Differences in Report Writing Documentation
Kida Nakamura
CJUS231: Criminal Justice Report Writing (B02)
Nathan Tumas
March 6, 2024
Differences in Report Writing Documentation
Introduction
Law enforcement professionals are vital to society, as they help uphold the law and
maintain justice in our communities. They play a critical role in ensuring that investigations are
conducted thoroughly and documented accurately. In this process, two types of statements or
reports are significant - internal and external. Internal statements are used to communicate
information among members of a law enforcement agency, such as within a department or with
other agencies. These statements may include details about an ongoing investigation, law
enforcement tactics, or other sensitive information not meant for the public. Proverbs 11:3
(NKJV) states, "The integrity of the upright will guide them, But the perversity of the unfaithful
will destroy them." Integrity is crucial in law enforcement. Honesty and moral uprightness
should guide individuals in both internal and external communications. This biblical verse
reminds us that the path of righteousness leads to success and the preservation of justice.
On the other hand, external statements are used to communicate with people outside the
agency, such as the media, the public, or other stakeholders. These statements may include
information about an investigation that is already public or other relevant details that need to be
shared. Knowing when and why to use each type of statement is crucial for the success of any
investigation, as sharing the wrong information at the wrong time can compromise the
investigation's integrity and put people at risk. Therefore, law enforcement professionals must
exercise good judgment and discretion when communicating with internal and external
audiences.
Background and Thesis Statement
It is important to understand the differences between misdemeanor and felony
investigations, as they involve distinct offenses. While misdemeanors are considered less severe
crimes, felonies are serious and often violent offenses. The investigation process and report
writing for these two categories require different approaches and procedures, and knowing how
to handle each appropriately is crucial.
Documentation Requirements for Misdemeanor Investigations
Misdemeanor crimes, though seemingly minor, play a crucial role in law enforcement,
stressing the need for accurate documentation to support potential future prosecutions and
incident closure. According to Morris and Merson (2016), adherence to state statutes is
imperative, ensuring the legality and validity of misdemeanor investigations. A detailed incident
description, encompassing crimes against people or property, forms the foundation, requiring
meticulous documentation of injuries sustained or distinguishing characteristics of stolen items.
Crimes involving property necessitate additional documentation through a property
continuation/supplement, including essential details like item number, quantity, brand, model,
description, serial number, damage, value, and photographs. Colossians 3:23-24 (NKJV) states,
"And whatever you do, do it heartily, as to the Lord and not to men, knowing that from the Lord
you will receive the reward of the inheritance; for you serve the Lord Christ." This scripture
reminds law enforcement professionals to approach their work with diligence and a sense of
duty. It emphasizes the gravity and responsibility associated with their roles, the importance of
meticulous documentation, adherence to guidelines, and maintaining integrity in communication
as acts of service to a higher purpose.
Victim collaboration is integral, requiring law enforcement to obtain and document
details such as receipts, serial numbers, and unique markings. Photographic evidence enhances
credibility, especially in cases involving injuries or property crimes. A probable cause affidavit
listing all crime elements and suspect information is crucial for transitioning from investigation
to legal proceedings. Standard information must be documented, including detailed incident
descriptions, property acquisition or destruction methods, values, and adherence to state statutes.
Proper writing forms the bedrock of well-documented reports vital for potential future
prosecution and legal proceedings, acknowledging the profound impact of misdemeanors on
victims (Morris, Merson, 2016). Reports may be subpoenaed in court, underscoring the need for
accuracy and completeness and the foundational role of note-taking in building comprehensive
narrative case reports. Ultimately, meticulous documentation supports the integrity and
efficiency of the justice system in handling misdemeanor cases (Morris, Merson, 2016).
Documentation Requirements for Felony Investigations:
The use of force report is a critical document in law enforcement, providing a
comprehensive account of incidents involving the application of force on citizens. It elucidates
the reasons for using force, how it was employed, and the correct application of such measures.
A well-written report becomes indispensable, especially considering the potential delay between
the incident and testifying in court. Professionalism and demeanor in handling such incidents
influence the perception of those reading the reports (Morris, Merson, pg. 154, 2016). The
report's importance is highlighted in its ability to articulate factual details, ensuring clarity and
transparency in the use of force.
