CDI 6 Technical English 1

Investigative Report Writing and Presentation

BASIC TYPES OF POLICE REPORT

According to the Protocol 9 (Preparation of Reports and Filing of Charges) of the

Protocols of Investigation in PNP Criminal Investigation Manual of 2011, the Investigator-On-
case shall submit the following:
 Spot Report within 24 hrs to HHQ;
 Progress Reports;
 After Operation Report;
 Final Report after the case is filed before the prosecutor’s office/court; and
 Accomplishment Report

Spot Report

It is an immediate initial investigative or incident report addressed to Higher

Headquarters pertaining to the commission of the crime, occurrence of natural or man-made
disaster or unusual incidents involving loss of lives ad damage to properties.

Progress Report

It is an accounting if the actions or series of actions undertaken in relation to an ongoing

investigation of a case.

After Operation Report

It is a report that may be rendered after any successful police operation that leads to the
arrest of any member or some members of a syndicated crime group.

Final Report

It is a thorough, in-depth and lengthy account regarding an investigation into an incident

or case as mandated by higher authorities to establish a determination of the truth and/or how
far it could be determined based on the facts and circumstances with the appropriate
recommendation for the proper course/s of action/s to be made.

Investigation Report

It is a document that details the findings of an investigation as soon as a formal

complaint is filed or an incident occurs. This is where investigators record the issue of the
matter, analyze the evidence, and formulate a conclusion. It is impartial and based on evidence,
not on the opinions of an investigator or the parties involved. This form is similar to the
memorandum form except that the text or body should include the following parts: AUTHORITY,
MATTERS INVESTIGATED, FACTS OF THE CASE, DISCUSSION, CONCLUSIONS, and
RECOMMENDATION. Parts are capitalized, and followed by a colon. All paragraphs composing
the text of the report are numbered consecutively in Arabic numerals.

Situation Report

The Situation Report (SITREP) is a form of status reporting that provides decision-
makers and readers a quick understanding of the current situation. It provides a clear, concise
and understanding of the situation – focusing on meaning of context, in addition to the facts. It
contains the following information:

 The Situation to date (what has happened)

- A brief summary of “startup details” – date, place, time, who
- Summary of overall situation to date
- Ensure old information is deleted

 Actions to date (what has been done)

- Brief reporting of actions completed to date
 - Table format may be used for repeat actions and/or progressive totals or if similar
are given e.g. destructions statistics, number of properties visited

 Actions to be completed (what will be done)

- Brief reporting of scheduled/planned actions – typically for the period covered by
the SITREP
- As mentioned above, a table may be used for repeat actions
- Where the operation expects to be by the next SITREP

 Issue(s)
- Present brief description of issue(s) that are known/reasonably expected to arise
before the next SITREP is issued e.g. a shortage of a given resource, a
significant OH&S issue
- Acknowledgement of significant achievements, failures etc. can be given here.

Special Report

A Special Report is prepared and presented not as a matter of routine. This is prepared
on the basis of some inquiry or investigation either by a single individual or by a body or a
committee or a sub-committee or a commission specially formed or entrusted with the duty. It is
in many cases of confidential type and contains apart from facts and information, some
recommendations.

POLICE ISSUANCE

An issuance is generally termed as an authorized source of written communication sent

from higher offices/echelons to subordinates or down the line. Issuing authority refers to any
government agency or office that has power to issue specific official documents. Issuances can
be categorized as Orders, Instructions, or Directives which set forth objectives, programs and
policies. It prescribed the procedures, methods and systems affecting the organization.
Oftentimes, the issuance is merely information, relevant to routinary programs and operations.

Memorandum

The memorandum is an informal letter about a thing or things (matters) to be

remembered or a brief written outline of the terms of a transaction especially in legal matters.
This type of communication (inter office communication) is a common practice in the police
service dealing with official matters. It may be of general application, requiring compliance by, or
information of, a majority or all of the personnel of the PNP. Subordinate officials may also use
this form only on matters advisory or informative on nature.

There is no strict rule governing the tone of a Memorandum. However, it is usually noted
that the tone differs in accordance with the person, or persons reading it.
 From Officers to Subordinates, the tone of course is impersonal (Strict Compliance is
expected);
 From equal rank, the tone is casual (informative in nature); and
 From subordinates, the tone is more formal.

