How to Write a Court-Worthy Police Report

Report writing is an important aspect of law enforcement.

Law enforcement training academies typically include report writing as part of their basic curriculum. Writing an accurate and informative report in a classroom setting, however, is much different from producing one immediately after an accident or at a crime scene. Clear and complete police reports are often vital to court proceedings, especially in cases where victims choose not to prosecute.

Instructions

1. Observe and listen. Demeanor of witnesses and interaction between parties offer a lot of insight into the situation.

2. Take good notes. Record the date, time and location of the incident. Record the addresses and contact numbers of all parties and witnesses. Record the physical description of all parties and witnesses, including weight, height, race, build, hair color and eye color. Record the birth date, driver's license number and social security number of all parties and witnesses.

3. Ask "who," "what," "when," "where" and "why." And do not ask only the victim and suspect if present. Look for other witnesses, such as neighbors and passersby, and video surveillance.

4. Specify any relationships between the parties and witnesses, and interview them separately if necessary. Be aware of a domestic violence victim's hesitancy to press charges, and take copious notes of any victim statements. According to former San Diego City Attorney Casey Guinn, "Successful criminal justice system intervention, with or without the victim's participation, is the best way to stop the violence and hold the batterer accountable."

5. Describe the crime scene, and record any physical evidence you see or collect. For certain cases, like car accidents, record the time of day, the condition of the roads, and the type of weather. Always take photographs of any injuries, property damage and other things of evidentiary value, and reference these in your report.

6. Record the names and contact information of any medical personnel and other law enforcement agencies who assist on the scene.

7. Specify reasons for searches and arrests to avoid suppression issues. If an arrest occurs, note any issues or statements and the crime for which the suspect is being arrested. If a search occurs, note every reason that establishes probable cause.

8. Transfer your notes and observations into an actual police report. Edit your report for any misspellings or grammatical errors.

References

• Real Police: Police Report Writing
• "TDCAA: Guide to Report Writing"; Diane WIlson; 2001