When crafting a use-of-force form, officers must prioritize clarity and completeness,
filling out the narrative report and the use-of-force form promptly after any force is applied. The
report should intricately detail the subject's behavior, justify the necessity of the response, and
specify the type of force employed. Simple language, short sentences, and logical organization
are vital considerations, along with avoiding technical jargon and utilizing an active voice
(Morris, Merson, pg. 157, 2016). Additionally, comprehensive documentation should include
information about injuries sustained by the offender and the officer and the involvement of
supervisors, witnesses, and medical personnel, further highlighting the need for meticulous
reporting (Morris, Merson, pg. 160, 2016).
In felony investigations, detailed note-taking is imperative, encompassing crime scenes,
evidence, witness statements, and suspect details with precision. The resulting reports must be
clear, incorporating legal elements and rationales for actions taken, addressing the complexity
and severity of felony cases (Morris, Merson, pg. 145, 2016). Conversely, misdemeanor
investigations require a more straightforward approach, focusing on pertinent facts and legal
standards and adhering to clarity without unnecessary complications in documentation (Morris,
Merson, pg. 131, 2016). Both felony and misdemeanor investigations stress the importance of
considering the audience, using plain language, and ensuring effective information and evidence
collection for a fair legal process (Morris, Merson, pg. 130, 2016). Ephesians 4:29 (NKJV)
states, "Let no corrupt word proceed out of your mouth, but what is good for necessary
edification, that it may impart grace to the hearers." In law enforcement, choose your words
carefully to ensure a constructive and positive impact on colleagues and the community. Exercise
discretion when sharing information to ensure a productive message. Effective communication,
clarity, and precision are essential in note-taking and report writing for comprehensive and
accurate documentation in law enforcement (Reynolds, 2017).
Internal vs. External Statements and Reports
Internal statements in law enforcement are documents created within the agency to
document incidents, investigations, or relevant information. These statements are exclusively for
internal use, shared among colleagues, supervisors, and other personnel within the organization,
prioritizing the need for confidentiality. Internal statements contain detailed information about
incidents, investigative findings, and witness statements, aiming to facilitate communication and
information sharing to maintain internal security and safety (Liberty University Watch:
Completing Correctional Forms and Statements (Internal and External), n.d.; Morris, Merson,
2016). Crucial for accurate and organized record-keeping, internal statements foster
communication between different units, providing a comprehensive overview of incidents and
ensuring the agency's smooth and effective operation.
On the other hand, external statements are official documents prepared to share
information with individuals or organizations outside the law enforcement agency. These
statements, directed at the general public, media outlets, or government agencies, are crafted to
convey accurate and relevant information about a specific event, situation, or investigation
(Using Internal and External Reporting Procedures - Action 4 Justice, 2021). External statements
are vital in maintaining transparency and building trust between law enforcement agencies and
the public. They are carefully composed to meet the information needs of the intended audience,
addressing concerns, providing updates on investigations, and serving as a means of clear and
concise communication with the community (Using Internal and External Reporting Procedures -
Action 4 Justice, 2021). Timing-wise, internal statements are created during investigations to
document progress. In contrast, external statements are issued when public awareness is needed
or when the agency discloses information to external stakeholders (Liberty University Watch:
Completing Correctional Forms and Statements (Internal and External), n.d.; Using Internal and
External Reporting Procedures - Action 4 Justice, 2021). Proverbs 16:13 (NKJv) states,
"Righteous lips are the delight of kings, And they love him who speaks what is right." Honest
and righteous communication is essential in law enforcement. This scripture emphasizes its
importance for internal and external statements, aligning with biblical principles of justice and
truth. Accurate and legible writing is crucial for both internal and external statements, ensuring
effective communication, collaboration, and maintaining the credibility and reputation of the law
enforcement agency (Liberty University Watch: Completing Correctional Forms and Statements
(Internal and External), n.d.; Morris, Merson, 2016).
