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October 13, 2024

How to Write a Police Report: A Step-by-Step Guide

1. Introduction

Reports are a part of policing that over time get fine-tuned as new case law develops and agency policy and procedure changes.

Make sure you read to the end of this article where I deep dive into this fine-tuning process that sub-consciously evolves.

As a Field Training Officer, much of my time is spent teaching new officers how to investigate incidents, gather information, and write reports.

As a supervisor I look for signs that newer officers have a solid information gathering and report writing foundation laid down and then I assist with getting those skills to the next level. 

Using this article my goal is to help you with:

• Why police report writing is an important aspect of being a cop.
• Step-by-step guide to the several parts of the report narrative.
• Common mistakes and best tips for report writing.
• A bunch of great advice.

Here is my first and one of my best pieces of advice. There is no best report writer. There is however many great report writers.

You should be reading your co-workers reports and taking the best parts of each in order to formulate your report writing skills.

Your agency is probably filled with law enforcement officers who do certain aspects of their jobs well.

Job aspects like information gathering, report writing time management, formatting of names and more. 

If you are new to  COPJOT  and me as an author please check out my other  articles here at the blog index .

Be sure to read the next article >> Police Report Examples  >>

Let's wait no further and dive into writing police reports.

2. Why is writing police reports important? 

• Documentation is key. As a police officer , you need to document your presence at a call for service in which you take some kind of action.The action you take may be to forward an investigation to another division in the police department, make an arrest, file formal charges, advise parties, document the use of force, etc. 
• Your incident report will be saved in your agency database and may be used for many purposes including a lawful public record request, inquiry into discovery by the defense in a criminal case, subpoena by a law firm for a civil court matter, used to further an investigation, used by Internal Affairs to conduct an inquiry or investigation into a matter.
• Arrest reports contain probable cause which gives you justification for taking action. These reports will be read by a good number of people in the court system. 
• Your report narrative can be used to assist you in preparing to testify in court. The more detailed your report is the better it will assist you with preparing for a potential appearance on the stand.
• The contents of your report can be used to place a suspect in a certain place at a certain time, driving a certain car, and wearing certain clothing. This may assist an investigation that had been active or one that is in the future. 
• How many times have you received a phone call requesting information about a suspect from another law enforcement agency? Old police reports can be valuable to law enforcement agencies seeking information.

3. How to write a Police Report: Step-by-step guide

Police report writing format has its own rules and guidelines compared to that of an essay or research paper. Thus, being a great writer in college doesn’t mean you can become a police officer and start writing excellent narratives.

Although report writing policies and procedures may differ depending on which agency you work for the basic guidelines universally apply just like the police  10 codes .

While on scene interviewing witnesses and suspects and gathering information to write a police report it is prudent to write down all of the information in a good police notebook .

You can find the best police notebooks, custom police notebooks, and write-in-the-rain notebooks at COPJOT Police Notebooks and Pens .

Your facts and identifying information are logged here in your notebook and are called police officer field notes . The better your field notes the better material you will have to write a police report.

If you are here trying to find out how to write a better police report you should start by jotting down detailed notes while interviewing victims and witnesses. 

These notes will be used to fill in the blanks later on while typing your report. 

Report narratives are written in first person, past tense, and organized in chronological order as the events occurred.

The Four C’s of Police Report Writing

Before you start typing keep the Four C’s in mind when you write reports. They are:

Clear :  Be as specific as possible. Use your field notes for specific chronological events and exact quotes.

Write as you would be speaking to members of a jury. Use terms like I exited my marked police car instead of I alighted from my cruiser. A jury doesn’t understand police jargon or police slang and you will leave them confused. In other words, use everyday language.

Concise : In as few words as possible give a lot of information. If it doesn’t matter if you arrived in a marked police car or unmarked police car leave it out.

If the report narrative you are writing will not result in formal charges and or there are no use of force issues then there is no need to put in an abundance of information. Keep it simple.

