Republic of the Philippines

NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE
PHILIPPINE NATIONAL POLICE TRAINING INSTITUTE
Regional Training Center 6
Bakyas, Mansilingan, Bacolod City, Negros Occidental

NATURE OF SUPERVISION

Public Safety Senior Leadership Course

(PSSLC)

RAYMUNDA RECTO MORENO

Doctor of Philosophy in Human Resources Management
 INTRODUCTION
The term police refers to a body of civil authority,
which is tasked to maintain peace and order,
enforce the law, protect lives and properties and
insure public safety – in its inception, the police
forms an important role in the development of
human society; progress in all aspect of society
will not materialized without the security and
order provided for by the police.

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 LAW ENFORCEMENT
- Is vital for the stability & progress of the nation

The Philippine National Police (PNP) is the

country’s police force, that is national in scope
and civilian in character.

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 NATIONAL IN SCOPE

National in scope means that the PNP is a nationwide-

government organization whose jurisdiction covers the
entire breath of the Philippine archipelago. All personnel,
both the uniformed & non-uniformed components are
national government employees.

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 Civilian in Character
Means that the PNP is not a part of the military. Although it retains some
military attributes such as discipline, it shall adopt unique non-military
cultures, code of ethics and standard of professional conduct comparable
to the civilian police forces of other countries.

The image of any organization affects the

esprit de’ corps, morale and welfare of the
members, and sense of pride to the
organization. Thus, all members of the PNP
should act in a manner that would reflect
best on the PNP and live by the PNP’s core
values.

The PNP should be a community & service oriented

agency – responsible for the maintenance of peace
& order & public safety.
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 WHAT IS AN ORGANIZATION?

- It is a form of human association for the attainment of

a goal or objective. It is the process of identifying and
grouping the work to be performed, defining and
delegating responsibility and authority, establishing
relationships for the purpose of enabling people to work
effectively.

In police management, it is the arrangement of

people with common purpose and objective in a manner
to enable the performance of related tasks by individuals
grouped for the purpose.

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WHAT IS POLICE ORGANIZATION?
 - Police organization is a group of trained
personnel in the field of public safety
administration engaged in the achievement of
goals and objectives that promotes the
maintenance of peace and order, protection of
life and property, enforcement of the laws and
the prevention of crimes.

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 THE NATURE OF SUPERVISION
IN THE PNP ORGANIZATION
 SUPERVISION – is defined as the activity that
involves overseeing the subordinates at work to
ensure they are working according to plans and
policies of the organization.

 In the case of the PNP, The Philippine National

Police’s Policies & Procedures is our guide.

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THE NATURE OF SUPERVISION
IN THE PNP ORGANIZATION
 SUPERVISION also is a face to face contact
between the supervisor and his subordinates,
supervisors guide and look after the activities
of the people who perform the work.

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The nature of supervision can be seen in
the following;
 • 1. Involves guiding the activities of the
subordinate to accomplish a given task
 • 2. It includes planning, organizing, directing

and controlling the work and activities of the

employee.
 • 3. It also includes the concept of unit task

accomplishment; that the supervisor is

responsible for accomplishing the unit’s
objectives.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 - Theory X
 According to McGregor, Theory X in supervision &
management assumes the following:

 Work is inherently distasteful to most people, and they will attempt

to avoid work whenever possible.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 - Theory X
 Most people are not ambitious, have little

desire for responsibility, and prefer to be

directed.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 - Theory X
 Most people have little aptitude for creativity

in solving organizational problems.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 - Theory X
 Motivation occurs only at the physiological

and security levels of Maslow’s hierarchy of

needs.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 - Theory X
 Most people are self-centered. As a result,

they must be closely controlled and often

coerced to achieve organizational objectives.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 - Theory X
 Most people resist change.

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Essentially, Theory X assumes that the
primary source of employee motivation is
monetary, with security as a strong second.
Under Theory X, one can take a hard or
soft approach to getting results.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

- Theory Y
The higher-level needs of esteem and self-
actualization are ongoing needs that, for
most people, are never completely satisfied.
As such, it is these higher-level needs
through which employees can best be
motivated.

