Investigative Reporting

INVESTIGATIVE
REPORT WRITING

OBJECTIVES:

 To provide the participants the knowledge on the preparation
of reports as required by the existing policies of the PNP;
 Communicate effectively through the use of spoken and

printed word;
 Express their thoughts clearly and concisely when writing a

police report;
 Value the importance of correct report writing.

 Investigative 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/her superior.
 Communication – the use of language,
spoken or written to exchange ideas or
transfer information.
 Report – is a detailed account of an event,
situation, etc., usually based on observation
or inquiry.
 Reporting – is knowingly passing along

information to someone else.
 Report Writing – is a communication that

lends itself to a useful tool for people in a
free society to express their thoughts and
ideas and to obtain what they need or want.
 Fact – is anything which either through
careful observation or investigation, has
been proven to exist as to have happened.
 Note Taking – is defined as a brief notation

concerning specific events that are
recorded while fresh in your mind and
used to prepare a report.
 Chronological Order – is the arrangement

of events and/or actions in order by the
time of their occurrence.
 PoliceBlotter 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
informational record book that is
utilized for evidentiary or referral
purposes (Circular No. 5, GHQ PNP
dated 10 Dec 1992).
Importance of Investigative Reporting
 a. The report on finished cases provides

the vehicle for Higher Headquarters to
action on the matter.
b. Records – The report provides

permanent official record of relevant
information obtained in the course of the
investigation;
Importance of Investigative
Reporting
c. Leads – The report provides other

investigators with information necessary
to further advance their own
investigation; and
d. Reports can be a basis for research.
Preparations needed in Report
Writing
 Review and Organize notes

Draw an outline in chronological
sequence
Review for completeness
Actual writing of the report

Criteria of a good Investigation
Report
 It must be grammatically correct.
 Abbreviation must be used appropriately
and correct.
 The report should avoid slang,
colloquialism or unnecessary technical
terms.
Requisites of a Good
Investigation Report
a. Accuracy – The report should be a true
representation of the facts to the best of the
investigators ability.
b. Completeness – The question of “when, who,

what, where, why and how?” should be
answered.
c. Brevity – Irrelevant or unnecessary materials
should be omitted.
d. Fairness – The investigator should take the
facts as he finds them.
Requisites of a Good
Investigation Report
e. Form and Style – The arrangement of the
materials presented should be in a
manner which will make the report easy to
read.
f. Clarity – The language and format of a
report are simple and to the point.
g. Specific – Use of specific words that bring
the reader close to firsthand experience.
h. Prompt/Timeliness – The report must be
completed in a timely manner.
Types of Report Writers
 Those who write without thinking.
 Those who write and think at the same
time.
 Those who think first and write
afterwards.
Approved SOPs in the Investigation
of Cases
 Upon receipt of the case, the Duty

PNCO/Desk Officer enters it in
the Complaint Logbook/Blotter and
then refer it to the OIC/Chief of
the Investigation Unit;
 The OIC/Chief of the Investigation
Unit assigns the case to an
investigator. The Chief Investigator
should maintain a Logbook of all
cases referred to him, either in
person or through communications,
recording therein the nature of the
case, name of complainant, name of
the investigator and the date it was
assigned.
 Likewise, the Duty PNCO/Desk
Officer should also reflect on the
Complaint Logbook the name of the
investigator to whom the particular
case was assigned;
 Based on the initial investigation, the
Officer-On-Case should prepare any
of the following police reports:
Different Types of Report
1. Police Blotter – is a record or log of daily events

occurring within the territories/jurisdiction of a
given police unit or command.
2. Spot Report – this 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.
3. Progress Report – it is an accounting of the

actions or series of actions undertaken in
relation to an ongoing investigation of a case.
4. Special Report – Special reports are done