Complete : Your report is a summary of events but it  should include all relevant information.  It cannot be a specific word-for-word story of the events that took place. Relevant information will differ depending on the severity of the incident.

Continue reading and I will get further into detail about what complete may look like in different situations. 

Correct : Your police report “shall” be truthful, unbiased, and without opinion. If you don't make that a priority you may find yourself in a pickle further down the line.

Every police officer should know what the Brady decision is and if you don't or you would like to learn more check out my article >>  Brady Violations; What they mean for Law Enforcement Officers

In a police report, you shouldn’t try and create chicken salad out of chicken shit! This will eventually get you in trouble.

It is very important that if you have probable cause coming in at 60% you don’t write your narrative showing that you have a slam dunk case at 100%. If there are some holes in the case, be truthful about them. Judges, prosecutors, and defense attorneys will respect you for being truthful. 

4. Starting your Police Report Narrative

• Formatting refers to how information is organized and how the report is laid out on the page.  The heading should contain the report date, time, type of event or incident, and officer name. Write it the same way every time so that when you are referencing your old reports you know exactly where to look for the date, time, assignment, location, etc. 
• The body should be written in paragraph form, left-justified, and single-spaced with a double space between paragraphs. 
• Number each paragraph starting with 1. The introduction phase should be in paragraph 1. If you are called to testify in court and need to reference your police report to refresh your memory the prosecutor or defense attorney can easily direct you to the numbered paragraph like this. Officer I call your attention to paragraph #5 sentence 2. Your eyes will be directly able to find this paragraph.

The Introduction phase

The introduction establishes why you are on the scene and includes:

• Day, date, and time - Most agencies use military time
• Who “you” are. Officer Tony Ruth 
• Location or address as to where you were sent.
• Nature of the call or why you were present. 
• If other officers were present, who were they? Write their full names

On Tuesday, February 4, 2023 , I, Officer Tony Ruth , along with Officers Reed Williams and Karyn Tomlinson responded to 123 Main Street for a report of a break and entering to a motor vehicle. 

5. The Body Phase of a Police Report

Continue numbering your paragraphs. The body explains what happened at the scene by answering the 5W’s and H: Who, What, When, Where, Why, and How. All of these should have already been written down while at the scene in your police notebook.

This is where you show your probable cause for arrest and formal charging situations. Be specific about satisfying specific elements of a crime. Sometimes a crime has 3 or 4 elements.

Be descriptive and specific when getting into reasons for entry, stopping and holding, making arrests, and use of force incidents. Write a clear picture and remember your great note-taking will guide you through this phase. 

6. The Conclusion Phase of a Police Report

The conclusion should include the final actions of the reporting officer. The suspect or involved party was arrested/charged with a summons for complaint/parties were advised etc. 

Never put in a final opinion unless it is that of expertise and is accepted by the court.

A good rule of thumb is to end the report with:

R espectfully Submitted,

Officer Tony Ruth

Anytown Police Department

7. Common Mistakes and Best Tips for Writing Better Police Reports

Grammar, spelling, and punctuation errors.

Officers tend to make grammatical errors such as putting periods and commas outside of quotation marks when they should be placed inside the quotation marks. Other mistakes include capitalization, spelling, and punctuation errors.

These errors can be easily picked up on by using spell check, proof reading it, and having a co-worker put a second set of eyes on it. 

Check your work and double check your work

Before sending your report to a supervisor or officer of higher rank you should always double check your work and if a co-worker is available have them proof read it.

Be coachable and open to suggestions especially from experienced police officers. 

Never send a report up the chain for approval that has not been proof read and spell checked. 

Leaving out the results of the investigation

Another common mistake police make in their reporting is leaving out critical details of an investigation, including the results.

Making assumptions is never allowed in police report writing, some officers may write thorough and detailed accounts of their investigation but fail to report the final result.

Not making an effort

Laziness will come back to bite you and sometimes that bite will be a big one.