 Theory Y management makes the following

assumptions:

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 - Theory Y

 Work can be as natural as play if the

conditions are favorable.

 People will be self-directed and creative to

meet their work and organizational objectives
if they are committed to them.

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 - Theory Y

 People will be committed to their quality and

productivity objectives if rewards are in place
that address higher needs such as self-
fullfilment.

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 - Theory Y

 The capacity for creativity spreads throughout

organizations.

 Most people can handle responsibility because

creativity and ingenuity are common in the
population.

 Under these conditions, people will seek

responsibility.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 - Theory Y
 Under these assumptions, there is an
opportunity to align personal goals with
organizational goals by using the employee’s
own need for fulfilment as the motivator.
McGregor stressed that Theory Y management
does not imply a soft approach.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 - Theory Y
 If Theory Y holds true, an organization can apply
the following principles of scientific management
to improve employee motivation:

 Decentralization and delegation: If firms

decentralize control and reduce the number of
levels of management, managers will have more
subordinates and consequently need to delegate
some responsibility and decision making to them.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 Job enlargement: Broadening the scope of an

employee’s job adds variety and opportunities
to satisfy ego needs.

 Participative management:
Consulting employees in the decision-making
process taps their creative capacity and
provides them with some control over their
work environment.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 Performance appraisals:
Having the employee set objectives and
participate in the process of self-evaluation
increases engagement and dedication.

If properly implemented, it can increase and

continually fuel motivation to employees’ work
to satisfy their higher-level personal needs
through their jobs.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 - Ouchi’s Theory Z
 Theory Z stresses the need to help workers

become generalists, rather than specialists. It

views job rotations and continual training as
a means of increasing employees’ knowledge
of the organization and its processes while
building a variety of skills and abilities. 
Workers are given much more time to receive
training, rotate through jobs, and master the
intricacies of the organization’s operations

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 Ouchi’s Theory Z makes certain assumptions

about workers. One assumption is that
they seek to build cooperative and intimate
working relationships with their co-workers. In
other words, employees have a strong desire
for affiliation.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 Another assumption is that workers expect

reciprocity and support from the company.

 According to Theory Z, people want

to maintain a work-life balance, and they
value a working environment in which things
like family, culture, and traditions are
considered to be just as important as the
work itself. 

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 Theory Z also makes assumptions about

company culture. If a company wants to realize
the benefits described above, it need to have
the following:
 A strong company philosophy and culture: The

company philosophy and culture need to be

understood and embodied by all employees,
and employees need to believe in the work
they’re doing

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 Long-term staff development and employment:

The organization and management team need to

have measures and programs in place to
develop employees.

Employment is usually long-term, and

promotion is steady and measured. This leads
to loyalty from team members.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

Consensus in decisions: 
-Employees are encouraged and expected to
take part in organizational decisions.
Generalist employees: 
-Because employees have a greater
responsibility in making decisions and
understand all aspects of the organization,
they ought to be generalists.
However, employees are still expected to have
specialized career responsibilities.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 Concern for the happiness and well-being of

workers: 

The organization shows sincere concern for the

health and happiness of its employees and
their families. It takes measures and creates
programs to help foster this happiness and
well-being.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 Informal control with formalized measures:

Employees are empowered to perform tasks

the way they see fit, and management is quite
hands-off. However, there should be
formalized measures in place to assess work
quality and performance.

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 1.1 - THEORIES & CONCEPTS OF SUPERVISION

 Individual responsibility:

The organization recognizes the individual

contributions but always within the context of
the team as a whole.

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1.2 - SUPERVISORY FUNCTIONS

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 1.2 - SUPERVISORY FUNCTIONS
 Planning – setting annual objectives for your
unit.

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 1.2 - SUPERVISORY FUNCTIONS
 Organizing- putting things in a working order

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 1.2 - SUPERVISORY FUNCTIONS
 Directing - instructing and providing directives
on how is to be done

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 1.2 - SUPERVISORY FUNCTIONS
 Controlling – monitoring the activities

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 BEAT/MOBILE AND MOTORCYCLE PATROL INSPECTION
At about 1:30 A.M. the Shift Supervisor under the supervision of the
Chief of PS7 conducted inspection of all foot/motorcycle and mobile
patrol within their area of jurisdiction.