either because one feels he has some
reporting to do or a lower police unit or office
is obligated based on the directives or an
instruction from the higher police offices.
5. Final Report – Is a thorough, in-depth and lengthy
account regarding an investigation into an incident or
case as mandated by higher authorities to establish a
determination of the truth and or how far it could be
determined based on the facts and circumstances with
the appropriate recommendation for the proper
course/s of action/s to be made.
6. Investigation Report (IR) – is considered internal

communication. Investigation report is complete when it
answers the six interrogatives of police report writing-
the5W’s and 1H. It also provides in brief, the sworn
statements executed by the individuals having an
interest in the case being investigated.
7. Flash Alarm – Is an account relative to the commission of
a crime or incident filed by a complaining witness or
victim to the Police citing the date, time, place, possible
motive of the commission/occurrence, how it was
perpetrated, and other details relative to incident.
8. Investigator’s Notes – Recording Note: The data of the

investigation should be recorded in a complete, accurate
and legible fashion.
9. Case referral report – It serves as endorsement to the

Prosecutors Office of the case being brought by the
investigating officer before their (Prosecutor) attention for
appropriate action (either for inquest or regular filing).
10. Referral notes – Used to inscribe incidents, cases
and other important events that transpire during
his/her tour of duty.
11. Coordination Report – a report which is used as
a means of formal coordination to be made by the
investigating agency with the police unit or military
unit having operational jurisdiction over the place
where a police case operation shall be conducted.
12. Turn Over of Crime Scene – procedure done by
first responders to the investigator/s in charge or
Investigator to SOCO.
13. After Operation Report– may be rendered after any
successful police operation that yield to the arrest of
any member or some members of syndicated crime
group.
14. After SOCO Report – is rendered by the Team
Leader of the SOCO that conducted the scene of the
crime operations, processing or investigation.
15. 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.)
13. After Operation Report– may be rendered
after any successful police operation that
yield to the arrest of any member or some
members of syndicated crime group.
14. 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.)
15. 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.
16. 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.
17.Turn Over of the Physical Evidence – procedure
done by investigator/s on case to the SOCO team.
18. After Case Hearing Report (during trial)
19. After Case Hearing Report ( during
promulgation)
20. Case Folder – complete copy of investigative
documents in a particular case.
21. Special Report in Civilian Letter Format
22. Forensic request Format s
RULE TO REMEMBER
 The law enforcement and correctional

professional must remember that
there is no place for opinions on a
written document. Every person has an
opinion; however, professionals know
when and where not to share their
opinions.
 On formal documents, such as
reports, report the facts only. You
are not Judge or Jury. Your job is
to report the facts; therefore,
allow the Judge or Jury to reach
conclusions.
WHAT?
 What type of offense has been

committed?
 What is the classification of the

offense (felony, misdemeanor)?
 What happened?
WHO?
 Who is the victim?
 Who are the witnesses?
 Who is the suspect?

WHEN?
 When did you arrive?
 When did the offense take place

(date, time)?
 When was the crime first

discovered?
WHERE?
 Where was the offense committed?
 Where is the specific address of

the area?
 Where is the suspect?

WHY?
 Why did the suspect commit the

offense?
 Why was the victim involved?
 Why was the offense reported?

HOW?
 How was the offense committed?
 How many items were stolen?
 How many victims, witnesses and

suspects were involved?
 All
violations of laws and ordinances
reported and discovered;
 Allcalls in which any member of the

police force is dispatched or takes
official action;
 Alllegal papers handled such as
warrants, subpoenas, summonses,
citations, and the like;
 Casesof missing and found persons,

animals and properties;
 Reportable vehicular and other
types of accidents which require
police action;
 All arrests made; and

 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.
Case Investigation Plan
 Upon creation of a SITG, a case
investigation Plan must be made to
served as operating guidelines in the
conduct of investigation of heinous
and sensational cases. Includes the
journal of the case which pertains to
the daily progress , what has been
done and accomplished.
It is created at the start of the
investigation that sets out the
following:
 The goal of the investigation
(questions to be answered by the
investigation)
 Limitation of the investigation (Scope)
 What evidence is required to reach
the goals
 The potential sources of
evidence/information
 Task setting out

