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Report Writing

Charles L. FeerBakersfield College

Charles L. FeerBakersfield College

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Overview

As a peace officer, or other criminal justice professional, you will frequently communicate in writing:

What you saw. What you did. Reports are written accounts of your

observations and your actions in response to those observations. Many official actions you participate in or observe will result in written reports.

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Why Written Reports

Writing is a permanent form of communication.

Verbal speech is subject to memory loss, distortion, and challenge.

But, when you write something down, it’s permanent.

“If it is not on paper, it did not happen.”

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Why Written Reports

Some decisions within your institution will be based on your written reports.

For example, if you write a report pointing out a security risk, then institutional security procedures may be changed as a result of that report.

If your report is imprecise or unclear then the reader formulates an incorrect picture of why the report was generated or what really happened.

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Image

As a peace officer, you are evaluated on the basis of your writing skill.

Your writing projects an image of you (your intelligence, knowledge, and performance) to those who read your reports.

Rightly or wrongly, you, as well as your employer will be judged on the reports you write.

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Effect of Reports

Your reports can affect the lives of the people involved, i.e. inmates you supervise, suspects you arrest.

Progressive discipline measures are based on your reports. (For example: The number of points an inmate has determines his or her level of custody; i.e., level one through level four.)

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The Importance of Notes

Notes are taken to aid your memory of what happened. Good notes aid:

Documenting facts. Writing reports. Testifying in court. Take complete notes, when possible. Not

all of your notes will be used in reports. That’s OK. Take the notes anyway. They will help you refresh your memory.

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Your Audience

Remember that you are writing for people who did not see the incident and may have no knowledge about the Department.

Therefore, you must clearly communicate what you saw so that your readers can visualize what happened.

Tell them what happened, when, and how.

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Well Written Reports

Well-written & complete reports will: Save the Department time and expense by

providing adequate and correct information.

Enhance your professionalism. Reflect positively on your competence as a

peace officer. Facilitate prosecutions, assist in the safety

and security of correctional institutions.