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MORENO 01/05/21
MORENO
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 Love letter - Wikipedia
A love letter is a way to express
feelings of love in written form.
Whether delivered by hand, mail,
carrier pigeon, or left in a secret
location, the letter may be
anything from a short and simple
message of love to a lengthy
explanation of feelings.
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 POLICE
CORRESPONDENCE
- the writing of memoranda,police
reports, and civilian letters.

MORENO
 What is Police
Correspondence?
 a written communication for purposes

of conveying factual information and

building up goodwill and maintaining
harmonious relationships between the
writer and the reader.

MORENO
 Characteristics of Correspondence
ACCURACY
Synonyms: EXACT – FACTUAL – CONCRETE – TRUE

- Refers to correctness in both

information and words used.
- It also means using the exact
words meant to express your
intended meaning.

MORENO
 – Use the words that exactly serve your
purpose.

Example: Is it a vice? Or is it a sin?

Cigarette smoking is a vice.

(Vice is a wrong doing, it is a wicked or bad behavior)

Cigarette smoking is a sin.

(Sin is an immoral act considered to be against divine law)

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 Characteristics of Correspondence
CLARITY
CLEARNESS – PLAINNESS - TRANSPARENCY

- Reports that are clear are easy to

read and understand.

- It means freedom from ambiguity.

(uncertainty)

MORENO
 Characteristics of Correspondence
CONCISENESS
COMPACT -

- to express much in a few words as possible – to

be brief but substantial, exclusion of irrelevant
information
- Another term for this is compact..
Brevity means using necessary words only as
you retain the natural tone of your
sentences.

MORENO
Brief or limited in words. We should always
consider that our superiors as well as the
subordinates are always busy.

They therefore have no ample time to read wordy

letters that would only tarry their work. In fact,
most of them only spot the essential information in
a written correspondence.

However, concision (brief) does not mean

deleting words that count and make your
statements brusque (rough in manner).

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 Strategies in writing concise
sentence:
 Use active voice instead of passive voice.
 Officers should use active-voice (not passive

voice) to write their police reports &

correspondence.
 Reduce long clauses into phrases.
 Cut unnecessary words and empty phrases.
 Eliminate repetition and redundancy.

MORENO
In a sentence using active voice, the subject of the sentence
performs the action expressed in the verb. In a sentence using
passive voice, the subject is acted upon.

Examples:
a. active voice: The police officer arrested the man.
(The police officer is the subject of the sentence and
is performing the action of arresting.)

b. passive voice: The man was arrested by the police

officer.
(The man is the subject of the sentence but he is not
performing the action of arresting.)

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 This means fullness or sufficiency of
the correspondence as regards to
information and parts.

Check the document if it caries all

the necessary messages intended to
be transmitted.
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 Acts or expressions that manifest politeness,
civility, affability, urbanity, considerateness
and respectfulness.

Expressions like please, kindly, thank you so

much, we are glad, we appreciate in both oral
and written communication promote goodwill.

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Any written communication should be attractive, has visual impact
and generally looking good but not multicolored.
1. Use quality paper (Substance 20), and prescribed font size
and style (Arial, 12) should be used.
2. Format, spacing, margin and indention are matters to be
carefully visualized.
3. Avoid crafting written communications by using full
uppercase letters or full lowercase letters all throughout the
document.
4. Vividness may be instituted through boldface in titles, names
and on significant information for purposes also of emphasis.
We should always remember that prints with vigor, vividness
and retentiveness make a document important to the reader.

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Statements’ tense, hostility, artificiality, friendliness,
naturalness or sincerity of the communicator.

In several communication situations, there are no

substitutes for simplicity, straight, forward, modern
and readers words and phrases. Hence we should
organize a letter sounding like we are talking
personally to our reader.

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 TYPES AND FORMATS OF
CORRESPONDENCE

MORENO
 TYPES & FORMATS OF CORRESPONDENCE

It evolved from a Latin term memorandus which

means to be remembered or memorare to remind.
Memorandum is definitely singular while its plural
form may be memoranda or memorandums.