Preparation of Affidavit including
Judicial Affidavit
 Affidavit-A sworn statement in writing made
especially under oath or affirmation before an
authorized magistrate or officer.
- a sworn statement from an
individual which is sworn to be true. It is an
oath that what the individual is saying is the
truth. It is used along with the witnesses or
complainant statement to prove truthfulness of
a certain statement in court.
 Four Parts
a. A statement that the affiant is swearing

under oath to the truthfulness of the
information contained in the affidavit;
b. The information that is being sworn to;
c. The signature of the affiant; and
d. The attestation of a notary public or other
official authorized to administer oaths.
 Judicial Affidavit-Shall contain a sworn
attestation at the end, executed by a layer
who supervised the examination of the
witness that says: (1) he faithfully recorded or
caused to be recorded the questions he asked
and the witness gave: and (2) neither he or
any other person (A.M. No. 12-8-8-SC,
Judicial Affidavit Rule/Feb. 21, 2012)
 Purpose- It aims to significantly reduce the
amount of time spent in litigation by
mandating the submission of written
affidavits of witnesses in lieu of their being
subjected to direct examination on the
witness stand.
 When to submit- Shall be submitted not later
than five (5) days before the pre trial, serving

copies of the same upon the accused.
Summary
 Participants will write samples of the different

types of investigative reports from their own
given written scenario and will be able to
make an accurate, concise, complete and
clear investigation report at the end of the
course.
Spot Report
Republic of the Philippines
Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL PLOCE

MEMORANDUM
FOR :
FROM :

SUBJECT : Spot Report

DATE :
_______________________________________________________________________________
(Indicate briefly the date/time, and place of occurrence)
(Brief facts of the Case)

(Other facts)

Requested/ recommended action of the Hqs.

Progress report will follow

__________________________
PHILIPPINE NATIONAL POLICE

MEMORANDUM

FOR :

FROM :
SUBJECT : Progress Report

DATE :
______________________________________________________________________________________________
Reference: (previous related Memos)

(Indicate briefly the date/time and place of occurrence ) example

(Brief facts of the case)

(Other Facts)

Requested/ recommended actions of Hqs.

Disposition/ Action Taken

Final Report will follow

______________________________________

MEMORANDUM

FOR :

FROM :

SUBJECT : Final Report

DATE :

Reference: (previous related Memos)

(Indicated briefly the date/time, and place of occurrence)

Background/Brief facts of the case

Sequence of Events

Summary of Action

Recommendation/ Conclusion

Disposition/findings
For your information

(Regular Filing and Inquest)



(DATE)

The Honorable City Chief Prosecutor
Office of ________ Prosecutor
Justice Hall, _______

(Attn: Duty Inquest Prosecutor)

Greetings :

I have the honor to refer to your Office, the records of investigation relative to the case of (crime), committed
atabout ______ of ________ at ______________.
COMPLAINANT : (Name, age, nationality, civil status and current address)

VICTIM : (Name, age, nationality, civil status and current address)

SUSPECT (ARRESTED/DETAINED) :
(Name, age, nationality, civil status and current address)

EVIDENCE RECOVERED:

FACTS OF THE CASE:
ENCLOSURES:
a) Subscribed NPS Investigative Data Form

b) SS of the complainant
c) SS of witness
d) SS of witness
e) Joint Affidavit of Arrest of
f) Medico-Legal Report
g) As stated evidence recovered
g) Death Certificate of the Victim
i) Anatomical Sketch of the Victim
j) Booking and Information of the suspect
k) And others to be presented later.

This case will be presented to you by (Name of Investigator-on-Case) of this Office
during the course of inquest proceedings. Further, request furnished this Office copy of
resolution of the case and other proceedings.

