Written communication

THOROUGH and THOUGH

• THOROUGH-careful or complete Because of the thorough investigation, the defendant was found guilty and given a life sentence. THOUGH-however; nevertheless Sergeant looks like a tough bulldog, though he is as kind as a little puppy dog

Should Date(s) and time(s) be in your field notes?

yes

Should Exact location of occurrence be in your field notes?

yes

should Persons involved (e.g., witnesses, other officers) be in your field notes

yes

THAN- and THEN

• THAN-use with comparisons I would rather work with Officer Williams than Officer Jones. THEN-at that time, or next I reviewed my field notes, then wrote my report.

What should be avoided in a police report?

an officers opinion Unless required Anything other than facts must be labeled as such to avoid any possible confusion.

Whats the problem 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.

define Field notes

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

difference between ACCEPT- and EXCEPT-

Accept- is 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.

There are Eight Essential Criteria of a Good Police Report, what are they?

Accurate Concise Complete Clear Legible Objective Grammatically correct Correct spelling

define Categorical

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

define Chronological - arrangement of information in order of occurrence

Arrangement of information in order of occurrence

Name some common types of police reports.

Arrest reports Incident reports Offense reports Crash reports Supplemental reports

A LOT and ALOT

A LOT (two words)-many. ALOT (one word)-Not the correct form

Where should modifiers be placed?

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.

• Noun -

A noun is a word that is the name of something (as a person, animal, place, object, quality, concept or action).

• 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

• Pronoun -

A pronoun is a word that is used as a substitute for a noun or noun equivalent.

What is a sentence fragment?

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.

What are some 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.

What may a victim of a sexual offense do in regards to the police profile and public profile?See CCP, Chapter 57. Agency policy will dictate how this is documented.

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

ALL READY and ALREADY

ALL READY-prepared The prisoners were all ready for transport when the truck arrived. ALREADY-by this time The suspect was already gone when the officers arrived.

ALTOGETHER and ALL TOGETHER

ALTOGETHER-entirely Altogether, I thought that the state's argument before the jury was excellent. ALL TOGETHER-gathered, with everything in one place We were all together at the family reunion last spring.

ASCENT and ASSENT

ASCENT- climb The plane's ascent made my ears pop. ASSENT-agreement The suspected assented to being handcuffed.

AFFECT and EFFECT

Affect is a verb- to influence Lack of exercise affects your ability to effectively perform your duties. Effect is a noun- to accomplish The subtle effect of the lighting made the room look ominous

• 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 to indicate its quantity or extent or to specify a thing as distinct from something else.

• 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.

What are some Common Punctuation Marks?

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

BREATH and BREATHE

BREATH-noun, air inhaled or exhaled You could see his breath in the cold air. BREATHE-verb, to inhale or exhale If you don't breathe, then you are dead.

CAPITAL and CAPITOL

CAPITAL-seat of government. Also financial resources. The capital of Texas is Austin. The business had enough capital to open a new store. CAPITOL-the actual building in which the legislative body meets. The governor announced his decision to run for president at the capitol today.

CITE and SIGHT and SITE

CITE-to quote or document The officer's report cited ten witnesses who observed the offense. SIGHT-vision The sight of the suspect in the courtroom frightened the victim. SITE-position or place The new courthouse was built on the site of the old railway terminal.

CONSCIENCE and CONSCIOUS

CONSCIENCE-sense of right and wrong The officer's conscience kept him from falsifying the report. CONSCIOUS-awake She was conscious when the burglar entered the house.

COUNCIL and COUNSEL

COUNCIL-a group that consults or advises The members of the council voted in favor of the new budget. COUNSEL-to advise Though his attorney counseled him not to, he robbed the bank anyway

What must written communications state?

Complete thoughts to ensure that the reader understands the author's meaning.

What about a vehicle should be in your field notes?

Describe top to bottom "CYMBAL": C Color - top to bottom Y Year M Make/Model B Body style AND L License plate: year of expiration, state registered VIN (Vehicle Identification Number) Value (estimated) Distinguishing marks/damages Insured? Financed?

ELICIT and ILLICIT

ELICIT-to draw or bring out The officer elicited the name of the drug dealers from the neighbors. ILLICIT-illegal The drug dealers where then arrested for their illicit activities.

ITS and IT'S

ITS-of or belonging to it That dog begins barking as soon as it sees its owner leave for work. IT'S-contraction for it is It's another long day working the street for Officer Jones.