It is a note, a reminder, or a statement that one

wishes to remember or preserve for future use.

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 TYPES & FORMATS OF CORRESPONDENCE

Its various tense forms may be done by shortening

memorandum to memo so that conjugation can be
done like memoing, memos and memoed.

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 Tone of Memorandum
- differs in accordance with the person/s reading it.
From a chief of office to his subordinate, the tone
is impersonal such as;
“Strict compliance is expected . . .”
From a writer sending a memo to somebody of equal rank,
the tone is usually personal such as;
“ I have noticed changes in. . .”
A junior officer writing memorandum to the chief of office uses a more
formal tone.

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 Tone of Memorandum

The Use of “FOR” and “TO” in addressing:

“MEMORANDUM FOR:” – is written above the
addressee if set to a superior office.
“MEMORANDUM TO:” – is equally noted on the
upper left corner of the page if it sent to
subordinates.

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CIVILIAN LETTERS - are used for communicating with private individuals
and/or non military organization. It differs from a military letter in terms of
phraseology, paragraphing, abbreviations and in form. It avoids phraseology
which is associated with command function; its main paragraph are unnumbered
or lettered; and it does not encourage abbreviations, except in a certain cases.

Parts of Civilian Letters:

 Heading – composed of the following:

 address of the writer or the letterhead
 Dateline – indicates the date when it was written. Example: December 13, 2011
 Inside Address – to where the letter is intended for.
 Attention Line – consider to speed up handling of the letter. It is written in the
center page of the paper just below the inside address and above the salutation
line if prepare in a blocked style.
 Salutation – greets the reader and the greeting may be formal or informal
depending on the relations between the reader and the writer.
 Subject line – appears between the salutation and the body of the letter.
 Body – the message itself. One of the problems that may confront by
correspondent is paragraphing, which does not pertain to the appearance of the
message; but rather, to its content. He might confuse on how to end and how to
begin another paragraph. The general rule for paragraphing is to have each
separate idea or subject occupy a separate paragraph.
 Complimentary Close – usually followed by a comma and comes immediately after
the last line of the message.
 RULES ON SPACING:
 On standard 81/2 by 11 inch stationery, the date is usually typed on line
15, with the inside address typed 5 lines below it.
 One blank line is left before the salutation, each paragraph, the
complimentary closing, and the company signature, it used.
 If an attention line or subject line is included, one blank line precedes
and follow these parts
 The writer’s identification should be preceded by at least three blank
line to allow room for signature
 At least one blank line usually separate the writer’s identification from
the reference initials.
 Generally, no blank lines separate the reference initials from enclosure
and carbon copy notations
 A postscript, if used, would be preceded by one blank line.
 MARGIN
 As far as margins are concerned, the letter looks artistic when there is a
balanced appearance, a deviation from a military letter which has fixed
margin rules. In civilian letter, symmetry is achieved and is dependent
on the length of the letter.
 SUBJECT TO LETTER – prepared intra-organizationally.
Parts:
1. The heading comprises the following:
 Letterhead

 File reference

 Identifying initials

 Date

 Subject

 Channel line

 Address

 Attention line (optional)

2. Body – the message itself.

3. Complimentary Ending – composed of the following:
 Authority Line

 If signing for a chief with non- star rank: BY ORDER

 If signing for a chief with star rank: BY COMMAND

 If not addressed to a member under: FOR THE

 Signature
 INDORSEMENT – is a reply or forwarding statement usually, an
integral part of the correspondence and is not withdrawn from
the basic communication to which it is appended. It shows all
facts relative to the communication.
 Communication being sent by endorsement to a superior
office starts with “Respectfully.”
 Communication sent to an office of equal rank, “Respectfully
transmitted”.
 Communication sent to subordinate units – “Respectfully
referred”.
 Unlike the military endorsement which has numbered
paragraphs, (if there are two or more), the civilian counterpart
does not have, not unless tabulating, or enumerating points.
 Starting with the word “Respectfully” (whether submitted,
forwarded, transmitted, referred, or returned), the text, which is
usually composed of one paragraph, should really be brief,
accurate, clear, and definitely observing grammar rules, even it
subscribing to the principle of omission or deletion.
ISSUANCES

