Preparation of Investigation Reports and Affidavits

PREPARATION OF
INVESTIGATION REPORTS
AND AFFIDAVITS
Preparation of Investigation Reports
INCIDENT
INSTRUCTIONS/
SPECIAL ORDER
INVESTIGATION/
FIELD WORK
Preparation of
Investigation Report
THINGS TO WATCH OUT FOR
• Keep your language simple and straightforward.
• Avoid jargon and pomposity – professional jargon is not necessarily

wrong but keep in mind that not everyone will be able to
understand the terms that you are using.
• Use the active voice.
• Active voice means that a sentence has a subject that acts upon
its verb. Passive voice means that a subject is a recipient of a
verb’s action.
• ACTIVE VOICE
• The respondent set the field on fire.
• The accused demolished the building owned by the government.
• The forest guards chased the tree cutters.
• PASSIVE VOICE
• The field was set on fire by the respondent.
• The building owned by the government was demolished by the accused.
• The tree cutters were chased by the forest guards.
• Break your sentences.
• Keep your sentences short. Avoid using sentences that look like
paragraphs.
• Try to let other people read your report.

STRUCTURE
• Investigation reports must have a clear and logical structure.
• Once you have all the relevant facts, you should have a clear
understanding of the incident and a set recommendation.
STRUCTURE
1) Introduction
2) Summary of Facts
3) Discussion
4) Conclusions and Recommendations
5) Attachments
Introduction
• Brief statement of the incident

• Special Order
• Instructions
• Members of the Investigating Team
• Rationale
Summary of Facts
• Who was involved in the incident?

• What actually happened?
• When it happened?
• Where it happened?
Discussion
• Comments
• Observations
• Legal Basis
• Law
• Jurisprudence
Conclusions and Recommendations
• List down your recommendations

• Actions to be done
• Further assistance
• Further investigation
Attachments
• Special Order
• Pictures
• Minutes of the meeting
• Affidavit of witnesses
• Other pertinent documents
Preparation of Affidavits
Format
• Margins
1.2 in.
Font Size 14
1.5 in. 1 in.
1 in.
Header
Republic of the Philippines)

_______________________) S.S.
S.S. / S.C. – Scilicet
The header refers to the venue where the affidavit was executed. It
also indicates the jurisdiction within which the notary public may
administer oaths.
Header
Republic of the Philippines
Department of Justice
Office of the City Prosecutor
Baguio City
Chris P. Bacon,
Private Complainant, For: Violation of Section 78, PD 705
-versus-
Girlie B. Dimagiba,
Respondent.
Title
• Complaint-Affidavit
• Affidavit of Witness
• Reply-Affidavit
• Affidavit of Desistance
• Affidavit of Loss
• Waiver and Quitclaim
Statement of Identity
• I am Juan Dela Cruz, of legal age, single, Filipino citizen and with
office address at the DENR CAR Regional Office, DENR Compound,
Gibraltar, under oath, state that:
• I am Juan Dela Cruz, of legal age, single, Filipino citizen and with
office address at the DENR CAR Regional Office, DENR Compound,
Gibraltar, after having been duly sworn to in accordance with law
hereby depose and state that:
Body
• This part contains the facts and the narrations the affiant wishes
to put in his/her affidavit.
• Make a clear and sequential statement of facts.
• Narration of what transpired as witnessed by the affiant.

Body (Complaint-Affidavit)
1) The ultimate and material facts
2) The charges that the private complainants would like to file

• The term “ultimate facts” has been defined as "those facts which
the expected evidence will support.”
• Ultimate facts are important and substantial facts which either

directly form the basis of the primary right and duty, or which
directly make up the wrongful acts or omissions of the defendant.
• Evidentiary Facts –statements that support or enrich the ultimate

facts
• Start with your occupation/designation and your functions and

duties.
• Name the person/s you are accusing and the law they violated.
• Include the personal circumstances of the accused.

• Sequential and coherent narration of the events
• Make sure to be mindful of the elements of the charge you are

filing against the accused.
• Allege all the elements pertaining to the crime that you are
attributing to the accused.
Elements of Violation of Section 78 of PD 705 (Unlawful Occupation)
(a) That a person enters, occupies or possesses forest land or grazing

land;
(b) That said person did so for their private use;
(c) That the acts were done without authority under a license
agreement, lease, license or permit.
• As much as possible, all the allegations should come from your

personal knowledge.
• If the facts do not come from your personal knowledge. Interview

witnesses and attach their affidavits.
• Otherwise, all your allegations would be hearsay evidence.

