopted by the Philippine National Police to help you to be
work-ready as future police officers.
Time Frame: 12 hours Date of Submission:
II. Learning Outcomes:

Upon completion of this lesson, you must have:
1. identified the purpose of each type of police reports;
2. familiarized the formats of police reports; and
3. made police reports.
III. Learning Contents

Types of Police Reports
I. Police Blotter
Police Blotter is a record of daily events occurring within the territories/jurisdiction of a given police unit or
command. It contains material detail concerning the event for legal and statistical purposes. The Police Blotter is
therefore an informational record book that is utilized for evidentiary or referral purposes.
A. 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; and disposition of the case.
In answering the above 5Ws and 1H and the case disposition, all such material details about the event,
including: the names of the suspect/s; the victim/s; the eyewitness/es, if any; the nature of the action or
offense; the possible motive/s; the place; the date and time of occurrence; significant circumstances that
aggravate or mitigate the event of the crime should be entered along with the identity of the officer to whom
the case is assigned-officer-on-cases; and the status of the case.
The following incidents or transactions, among others, are entered in the police blotter.
B. Incidents to be Recorded
1. All violations of laws and ordinances reported and discovered;
2. All calls in which any member of the police force is dispatched or has taken an official action;
3. All legal papers handled such as warrants, subpoenas, summonses, citations, and the like;
4. All fire arms, reports and information received by the stations;
5. Movement of prisoners with corresponding notations on the authority for such movements;
6. Cases of missing and found persons, animals and properties;
7. Vehicular and other types of accidents which require police actions;
8. All personal injuries, bodies found, and suicides;
9. Damage to property;
10. All cases in which a police member is involved;
11. All arrests and returns made; and
12. Miscellaneous cases, general and special orders, violations of rules and regulations and any other
reportable incident that the Chief of Police desires to be recorded.
C. Procedure in Making Entries

1. All entries in the police blotter shall be handwritten in a clear, concise and simple manner but answering
as far 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 phrase and the actual entry initialed by the police officer making the correction.
Module 1, Lesson 3 Types and Formats of Police Reports Page | 21
Sara, Iloilo
Reg. No. 97Q19783
4. A ball pen or pen with blue, black or blue-black ink is used for making the entries.
5. Misrepresentations in the blotter or any attempt to suppress any information therein are 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 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, however, should be made.
9. In every shift, the Duty Sergeant, under the supervision of the Duty officer or Complaint Desk Officer,
shall make the actual entries in the blotter and at the end of his tour of duty, both the Duty Sergeant
and Duty Complaint Desk Officer shall sign the blotter.
Note: Visit our Facebook Group: CDI 106 AY 2020-2021 for the Sample format.
II. Certification of Police Blotter excerpt

For whatever legal purpose, interested persons always seek a copy of a police blotter. Since the entry in the
police blotter is difficult to be machine-copied due to its size, a certification of its contents is the only way to have it. In
copying the contents of a blotter entry, it should be copied verbatimly, meaning, it should be copied word for word and
not correction in the grammar or in any mistake should be made in the entry.
Obvious mistakes in the entry should be consulted to the Desk Officer who made the entry and he is the only
person authorized to correct it based on the procedures previously discussed.
III. Memorandum
Common practices of intern office communication in the police service is the memorandum. Interpreted the
simplest way, a memorandum is “ a note to help the memory”.
A memorandum may be general in application, requiring compliance by or information of a majority of all the
officers and members of the police organization. It may be also of limited application, such as those directed to, or
requiring performance of an action by an individual or group of individuals within a particular police unit, directorate,
service, region, province, station or section.
Police executives may issue administrative instructions in the form of a MEMORANDUM. Subordinate officials
may use form, only on matters advisory or informative in nature. Routine MEMORANDUM is presently resorting to a
“bottom line” technique to enable the police executives to know right away what had been done about the problem at
hand.
A. Tones of Memorandum
There is no strict rule governing the tone of memorandum. However, it is usually noted that the tone
differs in accordance with the person or persons reading it. From a chief of office to his subordinates, the tone is
impersonal, i.e., “For guidance and strict compliance.”. From a writer sending a memorandum to somebody of
equal rank, the tone is casually personal, i.e., “The undersigned noticed changes in...”. A subordinate police officer
writing a memorandum to a higher police officer uses a more formal tone, i.e., “For info and request
acknowledge”.
In other line agencies of the government similar with police offices, using FOR and TO has been done. The
“MEMORANDUM FOR:” is written above the addressee if sent to a superior officer; the “MEMORANDUM TO:” if
sent to subordinate officer or to same rank and position. Police organization adopts memoranda in the following
general usage: to inform; to answer; to record a significant event; special reports; basic transmittals, and for some
other purposes.
B. Parts of a Memorandum
1. The Heading
All the materials above the line of the body comprise the Heading. These are the file reference or
office symbol, addressee to whom the letter is being sent, channel through which the letter will pass,
addressor, subject and date.
a. Letterhead:
Printed letterhead stationery is normally used for the first page. If not available, a typed
letterhead may be used. Each office has its own letterhead. In offices where more than one kind of
letterhead is used, the nature of the letter will determine which letterhead is proper. The top edge of
the letterhead is normally placed 3/4 inch or on the fifth line below the top edge of the paper.

