UNIVERSITY OF LUZON

COLLEGE OF CRIMINOLOGY

CDI 104 - Technical

English
LEGAL FORMS

Prof. Nizelyn Bauzon Beltran,RCrim-BsN

Objectives:
a. General: At the end of the course, the students must be able to write a
comprehensive Police Report .
b. Specific Objectives:
1. Cognitive: At the end of the study the students must be able to understand
the concepts of legal forms, prepare and write comprehensively both basic
and investigative. Understand the importance and goals of Technical Report
and must be able to classify them.
2. Affective: The students must be able to organize himself on how to write
the police report using the cardinals of investigation. Must memorize the
Miranda Warning. Must be able to understand and write a feasibility study
and subject Periodic Reports.
 INTRODUCTION
Nowadays, society places significant reliance on graduates of Criminal Justice Education
for service delivery. This trust stems from the understanding that these graduates are thoroughly
trained in both theory and practical applications, including specialized techniques, during their
time in school. As a result, uniformed service agencies now prefer hiring Criminology graduates,
recognizing that they already possess foundational knowledge relevant to their roles. Of course,
additional basic training is still necessary to align with the specific standards and protocols of
each agency.
Once these individuals are in service, their performance and sense of responsibility often
stand out remarkably. It’s worth noting that many colleges and universities actively recruit
faculty members from the uniformed services, especially those who are either still in active
service or have already retired. These professionals bring with them valuable real-world
experience, making them excellent educators in the field of Criminology. As the saying goes,
"the best teacher is an experienced one.
Therefore, it is essential that Criminology students are required to take a subject like
Police Report Writing. This ensures they are capable of producing clear, complete, and accurate
reports, which are vital in legal proceedings and court evaluations
There are four (4) types of operational reports:
1. Patrol Reports
2. Arrest Reports
3. Preliminary Investigation Reports and
4. Supplementary Progress reports / Follow-up Reports.
Legal - means conforming to or permitted by law or established rules.
Form - a prescribed order and set of words and "a printed or typed document with blank spaces
for insertion of required or requested information”(Webster's New Collegiate Dictionary).
Legal Forms - are documents or forms used in a legal transaction or judicial proceedings, which
contain important matters conveyed in technical terminologies and presented in a suitable and
systematic order in accordance with the circumstances of any case ( Bajado-Nano & Pioquinto,
2014).
WHAT ARE LEGAL FORMS?
The legal form a firm chooses to operate under is an important decision with
implications for how a firm structures its resources and assets.
In criminal law, search means examination of a person's body, property or other area which the
person would reasonably be expected to consider as private by a law enforcement officer for
finding evidence of a crime. Ordinarily a search cannot be conducted without probable cause as
the Fourth amendment prohibits unreasonable searches and seizures.
A search can occur under varied circumstances. For example Border search ( search
conducted at the border of a country especially check points for excluding illegal aliens and
contraband); Emergency search ( A search conducted by a police officer without warrant as s/he
believes it necessary to life or property or has some probable cause and has no time to obtain a
warrant); Private search (a search conducted by a private person rather than a law enforcement
officer); Title search (records search performed in connection with real property to uncover
information).
HOW DO YOU DEFINED A POLICE REPORT?
1. Police Report is any written matter prepared by the Police involving their inter action with the
community.
2. Police Report is an exact narration of facts discovered during the course of crime investigation
which serves as a permanent written record for future reference.
3. Police Report is a permanent written record of police activities classified as informal and
formal which communicates important facts concerning people involved in criminal activities.
WHAT ARE THE PURPOSES OF POLICE REPORTS?
1. Written report to serve as the raw materials from which records system are made.
2. Written report to reveal as part of the component of the record system, the direct relationship between
the efficiency of the department and the quality of its reports and reporting procedures.
3. Written report to guide police administrators for policy formulation and decision making.
4. Written report to serve as a gauge/yardstick for efficiency evaluation of police officers.
5. Written report to guide prosecutors and courts in the trial of criminal cases investigated by the police.
WHAT IS POLICE REPORT?
