Report Writing and Documentation
Purpose and Standards
Reports are the official record, the basis for prosecution, and evidence in court. A good report is accurate, objective, complete, concise, clear, and timely. Understand the difference between fact and opinion, and the need to write in the first person, past tense, and active voice. Know the components: who, what, when, where, why, and how; plus the elements of the offense and the evidence supporting them. Learn the importance of chronological order and the use of quotations for key statements.
Common Pitfalls
Avoid conclusions without supporting facts ("the subject was drunk" versus observed signs). Avoid jargon, abbreviations, and opinions about character. Document observations, statements, actions, and evidence. Note the use of force, injuries, and medical aid. Ensure names, dates, times, and locations are correct. Understand that reports can be discovered and read in court, so write as if the defense will read every word.
Traps and Rule of Thumb
Traps include writing "officer observed" without saying what was observed, omitting exculpatory information, and using vague language ("a while," "several"). Another trap is failing to document the elements of the offense.
Worked example: Instead of "subject was disorderly," write: "Subject yelled profanities at passing pedestrians, swung his arms, and refused three verbal commands to lower his voice." Rule of thumb: if it is not in the report, it did not happen-document facts, not conclusions.