Report Writing and Documentation
Core concepts
Reports are official records and potential evidence. Write in the first person, active voice, and chronological order. Include who, what, when, where, why, and how. Separate observations from conclusions: "I saw" versus "he was intoxicated." Record elements of the offense, statements in quotes, injuries, evidence, use of force, and witnesses. Document what you did, what you did not do, and why. Use clear, plain language; define jargon. Include case numbers, times, locations, and dispositions. Correct errors with a supplemental report, not by altering the original. Reports are discoverable and may be read in court.
Traps
Questions often test opinion versus fact, omission of unfavorable details, or vague boilerplate. Do not write "officer observed subject" if you were the officer. Do not omit that a witness was uncooperative or that you failed to find evidence. Do not use conclusory labels without facts. Do not backdate or rewrite an original report.
Worked example
Instead of writing "subject was combative," write "subject clenched his fists, stepped toward me, and said, 'I'll fight you.'" Rule of thumb: if a report sentence would not help a stranger picture the scene, replace it with observable facts.