According to Dr. Oscar Soriano, report is basically a story of actions performed by man. A police
report is a chronological or step-by-step account of an accident that transpired in a given time, at a given
place. It is also defined as an account of an investigation, of an official statement of facts. Police reports
result from the fact that someone has asked for them and needs them for immediate or future use. In any
event, police reporting has become one of the most significant processes in modern police operations.
WHAT ARE THE IMPORTANT USES OF REPORT WRITING?
1. Reports serve as records for police administration in planning, directing, and organizing the unit's
duties.
2. Reports can be used as legal documents in the prosecution of criminals.
3. Reports are utilized by other agencies.
4. Reports can be useful to tri-media for public information purposes.
5. Reports can be utilized for research purposes.
6. Reports improve the personality of the writer.
WHAT ARE THE CRITERIA TO BE CONSIDERED IN REPORT WRITING?
The Language
1. Clarity - The police report must be clear and it should be written directly and easy to understand.
2. Accuracy - The police report must conform with the established rules of syntax, format, spelling and
grammar. The data presented must be precise and the information given must be factual.
3. Brevity - The police report must be short, with simple sentences, common words and easy to
understand.
4. Specificity - The police report must be specific by using concrete examples. A good descriptive
narration gives life to the written words through particular terms that project hues, movements,
quantities and shapes.
5. Completeness - The police report must be complete by using the 5W's and 1H.
6. Timeliness - The police report must be submitted on time. As much as possible immediately after the
incident has happened.
7. Security - The police report must be considered classified, hence, transmission, handling, and access to
these reports should be limited only to police personnel who are granted by higher authority security
clearance. It is a top secret documents.
8. Impartiality - The police report must know what the receiving office needs to know. Important data
must not be omitted or added to conceal responsibilities, to impute liabilities or to favour parties.
WHAT IS NEEDED IN PREPARING AND WRITING A REPORT?
The police writer will make an outline from the facts of the case and follow a chronological
sequence. After an outline has been identified they will make sure that their notes will be organized and
reviewed first for completeness prior to the actual writing of the report. The outline should answer the
5Ws and 1H the facts presented in Report Writing should prove the importance of police report. The real
answer lies in the quality of the result of accomplishment and basic principles. The police reports are
from simple, brief memorandum to a complex. Formal investigation requires the application of basic
standards such as clear, pertinent, brief, complete, current, accurate, fair, properly classified, informative,
and objective. It should be submitted in proper format and should be on time.
WHAT ARE THE TWO (2) TYPES OF POLICE REPORT?
(Allen Z. Gammage, Basic Police Report Writing, Sacramento, California, USA)
1. An informal report usually is a letter or memorandum or any one of many prescribed or used in day-by-
day police operations. It customarily carries three items besides the text proper; date submitted, subject,
and persons or person to whom submitted. It may, however, contain many items of administrative
importance along with the subject matter of the text. Actually, most police reports may be placed in this
category.
2. A formal report suggests a full-dress treatment, including cover, title page, letter of transmittal,
summary sheet, text, appendixes, and perhaps an index and bibliography.
WHAT ARE THE CLASSIFICATION OF POLICE REPORT?
a. Performance report which contains information as to the status of an activity, activities, or operations.
b. Fact-finding report which involves the gathering and presentation of data in logical order, without an
attempt to draw conclusions.
c. Technical report which presents data on a specialized subject.
d. Problem-determining report which attempts to find the causes underlying a problem or to find whether
or not a problem really exists.
e. Problem solution report which analyses the thought process that lies behind the solution of a particular
problem.
HOW ARE POLICE REPORTS CATEGORIZED?
a. Operational Reports include those relating to the reporting of police incidents, investigation, arrests,
identification of persons, and a mass of miscellaneous reports necessary to the conduct of routine police
operations.
b. Internal Business Reports relate to the reporting necessary to the management of the agency and
include financial reports, personnel reports, purchase reports, equipment reports, property maintenance
reports, and general correspondence.
c. Technical Reports presents data on any specialized subject, but usually relate to completed staff work
and add to the specific knowledge necessary to proper functioning of police management.
d. Summary Reports furnish intelligence information necessary to the solution of crime accident, and
police administrative problems.

