Report Writing and Documentation
Core concepts
Reports are the official record that will be read by prosecutors, defense counsel, judges, and juries. Candidates must understand the elements of a complete report: who, what, when, where, why, and how, plus the specific elements of the offense charged. Know the difference between observations and conclusions, and the importance of writing in the first person, past tense, and plain language. Understand how to document use of force, Miranda warnings, consent, chain of custody, and witness statements. Recognize the value of a chronological narrative, accurate quotations, and precise descriptions. Know how supplemental reports, field notes, and body-worn camera footage interact with the written record.
Traps
Questions often test whether a report states facts or conclusions - "the subject was intoxicated" is a conclusion; "the subject had slurred speech, bloodshot eyes, and an odor of alcohol" is a fact. Another trap: omitting exculpatory information, which undermines credibility and may violate Brady. Watch for reports that fail to document the basis for a search or the exact words of a Miranda waiver.
Rule of thumb
Write for the reader who was not there. If a fact is not in the report, it did not happen for purposes of the case.
Worked example
Instead of writing "the suspect resisted," write "the suspect pulled his right arm away from my grip, twisted his torso toward the door, and said, 'I'm not going back.'" The second version is specific, verifiable, and usable at trial.