Sara, Iloilo
Reg. No. 97Q19783
Example:
Department of the Interior and Local Government
Philippine Public Safety College
NATIONAL FORENSIC SCIENCE TRAINING INSTITUTE
Fort Bonifacio, Taguig City
Tel. No. 8812722 (loc 112)
b.File Reference or Office Symbol:

It is placed at the left margin, usually two (2) spaces below the letterhead. Each part of the
reference has a meaning. File reference are also used as identifying information on the second and
subsequent pages.
Example: NFSTI-Admin
c. Addressee:
The tile of the addressee is entered after the “MEMORANDUM FOR” if sent to superior office,
“MEMORANDUM TO” if sent to subordinates. It should be written in block style with open
punctuation and normally placed two (20 spaces after the file reference.
Example:
MEMORANDUM:
FOR: The Director, HSS
MEMORANDUM:
TO: The Director, CIDG
d.Addressor:
The title of the addressor (sender) is entered after “FROM”. Authorized abbreviations are used.
Example:
FROM : The Director, HSS
e. Channels:
Correspondence can be routed THRU channels, through a lower Chief or Supervisor expected to
exercise control, taken action or to be concerned and normally placed two (2) spaces after the
addressee.
Example:
THRU : DCA ___________________________
DCO _________________________________
TCDS ________________________________
f. Attention Address:
To speed routing, correspondence may be addressed to the attention of an individual or head
of a subdivision of an agency, or an office, either by reference to the name of the subdivision or by the
use of an office symbol. The name will be used only when there is a special reason for calling the letter
to the attention of the individual known to handle the type of correspondence concerned and when it is
known that he/she will at the place addressed.
Examples:
Addressed to the Attention of an Individual:
MEMORANDUM:
TO : Regional Director, PRO 6

Camp Martin Delgado, Fort San Pedro, Iloilo City
Attn:

Sara, Iloilo
Reg. No. 97Q19783
Addressed to the Attention of the Head of Office:

MEMORANDUM:
TO : Regional Director, PRO 6

Camp Martin Delgado, Fort San Pedro, Iloilo City
Attn:
g. Subject:
The subject line should contain not exceeding ten (10) words. It starts two (2) spaces below
the addressor. Title capitalization rules may be used. This means capital letter for the first letter and
other important words, and small letters for the unimportant ones. When the subject extends to two
(2) lines, the second line is blocked under the first letter of the first word in the subject.
Example:
SUBJECT: Request for Optional Retirement of PSINSP CARDO DALISAY
h.Date:
This refers to the date of signature and it is placed at the left portion of the page on the last
line below the subject. The day and year are numerals and the month may be spelled out or
abbreviated. If the month is abbreviated the year may be shortened too.
Example:
DATE: June 1, 2021
2. The Body
The body of the letter is the message itself. It is the substance of the typed letter as distinct from the
formal beginning and ending. This part of the letter is single-spaced. The use of the third person, such as “the
undersigned”, “this unit” or “this office”, is prescribed to achieve objectivity.
a. Paragraphing:
When a letter consists of the only one paragraph, the paragraph will not be numbered,
although its sub-paragraph will be lettered, if there are two or more. When there are two (2) or more
paragraphs, they will be numbered consecutively. The second succeeding lines will begin at the left
margin.
Example:
1. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxx.
a. Xxxxxxxxxxxxx
b. Xxxxxxxxxxxxx
b.Abbreviations:
This kind of communication allows abbreviations which are generally accepted in the police
service. They are usually written without spacing or periods, except geographical locations which can
be written with or without periods. If the full name is used, the abbreviated rank is permissible, if
family name only, the rank is spelled out.
Example:
PDIR - stands for Police Director
PCAPT - for Police Captain
PMAJ -for Police Master Sergeant
Memo -for Memorandum
c. References:
References to publications must be specific and fully identified. References will not be made to
a publication or document which is not available to the addresses of the correspondence, References to
correspondence will include the type of correspondence, file reference, office origin, date and subject.
Example:
1. Reference: Memo from the Director, NFSTI dated August 2, 2007, subject as stated above.

