Report Writing
Report Writing tests whether you can turn raw facts into a clear, factual, and chronologically ordered official document. The examiner looks for accuracy, completeness, objectivity, and a neutral tone, not literary style. A good report answers who, what, when, where, why, and how, and separates observation from opinion.
Core rules
- Structure: use a heading, a brief opening statement of the incident, a chronological narrative, and a closing note on action taken.
- Third person and past tense: 'The constable observed...', not 'I saw...' unless the form requires first person.
- Facts only: record times, places, names, and descriptions; avoid adjectives like 'obviously guilty' or 'rude'.
- Attribute statements: 'The complainant stated that...' rather than presenting an allegation as fact.
- Consistency: use one spelling for each name and one format for time throughout.
Worked example
Notes: 12 May, 9:15 p.m., Main Bazaar; shopkeeper Ramesh reported a missing cash box; shutter found open; no injury; case registered. Report opening: 'On 12 May at 9:15 p.m., at Main Bazaar, shopkeeper Ramesh reported that a cash box was missing from his shop. The shutter was found open. No injury was reported. A case has been registered.' Reasoning: the notes are converted into past-tense, third-person prose; the allegation is attributed to the complainant; no motive or guilt is asserted.
Traps
- Inserting opinion or speculation ('the suspect clearly planned it').
- Omitting time, place, or the source of the information.
- Mixing tenses or changing name spellings.
- Writing a narrative that is dramatic but not chronological.
Draft from the notes in time order, then check every name, number, and time against the source.