For appropriate action and disposition.

___________________________
Chief of Police
Coordination Report

COORDINATION FORM

UNIT: ________________________________________________________________________

DATE/TIME: ___________________________________________________________________

PLACE OF OPERATION: ________________________________________________________

TEAM LEADER: _______________________________________________________________

MEMBERS: ___________________________________________________________________
_____________________________________________________________________________

VEHICLE USED

_________________________________ _____________________________________
RECEIVED BY: _____________________________

(From First Responder to the Investigator)


TURN-OVER OF CRIME SCENE
Date
This is to certify that the crime scene (State the particular incident and the date, time, place of occurrence)was
turned over by the first responder to the duty investigator.
This further certifies that all the physical evidence found by the first responder at the crime scene are
properly secured and preserved.
Received By : ____________________
Time/Date : ____________________
Turned over By: ___________________
Time/Date : ___________________

Witnessed By: ____________________


(From Investigator to SOCO Team Leader)


TURN-OVER OF CRIME SCENE AND PHYSICAL EVIDENCE
Date

This is to certify that the crime scene and all the physical evidence (State the particular incident and the
date, time, place of occurrence) were turned over by the duty the investigator to the SOCO Team Leader.

This further certify that all the physical evidence found and initially marked and inventoried by the
investigator at the crime scene are properly listed and recorded in the investigator’s Evidence Log Book.

Received By:___________________
Time/Date :___________________
Turned over By: ________________
Time/Date : ________________

Witnessed By: ____________

After Case Hearing Report
(During Trial)


MEMORANDUM
FOR :
FROM :

SUBJECT : After Case Hearing Reports

DATE:
_______________________________________________________________________________________________________
1. This has reference to the Court Hearing which was attended today by the undersigned together with
______________________ relative to the case filed by _________________ against ___________________________ docketed
under CC# ______________________ is scheduled for arraignment at the sala of
______________________________________.

2. However, said court hearing/arraignment was set because __________________ counsel of the respondents
submitted/filed a motion for reinvestigation of the case and was presented to City Prosecutor and after examining
the motion, it was only approved by the court.

3. For information.
______________________
(CHIEF OF OFFICE)

After Case Hearing Report
(During Promulgation)


MEMORANDUM
FOR :
FROM :

SUBJECT : After Promulgation of Judgment Reports
DATE :
________________________________________________________________________________________________________

1. This pertains to the promulgation of Judgment in PP vs in CC.

2. On or about o’ clock in the afternoon on even date, _______was found “guilty beyond reasonable
doubt” on the said three (3) cases, to wit:

Case Number Crime Committed Sentence
___________ _______________ ___________
3. In addition to the following, the accused is also directed to pay the
heirs of deceased ______________of the “Decision”, twelve (12) pages are
hereto attached.

4. According to the Provincial Jail Warden, accused will be transferred to
National Penitentiary, Muntinlupa City as soon as the commitment order
issued by the Judge.

5. For Information.

________________________
(CHIEF OF OFFICE)
Case Folder

CASE FOLDER OF

ENCLOSURES OF CASE REFERRAL/TRANSMITTAL
(For Viol of ____________________)

TABLE OF CONTENTS
1. Sworn Statement of (Name of Complainant)“A”
2. Sworn Statement of (Name of Witnesses) “B”
3. Affidavit of Arrest (Name of Arresting Officers) “C”
4. Documentary Evidence “D”

a. Complaint Sheet of Complainant“D-1”
b. Request and Certificate of POEA “D-2”
c. Request and Result of Ultra Violet Powder “D-3”
d. Summary of Information “D-4”
e. Coordination “D-5”
f. Request and Result of Physical Examination “D-6”
g. Booking /Information Sheet of Suspect “D-7”
h. Copies of Photographs and Sketch of Agency “D-8”
i. Copies of Photographs during Entrapment Opn “D-9”
j. Copies of Photographs of the Suspect “D-10”
k. Copies of Photographs of the Pieces of Physical “D-11”
l. Evidence Recovered and Seized “D-12”
m. Reports about the Case “D-13”
n. Others “D-14”
______________________
Officer-on-Case
Noted By:
_________________
 Chief of Office




