DIFFERENT POLICE

REPORT
Part 1
CDI 5 Rosalyn Barola, J.D.
SPOT REPORT
 IT REFERS TO AN IMMEDIATE INITIAL INVESTIGATIVE OR INCIDENT
REPORT ADDRESSED TO HIGHER HEADQUARTERS PERTAINING
TO THE COMMISSION OF THE CRIME , OCCURENCE OF NATURAL
OR MAN - MADE DISASTER OR UNUSUAL INCIDENTS INVOLVING
LOSS OF LIVES AND DAMAGE OF PROPERTIES .

 AS A STANDARD OPERATING PROCEDURE (SOP) TO INFORM THE

CHIEF , CONSIDERING THE FACT THAT WHATEVER HAPPENS IN
THE AREA IS A COMMAND RESPONSIBILITY , OR THAT ONE FROM
HIGHER POLICE OFFICE MUST BE INFORMED REGARDING THE
DETAILS RELATIVE TO A PRTICULAR OCCURENCE .

 IT MAY USE A RADIOGRAPHIC MESSAGE FORM, ESP. IF THE

REPORTING UNIT IS FAR FROM THE ADDRESSEE OR RECEIVING
HIGHER POLICE OFFICER CONCERNED .

 ANSWERING THE 5H’S AND 1W.

INCIDENT REPORT
It is a written account of an event or occurence.
PURPOSE: To document the exact details of the occurence
as basis for further actions of concerned public safety
officers.
This is a jump-off points of investigations designed to ferret
out the facts and recommend solutions.
POLICE BLOTTER
A record of daily events occurring within the
territories/jurisdiction of a given police unit or command.

Contains material detail concerning the event for legal and

statistical purposes.
An informational record book that is utilized for evidentiary
or referral purposes.

The entry should answer the cardinal elements of a police

record.
The following incidents or transactions, among others,are
entered in the police blotter:
1. All violations of laws and ordinances reported and
discovered
2. All calls in which any member of the police force is
dispatched or has taken an official action;
3. All legal papers handled such as warrants, subpoenas,
summons, citations, and the like;
4. All fire alarms, reports and information received by the
stations;
5. Movement of prisoners with corresponding notations on
the authority for such movements;
6. Cases of missing and found persons, animals and
properties;
7. Vehicular and other types of accidents which require
police actions;
8. All personal injuries, bodies found, and suicides;
9. Damage to property;
10. All cases in which a police member is involved;
11. All arrests and returns made, and
12. Miscellaneous cases, general and special orders,
violations of rules and regulations and any other reportable
incident that the Chief of Police desires to be recorded.
1) All entries shall be handwritten in a clear, concise and simple
manner but answering as far as practicable the 5Ws and 1H.
Clarity must not be sacrificed for brevity.
2) Only facts, not opinions, are entered in the blotter.
3) No erasures shall be made on the entries. Corrections are
made by drawing one horizontal line over such word or phrase
and the actual entry initialed by the police officer making the
correction.
4) A ball pen or pen with , or blue black ink is used
for making the entries
5) Misrepresentations in the blotter or any attempt to
suppress any information therein are punishable criminally
and administratively.
6)Entries must be legibly written in long hand and
consecutively numbered.
7) Every page of the blotter shall be consecutively and
chronologically filled-up. No line of space shall be left blank
between any 2 entries.
8) Any development of a case to be reflected in the blotter
should be a new entry at the time and day it was reported. A
reference to the previous entry number of the case, however,
should be made.
9) In every shift, the Duty Sergeant, under the supervision of
the Duty Officer or Complaint Desk Officer, shall make the
actual entries in the blotter and at the end of his tour of duty,
both of them shall sign the blotter.
Entry No. Date Time Incidents/Events Disposition
2014 2021 8:10 AM Robbery This case was
5 Juanita De Guzman, 34 years old, filed in the court
married of No. 345 Abella St. Brgy. with CC No.
Abella Naga City, reported to this 2013-0056,
Police Office that on or about 2:00AM Brach 15, RTC,
of May 2, 2021, she was awaken with Naga City
noise from their kitchen and when she
checked it, she saw the person of
Aldrin Dimayuga of minor age, also a
resident of their barangay, trying to
escape in an open outlet in the comfort
room with their laptop and when she
shouted for help, subject person
assaulted her with a bladed weapon
but fortunately her father awaken also
and successfully subdued the supect.

