Report Writing, Records, and Communication
Report Writing, Records, and Communication
This domain tests whether your report can carry a case: does it state every element, does it survive cross-examination, and is the record releasable or protected?
Writing
- First person, chronological, past tense, active voice. Write 'I observed,' not 'it was observed.'
- State each element in observed facts, not conclusions. 'The vehicle crossed the double yellow twice' beats 'driving erratically.'
- Quote statements directly. Note who was present and when Miranda was given.
- Correct an error with a single line, your initials, and the date; never obliterate.
- The report may be discoverable. Write as if the jury will read it aloud, because it will.
Records
- Public records: c. 66 § 10, with exemptions in c. 4 § 7(26); investigatory materials are commonly withheld.
- CORI: c. 6 §§ 167–178B; access is limited and logged. Juvenile records are governed by c. 119 § 60A, and victim information is protected.
- Brady and Mass. R. Crim. P. 14 require disclosure of exculpatory and impeachment material, including sustained findings against an officer.
Communication
- Plain-language radio traffic: NIMS interoperability discourages ten-codes across agencies.
- Briefings push intelligence down and problems up; a sergeant who never briefs loses the shift's attention.
Worked example
'Subject was uncooperative' proves nothing. Replace it with: 'I asked Smith three times to sit down; each time he stood and walked toward the door, saying, I don't have to listen to you.' The second version proves the element and survives cross-examination.
Traps
Conclusions instead of facts; passive voice hiding who did what; missing times; adding facts later without a supplemental report; assuming a report is confidential just because it is a police record.