A good police officer will write reports even when policy and procedure say that you don't have to but the police officer has a feeling that the circumstances surrounding the person, place, or thing investigated say to write a police report.

Factual mistakes

Factual inaccuracies on police reports are more common than you may think.

Police officers may record incorrect times, license plate numbers, driver's license numbers, names, addresses, and other critical details needed in a criminal case.

This can be solved by jotting down the pertinent information of your investigation into the police notebook you carry in the field. If you don't have a good police notebook visit www.COPJOT.com and pick yourself up one.

These custom police notebooks will assist you in professional police field note-taking and take the mistakes out of your report writing.

Incomplete or missing elements of a crime

Each crime has specific elements that must be satisfied if you are to develop sufficient probable cause for an arrest and then prove your case in court. Failing to articulate each element of the crime may also call into question the legality of your actions. The simplest way to avoid this is to obtain a copy of the statute for the crime you are investigating.

Leaving out parties involved in the incident

It is important to gather information on witnesses and other participants even if they are not formally charged.

Master carding other people involved can be important for your police department, whether in this case or a future inquiry. It doesn't hurt to ask people for a phone number where they can be reached. When you enter a person in your report be sure to add the phone number.

Never try and predict the future

Your job is to document and write about the past. If you write about a future prediction and it doesn't come true a good defense attorney will ask you what else about your police report is untrue.

We all make mistakes and so will you

Learn from them and make adjustments. If you have a bad day in court against a great defense attorney, learn from that experience and make the proper adjustments to better your reports and better yourself.

Fine-tune your report writing over time

It may take a few years but you will start to understand where and when you will need to throw that report writing into overdrive.

A simple fraud report with no named suspect will differ from a triple stabbing with a clear suspect, witness statements, and scene video. 

Also over time, you will get to understand which cases tend to get plea deals, which go to trial, and which go to trial that will be defended by a top-notch attorney. 

About the Author

Brian Humenuk   isn't just an entrepreneur in eCommerce, he is also an informed leader whose experience provides followers and visitors with a look into current and past police issues making headlines in the United States.

Brian has earned three degrees in Criminal Justice with the last, a Masters of Science in Criminal Justice Administration.

Brian extends his training, education, and experience to the officers just now getting into the field so that they may become more informed police officers and stay clear of police misconduct and corruption. 

You can find out more about Brian and the COPJOT story on the  ABOUT US  page .

More Information

Are you a Police Officer, Sheriff or State Trooper, Law Enforcement family member or friend check out our   Custom Police Notebooks   and   Metal Police Uniform Pens   here   on our   main website .

Related Articles

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How to write organized and concise police reports

Set the scene, by introducing the people, property and other information before it is discussed.

The information and methods in this article are more fully discussed my book “ Report Writing For Law Enforcement & Corrections .” It is available from Amazon and other booksellers.

What is the secret to good police report writing? The answer is organization and clarity. By following these two principles, you’re already on the path to a great report. A major problem for a lot of report writers is organization, not writing the report in chronological order.

One of the biggest challenges with the concept of chronological order is the order according to whom? Is it the writer, the victim, a witness or perhaps even the suspect? Each of these actors in the event has their own perspective to the order of events.

Complete the “Access this Police1 Resource” box on this page to download a copy of this guide to print and keep at your desk.

Where should I begin the police report?

For the writer, the incident starts when they first arrive on the scene. For the victim, it is when they first realize they are the victim. For the witness, it is when they first see the action that makes them a witness. Of course, for the suspect, it is when they make that conscious decision to commit the crime. True chronological order means the order in which the events actually occurred.

Many reports begin this way:

While on patrol, (date and time) I received a call to (location). Upon my arrival, I spoke to the victim, (name) who said...

This format is told in the order in which the events occurred to the writer. It can work and has worked since report writing began, in simple cases with few principles, facts and evidence. In these cases, it is easy to use and can be understood fairly well.

