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Copyright and Terms of Service
Copyright © Texas Education Agency, 2011. These materials are copyrighted © and trademarked ™ as the property of the Texas Education Agency (TEA) and may not be reproduced without the express written permission of TEA, except under the following conditions:
1) Texas public school districts, charter schools, and Education Service Centers may reproduce and use copies of the Materials and Related Materials for the districts’ and schools’ educational use without obtaining permission from TEA.
2) Residents of the state of Texas may reproduce and use copies of the Materials and Related Materials for individual personal use only, without obtaining written permission of TEA.
3) Any portion reproduced must be reproduced in its entirety and remain unedited, unaltered and unchanged in any way.
4) No monetary charge can be made for the reproduced materials or any document containing them; however, a reasonable charge to cover only the cost of reproduction and distribution may be charged.
Private entities or persons located in Texas that are not Texas public school districts, Texas Education Service Centers, or Texas charter schools or any entity, whether public or private, educational or non-educational, located outside the state of Texas MUST obtain written approval from TEA and will be required to enter into a license agreement that may involve the payment of a licensing fee or a royalty.
Contact TEA Copyrights with any questions you may have.
Copyright © Texas Education Agency 2011. All rights reserved.Images and other multimedia content used with permission.
ObservationAn important skill in law
enforcementKeen observation allows for
effective descriptionA report might begin in the squad
car and end in the Supreme Court
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Purpose of ReportsThey provide a source of information while police carry out an investigation◦Allows passing of the case from one
officer to another◦Provides factual record eliminating
duplication◦Is a requisite for the proper
preparation and presentation of a case to the district attorney and to the court
4Copyright © Texas Education Agency 2011. All rights reserved.Images and other multimedia content used with permission.
Purpose of Reports (continued)Help a department stay
organized◦ The memory system of a
department◦ Written, permanent record of all
department businessAre an administrative
necessity; most official forms of communication are completed using reports
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Purpose of Reports (continued)Other purposes
◦The basis for maintenance of identification and criminal records in Austin
◦Aid in recovery of lost or stolen property
◦Contain information used to apprehend criminals
◦Used in civil suits◦Provide factual data to combat ill-
advised or unreasonable demands on police
◦Furnish information to the news media
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Initial ReportsArrest reportsIncident reports
◦For documentation purposes onlyOffense reports
◦Begin the investigation of criminal matters
Initial reports◦Written by the assigned officer
covering the initial investigation, which lay the foundation for the whole case 7Copyright © Texas Education Agency 2011. All rights reserved.
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Supplemental ReportsAll reports other than the initial reportWritten by an officer, other than the
one assigned, about his or her participation in a particular case
Concerned with follow-up work performed by inspectors, detectives, or investigators
Submitted in connection with the investigation by specialists such as fingerprint technicians, photographers, drug lab analysts, etc.
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AttachmentsCrime scene photos/sketches
NotesOther documents filed with the case report
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Styles of ReportsNarrative
◦ Most widely used◦ Written in a logical manner or sequence
Chronological◦ Events written in order of occurrence◦ Time element is of prime importance
Specialized◦ Summary of reports about specialized law
enforcement and police problems◦ May be either narrative, chronological, or
both
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Essential Report QualitiesClear and complete sentencesProper grammarDetailed descriptions
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Rules for DescriptionDescribe things without
assumingUse vivid languageLook for distinguishing marks,
color, size, shape, texture, location, type, etc.
Paint a picture of a place with words
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Rules for Description (continued)Describe people
◦From top to bottom◦Include characteristics
Manner of speaking, walking, moving, etc.
◦Items they are carryingFour Corners Rule
◦“If it's not on the page then it did not happen.”
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Four RequisitesFactual – detailed correctnessClear – distinct and unconfusedComplete – having no deficiencyConcise – expressing much in a few
words
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Questions to Ask and AnswerWho?What?When?Where?Why?How?
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Essential ComponentsDate TimeLocationKind of callDescription of surroundingsDescription of vehicleDescription of suspectChronological order
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PreparationOrganize your evidence and
informationCheck with dispatch for updated
dataLog in the evidenceBegin the report
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WritingType of callCase numberDate and time of the reportDate and time of the offenseType of report (offense or incident)
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WritingCaller information
NameDate of birthRaceSexHair and eye colorHeightWeightDriver’s license number
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WritingThe victim/complainant’s complete
address and phone numberThe victim/complainant’s employerThe employer’s phone numberLocation of offense Who it was reported by (complete
information)
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WritingEmployer contact informationNumber of witnesses, number of
suspects, etc.The incident or offenseProbable cause or “MO”The report writer, time, and dateSupervisor’s approvalStolen property entered by dispatch
into the computer (over $2000 value only, or stolen vehicles)
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Vehicle/Evidence InformationListing (stolen, recovered,
abandoned, etc.)Type (make, model, year, license
plate, state of registration, VIN)ValueConditionOther Remarks
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Weapons DescriptionQuantity AppearanceCaliberSerial NumberModel Value
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Burglary InformationHow the suspect entered the
home◦Home Accessible (unlocked)◦Forced Entry◦Inside Job
How the suspect left the home
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SummaryRestate “MO” (see example)State dispatched or on viewDescribe the crime sceneTell the storyIdentify yourself as the reporting
officer (R/O) (not your name)Use R/O in the rest of the reportIdentify victim, suspect, witnesses in
the report Pictures of everything takenNo pronouns used 25Copyright © Texas Education Agency 2011. All rights reserved.
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ResourcesFederal Law Enforcement Training
Center http://www.fletc.gov/Do an Internet search for the Calendar
for Law Enforcement Training policetraining
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