Report Writing and Evidence Handling
Writing the report
A defensible report answers who, what, when, where, how, and why in chronological order, first person, past tense, plain English. It identifies every person by full name and date of birth, quotes statements verbatim inside quotation marks, and addresses each element of the offense so the reader can see the charge is supported. Keep facts separate from opinions; if you include a conclusion, supply the observations behind it. Note evidence collected, its disposition, and any supplemental reports needed. Never use slang, codes without explanation, or vague phrases like "a brief struggle."
Corrections and supplements
Correct errors with a single line through the error, then initial and date. Do not obliterate, use correction fluid, or rewrite the original. Once a report is approved, changes come through a supplemental report, never by editing history.
Evidence and chain of custody
Every handoff is documented: date, time, from whom, to whom, and for what purpose. Package items separately to prevent cross-contamination; biological evidence goes in breathable paper and is air-dried before sealing; drugs are double-sealed, weighed, and field-tested according to policy with the results recorded; firearms are unloaded and rendered safe, with the serial number recorded and ammunition and magazines packaged separately. Photograph items in place before moving them, seal with evidence tape, and initial across the seal.
Traps
A break in the chain of custody does not automatically destroy the evidence - it goes to weight. Report questions penalize opinion statements, unexplained gaps in time, and missing element language more heavily than they reward length.
Rule of thumb
Write so a stranger who was never there could testify accurately from your report alone.