Parts of a Memorandum

A memorandum consists of two main parts: the identifying information at the top, and the
message itself. In order to organize the information and to help achieve the writer’s purpose,
standard memos are divided into segments.
 Heading Segment
At the top, identify for whom the memo has been written, who is sending it, the subject,
and the date. The subject line serves as the memo’s title. It is important to note that,
“FOR” is used if the memo is addressed to a superior officer and “TO” is used of the
addressee is a colleague of the same level, a subordinate or a lower ranking official than
the sender of the memo.
  Opening Segment
The purpose of a memo is usually found in the opening paragraph and includes: the
purpose of the memo, the context and problem, and the specific assignment or task.
PNP memos usually start with “Reference/s” which refers to existing documents like
memorandum circulars, letter of instructions, command memorandum circulars, and
other communications relevant to the subject of the memorandum. It is then followed by
the problems at hand, or the issues, or the present situation that needs to be addressed
in connection to the stated reference/s or the context by which the memorandum is
written about.
 Task Segment
One essential portion of a memo is the task statement where the writer describes what
should be done to help solve the problem. It is where the specific assignments,
reminders, instructions or directions are stated in a clear, concise and logical manner.
 Summary Segment
It is an optional part of a memo. This segment provides a brief statement of the key
points of the memo, and the recommendations the writer has reached.
 Closing Segment
After the reader has absorbed all of the information, the memo needs to close with a
courteous ending that states what action the writer wants his/her reader to take.
 Necessary Attachments
This includes forms, documents, lists, graphs, tables, etc. relevant to the memorandum
divided into “Annexes”. The signature over the printed name of the writer of the memo,
with his designation is affixed at the end of the memo.

General Classifications of Issuances

According to the Administrative Code of 1987, the administrative issuances of

Secretaries and heads of bureaus, offices or agencies are either in the form of circulars or
orders. Every circular or order issued is properly identified as such and chronologically
numbered. Each class of issuance shall begin with number 1 for each calendar year.

Circulars

Circulars refer to issuances prescribing policies, rules and regulations, and procedures
promulgated pursuant to law, applicable to individuals and organizations outside the
Government and designed to supplement provisions of the law or to provide means for carrying
them out, including information relating to it. It deals with subjects such as delegation of
authority to be known by field personnel, implementing instructions or regulations. This is
commonly issued in the DILG. Circulars are issued to the PNP and its Directorates. A circular is
essentially a letter containing some important that is distributed to a large number of people.

 General Circulars
This type of administrative issuance contains administrative instructions which are
directory, advisory or informative in nature, more or less general in application,
permanent in duration and requiring compliance by or observance from or information of
the personnel of the PNP and the general public.

 Office Circulars
It covers administrative instructions which are directory, advisory or informative in
nature, more or less permanent in duration. They are applicable to or requiring
compliance by or informing of a majority or all personnel in a particular PNP Directorate
or Office, not to those in the field.

 Memorandum Circular
It deals with subjects, such as explanations or classifications of certain rules or
regulations which are to be complied with or executed by the PNP personnel.

 Command Memorandum Circular

CMCs are issued when an activity is to be initiated and completed within a specific
period. It sets guidelines for tasked offices/units and is usually issued as an
administrative instruction covering a particular activity. It is temporary in nature and
 covers a specific duration based on the activity; event; project to be undertaken. It is
numbered consecutively by calendar year.

 PNP Memorandum Circular

PNPMCs are issued for the purpose of providing policies/guidelines and specific details
of certain rules and regulations which are to be observed by the PNP personnel. It is
numbered consecutively by calendar year.

Orders

Orders refer to issuances directed to particular offices, officials, or employees,

concerning specific matters including assignments, detail and transfer or personnel, for
observance of compliance by all concerned. The PNP official orders are issued in the following
form:

 General Orders
General Order is a directive that applies to all or a large part of a command or office.
Information published in a general order is permanent in nature and cannot be easily
incorporated into established regulations.

Transaction Types Description

Awards Order issued to any member of the PNP personnel,
quasi police force and civilian volunteers for their
outstanding achievement and/or performance.
Change in Appointment Order issued to Police Personnel, Patrol Man/Woman,
Status and Non Uniformed Personnel who after completion of
requirement are qualified for upgrading their temporary
appointment status to permanent.
Resignation Order issued to individual members who resigned from
the PNP.
Promotion (PCO) Order issued when a PNP personnel is promoted to the
- Regular or Special next higher rank after meeting the Qualification
Standards (QS) of the position and passing the
sequential process in regular promotion. It may be a
special/meritorious promotion wherein there is a waiver
of QS for heroic acts done.
Cancellation of Orders Order issued to nullify or void an order to PNP personnel

 Special Orders
It is an order type that is used to promulgate directives affecting the status of the PNP
personnel.