Sara, Iloilo
Reg. No. 97Q19783
d.Page Numbering:
The first page should not be numbered (silent pagination). Subsequent pages, including those
on which endorsements are prepared, will be numbered consecutively, beginning with the second page
as 2. Page number will be centered 1 inch from the bottom of the page. The number will stand itself, it
will not be set off by dashes, parenthesis or other punctuations.
Example: 2
e. Dividing a Paragraph:
Three (3) or fewer lines will not be divided between pages. At least two (2) lines of a divided
paragraph will appear on each page. In dividing a sentence between pages, at least two (2) words will
appear on each page. The complimentary ending will not appear alone on a page without a part of a
body or text. When the space below the text is not sufficient for the close, at least two (2) lines of the
paragraph or sub-paragraph which in its entirely consists of only one (1) line may be placed on the last
page together with the complimentary ending. On the second and each succeeding pages, the file
reference and subject will be typed, beginning at the left margin 1 and 1/4 inches from the top edge of
the page. The date will be placed so that it ends at the right margin. The text will be continued on the
second line below the identification line.
Example:
NFSTI-Admin. Request for Optional Retirement of PSINSP CARDO DALISAY dated June 1, 2021.
________________________________________________________________________
3. Complementary Ending
Like in business letter, there is also a closing portion in this type of communication. This refers to the
material found below the last paragraph of the body. It consists of the Authority Line (if used), signature, list
of enclosures, and list of copies.
a. Authority line:
An authority line will be shown when the correspondence is signed for the chief or head of
office by an individual authorized to do so. This reflects the fact that the communication is an expression
of the will of the chief or head of office. The authority line will begin on the second line below the last
paragraph directly under the first letter of the first word of the preceding main paragraph. It is typed in
capital letter without abbreviations. Note: A staff officer may sign under the authority line only when
authorized to do so.
Example:
3. For guidance and compliance.
BY ORDER OF THE DIRECTOR, NFSTI:
b.Signature:
The signature contains the name of the officer, signed in ink (black or blue-black, never blue or
any other color); the name being typed, stamped or printed in capital letters, identical with the written
name, the officer’s rank or service and title or designation.
Example: RICARDO S DALISAY, Ph.D.

Police Captain
Director, NFSTI
The use of the double signature is avoided. Instead of this, a designated individual may sign
his own name and add the word “FOR” in front of the typewritten name in the signature. If an
individual in the police service signs “FOR” the rank of the signing individual may be shown.
Example: RICARDO S DALISAY, Ph.D.

Police Captain
Director, NFSTI
FOR:
MARK P REYES
Police Lieutenant
Deputy Director, NFSTI