STUDY OF LEGAL FORMS INCLUDES:

▪ BUSINESS FORMS - are used in conveyancing, or of the forms of deeds, instruments or
documents creating, transferring, modifying or limiting rights to real as well as personal
properties, and other forms related to business contracts or transactions (Suarez, Rolando. Legal
Forms.
2007).
▪ JUDICIAL FORMS - refers to forms which pertain to different kinds of pleadings,
applications, petitions, affidavits, motions, and the like (ibid).
DOCUMENT - It is a written instrument, an agreement, a deed, a map, an object, a photograph
or anything which proves a fact, an event, an incident, or transaction.
KINDS OF DOCUMENT:
1. PRIVATE DOCUMENT
▪ is a written instrument, deed or agreement which is not notarized before a notary public
or any other person authorized to administer oath.
▪ it is binding as between the parties who executed the same, but not as to third parties.
▪ need to prove the due execution of the said document and the authenticity of the
signatures of the parties therein.
2. PUBLIC DOCUMENT
▪ is a document executed and acknowledged before the notary public or any person
authorized ▪ to administer oath.
▪ it is also referred to as “notarized document.” NOTARIZATION - It is the process of
authenticating a document in order to make it legally binding. A.M. No. 02-8-13-SC 2004
RULES ON NOTARIAL PRACTICE
These are the rules to be followed by the notaries public in the Philippines.
Purposes:
These Rules shall be applied and construed to advance the following:
a. to promote, serve, and protect public interest;
b. to simplify, clarify, and modernize the rules governing
notaries public; and
c. to foster ethical conduct among notaries public
d. prove that he has verified the personal appearance and the genuineness of the signatures
of the signatories to the document.
e. authenticates the document and verifies its due
execution making the document admissible in evidence.
NOTARY PUBLIC OR NOTARY - It refers to any person commissioned to perform official
acts under these Rules.
QUALIFICATIONS:
A notarial commission may be issued by an Executive Judge to any qualified person who
submits a petition in accordance with these Rules.
To be eligible for commissioning as notary public, the petitioner:
1) must be a citizen of the Philippines;
2) must be over twenty-one (21) years of age;
3) must be a resident in the Philippines for at least one (1) year and maintains a regular
place of work or business in the city or province where the commission is to be issued;
4) must be a member of the Philippine Bar in good standing with clearances from the Office
of the Bar Confidant of the Supreme Court and the Integrated Bar of the Philippines; and 5.)
must not have been convicted in the first instance of any crime involving moral turpitude.
POWERS:
a. A notary public is empowered to perform the following notarial acts:
1. acknowledgments;
2. oaths and affirmations;
3. jurats;
4. signature witnessings;
5. copy certifications; and
6. any other act authorized by these Rules.
b. A notary public is authorized to certify the affixing of a signature by thumb or other mark
on an instrument or document presented for notarization if:
1. the thumb or other mark is affixed in the presence of the notary public and of two (2)
disinterested and unaffected witnesses to the instrument or document;
2. both witnesses sign their own names in addition to the thumb or other mark;
3. the notary public writes below the thumb or other mark: "Thumb or Other Mark affixed
by (name of signatory by mark) in the presence of (names and addresses of witnesses) and
undersigned notary public"; and
4. the notary public notarizes the signature by thumb or other mark through an
acknowledgment, jurat, or signature witnessing.
c. A notary public is authorized to sign on behalf of a person who is physically unable to
sign or make a mark on an instrument or document if:
1. the notary public is directed by the person unable to sign or make a mark to sign on his
behalf;
2. the signature of the notary public is affixed in the presence of two disinterested and
unaffected witnesses to the instrument or document;
3. both witnesses sign their own names;
4. the notary public writes below his signature: "Signature affixed by notary in presence of
(names and addresses of person and two [2] witnesses)"; and
5. the notary public notarizes his signature by acknowledgment or jurat.