The problems in clarity occur when there are multiple principals, a significant amount of evidence and events occur over a longer time period of time.

You know you’re having problems organizing the report when it’s unclear where or how to begin the report.

Tell the incident story backward

This format is not what I would call a report. It is a statement from the writer saying what happened to them. In fact, in most cases, the crime has already occurred and the writer is telling the story backward. When asked why they write this way, many report writers will state that they don’t want to make it look like they are making it up — they want to emphasize where they received the information.

I have a simple startup paragraph that relieves this concern and makes it clear where the information came from:

I, (name), on (date and time) received a call to (location) reference to (the crime). My investigation revealed the following information.

This one short paragraph is interpreted to mean you talked to all the parties involved and examined the evidence. A report is not a statement of what the writer did (although this format can more or less work). A report tells the story of what happened, based on the investigation.

Some writers are concerned about being required to testify about what the report revealed. This is not a concern. You only testify to what you did, heard or saw.

When a witness tells you what they saw, you cannot testify to those facts, only that they said it to you. Their information should be thoroughly documented in their own written statements. Each witness, victim or suspect will testify to their own part in the case. Crime scene technicians and experts will testify to the evidence and how it relates to the case.

Your story, told in true chronological order, will be the guide to the prosecutor of what happened. It is like the outlines in a coloring book. The prosecutor will add the color with his presentation, using all the subjects and experts as his crayons to illustrate the picture – the story.

The investigating officer who writes the report is one of those crayons.

|Interested in learning more about a career in the industry? Check out available police officer careers .

Set the scene

We start the process with the opening statement I outlined above. You can change the verbiage to suit your own style. The important phrase is the last sentence, “My investigation revealed the following information.” This tells the reader that this is the story of what happened. Your actions will be inserted in the story as it unfolds.

When you start, set the scene. Introduce the people, property and other information before it is discussed. For example, with a convenience store robbery, set the time, location and victim before you describe the action.

Mr. Jones was working as a store clerk on Jan 12th, 2013, at the Mid-Town Convenience store, 2501 E. Maple Street, at 2315 hours. Jones was standing behind the counter, facing the store. There were no other people in the store.

These first few sentences set the scene. The next sentence is the next thing that happens.

Approximately 2020 hours the suspect walked in the front door.

Each of the following sentences is merely a statement of what happened next.

• The suspect walked around the store in a counterclockwise direction.
• When he emerged from the back of the store he was wearing a stocking mask.
• He walked up to the counter and pointed a small revolver at the clerk.
• He said, “Give me all the money in the register...”

If you have multiple subjects involved in the event, introduce and place them all at the same time, before starting the action. A good example of this is a shoplifting case with multiple suspects and multiple loss prevention officers. Before starting the action, place all the people.

This makes it easy to describe the action when it starts.

After you finish telling the story, you can add all the facts that need to be included in the report not brought out in the story. Here are facts that can be included, if available:

• Evidence collected
• Pictures taken
• Statements of witnesses, the victim and even the suspect.
• Property recovered
• Any facts needed to be documented in the case

Using this process will ensure your police report is clear and complete.

This article, originally published on June 23, 2013, has been updated.

John Bowden is the founder and director of Applied Police Training and Certification. John retired from the Orlando Police Department as a Master Police Officer In 1994. His career spans a period of 21 years in law enforcement overlapping 25 years of law enforcement instruction. His total of more than 37 years of experience includes all aspects of law enforcement to include: uniform crime scene technician, patrol operations, investigations, undercover operations, planning and research for departmental development, academy coordinator, field training officer and field training supervisor.

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How Do I Write a Police Report?

