Writing a Police Report
Writing Basics
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 statem ents or phr ases.
Concise: Avoid overly w ordy language. K eep statem ents sim ple and dir ect.
Complete: Include all relevant inform ation.
Correct: Make sure that the inform ation you include is accurate and unbiased.
Formatting
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 includes:
Date
Time (in military time)
Location
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.
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.
Date
Time
Why you
were at
the scene
Nature of the
incident
Location
Further Assistance: Th is resour ce is available at lewisuwritingcenter.wordpress.com.
For more detailed help or if you have questions, visit the Writing Center located in the Lewis University
Library, or call 815-836-5427
Consulted: Just th e Facts: Investigative Report W riting by Michael B iggs, “Police Report Prompt:
Writing in the Disciplines” by Dr. Jen Consilio
The Conclusion
The conclusion should include the final actions as the reporting officer. It should always end with “There is
nothing further to report.”
Example:
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.
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
The Body
The body explains what happened at the scene by answering the 5W’s and H: W h o, W hat,
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).
