The document discusses guidelines for organizing and writing effective police reports. It recommends starting to organize information at the crime scene by noting details about yourself, victims, witnesses, suspects, evidence and the disposition. When writing the report, follow your agency's procedures and include an opening sentence with key details like date, time, location, names of those involved and the nature of the call. Each subsequent paragraph should focus on a witness, victim or suspect. Include all investigative steps, contact information, verbatim quotes, evidence details and fully explain how the case was resolved.

1. CRIMINAL JUSTICE REPORT
WRITING
THE HOW AND WHY
Part 4
Organizing and Writing a
Police Report

2. Report writing begins at the
scene
 start organizing your thoughts and
observations
 think in six categories: yourself, victims,
witnesses, suspects, evidence,
disposition
 record information promptly and
accurately
 use quotation marks for someone’s
exact words

3. When you begin writing…
 follow your agency or institution’s
procedures
 if you’re filling out a form on paper or a
laptop, enter the facts first
 if you’re writing on a blank sheet of
paper, begin with a detailed opening
sentence

4. Your opening sentence should
include
 date, time, and location
 your name and ID
 additional officers, if present
 why you were at the scene
 nature of the call or incident

5. Typical opening sentences:
At 3:20 p.m. on October 3, 2009, I, Officer Carole
Donner #13925, was dispatched to a break-in at
35 Woodland Road.
At approximately 10:35 a.m. on July 9, 2010, I,
Officer Frank Dunham ID 0621, went into Building
B to talk to the chaplain about plans for next
month’s musical program.
NOTE: Some agencies require an opening
sentence even if you’re filling out a paper or

6. When you write your report
 start a new paragraph for each witness, victim,
and suspect
 Use names, not Victim1, Suspect2
 Use “later identified as” if you don’t know the
person’s name right away
 Record contact information for each person you
talked to (get phone numbers for a friend or
relative if necessary)

7. Be sure to include…
 Each investigation you performed, even if there
were no results (important if someone violates the
crime scene later)
 Serial numbers, makes, and models when
appropriate
 Behavioral characteristics that may be useful in
court later (such as trembling, crying, clenched
fists)
 A victim’s or suspect’s exact words when they
might assist an investigation (often perpetrators
have a consistent pattern of speech and

8. Be sure to complete the “disposition”
 Tie up every loose end
 Establish a chain of custody for each piece of
evidence
 Explain how injuries were handled
 If a suspect was apprehended, include Miranda
rights, charges, and custody
 Document agency procedures, such as victim’s
rights booklets and follow-up information
 If more than one officer was present, record who
performed each step

9. To Learn More:
Criminal Justice Report Writing is available in
softcover ($17.95) from www.Amazon.com and in a
variety of ebook and Apple formats (Kindle, Nook,
SONY etc.) for $11.99 from www.Smashwords.com.
Read a free sample online!

10. Find FREE report writing
resources online at
www.YourPoliceWrite.com