Sara, Iloilo
Reg. No. 97Q19783
The typewritten portion of the signature begins approximately one space to the right of the
center of the page, five (5) lines below the authority line of the body. Block style and open
punctuation are used. Abbreviations of rank or service and titles may be used. By block style, the first
letter of the typewritten signature, but not necessarily blocking under the last letter of the
typewritten signature.
c. Enclosures:
Enclosures are supplementary documents which are sent with communications to provide
additional information. When a letter has one or more enclosures, this fact is entered at the left side of
the page.
Example: Incls.
1- Memo from
2- Memo from
IV. Radio Message form
The radio message form is that one used when preparing radiographic messages intended for transmission
throughout the Philippine National Police (PNP). This is patterned after used in the Armed Forces of the Philippines
(AFP), and subscribes to the procedures based o the AFPRG 421-141, dated November 26, 1968.
Important Terms
1. Message. A message is any idea expressed in plain languages prepared in a form suitable for transmission by
any means of communications.
a. Single. A message which has only one addressee.
b. Book. A message which has two or more addressees, and is of such nature that the originator considers
that no addressee need be informed of the identity of other addressees. Each addressee may be either
ACTION or INFORMATION. The main advantage of a book message is the economy in the use of
communication facilities, and reduction of commercial cost due to elimination of unnecessary addressee
data.
c. Multiple. A message which has two or more addressees, and is of such nature that the originator
considers that each addressee must be aware of all the addressees to whom the message was
addressed. A multiple-address message will not be used when a book message will suffice.
2. Originator. The originator of a message is the authority in whose message is sent, or is the police office and/or
unit in whose name a message is sent, or is the police office and/or unit under the direct control of the
authority approving a message for transmission. The originator is responsible for the function of the drafter,
and releasing officer. The originator has the following responsibilities:
a. To determine if a message is necessary.
b. To determine the addressees and the type of message.
c. To use the message from prescribed by the police organization.
d. To draft the text in accordance with the prescribed manner and procedure.
e. To determine the precedence.
f. To determine the security classification.
g. To insure that the message is signed by the releasing officer.
3. Drafter. A drafter is a person who actually composes a message for release by the originator or the releasing
officer.
4. Releasing Officer. A releasing officer is a person who may authorize the transmission of a message for and in
the name of the originator.
5. Text . The text is that part of a message which contains the idea that the originator desires to communicate. It
may also contain such internal instructions that are necessary to obtain special handling.
a. Filling Out of Message Form
1. For Communications Electronic Service or Signal Use, Routing Indicator for Operator’s Use. The
message form has spaces provided for use by CES or Signal Personnel. No entries are to be made in
these spaces at the time the message is prepared by the drafter or originator. When blank sheets
are used, adequate space must be left for this purpose.
2. Precedence Action. The precedence assigned to all action addresses will be entered in his block.
3. Precedence Info. The precedence assigned to all information addresses will be entered in his block.
4. Date-Time Group. The date-time group is placed at the date-time group block and consists of six digits
and a zone designation. The first pair of digit denotes the date; the second pair the hour; the third;
the minutes. When using abbreviated procedure, the digit denoting the date may be omitted. It is
then called a time group.

Sara, Iloilo
Reg. No. 97Q19783
A letter DATE-TIME GROUP designates the time zone. Unless otherwise specified, the local time of the
geographical area will be used, in which case there will be either no letter after the date-time group, or the police
executive, or head of the police unit will designate the zone designation letter corresponding to the local time. For
Greenwich Mean Time, the zone designation letter “Z” is to be used when required.
6. Message Instructions. Normally reserved for communication center use by the originator to indicate the
desired method of delivery of a message, e.g., radio, landline, visual, mail, by hand, or convey any other
appropriate instructions.
7. From. In his block is entered the designation of the originator. Police abbreviations should not be used if
addressees outside the police service are included.
8. To and Attn or Info. Addressees may be designated as either action or information. Again police abbreviations
should not be used if addressees outside police service are included.
9. Security Classification
a. Responsibility. It is the responsibility of the originator to ensure that proper security classification is
indicated on the message before it is forwarded for transmission, a reply classification, when contents
of the text of the message containing the reply or reference permit.
b. Security Classification. Messages are to be classified as TOP SECRET, SECRET, CONFIDENTIAL, or
RESTRICTED whenever their content fails within the definition set forth in appropriate regulations.
Those bearing no security classification should be marked UNCLASSIFIED or the abbreviations UNCLAS.
10. Cite Number. This is to be filled-up by the originator with the office, unit or originator’s cite number for the
message.
11. Text. To save transmission and circuit time required for, normally the message text should be prepared in
block form, i.e., without paragraph numbering, indenting. If paragraphing is specifically required or desired
modified letter format should be used.
a. Paragraphs shall be numbered with Arabic numerals in sequence followed by a period; sub-
paragraphs shall be lettered alphabetically in sequence followed by a period; sub-sub-paragraphs
shall be numbered with Arabic numerals in parentheses, commencing with “(1);” sub-sub-sub-
paragraphs shall be lettered in parentheses, commencing with “(a)”.
b. Paragraph designations are to be transmitted as those which are written and not spelled out.
c. When message consists of only one paragraph, this paragraph shall not be numbered.
12. Reference Message. If the message refers to another message, appropriate identifying data of the reference
message will be inserted in the block.
13. Classified. If the reference message is classified, the YES block will marked, and if unclassified, the NO block will
be marked.
14. Page Number and Number of Pages. This block will be filled according to the number of message, from pages
used to complete the message.
15. Drafter’s Name Title and Phone Number. Data identifying the drafter is entered in this block.
16. Releasing Officer’s Name, Title and Signature. Data identifying the individual authorities to release the
message is to be entered in this block.
17. PNP Addresses
a. The tite and location or unit designation of the signing authority will be indicated.
b. ZIP Codes of Post Office Numbers, or another coded distributions lists will not be used as originator’s
address as part of an address.
c. Messages to a police addressee will be addressed to the chief of an installation or head of an agency.
Authorized abbreviations maybe used. All messages for personnel serving or on duty within an agency
will contain internal instructions for delivery purpose.
d. Geographical location of an installation or agency will be included. Messages addressed to an individual
located at business or home address will include the street address, the full name of the city or town
and the abbreviated name of the province.
18. Purely Civilian Addresses
a. The originator’s designation will consist of the full title of the chief or head in those messages addressed
to another line agency in the government. Abbreviated titles will not be used; rather it must be spelled
out.
b. When a message is for another line agency addressee, or is to be delivered by a commercial carrier,
handling instructions will be included in the address portion of the message form. Names of cities or
municipalities will be spelled out in full; name of provinces maybe abbreviated.

