Police Reports: Home-Based Writing?

Police officers are tasked with a wide range of responsibilities, from responding to emergency calls to conducting investigations and filing reports. While the specific procedures may vary across different jurisdictions, the importance of clear and concise report writing is universally recognised as a critical aspect of police work. In this introduction, we will explore the guidelines and challenges associated with police report writing, including the impact of fatigue, the use of technology, and the importance of organisation and clarity in recounting incidents effectively. We will also discuss the role of these reports in ensuring accurate documentation, facilitating investigations, and protecting officers from legal repercussions.

Using names and pronouns

When writing police reports, it is important to use names and pronouns when referring to yourself and others at the scene. This includes using "I", "he", or "her", instead of outdated expressions like "this officer" or "the abovementioned witness". Using personal pronouns does not compromise integrity, and is in line with the everyday language that would be used in court testimony.

> Mr. Jones was working as a store clerk on Jan 12th, 2013, at the Mid-Town Convenience store, 2501 E. Maple Street, at 2315 hours. Jones was standing behind the counter, facing the store. There were no other people in the store. Approximately 2020 hours the suspect walked in the front door.

In this example, the writer sets the scene by providing the time, location, and relevant individuals before describing the action. This helps to ensure clarity and organisation in the report.

Another example of an introductory paragraph for a police report is:

> I, [name], on [date and time] received a call to [location] reference to [the crime]. My investigation revealed the following information.

This paragraph establishes who is writing the report, when and where the incident occurred, and that an investigation took place. It also indicates that the report will provide information gathered through the investigation, which may include interviews with witnesses, victims, or suspects, as well as examination of evidence.

Keeping sentences short and simple

Use names and pronouns: Refer to yourself and others at the scene using names and pronouns ("I", "he", "her") instead of outdated expressions like "this officer" or "the abovementioned witness". This makes your writing more clear and direct.

Keep it concise: Limit yourself to one idea per sentence. Short and straightforward sentences are easier to read and understand, saving time for everyone involved. They also reduce the likelihood of errors.

Simple structure: Start each sentence with a person, place, or thing, and use basic grammar. Complicated sentences require complex punctuation and increase the chance of errors. Aim for no more than three commas per sentence.

Be specific: Avoid vague terms like "contacted" or "residence". Be clear and specific about your actions and locations to provide accurate and detailed information.

Use simple language: Opt for simple words and phrases that are easy to understand. For example, use "since" instead of "inasmuch as" and "about" instead of "pertaining to".

Stick to facts: Include only observable facts in your report. Avoid including conclusions, guesses, or hunches. Stick to what you can directly observe and verify.

By following these guidelines, police officers can improve the clarity, conciseness, and effectiveness of their reports, making them easier to read and understand for all parties involved.

Starting sentences with a person, place, or thing

Writing efficient and clear police reports is an essential skill for any officer. While it may be tempting to use outdated expressions and impersonal terminology, this can lead to wordiness and a lack of clarity. Officers should strive to write like they speak, using "I", "me", and other personal pronouns, just as they would when testifying in court.

One key technique to improve report writing is to start every sentence with a person, place, or thing. This simple structure can improve the flow and readability of your report. For example, consider the following:

"Upon my arrival at the crime scene, I noticed a revolver on the nightstand. I then saw Jackson kick a chair and clench his fists."

This style of writing ensures your sentences are clear and concise, making it easier for others to understand your report. It also helps to avoid complicated punctuation and reduces the chance of errors.

Another benefit of starting sentences with a person, place, or thing is that it allows you to set the scene effectively. By introducing the people, property, and other relevant details at the beginning, you provide context for the events that follow. This approach helps the reader understand the sequence of events and visualise the incident more clearly.

For instance, in a convenience store robbery report, you could start by setting the time, location, and introducing the victim:

"On January 12th, 2023, at 23:15, Mr. Jones was working as a store clerk at the Mid-Town Convenience store, located at 2501 E. Maple Street. There were no other people in the store at the time."

This opening paragraph provides essential details about the place and person involved, allowing the reader to visualise the scene before diving into the specific actions that took place.

In conclusion, by focusing on starting sentences with a person, place, or thing, police officers can improve the clarity and effectiveness of their reports. This technique helps to set the scene, improve sentence structure, and ensure that reports are written in a straightforward and easily understandable manner.

Avoiding passive voice

Police officers are often required to write reports as part of their job. When writing these reports, it is important to avoid using the passive voice. Here are some tips to help you achieve that:

Identify the Different Parts of a Sentence

First, identify the verb in the sentence. The verb is the action word and can be either active or passive. Most verbs are active (e.g., kicked, graded), but the verb phrase "to be" and its conjugations (is, was) are passive. Then, identify the subject of the sentence, which is who or what performed the action. Finally, identify the direct object, which is the object of the verb and is being acted upon.

Determine Active Versus Passive Voice

To write in active voice, ensure that the subject is performing the action described by the verb. For example, "The dog wagged its tail" is in the active voice because the subject, "the dog," is performing the action, "wagging." On the other hand, "The tail was wagged by the dog" is in the passive voice because the subject, "the tail," is being acted upon by the verb, and the actor, "the dog," comes after the preposition "by."

Knowing When to Use Passive Voice

While active voice is generally preferred, there are rare occasions when using passive voice is appropriate. For example, if you want to emphasise the object or de-emphasise an unknown subject, you may choose to use passive voice. Additionally, if your readers do not need to know who is responsible for the action, passive voice can be used. However, remember that active voice is usually stronger and clearer.

Use Tools and Proofreading

Use the spelling and grammar checker in your word processor to identify passive voice and suggest corrections. Additionally, get into the habit of re-reading and checking your work. Don't be afraid to ask for help from an English teacher or a grammatically adept friend.

By following these tips, you can improve your police report writing and ensure your message is clear and effective.

Writing when alert

Writing while alert is crucial for police officers to ensure their reports are accurate and free from errors. Being mentally alert helps officers effectively navigate the report-writing process, which involves reviewing notes, prewriting, writing, responding, revising, editing, and publishing. Alertness reduces the likelihood of mistakes and ensures a more efficient process.

Police officers often face the challenge of writing reports after long shifts, which can lead to mental and physical fatigue. To mitigate this, officers can prioritize writing when they are less tired, even if it means waiting until the next day. Taking a short break before proofreading can also help identify additional information and reduce errors.

Officers should aim to write reports directly after an incident, as this information is still fresh in their memory. However, if writing immediately after an incident is not possible, it is better to wait until they are more alert than to force themselves to write while exhausted. This approach improves the quality of the report and can help officers feel more confident in their work.

To optimize alertness, officers can take advantage of tools like spelling and grammar checkers. Writing reports in a word processor with spell-check enabled can catch basic spelling and grammar errors that may otherwise be missed. Additionally, reading reports aloud can help identify any remaining small grammar and sentence structure mistakes.

By writing when alert, officers can produce more accurate and professional reports, improving their overall work quality and protecting themselves from potential issues that may arise from errors in their reports.

Frequently asked questions