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 Categories of Issuances

Administrative - written in the form of

Circulars or Orders

Operational – written policies about activities

to be undertaken in relation to the
implementation of strategic plan

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Forms of Administrative
Issuances

Circulars:
General Circulars
Office Circulars
Memorandum Circulars
Directives:
Training Directives
Letter Directives
Fiscal/Comptroller Directives

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 Orders:
General Orders
Special Orders:
Letter Orders
Operation Orders
Office Orders

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Forms of Operational Issuances
Standard Operating Procedures
Case Investigation Plan
Operational Plan
Implementing Plan
Strategic Plan

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Police Report Writing
Police Report – done by the police, facilitating
compliance to instructions which is
commonly based on the different issuances.

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 USES OF REPORTS
1. Serve as basis for Prosecution – since it is
the first document that prosecutor
examines before deciding whether a charge
shall be made or a case submitted for trial
2. Serve as Source of Statistical Information –
reports are gathered to determine crime
trends and provide statistical information
on crime incidents in a particular location in
consideration of other variables as
population, income class and standard of
living. Crime statistics serves as the basis in
police operational decisions
3. Serves as Reference for Development of
Operational Strategies, Policy Changes and
Training Program Formulation - since it is a
reliable tools in management’s decisions to
institute tactical changes, update policies and
enforce more stringent rules relevant to the
public safety officer’s job.
4. Useful to Media – it is an important source
of news.
5. Basis for Performance Evaluation - public
safety officer will be judged by the superior
based on the quality reports submitted.
 READERS OF THE REPORT
1. Officer on Patrol
2. Report Writer
3. Immediate Superior
4. Station Chief
5. Department Level
6. Congress
7. National Prosecution Service
8. Courts of Justice
9. Prosecution and Defense Panel
10. Media
11. Public and Private Agencies
 STEPS IN REPORT WRITING
1. Pre-Writing – an activity of the writer prior to the actual drafting
Activities in Pre-writing:
a. Gather Facts
b. Record Facts
c. Organize Facts
Tasks:
a. Field Interview
b. Note-taking
c. Recording statements
d. Use of video/camera for documentation
e. Gathering of evidence

2. Writing a Draft – in this activity the writer plan and organize the
gathered facts then he must try to find out if his writing provide the
principles of written communication, then evaluation will be done
through editing and proofreading activities. He must also consider the
format to be used
 THE PROCESS AFTER WRITING THE
DRAFT
Editing Process:
The writer must see to it that his writing is:
a. Accurate
b. Clear
c. Concise
d. Complete
e. With objectivity
Proofreading process – The writer must consider the following:
a. Grammar e. Abbreviations
b. Sentence Structure f. indention and spacing
c. Punctuation g. numbers
d. Capitalization h. spelling

3. Re-Writing and Finalizing – the writer must be emphatic

 TECHNIQUES IN REPORT WRITING
1. Construct Sentence considering primarily
what you have learn about grammar and
composition. (The usual subject predicate
order or pattern).
2. Opening Sentence – can be in various ways,
such as when to use adverbs, when to use
prepositional phrase, use of participle or
participial phrase, use of past participle or
participial phrase, perfect participle or
perfect participial phrase, use of
subordinate or dependent clause, inverted
order, start with infinitive phrase
3. Expanding Sentences is use in narrative
reports provide clarity of the idea that the
writer wants to convey in the most logical
way
4. Using transitional words or phrases –
provide linkages between sentence ushering
in unified or unbroken flow of ideas
5. Paragraph – compose of sentences.
 HOW TO BUILD PARAGRAPHS

1. Start to write short paragraph

2. Give complete Idea in each paragraph
3. Connect the paragraph
4. Be consistent in verb tense, person and
number
HOW TO ORGANIZE REPORT
1. Create an outline, complete
with headings.