Officer-on-case: PMS Jose C.

Manzanero
INITIAL
INVESTIGATION
REPORT
Initial investigation is the firsy action to be
undertaken when there is a reported or discovered
incident.
It is one of the standard operating procedures in all
police stations.
This is where the spot report will be relied on.
PROGRESS
REPORT
It is submitted if there is new findings or
development in the case.
It should be numbered consecutively according to
the sequence of developments in the case.
Example: Progress Report No. 1, Progress Report
No. 2, etc
FINAL
INVESTIGATION
REPORT
Report on finished cases provides the
vehicle for Higher Headquarters to act on
the matter.
RECORD
LEADS
PROSECUTION ACTION
Must be gramatically correct;
Abbreviation must be used appropriately
and correctly; and
It should avoid slang, colloquialism or
unnecessary technical terms
Accuracy
Completeness
Brevity
Fairness
Form & Style
Prompt
1. Upon receipt of the case, the Desk nature of the case, name of complainant,
Officer enters it in the Complaint Logbook/ name of the investigator and the date it
Blotter and then, refer it to the OIC/Chief was assigned.
of the Investigation Unit;
The Desk Officer should reflect on the
2. The OIC/Chief of the Investigation Complaint Logbook/Blotter the name of
Unit assigns the case to an the investigator.
investigator. 3. The Officer-On-Case should
immediately respond to the crime, conduct
The Chief Investigator should maintain
an ocular investigation/inspection and
a Logbook of all cases referred to him,
interview the complainant, witnesses and
either in person or through
all persons who could shed light on the
communications, recording therein the case.
4. Based on the initial investigation, the • INFO REPORT - for some cases
Officer-On-Case should prepare any of the
initially taken cognizance by a police
following police reports:
station but later turned over to or
• ALARM REPORT - for theft & robbery found out to be handled by special
cases
operating units.
• ADVANCED INFO REPORT - for the
5. The investigator should then take
crimes against person: murder, parricide,
the sworn statements of the
homicide, etc.
complainant/s, witness/es and if
• CRIME REPORT - all cases like estafa,
possible, suspect/s. At this stage, the
crimes against chastity, white slavery,
investigator should exert all efforts to
etc.
unearth and gather all evidence
relevant to the case.
6. Invitation for suspect/s to appear 8. Once the suspect/s has been
before any investigating unit/group should apprehended and duly investigated, the
be signed by the Chief of Unit/Group and investigator should prepare the
duly accorded in a logbook intended for corresponding referral to the inquest
this purpose. The result of the invitation p r o s e c u t o r f o r a p p r o p r i a t e
should be reflected in the case folder to recommendation;
form part of the records of the case.
9. Before the investigator files the case
7. A Progress Report should be submitted with the Prosecutors’ Office, the case
by the investigator regarding the should be endorsed, through channel, to
apprehension of the suspect/s, recovery the Legal Division for appraisal,
of evidence and all other devts on the evaluation, recommendation or legal
case. advice and such other legal measures as
may be necessary; and
10. Final Investigation Report should
be pr epa r e d b y t h e I n v e s t i g a t o r i n a l l
cases involving high govt officials,
wherein the complainant is a
gov er nment agenc y or ent i t y ; bi g an d
sensational; or those invloving
prominent personalities and those with
insurance coverage.
 QUIZ
1. R e f e r s t o a n i m m e d i a t e i n i t i a l i n v e s t i g a t i v e o r i n c i d e n t r e p o r t a d d r e s s e d t o h i g h e r h e a d q u a r t e r s p e r t a i n i n g
to the commission of the crime, occurence of natural or man-made disaster or unusual incidents invloving
loss of live and damage of properties.

2. A FORM OF SPOT REPORT THAT MAY BE USED IF THE REPORTING UNIT IS FAR FROM THE ADDRESSEE OR
RECEIVING HIGHER POLICE OFFICER CONCERNED .

3. A record of daily events occurring within the territories/jurisdiction of a given police unit or
command

4. True or False.Only facts, not opinions, are entered in the blotter.

5. Corrections in the blotter are made by drawing ________ over such word or phrase and the
actual entry initialed by the police officer making the correction.