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Reg. No. 97Q19783
V. Spot Report
Spot Report 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.
Such incidents must be acted upon and reported to higher police office whether verbal or written, within
twenty-four hours. The idea is to inform an immediate chief, which is a standard operating procedure, considering the
fact that whatever happens in the area is a command responsibility, or that one from higher police office must be
informed regarding the details relative to a particular occurrence.
A spot report may use a radiographic message form, specially if the reporting unit is far from the addressee or
receiving higher police office concerned. Information contained therein must be complete, answering the 5Ws and 1H.
VI. Incident Report

An incident report is a written account of an event or occurrence, the purpose of this report is to document
the exact details of the occurrence as basis for further actions of concerned public safety officers. Incident reports are
the jump-off points of investigations designed to ferret out the facts and recommend solutions.
VII. Initial Investigation Report

Initial Investigation is the first action to be undertaken when there is a reported or discovered incident. The
conduct initial Investigation is one of the standard operating procedures in all police stations. This is where the spot
report will be relied on. In this first phase pf investigation, the investigator tries to seek the answers of the six cardinal
questions (5Ws and 1H), but it does not necessarily mean that an unanswered cardinal question will not be included in
the report. If the assailant is still unknown, cardinal question “Who is the perpetrator?” could be answered with
“unidentified person”. If the value of stolen property had not been determined yet, the question pertaining to this
could be answered with “undetermined amount of properties”.
VIII. Progress Report

Progress Report is being submitted if there is new finding or development in the case. For example, the
unidentified assailant reported in the initial investigation report had already been identified after follow-up operations,
or if the total amount of the stolen properties had already been computed or recovered.
Progress Reports should be numbered consecutively according to the sequence of developments in the case. In
the given example above, if you will submit report that the assailant had already been identified, the subject title of the
report should be: “Progress Report No. 1, re-Dela Cruz case”. In the subsequent developments, subject should
be:”Progress Report No. 2 or No. 3 and so forth and so on, until had completed all the information necessary in order to
submit for the Final Investigation Report.
IX. Final Investigation Report

An investigation report is an objective statement of the investigator’s findings. It is an official record of
information relevant to the investigation which the investigator submits to his superior. The effectiveness of an
investigator is judged to a large extent by his/her reports of investigation. The reputation of an investigator is measured
to a large extent by the kind of report he/she submits. The report on finished cases provides the vehicle for Higher
Headquarters to act on the matter.
Purposes of an Investigation Report:

1. Record. The report provides permanent official record of relevant information obtained in the course of the
investigation.
2. Leads. The report provides other investigators with information necessary to further advance in their own
investigation; and
3. Prosecution Action. The report is a statement of facts on which designated authorities may base a criminal,
corrective or disciplinary action.

