Report Writing and Records
Core concepts
Know the qualities of a strong report: accurate, objective, complete, concise, clear, chronological, and free of opinion or conclusion unless labeled as such. Understand the difference between facts and conclusions, the importance of documenting observations and statements, and the use of quotation marks for exact words. Know report structure (who, what, when, where, why, how), the value of notes, and the need to document evidence and chain of custody. Understand records retention, public records laws, and confidentiality of certain records (juvenile, medical, investigative).
Traps
Questions often test whether a report should include opinions-generally, report facts and let the reader draw conclusions, or clearly label opinions. Another trap is omitting negative findings or the officer's own actions. Watch for questions about correcting reports: never alter a submitted report improperly; use a supplemental report or addendum. Also be alert to confidentiality rules that limit disclosure.
Rule of thumb
Write so a reader who was not there can see what happened. If a sentence would not survive cross-examination, revise it. Use the "who did what, when, where, how, and who saw it" checklist.
Worked example
Instead of writing "the suspect was drunk," write "the suspect had slurred speech, bloodshot watery eyes, and the odor of an alcoholic beverage on his breath, and staggered when walking." The second version documents observable facts that support the conclusion.