6. Ink colors of pen used to write the entries on the blotter.

7. Entries must be legibly written in long hand and___________.

 QUIZ
8-9. Officers who are allowed to affix their signature on the blotter after their shift of duty.

10. The first action to be undertaken when there is a reported or discovered incident.

11. It is submitted if there is new findings or development in the case.

12. The investigat or as s i gned t o a cas e by t he C hi ef of i nv es t i gat i ng U ni t i s al s o cal l ed

as_____

13. The initial investigation report to be submitted if the case handled by the investigator
is a crime against person like murder.

14. Before the investigator files the case with the Prosecutors’ Office, the case should be
endorsed, through channel, to the ____________ for appraisal.

15. Once the suspect/s has been apprehended and duly investigated, the investigator
should prepare the corresponding referral to the____________ for appropriate
recommendation.
AFTER
OPERATIONS
REPORT
A report submitted after major operations.
An informative report detailing every action performed by
personnel during police operations.
The basis of staff officers for administrative actions
whether the participating personnel deserve awards or
whether there was lapse on their part which is tantamount
for administrative sanctions.
AFTER
ENCOUNTER
REPORT
A report on special missions or combat operations involving lawless
elements and subversive terrorists or rebels.

Includes salient supporting documents such as sketch of the

encounter scene, list of participating troops, summary of ammunition
expended, summary of ammunition stock status, recommendation for
an award for troop members for exhibiting superior combat skills and
bravery in the face of danger and the proposed citation.
POLICE
OPERATION
PLAN
Commonly as OPLAN.
The concept of operations based on the mission is
clearly stated, the tasks of every personnel are in line as
well, and the resources needed are properly accounted.
This is done in order to have systematic deployment of
personnel and economical use of resources.
1. The Heading

2. Title

3. Situation

4. Mission

5. Execution

6. Administrative and Logistics

7. Command and Signal

8. Signatures
SWORN
STATEMENT &
AFFIDAVIT
Refers to a written statement voluntarily executed under oath by any
person, a suspect or a witness, which may be taken in a
or in a

It shall state only the facts of direct personal knowledge of the
affiants which are admissible in evidence and shall show their
competence to testify to the matters therein.

In investigation, statement-taking is a necessity and inherent for the

documentation of narrated facts.
1. Question and Answer Type
- preferable to the narrative.
- leading and misleading questions should be avoided in the
Question and Answer Type.
- suggest to the witness, affiant, informant,
respondent or complainant the answers which the investigator desires.
- assumes as true a fact not yet
testified to by the witness or suspect or contrary to that which he/she
has previously stated whereby may be induced to give an answer which
appears to say more than he/she means.
2. Question and Answer Type
A form of sworn statement made in a narrative style. It started
with a which usually abbreviated as
INDORSEMENT
INDORSEMENT
• A reply or a forwarding statement usually added to a letter.

• Among men and women in uniform, a bsic communication may not just be a letter-it can be a
message-it can be a memorandum from a highr office.

• It is a communication within a communication.

• It becomes an integral part of the correspondence.

As to content:

It is meant to furnish information, comment or recommendation on the matter at hand.

The use of THIRD PERSON in indorsement is PRESCRIBED to achieve objectivity.

The Person writing the indorsement may refer him/herself as:

a. “the writer”

b. “undersigned”

c. “this office”
Indorsement...
• No complimentary close is used.

• The signature and title being given directly after the close of the endorsement.

• Each paragraph may be started single-spaced. Double-spacing may also be used.

• Paragraph must be numbered, starting from 1st or 2nd.

• Start with the word “Respectfully (whether Forwarded, Returned, Referred, Transmitted)

• The text, usually composed of one paragraph, should be BRIEF, ACURATE, and CLEAR.

• If sent to a superior office is always: “RESPECTFULLY FORWARDED” and “RESPECTFULLY

SUBMITTED”.

• If sent to an office of an equal rank: “RESPECTFULLY TRANSMITTED”.

• Correspondence returned to an office where it originated or has been recorded;

“RESPECTFULLY RETURNED regardless of the rank of the two offices concerned.
Parts of an Indorsement:

• (1) Heading
• (2) Dateline
• (3) Inside Address
• (4) Salutation
• (5) Body
• (6) Complimentary Close & SIgnature
...continuation part 2