PROHIBITIONS:
a. A notary public shall not perform a notarial act outside his regular place of work or business;
provided, however, that on certain exceptional occasions or situations, a notarial act may be
performed at the request of the parties in the following sites located within his territorial
jurisdiction:
1. public offices, convention halls, and similar places where oaths of office may be
administered;
2. public function areas in hotels and similar places for the signing of instruments or
documents requiring notarization;
3. hospitals and other medical institutions where a party to an instrument or document is
confined for treatment; and
4. any place where a party to an instrument or document requiring notarization is under
detention.
b. A person shall not perform a notarial act if the person involved as signatory to the instrument
or document
1. is not in the notary's presence personally at the time of the notarization; and
2. is not personally known to the notary public or otherwise identified by the notary public
through competent evidence of identity as defined by these Rules.
DISQUALIFICATIONS:
A notary public is disqualified from performing a notarial act if he:
a. is a party to the instrument or document that is to be notarized;
b. will receive, as a direct or indirect result, any commission, fee, advantage, right, title,
interest, cash, property, or other consideration, except as provided by these Rules and by law; or
c. is a spouse, common-law partner, ancestor, descendant, or relative by affinity or
consanguinity of the principal within the fourth civil degree.
REFUSAL TO NOTARIZE:
A notary public shall not perform any notarial act described in these Rules for any person
requesting such an act even if he tenders the appropriate fee specified by these Rules if:
a. the notary knows or has good reason to believe that the notarial act or transaction is
unlawful or immoral;
b. the signatory shows a demeanor which engenders in the mind of the notary public
reasonable doubt as to the former's knowledge of the consequences of the
transaction requiring a notarial act; and
c. in the notary's judgment, the signatory is not acting of his
or her own free will.
VIOLATIONS:
A notary public who does not follow these rules, violates not only his oath to obey the laws
particularly the Rules on Notarial Practice but also Canons 1 and 7 of the Code of Professional
Responsibility which proscribes all lawyers from engaging in unlawful, dishonest, immoral, or
deceitful conduct and directs them to uphold the integrity and dignity of the legal profession, at
all times. Thus, violation of these rules may lead to suspension, barred permanently from being
commissioned as notary public or worst, disbarment.
EFFECT OF NOTARIZATION
The notarization of a document carries considerable legal effect. Notarization of a private
document converts such document into a public one, and renders it admissible in court without
further proof of its authenticity. (Tigno Vs. Aquino, G.R. No. 129416, November 25, 2004)
Hence, it enjoys the presumption of regularity which can only be overcome by clear and
convincing evidence.
EFFECT OF IRREGULARITY OF NOTARIZATION
▪ It is not fatal in the validity of the contract since the absence of such formality would not
necessarily invalidate the same but would merely render the written contract a private document
rather than a public one.
▪ When there is a defect in the notarization of the document, the clear and convincing
evidentiary standard normally attached to a duly-notarized document is dispensed with, and the
measure to test the validity of such document of preponderance of evidence.
NOTARIAL REGISTER - Refers to a permanently bound book with numbered pages containing
a chronological record of notarial acts performed by a notary public.
REQUIREMENTS WHEN GOING TO THE NOTARY
PUBLIC:
1. The original copy of the document.
2. One must have competent proof of identity.
SAFEGUARDS THAT THE PUBLIC MUST TAKE NOTE TO AVOID ANY LEGAL
CONCERNS RELATIVE TO THE NOTARIZATION
1. Make sure that the Notary Public has the authority to notarize as well as within his/her
notarial jurisdiction;
2. Make sure that the items needed showing the completeness of the notarization is found in
the document itself and the Notarial Certificate is entered in the Notarial Register; and
3. Before leaving the Notary Public’s office, make sure to read the document itself.
WHO ARE AUTHORIZED TO PERFORM NOTARIAL ACTS?
1. NOTARY PUBLIC - refers to any member of the
Philippine Bar in good standing who is issued a Notarial Commission by the Executive Judge
where the petition is filed. Once commissioned as Notary Public, he may perform notarial acts in
any place within the territorial jurisdiction of the commissioning court for a term of two years.
(2004 Rules on Notarial Practice)
2. NOTARY PUBLIC EX OFFICIO - is a government official who is clothed by law with
general authority to administer oaths and to perform notarial acts within the limits of their
territorial jurisdiction in relation to their official functions. (Section 41 as amended by Section 2
of R. A. No. 6733 and Section 242 of the Revised Administrative Code, in relation to Sections G,
M and N, Chapter VIII of the Manual for Clerks of Court.
