3.7. Investigative Reports

Lesson 3.
7 – Investigative Reports
CRIMINAL INVESTIGATION COURSE (CIC)

Lesson 3.7 – Investigative Reports
LEARNING GOAL
The students will acquire good writing skills
and improve capabilities of writing accurate,
complete, concise, clear and PNP-standard
investigative reports and documents, necessary
in the investigation and filing of various criminal
cases before the prosecutor’s office or the
court, as the case may be.
.
LEARNING OBJECTIVES
At the end of this lecture, the

students will be able to:
• Discuss the importance of investigative
reporting;
• Differentiate the types of investigative
reports;

LEARNING OBJECTIVES
• Perform in making investigative reports;

• Discuss the contents of a good Investigation
Report; and
• Enumerate what should be done in the
supervision of preparing reports.

BACKGROUND/MOTIVATION
According to the study, police investigator

when writing police or investigation reports or
documents, it finds very difficult to express their
thoughts and the facts of the case clearly,
whereby his or her prepared reports or
documents become incomprehensible or

BACKGROUND/MOTIVATION
the meaning of their contents is vague,

resulting in the unfortunate dismissal of some
cases they handled.

DEFINITION OF TERMS
1. Investigative Reporting
• 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.

DEFINITION OF TERMS
2. Communication
• the use of language, spoken or written
to exchange ideas or transfer information.

DEFINITION OF TERMS
3. Report
• a detailed account of an event, situation,
usually based on observation or inquiry.
4. Reporting
• it is knowingly passing along information to
someone else.

DEFINITION OF TERMS
5. Report Writing
• 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.

DEFINITION OF TERMS
6. Fact
• anything which either through careful
observation or investigation, has been
proven to exist as to have happened.

DEFINITION OF TERMS
7. Note Taking
• defined as a brief notation concerning
specific events that are recorded while
fresh in your mind and used to prepare a
report.

DEFINITION OF TERMS
8. Chronological Order
• the arrangement of events and/or actions
in order by the time of their occurrence.

IMPORTANCE OF INVESTIGATIVE
REPORTING
1. Preparations needed in writing of an

Investigation Report
• They serve as records for police
administrators in planning, directing,
and organizing the unit’s duties;

REPORTING
• Can be used as legal documents in

the prosecution of criminals;
• Can be used by other agencies;
• Can be useful to local media which
need access to public documents;

REPORTING
• The author of a report should also consider

that his/her (written) work is reflective of
his/her personality; and
• 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; and
• Actual writing of the report

CRITERIA OF A GOOD
INVESTIGATIVE REPORT
• It must be grammatically correct;
• Abbreviation must be used appropriately and
correct; and
• The report should avoid slang, colloquialism
or unnecessary technical terms.

REQUISITES OF A GOOD
INVESTIGATION REPORT
• Accuracy
• Completeness
• Brevity
• Fairness
• Form and Style

1. Accuracy
• the report should be a true
representation of the facts to the best
of the investigators ability.

2. Completeness
• the question of five W’s and one H
should be answered.
3. Brevity
• irrelevant or unnecessary materials
should be omitted.

4. Fairness
• should take the facts as he finds them
5. Form and Style
• arrangement of the materials presented
should be in a manner which will make
the report easy to read.

6. Clarity
• the language and format of a report are
simple and to the point.
7. Specific
• use of specific words that bring the
reader close to firsthand experience.

8. Timeliness
• completion of a report promptly.

TYPES OF REPORT WRITERS
• Those who write without thinking;

• Those who write and think at the
same time; and
• Those who think first and write afterwards.

CONTENTS OF INVESTIGATIVE
REPORTS
• Heading
• Memorandum
• Address Block
• Subject of the report
• Authority
• Matters to be investigated

SUPERVISION OF REPORTS
1. Assure Good Reports

• the Chief must sincerely want good
reports;
• Standards of good reporting must be
set up so that all will know what is
expected of them; and

• Systems of spot-checking must be set up

to make sure that corrections are being
made and to assure uniformity.

2. Protect the reputation of the Department

and its Officers
• Good reports help refute false charges
against officers and the department
they represent.

• Good reports reflect favorably on the

officers preparing them and on the
department, they represent; and

3. Methods of Supervision
• Tickler System
• Assignment Record
• All reports should be read and signed
by the supervisory official.

BASIC TYPES OF INVESTIGATIVE

REPORTS
1. Spot Report
• an immediate and initial investigative or
incident report addressed to Higher
Headquarters pertaining to the
commission of a crime, occurrence of
natural or man-made disaster; and

SPOT REPORT


REPORTS
2. Progress Report
• an accounting of the action or series
of actions undertaken in relation to an
ongoing investigation of a case.

