Report Writing, Documentation, and Evidence Handling
Report Fundamentals
Write objective, factual, chronological reports: who, what, when, where, why, how. Use first person, past tense, plain language; avoid opinions, conclusions, and speculation. Distinguish fact ("I observed") from inference ("he appeared nervous"). Include exact quotes in quotation marks and note time sources.
Evidence Handling
Understand the chain of custody: every transfer documented (who, when, where, why). Know collection, packaging, labeling, and storage basics, and scene preservation (do not disturb unless necessary for life safety).
Traps
- Conclusory language ("the suspect was drunk") instead of observed indicators.
- Gaps in chain of custody that destroy evidentiary value.
- Late or altered reports; never backdate or edit without notation.
- Mixing opinion with fact or omitting negative findings.
Rule of Thumb
If it isn't written, it didn't happen; if it's written poorly, it may as well not have. Write as if a stranger will read it in court.
Worked Example
Weak: "Subject was drunk and aggressive." Strong: "At 2214, I observed the subject sway while standing, slur his speech, and smell of alcohol. He said, 'Get out of my way,' and stepped toward me with clenched fists."