Report Writing, Documentation, and Case File Management
Write for two readers
Every report is read by a client who was not present and later by a lawyer who will cross-examine you. Write in past tense, first person, chronologically, with times in a consistent 24-hour format and time zone. Separate what you observed from what you were told, and label hearsay as hearsay. Record full names, dates of birth where relevant, addresses, and exhibit numbers exactly as verified.
Objectivity
Report facts, not conclusions. 'Subject entered the vehicle at 14:32 and drove east' is a fact; 'subject was acting suspiciously' is an opinion that invites challenge. Avoid adjectives, speculation, and legal conclusions. If you formed a conclusion, explain the observations that produced it.
File management
Maintain a single case file with a document index, original notes, media with hash values, correspondence, invoices, and a custody log. Original notes are discoverable and should never be destroyed after typing a report. Corrections get a single line strike, initials, and date - never erasure or a rewritten clean copy. Retention periods are set by statute, contract, and insurer requirements; destroy only under a documented policy.
Traps
- Embellishing a report after review of new facts without documenting the change.
- Mixing interview summaries into observation narratives.
- Treating 'off the record' comments as privileged.
- Discarding field notes once the report is typed.
Rule of thumb
If a stranger read this report, could they reconstruct the timeline and know what you personally saw? If not, revise before delivery.