Written Communication

Slang/Jargon

* Avoid the use of slang and jargon in police reports, so that the police can be understood by all who read it. * If slang or jargon is used in a police report, it should set apart by quotation marks ** Slang: "As I got out of my patrol car, Jones split northbound on King Street." * Corrected: "As I got out of my patrol car, Jones ran northbound on King Street." ** Jargon: "I responded to a 10-50." * Corrected: "I responded to a car accident." ** Jargon: "Deputy Brown arrested Crain for deuce." * Corrected: "Deputy Brown arrested Crain for Driving While Intoxicated."

Describing

* In the daily routine the peace officer must quickly describe things, places, and people, using clear and vivid language. This takes practice. * Describing people is the most difficult. Use all of the above tips but, if possible, include other descriptive characteristics of persons, such as manner of speaking or walking, movements, things they are carrying, etc. * Places should also be described spatially, beginning at one point then proceeding top to bottom, left to right, or the opposite -- as long as it is thorough and systematic. The goal is to paint a picture of the place with words. * When describing things, look for every possible distinguishing mark and for anything that might be compared or related to a commonly known thing or idea. Look for color, size, shape, texture, location, and type.

Field Notes Tips:

* Official Use only (Not intended for court but is admissible) * Include on Field Notes Cover / first page: Name, Badge Number, Agency Name, Dates started and ended, Case Numbers started and ended within the field notebook / notes.

Significant Uses of the Police Report

* Permanent record of facts * Coordination of follow-up * Basis for prosecution and defense * Performance evaluations of officer * Statistical data * Reference material

Type of Information that should be entered into the officer's field notebook?

* Persons (Suspects, Victims, Witnesses + contact information) * Vehicles (CYMBaL, VIN, Value, Damage(s)) * Other Property (Manufacturer, Model Name/#, Serial #, Cost) * Dates and Times * Exact Location of Occurrences (Confirm Jurisdiction)

Field Notes are used to:

* Provide basis for report * Reduces need to re-contact parties involved * Provides greater accuracy relative to time, statements, and events than memory alone

Nonstandard Abbreviations

* Should be avoided * However, if used, they must first be preceded by the full word (Example: Driving While Intoxicated (DWLI))

Observing

* The better an officer observes things; the better the officer can then describe them. * We experience the world through our five senses: sight, hearing, touch, taste, and smell. * Concentrate on a different sense at various times to awaken and sharpen those less used. All senses must be sharp for the peace officer to effectively and safely do his/her job.

Active Voice

* When the verb is in the active voice, the subject performs the action. Generally, use the active voice -- the sentence is clearer and stronger. ** Active: A stray bullet hit a bystander.

Deadwood

* needless repetition of similar words / phrases which say the same thing; should not be used. Example: "In the near future" => "Soon"

The Eight Essential Characteristics of the Police Report

1-Accuracy 2-Conciseness 3-Completeness 4-Clarity (Clear) 5-Legibility 6-Objectivity 7-Grammatically correct 8-Correct spelling

Five (5) common types of Police Reports

1-Arrest reports 2-Incident reports (Information Reports / No Offense(s)) 3-Offense reports (Must include all elements of arrest) 4-Crash Reports 5-Supplemental reports

What issues occur when someone writes like they speak?

1-Fragments 2-Run-on Sentences

Three basic elements necessary in police reports

1-Identification of involved persons, vehicles, etc. 2-Narrative description of the offense or incident 3-Elements of offense or Probable Cause

Misplaced Modifier / Placement of Modifiers

A misplaced modifier is one that attaches itself to the wrong word in the sentence. This error causes the reader to try to figure out the meaning of the sentence. Place every modifier as close as possible to the word it modifies. * WRONG: We saw many swimming pools flying over California.

Run-on Sentences

A run-on sentence is created when the period or other end mark is not placed at the end of a sentence. Two or more sentences written as one are a run-on sentence. Closely related sentences are frequently but mistakenly combined as one, especially if the second begins with a personal pronoun referring to a noun in the first sentence. Joining two sentences together with a comma is called a comma splice. Run-on sentences cause similar confusion for the reader and can lead to incorrect conclusions about the intent of the writing.

Sentence Fragments

A sentence fragment is a group of words that is only a piece, or fragment, of a complete sentence. Pieces of important information are left out of the "sentence." The reader may have difficulty following what is meant and is left to try to figure out who did what, when, and where. This can lead to dangerous assumptions in some cases. Sentence fragments often occur through the simple omission of words; i.e., the mind racing ahead of the hand. A sentence fragment can also occur as a result of incorrect punctuation, i.e. a period in the middle of the idea rather than at the end.

Arrangement of information by category (i.e., witnesses, suspects, crime elements, etc.)

Categorical

Arrangement of information in order of occurrence

Chronological

Not possible with written communication:

Clarification by the writer.

Who?

Complete name, address, telephone number, work address and work phone numbers. Correct spelling- ask them how they spell their name Any aliases used Occupation Student/ school Age and date of birth, SSN

CYMBAL

Describe Vehicle's: * Color (top to bottom) * Year * Make / Model * Body Style * And License plate; expiration date; state

Where?

Exact location that offense occurred (Jurisdiction) Reference points mapped out Type of Area- residential, business, open field Location of victim(s); witness(es) or suspect(s) in relation to the crime.

are brief notations concerning specific events and circumstances that are recorded while fresh in the officer's mind and used to prepare a report at a later time.

Field Notes

When?

Offense occurred Reported Discovered Evidence located Witness(es) and Victim(s) contacted Arrest(s) made

Prose

Poetry / Flowery and fancy words

Required for an Arrest

Probable Cause (PC)

How? (occurred)

Property obtained Suspect approached Suspect gained access/entry Exit/leave scene

Quotation Marks

Quotation marks help the reader by setting off the words of the speaker. When quoting someone's exact words, set off their words, such as: Carl yawned and said, "Let's go." If not quoting verbatim, do not use quotation marks: Carl yawned and said that we should go.

Why? (Motive or cause)

Revenge Drug addiction Monetary gain Accidental

What?

Type of offense was committed Type of property was involved or affected Means of transportation was used, if any, or by foot Statements were made Speech impediments Unusual words or phrases noted

Verbosity

Using too many words. Often, in an unnecessary attempt to impress the reader, the writer uses unnecessary phrases or words. This can be, and often should be, avoided. Example: "At this point in time" => "Now"

VIN

Vehicle Identification Number (VIN) usually consisting of 17 digits (Letters and Numbers)

Passive Voice

When the verb is in the passive voice, the subject receives the action. * If the actor is not known, however, the passive voice may be necessary. ** Passive: The bystander was hit by a stray bullet.

Double Negatives

When two negative words are used in the same clause, the result is a double negative. The following negative words should be used one at a time, not in pairs: no, not, never, none, no one, nobody, nothing, nowhere, neither. * WRONG: "There isn't no time left." The following words are negative in meaning and should not be used in the same clause with any of the negative words above: barely, scarcely, hardly. * WRONG: "I can't hardly see the road in this fog."

Modifier

a word or set of words that qualifies or limits another word or set of words.

Most sentences should be ____________.

between 12 to 15 words long.

Unless required, an _________ _________ should not be included in the police report. Anything other than facts must be labeled as such to avoid any possible confusion!

officer's opinion

A victim may choose a ___________ to be used instead of the victim's name to designate the victim in all public files and records concerning the offense, including police summary reports, press releases, and records of judicial proceedings based on CCP ________. _______ ________ will dictate how this is documented.

pseudonym; Chapter 57; Agency Policy

Your written communication may serve as a _____ ______ for judicial and administrative ______.

source document; proceedings