Written Communications-24

24.5 - Describe the critical nature of effective field notes. See Lecture Scenario 24.5.1 Definition:

"Field notes" are brief notations concerning specific events and circumstances that are recorded while fresh in the officer's mind and used to prepare a report. Uses: • Provides basis for report • Reduces need to re-contact parties involved • Provides greater accuracy relative to time, statements, and events than memory alone · When note-taking keep several things in mind · Non-police information and personal comments should not be included · If brought to court they are subject to scrutiny · If placed into evidence they may not be available to you until released by the court · Be very careful when transferring information from field notes to your report · To ensure there are no impeachable discrepancies · Your field notes and report much be consistent · It is recommended that once information from field notes has been transcribed to a report, the notes be destroyed. · However, check agency policy

• Adjective

- An adjective is a word that typically describes or modifies the meaning of a noun. Adjectives serve to point out a quality of a thing named ("a brave officer," "a new car"), to indicate its quantity or extent ("some reports"), or to specify a thing as distinct from something else ("this suspect," "those witnesses").

• Noun

A noun is a word that is the name of something (as a person, animal, place, object, quality, concept or action). "The officer received an assignment."

• Preposition

A preposition is a word that combines with a noun, pronoun, or noun equivalent (as a phrase or clause) to form a phrase that usually acts as an adverb, adjective, or noun. "She expected resistance on his part." "He sat down beside her."

• Pronoun -

A pronoun is a word that is used as a substitute for a noun or noun equivalent. "Who is she?"

24.15 - Identify the statutory authority relating to confidentiality of sex offense victims.

A victim may choose a pseudonym to designate his or her identity in all public files and records concerning the offense. See CCP, Chapter 57. Agency policy will dictate how this is documented.

• Adverb

An adverb is a word or combination of words typically serving as a modifier of a verb, an adjective, another adverb, a preposition, a phrase, a clause, or a sentence, and expressing some relation of manner or quality, place, time, degree, number, cause, opposition, affirmation, or denial. Adverbs answer such questions as: • When? ("Please reply at once"); • How long? ("This investigation is taking forever"); • Where? ("The victim died there"); • In what direction? ("Pull the trigger backward"); • How? ("The detectives moved expeditiously on the project"); and • To what degree? ("The book was very popular").

Problems With 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. Examples: • "At this point in time" • "Have knowledge of ..." (use "know") • "In a hasty manner" (use "hastily") • "In connection with" or "In regard to" (use "regarding") • "In the event that" (use "if") • "It should be noted that" • "The fact that" • "The question as to whether" (use "the question whether") • "There is no doubt but that" (use "no doubt," "undoubtedly")

Problems with Sentence Construction

People often speak in incomplete sentences. If the listener does not understand what is said, he or she can ask the speaker to clarify. However, this is often not possible with written communications. Therefore, written communications must state complete thoughts to ensure that the reader understands the author's meaning. When someone writes the same way he talks, two serious errors may occur: sentence fragments and run-on sentences.

24.14 - Identify the importance of separating fact from opinion in police reports.

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

• Verb -

Verbs express an act, occurrence, or mode of being. "The suspect ran from the officer." "The witness panicked once on the stand."

Examples of Commonly Misused Words

Words that sound alike (or nearly alike) but have different meanings often cause writers trouble. Here are a few of the most common pairs with correct definitions and examples: • ACCEPT-to receive He accepts direction well. EXCEPT-to take or leave out Please take all the weapons off the shelf except for those already numbered. • AFFECT- verb, to influence Lack of exercise affects your ability to effectively perform your duties. more on page 6-10

The Placement of Modifiers:

• A modifier is a word or set of words that qualifies or limits another word or set of words. • A misplaced modifier is one that attaches itself to the wrong word or words in the sentence. • Because a misplaced modifier presents the reader with an unintended meaning, or forces him to try to figure out the meaning of the sentence, misinterpretation by the reader often results. • Place every modifier as close as possible to the word it modifies. O WRONG: We saw many swimming pools flying over California. O RIGHT: While flying over California, we saw many swimming pools.

Sentence Fragments:

• A sentence fragment is a group of words that is only a piece, or "fragment," of a complete sentence. This may make it difficult for the reader to understand its meaning. • Example: The mirror in the hall closet.

Characteristics of a Sentence:

• A sentence is a group of words that expresses a complete thought. • A sentence typically contains both a subject and a predicate, begins with a capital letter, and ends with a punctuation mark. • A sentence should be short, simple, and concise. • A sentence should be unmistakably clear to the reader.