Audience and Impact of Improper Documentation
Taking practical notes and drafting well-written reports are essential skills for success in
academic and professional contexts. Note-taking involves developing a unique writing style
tailored to the individual, emphasizing concision, clarity, and organization. On the other hand,
report writing, crucial for law enforcement and correctional professionals, demands a more
formal tone and structured approach. Reports require a clear introduction, body, and conclusion,
focusing on grammar, syntax, and punctuation. Specificity and detail are essential, especially in
law enforcement reports used in court proceedings (Morris, Merson, pg. 46, 2016).
Effective note-taking involves active listening, shorthand, and logical structuring using
headings and annotations. Reports, in contrast, allow for more detailed explanations and
analyses. Clarity, precision, and consistency are crucial in report writing, and objective language
is preferred to avoid personal biases. Matthew 5:9 (NKJV) states, "Blessed are the peacemakers,
For they shall be called sons of God." Law enforcement professionals should always strive to be
peacemakers within their agency and with the community. The ultimate goal is contributing to a
harmonious society while dealing with conflict and crime. For law enforcement professionals,
simplicity, accountability, and partnership are crucial for effective police report writing
(Reynolds, 2017). Informality, ambiguity, and unnecessary complexity are improper styles to
avoid in notes and reports.
Considering the audience is vital in both activities. Note-taking is often for personal
reference, while reports are shared with a broader audience, including colleagues, superiors, legal
entities, and stakeholders. Improper documentation can lead to misunderstandings, hinder
collaboration, and compromise legal proceedings, emphasizing the importance of proper
documentation practices (Morris, Merson, pg. 46, 2016). Recognizing the diverse audiences and
potential impacts underscores the need to adhere to distinct note-taking and report-writing styles.
In conclusion, mastering these skills is fundamental for effective communication in academic
and professional settings.
Conclusion
In conclusion, understanding the differences between misdemeanor and felony
investigations is crucial in law enforcement. Meticulous documentation is vital for both
investigations, with specific guidelines outlined. In misdemeanor cases, adherence to state
statutes, detailed incident descriptions, victim collaboration, and photographic evidence are
critical for the investigation. For felonies, the use of force report is critical, requiring clarity,
completeness, and professionalism. Internal and external statements serve distinct purposes,
fostering agency communication and maintaining public transparency. Effective note-taking and
report writing are essential for law enforcement professionals, prioritizing clarity, precision, and
accountability to ensure successful communication in diverse settings.
Resources:
Colossians 3:23-24 (NKJV). (n.d.). Bible Gateway.
https://www.biblegateway.com/passage/?search=Colossians+3%3A23-24&version=NKJV
Ephesians 4:29 (NKJV). (n.d.). Bible Gateway.
https://www.biblegateway.com/passage/?search=+Ephesians+4%3A29&version=NKJV
Liberty University Watch: Completing Correctional Forms and Statements (Internal and
External) (n.d.).
https://canvas.liberty.edu/courses/578970/pages/watch-completing-correctional-forms-and-state
ments-internal-and-external?module_item_id=61113685
Morris, K., & Merson, M. (2016). Report Writing for Law Enforcement and Corrections
Professionals. Pearson Education (US).
Matthew 5:9 (NKJV). (n.d.). Bible Gateway.
https://www.biblegateway.com/passage/?search=Matthew+5%3A9&version=NKJV
Jean Reynolds, Perspective: Writing Clear, Effective Police Reports - No English Degree
Required. (2017, September 27). FBI: Law Enforcement Bulletin.
https://leb.fbi.gov/articles/perspective/perspective-writing-clear-effective-police-reports-no-engli
sh-degree-requiredLinks to an external site.Links to an external site.
Proverbs 11:3 (NKJV). (n.d.). Bible Gateway.
https://www.biblegateway.com/passage/?search=Proverbs%2011%3A3&version=NKJV
Proverbs 16:13 (NKJV). (n.d.). Bible Gateway.
https://www.biblegateway.com/passage/?search=Proverbs+16%3A13&version=NKJV
Using Internal and External Reporting Procedures - Action 4 Justice. (2021, May 17).
Action 4 Justice.
https://action4justice.org/legal_areas/corruption/using-internal-and-external-reporting-procedures
/
