Report Writing and Documentation
What the exam tests
Report Writing and Documentation tests whether your report can survive cross-examination and support charging. ND exam items focus on probable-cause affidavits, use-of-force narratives, and the difference between facts and conclusions.
Core rules
- Write for three audiences: the prosecutor, the defense, and a future officer who was not there. Include date, time, location, people, statements, actions, evidence, and disposition.
- Facts, not labels: his speech was slurred and he swayed when standing beats he was intoxicated. A 2-inch cut on her left forearm beats she was injured.
- Chronological order, first person, active voice, past tense. Quote key statements exactly and identify the speaker.
- Probable-cause affidavit: connect each element to facts. State your training and experience only where it explains an observation.
- Document use of force, injuries, medical aid, and witnesses. Note body-camera activation and any gaps.
- Corrections: use a supplemental report or a clearly marked addendum; never alter the original without documenting the change.
Worked example
A shoplifting report says: I observed the male place two bottles of cologne into his jacket and walk past the last point of sale without paying. That is a fact. The male was nervous is a conclusion; replace it with his hands were shaking and he looked toward the exit repeatedly. The report then lists the value, the recovery, the witness, and the citation. The affidavit for the warrant, if needed, repeats the observed facts, not a summary such as subject committed theft.
Traps
- Boilerplate: a brief struggle ensued without describing the struggle.
- Opinions about character, such as known troublemaker.
- Missing times, badge numbers, and evidence dispositions.
- Waiting days to write, then relying on another officer's report.