Writing reports generally has different formats unique to each purpose or context of writing.Writing entails what one has up the sleeve. Creative as writing is, one becomes better after each and every attempts at it.For both starters and renowned writers, constancy in writing makes for perfection.
The Ready Writers are one in the vanguard of writing, whatever the form. It is believed that one must be groomed in the art of knowing a bit of everything. Writing a police report might look a thing to be wished away. Reason being that most people think what business do they have with the police, let alone writing a relative report. Yes, but for the fact that no one knows what becomes in the next minutes, it is necessary one is on guard at all times. A bit of knowledge about everything, writing inclusive, will do a whole lot.
When writing a police report take note of the following demands, whether as a police officer or aplaintiff or an accused.
Four major steps are outlined for writing a police report and they are:
- Following Protocol
- Describing What Happened
- Editing Your Report
- Sampling Police Report and Things to Include
Owing to its formal nature, writing a police report requires a detailed and accurate account of what happened, where, when, how and why, if possible.There is need for sticking to the facts all through. Let’s look at the steps one after the other:
- Following Protocol:
It is necessary to get the right form(s) from relevant police department. Whether as an officer or not, writing the report could be done by filling out a form or by handwriting or typewriting.
Start the Report Writing. Immediate writing is solicited. Waiting for a later writing could jeopardize this effort because most of what happened might be forgotten. To avoid this, an event recording can be helpful.
Focus on Facts. An accurate mention of name (of plaintiff or accused), place, right description, time, number are necessities to be ensured.
There must be ClearMentioning of theNature of Incident.The person making the report must objectively state how he or she got to the scene. Is it by a call or voluntary, or accidentally?
- Describing What Happened:
Exactly what happened in detail should be narrated in a sensible order. And this must be done using the personal pronoun “I” because it is a personal encounter.
Involve Rich Details. It is advisable to know what role is played by the reporter in the whole of the incident. Was there any use of force, or help from anyone to contain the situation? Comments of witnesses too must be documented and
the protocol to doing this must come handy from the police department.
Use Diagrams. This helps in situation where one could not recall the place or it is difficult to remember most of the information as at the time of the incidence. Picture becomes a provisional tool to employ.
Make a Thorough Report. For the report to be acceptable, it is must be well-explained for anyone reading to have a clear picture of what transpired- what led to another in the sequence they appeared.
Detail Personal Observation as Against Hearsay: Don’t mix things up. Let personal observation be stated differently from mere hearsays. If you did not see it yourself the way it was reported then, simply tag it a hearsay.
Use Clear Language. The necessity is to state the report in simple words and expressions devoid of difficulties or ambiguities. Spell out abbreviations and the likes for clarity.
Be Honest. Honesty is the watchword here. In as much as your integrity means so much to you and people’s trust in you has a lot to do with your work and person, then keep it straight.
3 Edit Your Report.
It is the responsibility of the writer to check the report for accuracy.Spelling of names, addresses, license plate numbers, etc must be cross-checked for certainty. It also includes proofreading for other errors of grammatical expressions or subjectivity.
Submit the report. Ask for the relevant officer whose duty it is to collect and document the report. Then for purpose of summon, the personal contact (phone number, email etc) of same officer must be collected.