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Criteria of Good Investigation Report:

An investigation report is subject to close scrutiny at all level of the command. It must meet certain criteria,
some of which are:
1. It must be grammatically correct;
2. Abbreviation must be used appropriately and correctly; and
3. The report should avoid slang, colloquialism or unnecessary technical terms.
Characteristics of Report Writers:
1. Those who write without thinking;
2. Those who write and think at the same time; and
3. Those who think first and write afterwards.
X. After Operations Report

After major operations, a report must be submitted and this is the After Operations Report. This is an
informative report detailing every action performed by personnel during police operations. This is being done no matter
what the result of operation was. This would be the basis also of staff officers for administrative actions whether the
participating personnel deserve awards or whether there was lapse on their part which is tantamount for
administrative sanction.
XI. After Encounter Report

After encounter report is a report on special missions or combat operations involving lawless elements and
subversive terrorists or rebels. This report also includes, salient supporting documents such as sketch of the encounter
scene, list of participating troops, summary of ammunition expended, summary of ammunition stock status,
recommendation for an award for troop members for exhibiting superior combat skills and bravery in the face of
danger and the proposed citation.
XII. Police Operational Plan

In police parlance, this is commonly known as OPLAN. Every police operation should have its corresponding
operational plan in order to have systematic deployment of personnel and economical use of resources. In this OPLAN,
the concept of operations based on the mission is clearly stated, the tasks of every personnel are in line as well, and the
resources needed are properly accounted.
Aside from the daily activities, special occasions should have also their corresponding Operational Plans such
as fiesta, New Year, Summer Vacation, Labor Day celebration, School Opening, All Saints Day, Christmas Season and
other occasion needing the preparation of OPLAN.
In the preparation of police operational plan, the planner must always consider the proper and economical
utilization of personnel and material resources, at the same time the police operational plan must be suitable,
acceptable, feasible, and flexible. Flexibility is an important requirement for changes and contingencies.
Parts of Police Operational Plan

1. Heading. It is in the right-most part of the document containing the number of copies of the OPLAN; the
originating office and the date.
2. Title. It is the subject of the operational plan. In this part, a code number or a code name may be used. It must be
reflective on the mission and execution of the operational plan. It must provide gist and idea about what the
operational plan is all about. For example, for All Saints’ Day may be named as “OPLAN KALULUWA”. Commonly,
under this portion are the Reference and the Task Organization. Reference is the authority why this OPLAN exists
and the task organization is the list of all PNP personnel involved in the execution of the OPLAN.
3. Situation. This tackles the rationale why this OPLAN is being adopted. It also presents the current situation in the
area by describing the peace and order situation as well as the current trend of the criminality.
4. Mission. This will cover what the plan is all about and what it intends to do, in general terms. It could be
protection of the locality, safeguarding of lives and properties, securing premises for sensitive activities, or
maintenance of peace and order and ensuring of public safety
5. Execution. The concept of project will be outlined and explained in this part. This will explain how the operational
plan will be carried out using the various aids to police organization, the human and material resources.
Enumerated under this sub-topic will be the task for those involved in the project.

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Reg. No. 97Q19783
6. Administrative and Logistics. This involves the listing of logistical requirements. The supplies and materials
needed to implement the project will likewise be enumerated as an annex.
7. Command and Signal. It is the last portion which pertains to the channels of communication needed when
implementing the operational plan until in fill operation.
8. Signatures. Only the original copy of the OPLAN should be signed by the Chief of Police or the Chief of the Police
Unit. Succeeding copies are to be signed by the Operations Officer. Only the family name of the Chief of Police or
unit head should appear in the right side of the document and his rank immediately under it. In the left portion
under the name of the Chief of Police or Unit Head is the name of the operations officer in full name and under it
is the designation.
XIII. Sworn Statement and Affidavit

The Sworn Statement refers to a written statement voluntarily executed under oath by any person , a suspect
or a witness, which may be taken in a “question and answer format” or in a “narrative format (affidavit)”.
The Sworn Statement and Affidavit shall state only facts of direct personal knowledge of the affiants which are
admissible in evidence and shall show their competence to testify to the matters stated therein. Everyone can give
statement but not anyone can lay claim to know the technique and rudiments of statement-taking. In investigation,
statement-taking is a necessity and inherent for the documentation of narrated facts.
XIV. Complete Staff Work (CSW)