Transaction Types Description

Commutation of Order issued pertaining to commutation of leave of
Accumulated Leave retiring/attrited personnel.
Confinement Issued when the personnel is hospitalized/confined in
PNP General Hospital (PNPGH) or other government
hospital
Fine Order issued to impose penalty to PNP personnel found
culpable of the offense charged which consists of taking
his/her salary or pension for a certain period of time.
Restrictive Custody Order issued as a preventive measure and also a from
of punishment to personnel subjected to restriction due
to offense committed as per mandate of the law.
Termination of Order terminating the movement/appointment of
Secondment personnel from one department to another.
  Letter Orders
It is an order type intended to give instructions in the form of a letter to the concerned
persons through proper channels. Actual practice had developed the following operating
guidelines:
o Classified orders are usually issued in the form of letter orders
o Appointment of board and investigating officers are usually issued in the form of
letter orders
o Temporary duty travel orders are issued primarily by letter orders.

Transaction Types Description

Annual Physical Order issued annually to police personnel aged 40 and
Examination above for the purpose of taking Physical Fitness Test
(PFT)
Combat Duty Pay Order issued to police personnel in the field (NOSU and
PRO) granting additional monthly allowance received
through ATM.
Detail Abroad/Attache Order issued to officially deployed personnel who will act
as envoy/representative of PNP to other countries
indicating the allowance and terms of stay
Hazard Pay/Magna Carta Order issued granting additional allowance to NUP of
PNP Crime Laboratory and Health Services
Seminar/Training Order issued to personnel who shall attend
seminar/training indicating the program title and
scheduled date of attendance

 Daily Bulletin
It is an order that contains the details of Command Duty Officers (CDO) and Senior
Command Duty Officers (SCDO).

Class Distribution Applicability

“A” Publications intended for general information, which will
be distributed PNP wide (General Orders)
“B” Publications intended for the promulgation of Directives
affecting status of PNP personnel (Special Orders)
“C” Publication intended to give instructions in a form of a
letter to the concerned persons (Letter Order and Daily
Bulletin)

Civilian Letter

It is used when the PNP is communicating outside its organization, such as with the
Office of the President, Department Secretaries, Provincial Governors, etc.

Parts of Civilian Letter

1. Heading
A type or printed letterhead may be used. It includes the writer’s office and office
address. Abbreviations shall not be made for the city, municipality and province.

2. File reference
This is optional, depending on the instruction issued by the chief or head of office. If ever
be sued, it is placed at the left margin two spaces below the letterhead, and in linewith,
and below, the current date.

3. Dateline
It is the date on which the letter was written in the format: month, day, year.

4. Inside address
 The addressee’s name should be written fully. It should always be preceded by a
courtesy title.
5. Attention line
It is used when the letter is addressed to a company or to a particular department of a
company or to an individual aside from the addressee.

6. Salutation
It greets the reader, and the greeting may be formal or informal, cordial or personal.

7. Subject line
It is the gist of the message. It helps the very busy person find out what the letter is all
about.

8. Body
It is where you write the content of the letter, the paragraph should be single spaced with
a skipped line between each paragraph. Two skipped lines between the end of the body
and the closing.

9. Complimentary clause
It is followed by a comma, and comes immediately after the last line of the message. Its
first word starts with a capital letter.
Example: Respectfully yours,
Yours respectfully,

10. Company signature

It may be shown immediately above the writer’s signature, based on the idea that it is
the company, not the writer, is the legal entity. The company assumes greater
responsibility than the individual.

11. Reference initial

Initials of the writer and his typositor or secretary appears at the left of the stationary,
about two spaces below the writer’s identification. These initials are aligned with the left
margin of the letter.

12. Enclosure notation

This notation refers to anything sent with the communication.

13. Postscript
If the writer has forgotten something in the message, he adds P.S. It is intended to
attract attention. The post script may be flushed with the letter margins or may be
indented five spaces from both margins.

14. Copy furnished

When one or two copies are furnished, a carbon copy (cc) notation is indicated on the
original and all copies of the letter.