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    COMMUNICATIONS AND REPORT WRITING FOR LAW ENFORCEMENT PROFESSIONALS, 6 TH EDITION 1

    NOTICE
    Copyright Disclaimer

    This PowerPoint presentation is copyright protected. Individuals who


    have adopted the related Emond Publishing textbook for their course
    are granted permission to use this presentation for instructional
    purposes only. Slides may not be distributed under any kind of Open
    Access style license, or website, or be duplicated, copied, sold, or
    otherwise exploited for any commercial purpose without Emond
    Publishing’s express written consent. Thank you.

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    Communications and Report
    Writing for Law Enforcement
    Professionals,
    6th edition
    Jeffrey S. Rosnick
    Dianna McAleer

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    CHAPTER 11
    Report Writing

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    COMMUNICATIONS AND REPORT WRITING FOR LAW ENFORCEMENT PROFESSIONALS, 6 TH EDITION 4

    Introduction
    • Writers seek to inform, to explain, to persuade, or
    to put something on record, as efficiently as
    possible
    • In writing for law enforcement, putting something
    on record is essential
    • Substantiated: to provide proof that what you
    claim to be true is real or correct

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    COMMUNICATIONS AND REPORT WRITING FOR LAW ENFORCEMENT PROFESSIONALS, 6 TH EDITION 5

    Parts of the Report


    • Two basic parts:

    1. Summary page

    2. Report narrative

    • Use the “Five Ws and an H”:

    • Who? What? Where? When? Why? How?

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    COMMUNICATIONS AND REPORT WRITING FOR LAW ENFORCEMENT PROFESSIONALS, 6 TH EDITION 6

    Parts of the Report (cont.)


    • The elements of clear and concise writing:
    • Use professional language, avoiding slang, jargon, and
    cliché
    • Avoid drawing conclusions by recording only observed
    actions and behaviours
    • Use the active voice and understand when to use first
    person versus third person
    • Use objective, non-biased vocabulary

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    COMMUNICATIONS AND REPORT WRITING FOR LAW ENFORCEMENT PROFESSIONALS, 6 TH EDITION 7

    General Rules for Report Writing


    1. Start from the beginning, and describe events in
    chronological order
    2. Write in the past tense

    3. Use complete sentences (unless making a list)

    4. Grammar and spelling apply

    5. Quote when appropriate

    6. Keep sentences under 20 words

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    COMMUNICATIONS AND REPORT WRITING FOR LAW ENFORCEMENT PROFESSIONALS, 6 TH EDITION 8

    Organization for Writing Reports


    1. Gather information

    2. Jot down topic headings in outline form


    (summary, background, facts, conclusions)
    3. Delete irrelevant information

    4. Group related topics

    5. Arrange topics chronologically

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    COMMUNICATIONS AND REPORT WRITING FOR LAW ENFORCEMENT PROFESSIONALS, 6 TH EDITION 9

    Organization for Writing Reports


    (cont.)
    Sample Outline Format
    • Summary

    • Background

    • Facts

    • Conclusions

    • See Figure 11.1 on p. 275 for an example of a simple


    report

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    COMMUNICATIONS AND REPORT WRITING FOR LAW ENFORCEMENT PROFESSIONALS, 6 TH EDITION 10

    Facts in Issue
    • Facts in issue: the components of an offence
    that the Crown must prove in order to get a
    conviction
    • Two types of facts in issue:

    1. General: who, what, where

    2. Specific: relate to the statute that defines the


    offence

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    COMMUNICATIONS AND REPORT WRITING FOR LAW ENFORCEMENT PROFESSIONALS, 6 TH EDITION 11

    Common Errors in Report Writing


    • Omitting information

    • Omitting details

    • Poor grammar/spelling

    • Lack of objectivity

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    COMMUNICATIONS AND REPORT WRITING FOR LAW ENFORCEMENT PROFESSIONALS, 6 TH EDITION 12

    From Notebook to Report


    • Not all reports are written as a result of notebook
    notes
    • Example: Imagine you are walking into work on a
    snowy day, and you slip on some ice and break
    your ankle. You’d write an injury report but would
    not write notes in your notebook.

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    COMMUNICATIONS AND REPORT WRITING FOR LAW ENFORCEMENT PROFESSIONALS, 6 TH EDITION 13

    Chapter Summary
    • Follow good report-writing guidelines

    • Write a clear, complete, concise, and professional


    narrative, no matter the circumstances

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    COMMUNICATIONS AND REPORT WRITING FOR LAW ENFORCEMENT PROFESSIONALS, 6 TH EDITION 14

    Review and Reflection Questions


    1. What are the guidelines you should always keep
    in mind when writing reports?
    2. What are some common errors you should avoid
    when writing reports?
    3. Why is it important to be aware of the facts in
    issue when you write investigative reports?

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.


    COMMUNICATIONS AND REPORT WRITING FOR LAW ENFORCEMENT PROFESSIONALS, 6 TH EDITION 15

    Review and Reflection Questions


    (cont.)
    4. How can using this chapter’s guidelines help
    you in your day-to-day writing now, regardless of
    the task or occasion?
    5. How can good report writing enhance and
    further your law enforcement career?

    Copyright © 2023 Emond Montgomery Publications. All rights reserved.

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