technical report writing presentation -3.pptx

investigation techniques

1. TECHNICAL ENGLISH 1 (TECHNICAL REPORT WRITING AND PRESENTATION)

2. UNIT III – TYPES AND FORMATS OF POLICE REPORTS Police Blotter Certification of Police Blotter Excerpt Memorandum

3. POLICE REPORTS are document that states all of the facts, circumstances, and timeline of events surrounding an incident

4. POLICE REPORTS may vary from agency to agency including the protocol which is to be followed when completing one

5. POLICE BLOTTER

6. POLICE BLOTTER record of daily events occurring within the territories/jurisdiction of a given police unit or command

7. POLICE BLOTTER contains material detail concerning the event for legal and statistical purposes

8. POLICE BLOTTER an informational record book that is utilized for evidentiary or referral purposes

9. Circular Number 05, issued by the General Headquarters, Philippine National Police, dated December 10, 1992, is the rule “Prescribing a Uniform Police Blotter for the Philippine National Police”

10. This rule shall be followed by the different police officers and units throughout the country in making an entry of events and incidents on the police blotter.

11. A. Contents of Entry The entry in the police blotter should answer the following cardinal elements of a police record, to wit: who; what; why; where; when; how; and disposition of the case

12. B. Incidents to be recorded All violations of laws and ordinances reported and discovered; All calls in which any member of the police force is dispatched or has taken an official action;

13. B. Incidents to be recorded All legal papers handled such warrants, subpoenas, summonses, citations, and the like; All fire alarm reports and information received by the stations;

14. B. Incidents to be recorded Movements of prisoners with corresponding notations on the authority for such movements; Cases of missing and found persons, animals and properties;

15. B. Incidents to be recorded Vehicular and other types of accidents which require police actions; All personal injuries, bodies found, and suicides; Damage to property;

16. B. Incidents to be recorded All cases in which a police member is involved; All arrests and returns made; and

17. B. Incidents to be recorded Miscellaneous cases, general and special orders, violations of rules and regulations and any other reportable incident that the Chief of Police desires to be recorded.

18. C. Procedure in Making Entries All entries in the police blotter shall be handwritten in a clear, concise and simple manner but answering as far as practicable the 5Ws and 1H. Clarity should not be sacrificed for brevity.

19. C. Procedure in Making Entries Only facts, not opinions, are entered in the blotter. No erasures shall be made on the entries.

20. C. Procedure in Making Entries A ball pen with blue, black or blue black ink is used for making the entries.

21. C. Procedure in Making Entries Misrepresentation in the blotter or any attempt to suppress any information therein are punishable criminally and administratively.

22. C. Procedure in Making Entries The entries must be legibly written in long hand and consecutively numbered.

23. C. Procedure in Making Entries Every page of the blotter shall be consecutively or chronologically filled up. No line of space shall be left blank between any two entries.

24. C. Procedure in Making Entries Any development of a case to be reflected in the blotter should be a new entry at the time and day it was reported. A reference to the previous entry number of the case, however, should be made.

25. C. Procedure in Making Entries In every shift, the Duty Sergeant, under the supervision of the Duty Officer or Complaint Desk Officer, shall make the actual entries in the blotter and at the end of his tour of duty, both the Duty Sergeant and Duty Complaint Desk Officer shall sign the blotter.

26. CERTIFICATION OF POLICE BLOTTER EXCERPT

27. It should be copied verbatimly , meaning, it should be copied word for word and not correction in the grammar or in any mistake should be made in the entry.

28. MEMORANDUM

29. MEMORANDUM common practices of inter office communication in the police service

30. MEMORANDUM “a note to help the memory”

31. It maybe general in application, requiring compliance by, or information of a majority of all the officers and members of the police organization.

32. It may be also of a limited application, such as those directed to, or group of individuals, within a particular police unit, directorate, service, region, province, station or section.

33. Police executives may issue administrative instructions in the form of a memorandum.

34. Subordinate officials may use this form, only on matters advisory or informative in nature .

35. A. Tones of memorandum From a chief of office to his subordinates , the tone is impersonal “For guidance and strict compliance.”

36. A. Tones of memorandum From a writer sending a memorandum to somebody of equal rank , the tone is casually personal “The undersigned noticed changes in. . .”

37. A. Tones of memorandum A subordinate police officer writing a memorandum to a higher police officer uses a more formal tone “For info and request acknowledge.”

38. Police organization adopts memoranda in the ff general usage: to inform; to answer; to record a significant event; special reports; basic transmittals, and for some other purposes.

39. B. Parts of a Memorandum Heading

40. B. Parts of a Memorandum Heading Letterhead

41. B. Parts of a Memorandum Heading File Reference or Office Symbol

42. B. Parts of a Memorandum Heading Addressee

43. B. Parts of a Memorandum Heading Addressor

44. B. Parts of a Memorandum Heading Channels

45. B. Parts of a Memorandum Heading Attention Address

46. B. Parts of a Memorandum Heading Subject

47. B. Parts of a Memorandum Heading Date

48. B. Parts of a Memorandum Body

49. B. Parts of a Memorandum Body Paragraphing

50. B. Parts of a Memorandum Body Abbreviations PDIR – stands for Police Director PCSUPT – stands for Police Chief Superintendent PSINP – stands for Police Senior Inspector

51. B. Parts of a Memorandum Body References

52. B. Parts of a Memorandum Body Page Numbering

53. B. Parts of a Memorandum Body Dividing a Paragraph

54. B. Parts of a Memorandum Complimentary Ending

55. B. Parts of a Memorandum Complimentary Ending Authority Line

56. B. Parts of a Memorandum Complimentary Ending Signature

57. The use of double signatures should be avoided. Instead of this, a designated individual may sign his own name and add the word “FOR” in front of the typewritten name in the signature.

58. B. Parts of a Memorandum Complimentary Ending Enclosures

59. ANY QUESTION/S?