(Reports should have an introduction, body

of evidence, and conclusions, by identifying
your headings, you can ensure that your
information flows logically.)
2. Write your introduction

(let your reader know right away what to

expect from the report. Highlight the
research method and resources used, state
your findings, describe the report
organization, so that reader can skip to a
specific section if necessary)
3. Develop Evidence

(The Body of the report will give the reader all

the information to:

1. Decide
2. Evaluate
3. Assess or identify problems

Keep language use clear, concise and

understandable)
4. Use conclusion/s

(this portion, reminds the reader what the

problem was and how evidences addresses it.
The report may identify solution, so state
resources you need)
5. Use first hand information
wherever possible
(if a report is a Progress Report, talk directly to
the people performing the work to minimize
information, and give report credibility.)
6. Use annexes or something
that will provide pictures of
information.
(Be aware that complex information and
relationships between items or events may
lead to misconception)
7. Edit out extraneous
message/s

(Avoid anecdotes or personal observation/s

unless it relate directly to the report)
 POLICE REPORT WRITING
 Report Writing – an activity of the police after
performing police operation.
 Police Report – a story of actions performed

by the police written in a chronological or

step by step account of an incident that took
place at a given time.
 Formats of Police Reports:
 Narrative – telling a story that actually
occurred. (as opposed to narrative fiction
writing which is a product of writer’s
imagination)
 Informative – providing information as
required by higher authority
 Principles of Effective Report
Writing
 Accuracy – achieve by relating information on investigation gained
through the physical senses: a. sight b. smell c. taste d. hearing e.
touch
 (It is always difficult to attain complete accuracy because of an

individual writer’s weaknesses and limitations. To offset those feelings,

the following are suggested:

Know your weaknesses and limitations;

Be aware of the following distinctions between:
 Facts and hearsay
 Facts and opinions
 Facts and conclusion
 Words use
 Completeness – narrating all the facts discovered during the course of
investigation
 Brevity – keeping out of the report unnecessary detail
Difference between:

 Completeness – inclusion of all relevant,

pertinent, essential information

 Brevity – exclusion of all unrelated,

extraneous, unnecessary detail such as
incidental and non essential information.
To gain brevity consider the following:
*Knowledge of sentence and paragraphing
structure;
*Avoidance of unnecessary adjective
*Use of redundant words.
*There must be coherence – continuity and
understandability
*There must be unity or singleness of the ideas
presented.
*There must be emphasis – gives weight and
easy visibility
*Impartiality- report all the facts without
addition or subtraction.
It can be achieved when:
*Nothing is concealed or withheld because it
may tend to weaken a case or it doesn’t
happened to fit the preconceived notion held
by the investigator;
*investigator maintaining an unbiased and
open mind about the case

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 Proper Form – arranging the contents to
enable the reader to identify quickly any
section, part or item.

 (Rules: Anything that will make the report

easier to read may be considered in the
proper form. Observing the rules of grammar
and composition improve the form and
correct grammar provides effective report
writing)
Mechanics of Good Report:
1. It should present a chronological sequence of events
2. It should be typed written or computerized
3. It should provide a complete data of victim or suspect
4. Abbreviation should be avoided except those that are
commonly used
5. It should be briefed but clear
6. Every incident should be written in separate report
7. It should be accurate and state facts and not
opinions.
8. It should answer the 5Ws and 1H
TYPES OF NARRATIVE REPORTS

 Operational Reports – are written in narrative

form and are important documents in the
administration of justice as they are used in
the prosecution of cases before the courts of
justice.
Example: Investigation Report
 Administrative Reports – written solely for

intra-agency use as basis for administrative

decision.
Example: Accomplishment Reports
COMMON TYPES OF POLICE
REPORTS
POLICE BLOTTER
 Definition - A police blotter is a record of
daily events occurring within the
territories/jurisdiction of a given police
station. It contains material details
concerning the event for legal, and statistical
purposes. This police blotter is therefore an
informational record book that is utilized for
evidentiary or referral purposes. 
Note: Each PNP operating units shall maintain an official police
blotter where all types of operation and undercover dispatch/es
shall be recorded containing the five Ws and one H of
information.
It is a logbook that contains the daily registry of crimes, incidents
reports, official summary of arrests and other significant events
reported in a police station. A separate police blotter however
shall be maintained for crime incident reports involving violence
against women and children or those cases involving a child in
conflict with the law to protect their privacy pursuant to R.A.
9262, Anti Violence against women and children act of 2004 and
R.A. 9344 (Juvenile Justice and welfare act of 2006) respectively.
Specification of Police Blotter shall be provided by concerned PNP
office.
 Form and Size - 

a.  The police blotter shall be a record book

bound with hard cover and shall be 12 inches
by 16 inches in size. 