What are the 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

LIE- and LAY

LIE-to lie down (a person or animal. hint: people can tell lies) I have a headache, so I'm going to lie down for a while. (also lying, lay, has/have lain--The dog has lain in the shade all day; yesterday, the dog lay there for twelve hours). LAY-to set an object down. "Lay down that gun, Bubba!" The sheriff demanded.

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.

What Other property should be included in your field notes

Manufacturer Model name/number Serial number Cost/value Size Color Style Use (if not obvious) Location found (and disposition, when appropriate)

what does "deadwood" mean?

Not prose. Flowery or fancy words or phrases. unnecessary and distracting. Should be kept out of your documents(police reports) The needless repetition of similar words which say the same thing

PASSED and PAST

PASSED-verb, past tense of "to pass," to have moved The train passed through town like a speeding bullet. PAST-belonging to a former time or place Who was the past sheriff of Comal County?

PRECEDE and PROCEED

PRECEDE-to come before Ronald Regan preceded Bill Clinton as U.S. President. PROCEED-to go forward After questioned by the prosecutor, the witness proceeded to explain what he saw at the crime scene.

PRINCIPAL and PRINCIPLE

PRINCIPAL-adjective, most important; noun, a person who has authority The principal ingredient in pecan pie is pecans. The principal of the school seemed 100 years old to the first graders. PRINCIPLE-a general or fundamental truth The principle of "innocent until proven guilty" is a fundamental tenet of American jurisprudence.

Why is a Police Report Significant?

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

Quotation marks:

Quotation marks help enclose direct quotations, but not indirect quotations. When quoting someone's exact words, you must use quotation marks. If not quoting verbatim, do not use quotation marks.

What descriptions of suspects and victims should be in field notes?

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.) Injuries

SUPPOSED TO and SUPPOSE

SUPPOSED TO-correct form for "to be obligated to" or "presumed to" NOT "suppose to" When am I supposed to appear in court? SUPPOSE-to guess or make a conjecture Do you suppose I will have to testify?

What two serious errors occur when someone writes how they talk?

Sentence fragments and run-on sentences.

What persons should be in your field notes?

Suspect(s) Victim(s) Witness(es

THEIR and THERE and THEY'RE

THEIR-possessive form of they Their car was stolen last night. THERE-indicates location I loved Seattle and want to go there again. THEY'RE-contraction for "they are" They're always late for work.

TO- and TOO TWO

TO-toward Mark went to the market. TOO-also, or excessively He drank too much before driving home and was arrested for DWI. TWO-a number Only two recruits failed the academy.

What does observing do for field notes?

The better an officer observes things, the better the officer can describe them. All five senses (sight, hearing, touch, taste, and smell) are used in observation. Since all of the senses must be sharp for peace officers to do their job, they should frequently practice using different senses at various times to improve each of them.

How can field notes help with descriptions?

The peace officer must be able to describe people, places, and things by using specific, clear, and vivid language. This takes practice. Describing people is the most difficult. Include all descriptive characteristics of persons, such as their manner of speaking or walking, their movements, or the things they are carrying. 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 with your 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.

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. 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 Standards and Education (TCLEOSE). TCLEOSE is located in Austin, Texas."

How are field notes used?

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

• Verb -

Verbs express an act, occurrence, or mode of being(action word)

What does the word 'WHO' usually refer to?

WHO-pronoun, typically refers to a person or persons and some animals

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.

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 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

Adverbs answer such questions as what?

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").

What are the five 'W' and 'H'

Who what when where why How

What is the 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.

What does pseudonym mean? CCP 57.01

a set of initials or fictitious name chosen by a victim to designate the victim in all public files and records concerning the offense, including police summary reports, press releases, and records of judicial proceedings.

What does THAT usually refer to?-

pronoun that refers to both beings and things That is the weapon used.

what does WHICH usually refer to?

pronoun, typically refers to things and animals Which gun was used in the murder?

THROUGH and THRU and THREW

• THROUGH-by means of; finished; into or out of The investigation lasted through the night. THRU-abbreviated slang for through; not appropriate in standard writing THREW-past tense of throw The judge threw out the testimony as hearsay

WHO and WHOM

• WHO-used as a subject or as a subject complement (see above) Tracy is the person who you need to see. WHOM-used as an object Whom are you referring to?