Last Updated: September 15, 2024 Approved

This article was co-authored by Saul Jaeger, MS . Saul Jaeger is a Police Officer and Captain of the Mountain View, California Police Department (MVPD). Saul has over 17 years of experience as a patrol officer, field training officer, traffic officer, detective, hostage negotiator, and as the traffic unit’s sergeant and Public Information Officer for the MVPD. At the MVPD, in addition to commanding the Field Operations Division, Saul has also led the Communications Center (dispatch) and the Crisis Negotiation Team. He earned an MS in Emergency Services Management from the California State University, Long Beach in 2008 and a BS in Administration of Justice from the University of Phoenix in 2006. He also earned a Corporate Innovation LEAD Certificate from the Stanford University Graduate School of Business in 2018. wikiHow marks an article as reader-approved once it receives enough positive feedback. This article received 13 testimonials and 85% of readers who voted found it helpful, earning it our reader-approved status. This article has been viewed 1,171,804 times.

If you're a police officer or security guard, knowing how to write up a detailed and accurate report is important. A well written incident report gives a thorough account of what happened and sticks to the facts. If you're trying to write a police report, or are curious about how the police put together their reports, learning what to include and how to format the report is helpful.

Police Report Writing

Start writing your report as soon as possible after the incident, so it’s still fresh in your mind. Recount the events that occurred in detail, including the date, time, and location of the incident, as well as the names of other officers who were present. Focus on the facts, and be as thorough as possible.

Following Protocol

• Try to do your write-up using word processing software. It will look neater and you'll be able to use spellcheck to polish it when you're finished. If you write your report by hand, print clearly instead of using cursive.

Saul Jaeger, MS

Did You Know? If you call 911, a police report may or may not be generated, depending on the outcome of the call. If a police report isn't generated and you want to file one later, you can call the non-emergency number, and an officer will come out and take the report. However, if you're ever in need of emergency services, call 911.

• If you can’t write the report on the day that the incident happened, record some notes about what happened to help you when you do write the report.

• The time, date and location of the incident (Be specific. Write the exact street address, etc.).
• Your name and ID number
• Names of other officers who were present

• For example, a report might say: On 8/23/10 at approximately 2340, officer was assigned to 17 Dist. response vehicle. Officer was notified via radio by central dispatch of a 911 call at 123 Maple Street. Officer was also informed by central dispatch that this 911 call may be domestic in nature.

Describing What Happened

• For example, an officer's report could say: Upon arrival, I observed a 40 year old white male, known as Johnny Doe, screaming and yelling at a 35 year old white female, known as Jane Doe, in the front lawn of 123 Maple Street. I separated both parties involved and conducted field interviews. I was told by Mr. Johnny that he had come home from work and discovered that dinner was not ready. He then stated that he became upset at his wife Mrs. Jane for not having the dinner ready for him.

• Use specific descriptions. For example, instead of saying "I found him inside and detained him," write something like, "I arrived at 2005 Everest Hill at 12:05. I walked to the house and knocked on the door. I tried the knob and found it to be unlocked..."

• Police officers often have to write reports about auto accidents. It can be much clearer to illustrate with a picture or a diagram how the accident occurred. You can draw a picture of the street and use arrows to show how where each car was headed when they hit each other.

• For example, instead of saying “when I arrived, his face was red,” you could say, “when I arrived, he was yelling, out of breath, his face was red, and he seemed angry.” The second example is better than the first because there are multiple reasons someone’s face is red, not just that they are angry.

• Even though it is hearsay, make sure to write down what each individual at the scene said to you. It may be important, even if he or she is lying. Include any information about the witness’ demeanor, in case what he or she told you becomes controversial.

• Use the party’s name when possible, so you can avoid confusion when talking about multiple people. Also, spell out abbreviations. For example, say “personal vehicle” instead of “P.O.V.” (personally owned vehicle), and “scene of the crime” instead of “code 11,” which is a police term for “on the scene.”

• Preserve your integrity and the institution you represent by telling the truth.

Editing Your Report

• For example, if you forget to include the one party's reason why the argument started, then that would leave a gap.

• For example, if you included phrases that start with "I feel" or "I believe," then you would want to remove these to eliminate any bias in your report.