• Attach the evidence to prove your case.
“Attached as Annex “A” is a copy of the Investigation Report

prepared by For. Juan Dela Cruz”
a) Include in sentences
b) Footnotes
• The charges that the private complainants would like to file
• Discuss why such charge should be filed

• Elements
Closing Statement
• We are executing this affidavit to attest to the truth of the

foregoing and to support the filing of a case for violation of
Section 78 of P.D 705, as amended against Jimmy Cruz.
• I hereby attest to the truthfulness of all the foregoing and I am

executing this affidavit for all legal intents and purposes it may
serve.
Attestation
Further Affiant sayeth none. Done this ____ day of March 2021 in
the City of Baguio, Philippines.
JIIMMY CRUZ
Affiant Witness
Attestation
IN WITNESS WHEREOF, we have hereunto set our hands this ______________________ at La

Trinidad, Benguet.
JAYSON S. BANDA-AY REY P. GABINO

Affiant Affiant
BFP ID NO. B10001 BFP ID NO. G1004
Date Issued: July 1, 2018 Date Issued: April 15, 2016
Exp Date: July 9, 2021 Exp Date: December 3, 2019
Jurat
• SUBSCRIBED AND SWORN TO BEFORE ME at the place and date

above written.
ADMINISTERING OFFICER
Jurat
• SUBSCRIBED AND SWORN to before me, this _____ day of March

2019 at Baguio City, Philippines by the Affiant who is identified by
competent evidence of identity permissible and required under
the Rules of Notarial Practice, as stated under his name and
signature, personally known to me to be the same person who
executed the foregoing Affidavit.
Filing
• Submit the complaint-affidavit with all the attachments to the Office of the
City/Provincial Prosecutor.
• Make sure to submit the original documents and mark the pleading where
they are attached as “ORIGINAL”
• The prosecutor will get three copies. Make sure to also prepare copies for the
respondents. Each respondent gets a copy.
• Keep a file copy.

Filing
• Once the respondent receives a copy of the subpoena, he/she can

file a Counter-Affidavit.
• You may file a Reply-Affidavit if you wish to rebut the allegations

of the respondent.
THANK YOU

Preparation of Investigation Reports and Affidavits

Uploaded by

Copyright:

Available Formats

Preparation of Investigation Reports and Affidavits

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Preparation of Investigation Reports and Affidavits

Uploaded by

Copyright:

Available Formats

PREPARATION OF

• Keep your language simple and straightforward.

• Avoid jargon and pomposity – professional jargon is not necessarily

• Use the active voice.

• Break your sentences.

• Try to let other people read your report.

• Investigation reports must have a clear and logical structure.

• Brief statement of the incident

• Who was involved in the incident?

• List down your recommendations

1.5 in. 1 in.

Republic of the Philippines)

S.S. / S.C. – Scilicet

• Make a clear and sequential statement of facts.

• Narration of what transpired as witnessed by the affiant.

1) The ultimate and material facts

2) The charges that the private complainants would like to file

• Ultimate facts are important and substantial facts which either

• Evidentiary Facts –statements that support or enrich the ultimate

• Start with your occupation/designation and your functions and

• Include the personal circumstances of the accused.

• Sequential and coherent narration of the events

• Make sure to be mindful of the elements of the charge you are

Elements of Violation of Section 78 of PD 705 (Unlawful Occupation)

(a) That a person enters, occupies or possesses forest land or grazing

(b) That said person did so for their private use;

• As much as possible, all the allegations should come from your

• If the facts do not come from your personal knowledge. Interview

• Otherwise, all your allegations would be hearsay evidence.

• Attach the evidence to prove your case.

“Attached as Annex “A” is a copy of the Investigation Report

• The charges that the private complainants would like to file

• Discuss why such charge should be filed

• We are executing this affidavit to attest to the truth of the

• I hereby attest to the truthfulness of all the foregoing and I am

IN WITNESS WHEREOF, we have hereunto set our hands this ______________________ at La

JAYSON S. BANDA-AY REY P. GABINO

• SUBSCRIBED AND SWORN TO BEFORE ME at the place and date

• SUBSCRIBED AND SWORN to before me, this _____ day of March

• Keep a file copy.

• Once the respondent receives a copy of the subpoena, he/she can

• You may file a Reply-Affidavit if you wish to rebut the allegations

You might also like