JURAT
▪ refers to an act in which an individual on a single occasion:
a. appears in person before the notary public and presents an instrument or document;
b. is personally known to the notary public or identified by the notary public through
competent evidence of identity as defined by these Rules;
c. signs the instrument or document in the presence of the notary; and
d. takes an oath or affirmation before the notary public as to such instrument or document.
▪ It is that end part of the affidavit, oath or affirmation, in which the notary public certifies
that the instrument is sworn to before him, thus, making the notarial certification essential.
JURAT VS. ACKNOWLEDGEMENT
Malvar v. Baleros A.C. No. 11346, March 8, 2017
“A jurat is a distinct creature from an acknowledgment. It is that part of an affidavit in which the
notary certifies that before him or her, the document was subscribed and sworn to by the executor;
while an acknowledgment is the act of one who has executed a deed in going before some competent
officer or court and declaring it to be his act or deed.”
COMPETENT EVIDENCE OF IDENTITY
refers to identification of an individual based on:
1. at least one current identification document issued by an official agency bearing the
photograph and signature of the individual; or
2. the oath or affirmation of one credible witness not privy to the instrument, document or
transaction who personally knows the individual, or of two credible witnesses neither of whom is
privy to the instrument, document or transaction who each personally knows the individual and
shows to the notary public documentary identification.
TAKE NOTE: a community tax certificate or residence certificate or popularly known as “cedula”
is not a competent evidence of identity.
SIGNATURE AND NOTARIAL SEAL OF THE NOTARY PUBLIC
▪ Shall be affixed only at the time the notarial act is performed. The notarial seal shall be
affixed beside the signature of the Notary Public and clearly impressed on each and every page of
the instrument or document notarized.
▪ The signature and notarial seal of the Notary Public appear right below the
ACKNOWLEDGMENT or JURAT. After the signature and seal of the notary public, the following
information shall appear:
1. Complete name of the Notary Public
2. Roll of Attorney
3. Commission NUmber and Date of Expiration
4. IBP Official Receipt NUmber; date and place of issue
AFFIDAVITS
Affidavit is a voluntarily sworn declaration of written facts. It is sworn before a notary or
other officers entitled to administer an oath or take acknowledgement (Suarez, 2019).
The person making the sworn statement is referred to as the AFFIANT. In signing an
affidavit, the affiant is asserting that the information is true and that they have personal knowledge
of the facts contained in the affidavit.
ESSENTIAL PARTS OF AN AFFIDAVIT:
1. Venue - the place where the affidavit was taken. This will show whatever the official
administering the oath of affirmation has acted within this jurisdiction.
2. Body - The facts stated in the body of an affidavit must be stated positively, and not merely
a matter of belief, by one who has actual knowledge of the fact and its allegations should be full,
certain and exact.
3. Signature of the Affiant and the Jurat - The proper place of the signature is below the body
of the affidavit. Jurat is that part of an affidavit in which the officer certifies that the instrument
was sworn to before him (Suarez, 2019).
AFFIDAVIT VS. ACKNOWLEDGEMENT
AFFIDAVIT ACKNOWLEDGEMENT
1. A complete instrument within itself.
2. Purpose: to prove a fact
3. Sworn to
4. Maker signs an instrument whether it is a deed, an affidavit etc. 1. Always a part
of, or an appendage to another instrument.
2. Declaration by the person making it that he/she signed the instrument to which the
acknowledgement is attached.
3. Not sworn to
4. The notary signs the acknowledgement.
EXECUTING AN AFFIDAVIT
In executing an affidavit, the affiant's primary qualification is that he has knowledge of facts which
he states, and the truth of which he affirms. (Suarez, 2019). It will be used to prove the truthfulness
of a certain statement in court. It is either the personal knowledge of the affiant or his /her
information and belief or although not based on their personal perspective, the affiant states only
what he/she feels they can state as true (Philippines Legal Forms, 2022). An affidavit is only valid
when made voluntarily and without coercion.
LEGAL RESPONSIBILITY OF MAKING OR EXECUTING AFFIDAVITS
▪ An affidavit is a legal document similar to a witness's sworn testimony in a court of law.