• If you have to mail or email your report, follow up with a phone call within a 10 day period. Do this to make sure your report was received.

Sample Police Report and Things to Include

Expert Q&A

• Keep a copy of the report for your records. You may need to refer back to it in the future. Thanks Helpful 5 Not Helpful 1
• Ask your department for any templates or forms that they use, in order to make sure the report is in the proper format. Thanks Helpful 5 Not Helpful 2
• Add to the report, if new information comes to light. Add an addendum that reports the new information, rather than deleting information from your original report. That information may also be important. Thanks Helpful 3 Not Helpful 1

Tips from our Readers

• Make sure to proofread and check your report well for any errors or mistakes.

• Do not ignore facts as irrelevant. At the time of a preliminary police report, investigators may not know the motive or suspect, so it is important to give as much objective detail as possible. Some details that seem irrelevant, may be important with new evidence or testimony. Thanks Helpful 36 Not Helpful 13
• Do not use opinions in a police report, unless you are asked to do so. A police report should be objective rather than subjective. Thanks Helpful 18 Not Helpful 6

You Might Also Like

• ↑ http://www.lapdonline.org/lapd_manual/
• ↑ http://www.securityguardtraininghq.com/how-to-write-a-detailed-incident-report/

About This Article

To write a police report, you should include the time, date, and location of the incident you're reporting, as well as your name and ID number and any other officers that were present. You should also include a thorough description of the incident, like what brought you to the scene and what happened when you arrived. If you're having trouble explaining something in words, draw a picture or diagram to help. Just remember to be as thorough, specific, and objective as possible. To learn what other important details you should include in a police report, keep reading. Did this summary help you? Yes No

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Writing a Police Report

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Criminal justice, writing basics, writing police reports is different from writing traditional essays. this specific style of writing, requires its own rules and conventions. while some expectations for police report writing may, differ depending on the police department, certain basic guidelines universally apply. police, reports are written in first person, past tense and organized in chronological order., when writing a police report, you also want to abide by the 4 c’s:,  clear: try to be as specific as possible. avoid any vague statements or phrases.,  concise: avoid overly wordy language. keep statements simple and direct.,  complete: include all relevant information.,  correct: make sure that the information you include is accurate and unbiased., formatting refers to how information is organized and how the, report is laid out on the page.,  the heading should contain the report date, title, narrative report, and officer name,  the body should be written in paragraph form, left-justified, and single-spaced with a double space, between paragraphs, the introduction the introduction establishes why you are on the scene and,  time (in military time),  the nature of the call or incident,  why you were at the scene,  additional officers if present (and when those officers arrived on the scene) example:, on 04/04/2018 at approximately 2100 hours, i responded to a theft report at, 30 chopin drive., date time why you were nature of, at the scene the incident, the body explains what happened at the scene by answering the 5w’s and h: who, what, when,, where, why, and how, example: when i saw inmates frank lopez and dave brock wrestling on the floor of cell p6b1, i, immediately radioed for assistance. officer scott carter arrived at my location at approximately 0905, hours. we separated inmates lopez and brock, and we escorted them to a dormitory (cell p5c2)., the conclusion, the conclusion should include the final actions as the reporting officer. it should always end with “there, is nothing further to report.”, at approximately 0915 hours, i arrested harrison and read her the miranda rights, and placed, her in the back seat of my squad car. we arrived at jamesville police station at approximately, 0925 hours. there is nothing further to report. end of statement. sign., best practices,  write in active voice as much as possible,  be direct, concise, and concrete,  use direct quotes only when needed,  use a person’s name if it is known; first and last name the first time they are introduced,, and later by last name only. if the suspect is unknown, use “suspect #1 and suspect #2”,  avoid slang, vulgarities, sexist, biased, and insensitive language unless quoting someone, else’s words..

• Multiple Choice

Course : Criminal Law (CRJU 3043)

University : southern arkansas university.

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