A complete staff work is a formal communication which contains a brief and exact analysis of a situation,
resulting from a thorough research made by its author because there is a specific problem or a specific problem area.
This study provides the chief an official report of such analysis which helps him in making a decision on complex or
controversial questions.
However, that report does not only analyze a situation through presentation of facts, logical discussion of the
subject matter and the corresponding conclusions thereon. It also recommends t o the head of an office or agency what
course of action he should take.
A fixed format is prepared, with the following titles: Problem, Assumptions, Facts Bearing the Problem,
Discussion, Conclusions and Recommendations. Aside from these, a complete staff work bears the concurrence of staff
officer concerned by means of affixing his initial, followed by his/her name, title and position on the space provided.
XV. Endorsement
An endorsement is a reply or a forwarding statement usually added to a letter. Among men and women in
uniform, a basic communication may not just be a letter; it can be a message; it can be a memorandum from higher
office. It is a communication within a communication. It becomes an integral part of the correspondence and is not
withdrawn from the basic communication to which it is appended.
Regarding the content, it is meant to furnish information, comment or recommendation on the matter at hand.
The use of the third person in endorsement is prescribed to achieve objectively. The person writing the endorsement
may refer to himself as “the writer”, “the undersigned”, or “this office” or by his official title. After all, this is not a
personal matter; it is an official one wherein the sender acts on a particular problem in behalf of the agency he/she
belongs to. No complimentary close is used in endorsements, the signature and title being given directly aster the close
of the endorsement.
In the different line of government agencies, there is a Standard Operating Procedure (SOP) in paragraphing an
endorsement text. The PNP caters to this procedure. A communication being sent by endorsement to a superior office
is always “RESPECTFULLY FORWARDED” or “RESPECTFULLY SUBMITTED” and never “REFERRED” or “TRANSMITTED”. If
sent to an office of equal rank, it is “RESPECTFULLY TRANSMITTED”. Correspondence returned to an office where it
originated or where it has been recorded is “RESPECTFULLY RETURNED” regardless of the rank of the two offices
concerned.
An endorsement should be given useful and necessary information, comment or recommendation on the
matter at hand. The writer should avoid mere “FORWARDING” or “RETURNING” endorsement.
But in some cases, an endorsement is being patterned to a civilian letter with the following parts: Heading,
Dateline, Inside Address, Salutation, Body, Complimentary Close and Signature.

Sara, Iloilo
Reg. No. 97Q19783
XVI. Case Operation Plan (COPLAN)

Case Operation Plan (COPLAN) refers to a preparatory plan on how to carryout a case operation. Case
operations refer to a definite target specific activity conducted in relation to an intelligence project under which it is
effected. Several case operations may fall under one (1) intelligence project. Case operation is the last resort measure
to pursue intelligence objectives when normal police operations fail.
XVII. Summary of Information (SOI)

Summary of Information (SOI) is an intelligence report rendered regarding any illegal activity or violation of
laws being observed by intelligence operatives within a given area of responsibility. This is the usual basis of case
operations hence information received should be cared, validated, counter-checked, analyzed and evaluated.
XVIII. Background Investigation Report

This intelligence report is very important in rendering the result of a background investigation on any newly
designated or appointed or assigned personnel of a uniformed unit. Background investigation essentially involves
records check and neighborhood check regarding the personal background, present activities, previous criminal records
or administrative records and behavior of the subject in the community especially in the place where he/she resides.
XIX. Routing Slip

The Routing Slip is primarily aimed in transmitting papers from office to office within the Headquarters, or
from branch to branch, within an office. It is never used to forward papers to an agency outside of a Headquarters. It is
used to speed up transmittal of correspondence direct to action section without using a Brief, a DF or an Endorsement.
However, when it is foster to stamp a comment on a basic communication and this comment is intended to
form part of the record, the Routing Slip will not be used. It is also used for inter-office routing in a Headquarters for the
purpose indicated by the remarks printed on the form. It may contain informal comments which are not intended to be
forwarded beyond the addressee on the slip. Because the routing slip is ordinarily not filed, it will never be used for
approvals, disapprovals, concurrences, or other important actions or comments, no matter how brief.
Some offices use a routing slip in plain white communication demanding immediate action. This colored paper
will thus indicate that the paper to which it is attached must be given priority. To achieve greater efficiency in
processing documents or tracking them down, the DILG, thru its Memorandum Circular Number 92-18, has issued
guidelines and procedures in preparing a Routing Slip.
Some Instructions in Making a Routing Slip:

1. A Routing Slip shall be attached to every document which needs to be acted upon;
2. The Routing Slip shall indicate the following information: CONTROL NUMBER, ORIGINATING UNIT/OFFICE, TYPE OF
DOCUMENT< DATE OF DOCUMENT, SUBJECT MATTER (or particulars);
3. For purposes of tracking, each office/unit shall have its own documents control number;
4. Additional information shall indicate the DATE and TIME the document is acted upon; the name of the processor
under the column FROM:; the name of the person to whom the document is referred to for further processing
under the column TO:; and a check mark on the action taken from among those listed i the Routing Slip; and
5. The person to whom the document is released shall fill up the DATE RELEASED and the RECEIVED By entries.
IV. Learning Assessment

I. Identify the purpose of each type of police reports.
Type Purpose
1. Ex. Police Blotter To record daily events for evidentiary purposes
2.
3.
4.
5.
6.