24.10 - List the eight essential criteria of a good police report. The Eight Essential Criteria of a Good Police Report:

• Accurate • Concise • Complete • Clear • Legible • Objective • Grammatically correct • Correct spelling

Slang, Jargon, and Nonstandard Abbreviations:

• Unless it is being quoted for a purpose (e.g., a statement made by a suspect), do not use slang and jargon. o Slang: The man said that someone trashed his car. Corrected: The man said that someone damaged his car. Quoted: The man said that someone "trashed" his car. o Jargon: I responded to a 10-50. Corrected: I responded to a traffic crash. o Jargon: Deputy Brown arrested Crain for dee-wee. Corrected: Deputy Brown arrested Crain for Driving While Intoxicated. • Nonstandard abbreviations should be avoided. However, if used, they must first be preceded by the full word. For instance, "The training material was provided by the Texas Commission on Law Enforcement Officer (TCOLE). TCOLE is located in Austin, Texas." o WRONG: We ID'd the S from the APB. o RIGHT: We identified the suspect from the all-points-bulletin broadcast (APB).

Passive voice:

• When the verb is in the active voice, the subject performs the action. When the verb is in the passive voice, the subject receives the action. • Generally, use the active voice - the sentence is clearer and stronger. If the actor is not known, however, the passive voice may be necessary. o Passive: The bystander was hit by a stray bullet. o Active: A stray bullet hit a bystander.

Double negatives:

• When two negative words are used in the same clause, the result is a double negative. • The following negative terms should be used one at a time, not in pairs: no, not, never, none, no one, nobody, nothing, nowhere, and neither. o WRONG: Nobody saw nothing. / There is not no time left. o RIGHT: Nobody saw anything. / There is 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, and hardly. o WRONG: I can't hardly see the road in this fog. o RIGHT: I can hardly see the road in this fog.

Importance of Complete Sentences in Written Communication:

• Your written communication will be one of the factors used to evaluate your competence as a peace officer. • Your written communication may be seen by a diverse audience (your agency, the criminal justice system, the public, etc.). • Your written communication may serve as a source document for judicial and administrative proceedings.

Getting Rid of Deadwood (Phrases and Repetition) Police reports are not prose. Flowery and fancy words and phrases are unnecessary and distracting. Such words and phrases are considered "deadwood," and should be kept out of your documents. Below are numerous examples of "deadwood" phrases followed by the term which instead should be used.

• a majority of - most • after the conclusion of -- after • ascertain the location of -- find • at such time as -- when • at the present time -- now • in view of the fact that -- because, since • is capable of -- can • is found to be -- is • it is possible that -- perhaps • make inquiry regarding -- ask about, inquire about • not with standing the fact that -- although • on the basis of -- from, because, by • provided that -- if • put an end to -- end • reach a conclusion -- conclude • subsequent to -- after • utilize or utilization -- use

The needless repetition of similar words which say the same thing is another form of "deadwood." Such phrases are easily shortened

• adequate enough -- adequate (or enough) • appear(s) to be -- appear(s) • basic essentials -- basics (or essentials) • close proximity -- proximity • consensus of opinion -- consensus • cooperated together -- cooperated • general rule -- rule • joint cooperation -- cooperation • necessary requirement -- requirement • rate of speed -- speed • resemble in appearance -- resemble • true facts -- facts • very unique -- unique

Other commonly misused words include:

• whose/who's • your/you're • site/sight/cite • weather/whether • a while/awhile • besides/beside • everyday/every day • can/may • advice/advise • infer/imply • few/fewer/less • like/as • farther/further • amount/number • bring/take • will/shall • all of/all • among/between • but/however • different from/other than (not "different from") • disinterested/uninterested • due to/because of • i.e./e.g. • and/or/nor • oral/verbal • pleaded/pled • proved/proven • say/state • when/where (as in the incorrect "times where...")

Quotation marks:

• Quotation marks help enclose direct quotations, but not indirect quotations. • When quoting someone's exact words, you must use quotation marks. o Example: Carl yawned and said, "Let's go." • If not quoting verbatim, do not use quotation marks. o Example: Carl yawned and said that we should go.

24.7 - List the types of information that should be entered into the officer's field notebook. Describe suspects and victims from head to toe:

• Race and sex • Height and weight • Hair - color, style, curly, straight, etc. • Hat - color, style • Face - complexion • Eyes - color, shape • Nose - mouth area and any distinguishing marks • Shirt - color, style • Pants - color, style • Shoes - color, style • Other distinguishing marks (e.g., tattoos, scars, limp, missing teeth, etc.)