b.  The front cover of the blotter shall contain

the name or designation of the police and
particular police station, the volume or book
number, the series number and period
covered.
 Contents of Entry -

   a. The entry in the police blotter should

answer the following cardinal elements of a
police record, to wit:

 The 5W’s and 1H plus Disposition of the case.

 b. In answering the above 5Ws and 1H and the
Case Disposition, all such substantial and
material details about the event, including:
the names of the suspects; the victim; the
witness, if any; the nature of the action or
offense; the possible motive; the place; the
date and time of occurrence; significant
circumstances that aggravate or mitigate the
event or the crime should be entered along
with the identity of the officer to whom the
case is assigned(Officer-on-case); and, the
status of the case. 
c. The following incidents or
transactions, among others,
are entered in the police
blotter 
(1)Violation of Laws and ordinances reported and/or discovered;
(2)All calls in which any member of the PNP is dispatched and/or takes
official action;
(3)All fire alarms, reports and information received by the station;
(4)Movements of prisoners with corresponding notations on the
authority for such indicating therein the names of escorting police
officers.
(5)Cases of missing and/or found persons, animals, and property;
(6)Vehicular and other types of accidents which require police action;
(7)All personal injuries, bodies found, and suicides;
(8)Damage to property;
(9)All cases in which a police member is involved;
(10)All arrest whether covered with warrants or not and returns of
warrants of arrest made.
(11)Miscellaneous cases, general and special orders, violations of rules
and regulations, and any other reportable incident that the Sub-
Station Chief, or higher authority desires to be recorded.
 Procedures in Making the Entries
a. All entries in the police blotter shall be handwritten
in a clear, concise and simple manner but answering
as practicable the 5Ws and 1H. Clarity should not be
sacrificed for brevity.
b. Only facts, not opinions, are entered in the blotter.
c. No erasures shall be made on the entries.
Corrections are made by drawing one horizontal line
over such word or phrases and the actual entry
initialed by the police officer making the correction.
d. A ballpen or pen with blue, black ink is used for
making the entries.
e. Misrepresentations in the blotter or any attempt to
suppress any information therein is punishable
criminally and administratively.
f. The entries must be legibly written in long hand and
consecutively numbered.
g. Every page of the blotter shall be consecutively or
chronologically filled-up. No line or space shall be
left blank between any two entries.
h. 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 shall, however, be made.
i. In every shift, under the supervision of the Duty
Officer the Complaint Desk Officer, shall make the
actual entries in the blotter and at the end of his tour
of duty, both the Duty Officer and Duty/Complaint
Desk Officer shall sign the blotter.
Units Required to Maintain the
Blotter:
a. Every police station or sub-station shall
maintain a police blotter.
b. All PNP operating units, in addition to the
station/sub-stations shall maintain separate
blotters.
 CRIME INCIDENT REPORTING SYSTEM
Reporting
Date of Entry Date Committed Place of Commission
Unit
Blotter Entry Number Time Committed PRO

Date Reported

Time Reported

Incident Type

Narrative (5W’s and 1H

On this time and date, Ms. Dina Makabangon, 45 years old, a resident of # 32
Kamagong Street, Brgy. Puti Pula, Presentacion, Camarines Sur, appeared before this
office to report a a stabbing incident in which her husband Froyo Makabangon, 49 years
old of the same address, was killed allegedly by two neighbours, namely, Inting Abella
and Boyong Bartoloy having a drinking spree. Minutes later, she heard shouting of
invectives, followed by a commotion. She immediately rushed to check what was
happening. She then saw two suspects mauling her husband. She tried to pacify the
suspects but her pleas fell on deaf ears. Instead, Inting Abella allegedly drew a bladed
weapon from his waistband and repeatedly stabbed the victim who sustained wounds in
the chest and abdomen. After which, the suspect fled on foot. Bleeding profusely from
multiple stab wounds, the victim was rushed to Gat Bonifacio Hospital where he was
declared dead on arrival (DOA) by the attending doctor.

