Investigative Report Writing

YOUR INSTRUCTOR

Mark Tarte– Retired Livermore Police Sergeant– Former training lieutenant for NASA Protective

Services– Over 25 years of law enforcement experience

• USAF Security (Military) Police

• Alameda County Sheriff’s Deputy

• Livermore Police Dept

• NASA Protective Services

What Is Report Writing?

• Report writing is the recording of information gleaned from an investigation in a chronological, objective and editorial and emotion-free style of writing.

Why Write Reports?

• Reports are the product of police activity.• Without reports, no one knows what you did.• Reports are necessary to the function of the

criminal justice system as a whole. • Without reports and corresponding records, the

system cannot function.• In a democracy, the police are accountable to the

people and a police report, except in rare instances, is a matter of public record.

A POLICE STORY

• Simply put, a good police report tells us:– Who?– What?– Where?– How?– When?– Why?

“Just the facts ma’am.”

WHO…

• …is the victim?

• …is the suspect?

• …are the witnesses?

• …are the others involved?• Doctors?

• Lawyers?

• Indian Chiefs?

WHAT…

• …is the crime?

• …time did it occur?

• …day/month did it occur?

• …happened?

• …did the suspect/victim do?

• …did the witness(es) see?

• …did you (police) do?

WHERE…

• …did the crime occur?

• …is the victim now?

• …is the suspect now?

• …is/are the witnesses now?

• …is the evidence?

HOW…

• …did the crime occur?• …did the victim report the crime?• …was the suspect

• identified?• located?• arrested?

• …did you discover or receive the call?• …did you resolve the call?

WHEN…

• …did this happen?

• …was it discovered?

• …did you…• …make the arrest?

• …talk to a suspect/victim/witness?

• …close the report?

• …send it to the District Attorney?

WHY…

• …did this happen?

• …did the suspect do it?

• …did the suspect talk?

• …did the witness talk?

• …did you take this class?

• …ask why?

NOTETAKING

• Why Take notes?– It refreshes your memory– It Memorializes:

• What is said and by whom (V, S, W)

• What your observations are

• Yours and others actions

• Evidence collected

NOTETAKING

• What to use for notetaking:– Pen and paper!!– Video recorder– Tape recorder– Photos (Polaroid, 35 mm or Digital)– Computer– Typewriter (what’s a typewriter?)

NOTETAKING

• When do you take notes?– On EVERYTHING you do!

• Anytime you are involved in an investigation and you need to remember your steps, WRITE IT DOWN!

NOTETAKING 

• It is important to your final investigation to have taken complete, accurate and understandable notes. These are subject to discovery by the defense. So subjective, derogatory, or improper remarks of any kind should not be written down.

• If you have a question of a person's veracity, by all means make a note to yourself to check this person further, but if you write a question to yourself, make sure you answer it somewhere.

NOTETAKING 

• Probably the best way to take field notes is with a small note pad that can be carried in the pocket. Always start your notes with the person’s information, similar to the way the police report forms you will be using. Location goes without saying.

• Always note the day, time, weather conditions, (temperature, wind, rain, snow, etc.) lighting conditions, (ambient light, darkness, moon light, sun light, etc.). This will go along way to helping you create an accurate, timely and complete report. 

NOTETAKING SAMPLE 

Location: 2345 Lincoln Ave., LivermoreDate/Time: November 5th, 1998 2130 HrsWeather: Partly Cloudy, cool (NWS: 45 degrees, wind chill 38) breezy (5-10 mph)Lighting: Full Moon, street lamps and car headlights.

Officer's flashlights. Subject: SMITH, John Jones, WMA, 43, 01/01/55, 2345

Lincoln Ave., Livermore, CA, 94550 (925) 455-0000/373-0000 (work)DBA: Owner, LPV Construction Service.

Address: same. Notes: Called to the above scene on an extensive (20k) 459 approximately 2200 Hrs. POE determined to be the northeast door of the construction trailer of LPD Yard. Flat pry tool used -  

NOTETAKING

• Where to take notes:– Police Station– At the scene of an incident– Victim’s home*– Witness’ home*

• (Where ever the V/W feel comfortable)

– With the suspect, we want him to be uncomfortable!

MIRANDA

• So, you want to talk, huh Bub?– Hey George, get me the rubber hose and a bare

light bulb!

• WHAT? I have to tell him he’s got rights? – DAMN!

MIRANDA

• When do you have to give Miranda?– Immediately after an arrest?– Whenever you talk to anyone?– Whenever you talk to a suspect who’s in

custody?– Whenever you talk to a suspect, even by

phone?

MIRANDA

• If you are talking to a suspect at his house and he is not under arrest, guess what? – NO MIRANDA!

• If you are talking to a suspect in the holding cell, well – “MIRANDIZE” ‘em!!

In these exercises, you are to identify the following in each report:

(If you cannot answer the question, leave blank)

Who is the reporting party?

Who is writing the report?

Who are any witnesses or persons contacted by the officer?

Who are the back-up officers? What is the incident? What time did the incident take place: What kind of business or residence is this place?

Where did the incident occur?

When did it occur?

What was found out about this incident?

How did the incident occur?

What was recommended?

REPORT WRITING EXERCISE #1 

On 01-21-03, at or about 1600 Hrs., this officer, via official police radio communications, received a report of an incident. The

incident was allegedly located in the area of 3033 Collier Canyon Road, Livermore, Ca., 94550, in the parking lot. Upon my

arrival, this officer parked his fully marked and operational patrol car, exited same and then contacted the R/P, SMITH.