Forensic Request Formats
 Sample Request Form for Medico-Legal Examination
 Autopsy
 Genital
 Physical/Medical
 Blood
 Semen
 DNA
 Sample Request Form for Firearms Identification
 Ballistic
 Cross-Matching
Sample Request Form for Chemistry Examination

Dangerous Drugs

Drug Test

Paraffin Test

Explosives

Macro-etching

Trajectory

Ultra-violet (Fluorescence Powder)

Toxins

Burned Debris and Flammable/Volatile Substances

Chemical Analysis

Sample Request Form for Fingerprint Examination

Sample Request Form for Questioned Documents Examination

Sample Request Form for Polygraph Examination

Sample Request Form for the Conduct of SOCO

Medico-Legal Examination
(Autopsy)
MEMORANDUM
FOR : Director, PNP Crime Laboratory
FROM :
SUBJECT : Request for Autopsy Examination
DATE :
___________________________________________________________________________________
1. Request conducts medico-legal (autopsy) examination on the accompanying specimen to
determine the cause of death.

a) NATURE OF CASE:

b) VICTIM :

c) SUSPECT :

d) T D P O :

e) SPECIMEN SUBMITTED :

2. Further request that this Office be furnished a copy of medico-legal examination result for our
reference.

3. For consideration.
____________________________
(CHIEF OF OFFICE)
(Genital)

MEMORANDUM
FROM :
SUBJECT : Request for Genital Examination
DATE :
_____________________________________________________________________________________________________
1. Request conducts Genital Examination of the person ____________________ residing

at_______________.

2. In connection with para 1 above, request furnish this office a copy of the initial result thereof for
reference purposes.

_______________________________
(CHIEF OF OFFICE)
(Physical/Medical)

MEMORANDUM
FROM :
SUBJECT : Request for Physical/Medical Examination
DATE :
________________________________________________________________________________________________
1. Request conducts Physical/Medical Examination of the person ____________________ residing at
________________________.

2. In connection with para 1 above, request furnish this office a copy of the initial result thereof for
reference purposes.


____________________________
(CHIEF OF OFFICE)
(Blood Samples)



MEMORANDUM
FROM :
SUBJECT : Request for Blood Examination
DATE :
______________________________________________________________________________________________

1. Request conducts medico-legal (blood) examination on the accompanying specimen.

a) NATURE OF CASE :
b) VICTIM :
c) SUSPECT :
d) T D P O :

reference.


_________________
(CHIEF OF OFFICE)

(Semen Samples)


MEMORANDUM
FROM :
SUBJECT : Request for Semen Examination
DATE :
______________________________________________________________________________________________
1. Request conducts medico-legal (semen) examination on the accompanying specimen.

a) NATURE OF CASE :
b) VICTIM :
c) SUSPECT :
d) TDPO :
reference.
____________________________
 (CHIEF OF OFFICE)
(DNA)

MEMORANDUM
FROM :
UBJECT : Request for DNA Examination
DATE :
___________________________________________________________________________________________________