24.7 - List the types of information that should be entered into the officer's field notebook. Persons:

• Suspect(s) • Victim(s) • Witness(es)

24.8 - List questions to be answered in field notes to complete a report. What?:

• Type of offense committed • Type of property involved • Means of transportation used (if any, or by foot), last known direction of travel • Statements made (exact words, if possible) • Unusual characteristics or actions

24.6 - Demonstrate observation and descriptive skills. See Practical Scenario 24.6 Good observation, communication, and descriptive skills are essential in writing narrative reports. It is important to practice observation and descriptive writing skills often. Observation:

• An officer's ability to be descriptive in field notes and reports is based on their observation skills. All five senses (sight, hearing, touch, taste, and smell) are used in observation. Observation skills are a perishable skill and must be frequently practiced in order to keep them sharp. Describing: • The peace officer must be able to describe people, places, and things by using specific, clear, and vivid language, which takes practice. • Describing people is one of the most difficult tasks for an officer. Include all descriptive characteristics of persons, such as their manner of speaking, accents, walking, their movements, or the things they are carrying. • Describe people in a systematic manner, beginning with race, sex, and age, and continuing with a head to toe description, being especially careful to note any features that would make the person easily identifiable by items such as scars, tattoos, and disfigurements. • Places should be described beginning at one point, then proceeding in one direction, such as left-to-right or top-to-bottom, to ensure that the description is thorough and systematic. The goal is to paint a picture of the place using words. • When describing things, look for all distinguishing marks and anything that might be compared or related to a commonly known thing or idea. Look for color, size, shape, texture, location, and type. For instance, when describing a vehicle it would be useful to note any damage, bumper stickers, or after-market enhancements.

Common Punctuation Marks:

• Apostrophe ' • Brackets [ ] • Colon : • Comma , • Dash/Hyphen - - • Ellipsis ... • Exclamation Point ! • Parentheses ( ) • Period . • Question Mark ? • Quotation Marks " " • Semicolon ; • Slash /

24.11 - List the common types of police reports. Common types of police reports:

• Arrest reports • Incident reports • Offense reports • Crash reports • Supplemental reports

24.12 - Identify the difference between chronological and categorical ordering in report writing. Definitions:

• Chronological - arrangement of information in order of occurrence • Categorical - arrangement of information by category (e.g., witnesses, suspects, crime elements)

24.8 - List questions to be answered in field notes to complete a report. Who (Persons involved should be identified by their role as suspect, victim, or witness.)?:

• Correct spelling of complete name, address, telephone number, work address and work telephone numbers (or contact information for someone who can reach them) • Any aliases used • Involvement (e.g., suspect, victim) • Sex and race • Occupation (if employed) • Student/school, school ID number • Age and date of birth • Drivers license or other official ID (e.g., social security number, passport number, foreign consulate card)

24.7 - List the types of information that should be entered into the officer's field notebook. Vehicles:

• Describe top to bottom • "CYMBAL": C Color - top to bottom Y Year M Make/Model B Body style A and L License plate: year of expiration, state registered • VIN (Vehicle Identification Number) • Value (estimated) • Distinguishing marks/damages • Insured? • Financed? • Focus on specific things about vehicle that would set it apart from others (rims, tint, stickers, damage, etc. ) Other property - description will differ by the type of property, but should include: • Manufacturer • Model name/number • Serial number • Cost/value • Size • Color • Style • Use (if not obvious) • Location found (and disposition, when appropriate)

24.8 - List questions to be answered in field notes to complete a report. Where?: Why? and How?

• Exact location of offense and evidence • Reference points • Type of area (e.g., residential, business, open field) • Location of victims, witnesses, or suspects in relation to crime Why?: • Any statement or evidence supporting a possible cause or motive (e.g., revenge, drug addiction, monetary gain, accident) How?: • Offense occurred • Suspect approached (or gained access/entry) and exited • Law enforcement was notified • Officer approached the scene • Scene and persons involved appeared

24.13 - List the three basic kinds of information necessary in police reports. Three basic kinds of information necessary in police reports:

• Identification of the involved persons, vehicles, etc. • Narrative description of the offense or incident • Elements of the offense or probable cause

24.7 - List the types of information that should be entered into the officer's field notebook. Date(s) and time(s) Exact location of occurrence Persons involved (e.g., witnesses, other officers) Other possible information:

• If an individual is not able to give an exact date and time, figure out between what time the offense occurred. For example, if a BMV occurred overnight outside a residence, ask the last time the individual left the vehicle with the property inside and what time they found it. The offense time frame may often span two different days, especially in overnight offenses. Exact location of occurrence • If on a public street, a general address (4500 Harry Hines Blvd.) will suffice but generally speaking officers should attempt to determine the exact location of the offense to assist investigators and associate the offense in case of future calls to the same location. Persons involved (e.g., witnesses, other officers) Other possible information: • Contact information, alternate contact numbers • Case number • Assisting officer activity • Location and chain of evidence/custody • Type of incident

Run-on Sentences:

• Like sentence fragments, run-on sentences cause confusion for the reader and can lead to incorrect conclusions about the intent of the writing. • Two or more sentences written as one results in a run-on sentence. • Closely related sentences are often mistakenly combined into one. • Example: The officer chased the suspect, and he had a gun.

24.8 - List questions to be answered in field notes to complete a report. When (Date and Time)?:

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

24.9 - Discuss the uses and essential characteristics of police reports. Official 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