_____________________________
Name/Signature of Complainant

______________________________
Rank/Name/Signature of Desk Officer
Spot Report – usually done within 24
hours after an incident took place.
It is commonly written in a narrative
format answering the five cardinal
elements of information and usually
address to higher office to inform the
chief regarding the details of a particular
occurrence.

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 PROGRESS REPORT – has a follow up effect,
can simply be an accomplishment report
which may be analytical in approach and
comparatively longer. This may be
accompanied by a memorandum having these
important highlights: why the report is being
made; purpose and scope of the report and
sources of information.
Parts of Progress Report:
1. AUTHORITY FOR INVESTIGATION – contain a brief
statement of when, where and by whom the
investigation was made and should cite the
authority for making it. If the investigation is
made on the basis of verbal orders, this
must be stated. If it made in accordance
with written orders, specific reference to the
document, stating the date and the original
directing authority, whether local or chief of
higher office would be necessary.
2. Details – contain narrative investigative activities conducted
by the investigator which is arranged logically
and chronologically

01/05/21
3. Recommendation – contain practical suggestion/s for
appropriate action to be taken to make suitable disposition of all
phases of the case at hand, thus it contains what the
investigator intends to do

01/05/21
Investigation Report – done by the police who
conducted investigation of an incident that
occurred at the given time and place which
shall be a basis for an appropriate legal
action.
 Parts of Investigation Report:
a. Authority – contain a brief statement of
when, where of when, where and by
whom the investigation was made, citing the
authority for making it. If the investigation
was made on the basis of verbal orders, this
must be stated, naming the individual
issuing order and the date thereof. If it were
made pursuant to the document, stating the
date and the original directing authority,
whether local or chief or higher
headquarters is necessary.
b. Matters Investigated – represents the mission of the investigator.
c. Facts of the case – present the real truth about the matters
d. Discussion – contains presumption and inference from all
circumstances in the case directing authority the
clearest possible picture, factual matter of argument
in addition to the facts presented to establish the
conclusion/s and recommendation/s
e. Conclusion/s – represent a concise summary of the results of
investigation.
f. Recommendation – practical suggestions for appropriate action/s.

01/05/21
 Incident Reports
- written account of an event, that
document the exact details of the occurrence
as basis for further actions. It is the jump-off
points of investigations designed to ferret out
the facts and recommendations.
Initial Investigation Report
– normal offshoot of a spot report or incident
report that requires resolution—be it in the
form of a formal complaint for crimes
committed or recommendations for the
closure of a particular case. This report
consists of the investigator’s narrative on the
incident, initial reported findings based on
witnesses’ statements and evidence/s
gathered within the place of occurrence, and
appropriate recommendations.
 Parts of Initial Investigation
Report:
1. Authority - (Where did the authority to
investigate originated?)
2. Details – (The chronological account of an
incident and the actions taken with regards
to incident)
3. Recommendation – suggested practical
course/s of action
(Investigation Reports that are not followed by
progress reports serves as a final report.)
 Final Investigation Report
– refers to the final report on a particular
incident or case where all important angles
and details considered in the initial
investigation and progress reports are taken
into account.
 Vehicular Accident Report
– involves vehicles and other incidental
occurrence.
 After Operation Report
– an informative report on common
operational activities involving police action
such as service of warrant of arrests or
apprehension of suspects and other fugitives.
 After Encounter report
– report on special mission or combat
operations involving lawless elements and
subversive terrorists or rebels.
 Parts of After Encounter
Report:
1. Authority –
2. Period covered
3. Area covered
4. Participating Troops
5. Narrative
6. Results of Operation
7. Lessons Learned
8. Recommendation
 REFERENCES
 Handbook for Public Safety Officers (Master
Report Writing Without Sweat & Nosebleed) by
Amador B. Navarroza, Florian Navarroza
Flores and Roger Victor Q. Flores.
 Correspondence Manual by Isabel Lucinario –

Horbuda
 PNP Publication and Issuances
 Internet Research
 TNX 4
LISTENING,
COOPERATING and
PARTICIPATING