SMITH informed this officer that she had observed two subjects lurking about the science building, located to the rear of 3033

Collier Canyon Road. After ascertaining that SMITH was not in need of medical attention, this officer proceeded to radio for

back-up. Upon the arrival of unit 303, Officers JONES and WRIGHT, this officer, with the aforementioned back-up officers, then

proceeded to make an area search of the area of the rear of 3033 Collier Canyon Road.

After an area check was conducted using approved police search methods, it was ascertained that there were no alleged suspects in

the area. A security check was made of all of the buildings in the area with no results. This officer went 10-8 at 1625 Hrs. A

copy of this report should be made available to the detective unit for review and follow-up.

201 Words – But are there questions concerning this incident and report?

THE SERGEANT’S COMMENTS:THE SERGEANT’S COMMENTS:

On WHAT DAY? 01-21-03, at or about (about or approximate) 1600 Hrs., this officer, FIRST PERSON “I” not “this officer” via

official police radio communications,Why is the preceding necessary? received a report of an incident. WHAT KIND? The incident was

allegedly (?) located in the area of 3033 Collier Canyon Road, Livermore, Ca., 94550, (NOT NEEDED) in the parking lot. Upon my

arrival, this officer (FIRST PERSON not THIRD) parked his fully marked and operational patrol car, exited same (NOT NEEDED) and

then contacted the R/P, SMITH.

SMITH informed this officer that she had observed two subjects lurking (Use a more accurate word here) about the science building,

located to the rear of 3033 Collier Canyon Road. (NOT NEEDED) After ascertaining that SMITH was not in need of medical attention, (Is

there something you’re not telling me?) this officer proceeded to radio for back-up. Upon the arrival of unit 303, Officers JONES and

WRIGHT, this officer, with the aforementioned back-up officers, JONES, WRIGHT and myself then proceeded to make made an area

search of the area of the rear of 3033 Collier Canyon Road the college.

After an area check was conducted using approved police search methods, (Who cares?) it was ascertained that there were no alleged

suspects (Suspects in what?) in the area. A security check was made of all of the buildings in the area with no results. This officer went

10-8 (BAD, do not use jargon) at 1625 Hrs. A copy of this report should be made available to the detective unit for review and follow-up.

(WHY?) THERE ARE MANY PROBLEMS WITH THIS REPORT, MAINLY, WHAT HAPPENED? WHAT DID THE

REPORTING PARTY, SMITH, SEE? WHY WAS SHE CHECKED FOR INJURIES? WHAT DID THE “SUSPECTS” DO?

THIS IS UNCLEAR and POORLY WRITTEN.

The Report as it should be

Code Section: 459PC/Burglary (Attempt)Reporting Officer: J. Wayne, #1776

 On Tuesday, 01-21-03, about 1600 Hrs., I was detailed to possible burglary at Las Positas College, 3033 Collier Canyon Road.

Upon arrival at the college, I talked with the reporting party, Jennifer SMITH. She told me that she had seen two white male adults

at the science building, (Building 1800) attempting to pry open a utility door. SMITH said the door was on the north side of the

building, facing the open field. She told me this happened about 1530 Hrs.

She described the two as follows: Suspect #1: WMA, about 18-20 years old, 601, 150-160 lbs, long blond hair, clean shaven

wearing a white "T" shirt and blue jeans. Suspect #2: WMA, about 20-22 years old, 511, 190-200 lbs, short brown hair, moustache

and beard, wearing a red long sleeve shirt and white shorts.

She said when they saw her, they both ran off toward the library building, just to the east of the science building. She then called 9-

1-1 and reported the incident. Officers JONES and WRIGHT arrived as backup and we conducted a search of the area.

On the north side of the science building, we discovered a door with pry marks around the door knob and door jam. The door and

jam are painted gray. There were yellow paint transfers in the pry marks. Officer WRIGHT discovered a flat yellow crowbar in the

bushes just to the east of the science building. This is towards the library building. The crowbar had gray paint on it. I talked with

Bill JAMES, the custodian for the science building. He said he had checked the door about 1500 Hrs., today and it had no pry

marks on it then. He said he did not know where the crowbar came from. The crowbar was photographed and collected for

evidence.

The door was dusted for fingerprints and photographed. A further search for the two suspects, witnesses or additional evidence was

negative.

After the search, I again talked with SMITH. She told me she would be able to identify the suspects if she saw

them again. She thought that they might be students at the college.

I then checked with the Admissions and Records office. I talked with admissions clerk Rachael BROWN. She

informed me the office does not photograph students for their identification cards. No photos are available

through them.

I then checked with the yearbook committee. I spoke with Jane RICHARDS. She told me they have yearbooks

going back 5 years, to 1998. RICHARDS agreed to let me use these books to show to SMITH. I had SMITH

look through the books. She said that she did not recognize anyone in the books as the two suspects that she

had seen.

At this time, with no other leads or witnesses, I am recommending follow-up by the detective unit if any

suspects are identified through the latent prints lifted from the door. I am also requesting the crime lab to dust

the crowbar for prints. If no suspects are identified, I am recommending this case be closed inactive.

Much longer, 500 words to be exact, but are there any questions of the officer’s actions or the incident as

reported by SMITH?