PROGRESS REPORT


REPORTS
3. After Operation Report
• It is a report that maybe rendered after
any successful police operation that leads
to the arrest of any member or some
members of syndicated crime group.

AFTER OPERATION REPORT


REPORTS
4. Final Report
• a thorough, in-depth and lengthy account
regarding the investigation of an incident
or case as mandated by the higher
authorities to establish.


REPORTS
• or determine the truth based on the
facts and circumstances with the
appropriate recommendation for the
proper course/s of action/s to be made.

FINAL REPORT

OTHER TYPES OF INVESTIGATIVE

REPORTS
1. Flash Alarm
• an account relative to the commission of
a crime or incident filed by a
complaining witness or victim to the Police
Station;


REPORTS
• citing the date, time, place, possible
motive of the commission/occurrence, how
it was perpetrated, and other details
relative to incident.


REPORTS
2. Referral Notes
• to inscribe incidents, cases and other
important events that transpire during
his/her tour of duty.


REPORTS
3. Coordination Report
• A report which is used as means
of formal coordination to be made by
the investigating agency with the police
unit or military unit having operational
jurisdiction over the place.

COORDINATION REPORT/FORM


REPORTS
4. Case Referral Report
• It serves as endorsement to the Prosecutor's
Office of the case being brought by the
investigating officer before their (Prosecutor)
attention for appropriate action.

CASE REFERRAL REPORT

Sample format of Case Referral
(Regular Filing and Inquest)
Republic of the Philippines

Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE
______________________________________
_______________________
(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 at about ______ 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:

Investigation disclosed....
REFERRAL TO THE
PROSECUTOR
FACTS OF THE CASE:
Investigation disclosed....
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

REFERRAL TO THE
PROSECUTOR
Another Sample Format of Case Referral
Republic of the Philippines

Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE
______________________________________
_______________________
(Date)
Hon. Chief, State Prosecutor
Department of Justice,
Padre Faura, Manila
Sir/Madam:
Respectfully referred to your good office for inquest proceedings are the herein
record of investigation relative to a case for Robbery committed as follows:
VICTIMS/COMPLAINANTS: __________________
RESPONDENTS: ___________________________
WITNESSES: ______________________________
Date/Time and Place of Occurrence:
On _______ at about ________ along _________________.
Evidences:
1. Sworn Statement of Complainant/s
2. Sworn Statement of Witnesses
CRIMINAL INVESTIGATION COURSE
3. Joint (CIC)
affidavit of Arresting Police Officers
4. Others to be presented later.
REFERRAL TO THE
PROSECUTOR
Evidences:
1. Sworn Statement of Complainant/s
2. Sworn Statement of Witnesses
3. Joint affidavit of Arresting Police Officers
4. Others to be presented later.
FACTS OF THE CASE:
(Complete brief narrative of the facts)
This case will be presented by (name of investigator-on-case).
Very truly yours,
__________________
(CHIEF OF OFFICE)

SUMMARY
The students learned the importance of

investigative reporting; the different types of basic
investigative reports and performed practical
exercises in making of different investigative
reports.

Lesson 3.1 – Introduction to Criminal Investigation

3.7. Investigative Reports

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What are the different types of investigative reports discussed?

What are the different types of investigative reports discussed?

What are the key elements of a case referral report?

What are the key elements of a case referral report?

Lesson 3.

CRIMINAL INVESTIGATION COURSE (CIC)

At the end of this lecture, the

CRIMINAL INVESTIGATION COURSE (CIC)

• Perform in making investigative reports;

CRIMINAL INVESTIGATION COURSE (CIC)

According to the study, police investigator

CRIMINAL INVESTIGATION COURSE (CIC)

the meaning of their contents is vague,

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

1. Preparations needed in writing of an

CRIMINAL INVESTIGATION COURSE (CIC)

• Can be used as legal documents in

CRIMINAL INVESTIGATION COURSE (CIC)

• The author of a report should also consider

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

TYPES OF REPORT WRITERS

• Those who write without thinking;

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

1. Assure Good Reports

CRIMINAL INVESTIGATION COURSE (CIC)

• Systems of spot-checking must be set up

CRIMINAL INVESTIGATION COURSE (CIC)

2. Protect the reputation of the Department

CRIMINAL INVESTIGATION COURSE (CIC)

• Good reports reflect favorably on the

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

BASIC TYPES OF INVESTIGATIVE

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

BASIC TYPES OF INVESTIGATIVE

CRIMINAL INVESTIGATION COURSE (CIC)

CRIMINAL INVESTIGATION COURSE (CIC)

BASIC TYPES OF INVESTIGATIVE

CRIMINAL INVESTIGATION COURSE (CIC)

AFTER OPERATION REPORT

CRIMINAL INVESTIGATION COURSE (CIC)

BASIC TYPES OF INVESTIGATIVE

On _ at about along ___________.