1. Request conducts medico-legal (DNA) examination on the accompanying specimen.

a) NATURE OF CASE :
b) VICTIM :
c) SUSPECT :
d) TDPO :
reference.
__________________
(CHIEF OF OFFICE)
SRPS-IN
MEMORANDUM
FOR : Provincial Director, NEPPO
FROM : Chief of Police, SPRS
SUBJECT : SPECIAL REPORT ON (STATE THE NATURE OF CASE OR
INCIDENT BEING REPORTED)
DATE :
__________________________________________________________________________________________________
1. Reference: Spot Report this station with cite Nr SRPS-02-14-40 dated February 14, 2010, subject as
above.
2. This pertains to the (what – significant incident)__________ that transpired at (where – place of
occurrence)________ perpetrated by (who – name and other personal circumstances of the suspect) on
(when – month, date and year) at (specific time) in the (morning, afternoon or evening).
3. Report revealed that (how the incident occurred and why the incident happened) that resulted in (result
or consequence of the incident).
4. Further investigation disclosed that (other information relevant to the incident, which may answer
another set of 5W’s and 1H, if necessary).
5. Elements of (unit taking action) are/have (police action conducted-search/follow up/pursuit operations,
filing of charges, further investigation, etc.) that resulted in the (result of police action- seizure, arrest,
surrender, confiscation, recovery, issuance of arrest warrant, etc.).
6. Other developments regarding the incident shall be submitted as soon as obtained.

_________________
Chief of Police

SRPS-IN
November 01, 2010
HONORABLE__________
Municipal Mayor
Santa Rosa, Nueva Ecija

Sir:
This pertains to the (what – significant incident)__________ that transpired at (where – place of occurrence)________
perpetrated by (who – name and other personal circumstances of the suspect) on (when – month, date and year) at
(specific time) in the (morning, afternoon or evening).

Report revealed that (how the incident occurred and why the incident happened) that resulted in (result or consequence of
the incident).

Further investigation disclosed that (other information relevant to the incident, which may answer another set of 5W’s and
1H, if necessary).

Elements of (unit taking action) are/have (police action conducted-search/follow up/pursuit operations, filing of charges,
further investigation, etc.) that resulted in the (result of police action- seizure, arrest, surrender, confiscation, recovery,
issuance of arrest warrant, etc.).

Other developments regarding the incident shall be submitted as soon as obtained.

Respectfully yours,
_______________
(COP)


QUESTIONS?

Investigative Reporting

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INVESTIGATIVE

 Communicate effectively through the use of spoken and

 Express their thoughts clearly and concisely when writing a

 Value the importance of correct report writing.

 Reporting – is knowingly passing along

 Report Writing – is a communication that

 Note Taking – is defined as a brief notation

 Chronological Order – is the arrangement

 a. The report on finished cases provides

b. Records – The report provides

c. Leads – The report provides other

 Review and Organize notes

Actual writing of the report

b. Completeness – The question of “when, who,

 Upon receipt of the case, the Duty

1. Police Blotter – is a record or log of daily events

2. Spot Report – this refers to an immediate initial

3. Progress Report – it is an accounting of the

4. Special Report – Special reports are done

6. Investigation Report (IR) – is considered internal

8. Investigator’s Notes – Recording Note: The data of the

9. Case referral report – It serves as endorsement to the

14. Case Operation Plan (COPLAN) – refers to

 The law enforcement and correctional

 What type of offense has been

 What is the classification of the

 Who is the victim?

 Who are the witnesses?

 Who is the suspect?

 When did you arrive?

 When did the offense take place

 When was the crime first

 Where was the offense committed?

 Where is the specific address of

 Where is the suspect?

 Why did the suspect commit the

 Why was the victim involved?

 Why was the offense reported?

 How was the offense committed?

 How many items were stolen?

 How many victims, witnesses and

 Allcalls in which any member of the

 Casesof missing and found persons,

 All arrests made; and

 Task setting out

a. A statement that the affiant is swearing

than five (5) days before the pre trial, serving

 Participants will write samples of the different

(Indicate briefly the date/time, and place of occurrence)

(Brief facts of the Case)

For your information

Republic of the Philippines

COMPLAINANT : (Name, age, nationality, civil status and current address)

a) Subscribed NPS Investigative Data Form

RECEIVED BY: _____________________________

Turned over By: ___________________

Turned over By: ________________

Republic of the Philippines

CASE FOLDER OF