Sara, Iloilo
Reg. No. 97Q19783
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
II. See for the uploaded video cases in your Facebook Group: CDI 106 AY 2020-2021 and make the following police
reports by adopting the Philippine National Police formats.
1. Police blotter
2. Incident Report
3. Initial investigation Report
4. Progress Report
5. Final Investigation Report
Each answer shall be evaluated based on the following criteria:

Accuracy ---- 3 points
Clarity ---- 3 points
Completeness ---- 3 points
Organization and Format ---- 3 points
Brevity ---- 3 points
Total 15 points
V. Enrichment Activities/Outputs
Differentiate the following:

1. A memorandum written by a higher office to a subordinate office from a memorandum written by a subordinate
office to a higher office.
2. Initial investigation, Progress Report, and Final Investigation Report.
3. Case Operation Plan from Police Operational Plan.
4. Spot Report from Incident Report.
Each answer shall be evaluated based on the following criteria:

Content ---- 3 points
Language facility ---- 3 points
Organization of ideas ---- 4 points
Total 10 points
VI. References
Balares, M. Et.al. (2016). Police Report Writing. Quezon City, Philippines: Wiseman’s Book Trading, Inc.
Foronda, M. (2021). Technical English 1: Investigative Report Writing and Presentation. Quezon City, Philippines:
Wiseman’s Book Trading, Inc.
Nano, M.C. & Pioquinto, P. (2014). Technical Report Writing I. Quezon City, Philippines: Wiseman’s Book Trading, Inc.
PNP Directorate for Investigation and Detective Management. Reports and Forms. Retrieved June 1, 2021 from
https://www.didm.pnp.gov.ph/index.php/21-reports-and-forms?start=4
----End of Module 1, Lesson 3----

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Republic of the Philippines

NORTHERN ILOILO POLYTECHNIC STATE COLLEGE

Course Code : CDI 106

Time Frame: 12 hours Date of Submission:

II. Learning Outcomes:

III. Learning Contents

C. Procedure in Making Entries

II. Certification of Police Blotter excerpt

Module 1, Lesson 3 Types and Formats of Police Reports Page | 22

b.File Reference or Office Symbol:

FOR: The Director, HSS

TO: The Director, CIDG

TO : Regional Director, PRO 6

Module 1, Lesson 3 Types and Formats of Police Reports Page | 23

Addressed to the Attention of the Head of Office:

TO : Regional Director, PRO 6

Module 1, Lesson 3 Types and Formats of Police Reports Page | 24

BY ORDER OF THE DIRECTOR, NFSTI:

Example: RICARDO S DALISAY, Ph.D.

Example: RICARDO S DALISAY, Ph.D.

Module 1, Lesson 3 Types and Formats of Police Reports Page | 25

Module 1, Lesson 3 Types and Formats of Police Reports Page | 26

Module 1, Lesson 3 Types and Formats of Police Reports Page | 27

VI. Incident Report

VII. Initial Investigation Report

VIII. Progress Report

IX. Final Investigation Report

Purposes of an Investigation Report:

Module 1, Lesson 3 Types and Formats of Police Reports Page | 28

Criteria of Good Investigation Report:

X. After Operations Report

XI. After Encounter Report

XII. Police Operational Plan

Parts of Police Operational Plan

Module 1, Lesson 3 Types and Formats of Police Reports Page | 29

XIII. Sworn Statement and Affidavit

XIV. Complete Staff Work (CSW)

Module 1, Lesson 3 Types and Formats of Police Reports Page | 30

XVI. Case Operation Plan (COPLAN)

XVII. Summary of Information (SOI)

XVIII. Background Investigation Report

XIX. Routing Slip

Some Instructions in Making a Routing Slip:

IV. Learning Assessment

Module 1, Lesson 3 Types and Formats of Police Reports Page | 31

Each answer shall be evaluated based on the following criteria:

Differentiate the following:

Each answer shall be evaluated based on the following criteria:

----End of Module 1, Lesson 3----

Module 1, Lesson 3 Types and Formats of Police Reports Page | 32

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