Prior to giving testimony, a witness in a trial must swear that what they are about to say is true and
correct under penalty of perjury. An affidavit carries the same penalty of perjury, only it is used to
attest to things outside of the courtroom.
ANATOMY OF CRIME (as explained by Commissioner Dir. Gen. Miguel Coronel. )
WHAT ARE THE ELEMENTS FOR A CRIME TO HAPPEN?
"For any crime to happen, there are three (3) elements or ingredients that must be present at the
same time and place. These are the MOTIVES, the INSTRUMENTALITIES and the
OPPORTUNITIES. The motives are the reasons or causes why a person or groups of persons perpetuate
a crime. Examples are disputes, economic gain, jealousy, revenge, insanity, and thrill. Intoxication, drug
addiction and many others.

INSTRUMENTALITIES

OPPORTUNITIES

MOTIVES
 The Instrumentalities are the means or instruments used in the commission of the crime. It could
be firearm, a bolo, a fan knife; an ice pick, poison or obnoxious substance, a crow bar, a battery-operated
hand drill for car napping, motor vehicle, etc. Both the Motives and instrumentalities belong to and are
harbored and wielded respectively by the criminal.
The opportunities consist of the acts of omission and/ or commission by a person (the victim)
which enable another person or group of persons (the criminal/ s) to perpetrate the crime. Illustrative
examples include leaving one's home or car unattended for a long time, walking all alone in a well-known
crime prone alley, wearing expensive jewelleries’ in slum area, readily admitting a stranger into one's
residence and the like. Opportunity is synonymous with carelessness, acts of indiscretion and lack of
crime prevention-consciousness on the part of the victim.
The motives a reason for doing something, especially one that is hidden or not obvious. "a motive
for his murder"
synonyms: reason, motivation, motivating force, rationale, grounds, cause, basis, occasion, thinking, the
whys and wherefores, object, purpose, intention, design; More incentive, inducement, impulse,
incitement, influence, lure, inspiration, stimulus, stimulation, spur, goad, provocation, pressure,
persuasion, consideration
Whether the crime incident would happen or not, it will depend on the presence and merging of
MOTIVES, INSTRUMENTALITIES and OPPORTUNITIES at the same time and the same place.
The absence of any one ingredient, out of the three, will mean that there shall be no crime. The most that
could happen is an accident arising out of reckless imprudence; since there is no motive. A freak crime
incident shall occur when all the three elements are present and merged at the same time and the same
place; but the victim is not the intended one, due to mistaken identity."
JUDICIAL AFFIDAVIT
It is a written, out-of-court statement taken before a notary public or any person authorized to administer
an oath. It is in a question-and-answer form (Section 8, Rule 2, A.M. No. 01-204-SC) and serves as
witness’ direct testimony, subject to cross examination in accordance with existing rules on evidence
(Section 1, Rule 5, A.M. No. 01-2-04-SC)
▪ A.M. No. 01-2-04-SC - Interim Rules of Procedure for Intra-
Corporate Controversies
▪ Effectivity: March 13, 2001
▪ A.M. No. 12-8-8-SC – Judicial Affidavit Rule
CONTENTS OF JUDICIAL AFFIDAVIT (SEC. 3)
A judicial affidavit shall be prepared in the language known to the witness and, if not in English or
Filipino, accompanied by a translation in English or Filipino, and shall contain the following:
a.) The name, age, residence or business address, and occupation of the witness;
b.) The name and address of the lawyer who conducts or supervises the examination of the witness
and the place where the examination is being held;
c.) A statement that the witness is answering the questions asked of him, fully conscious that he does
so under oath, and that he may face criminal liability for false testimony or perjury;
d.) Questions asked of the witness and his corresponding answers, consecutively numbered, that:
1. Show the circumstances under which the witness acquired the facts upon which he testifies;
2. Elicit from him those facts which are relevant to the issues that the case presents; and
3. Identify the attached documentary and object evidence and establish their authenticity in
accordance with the Rules of Court;
e.) The signature of the witness over his printed name; and
f.) A jurat with the signature of the notary public who administers the oath or an officer who is
authorized by law to administer the same.
APPLICATION OF RULE TO CRIMINAL ACTION (SEC. 9)
a.) This rule shall apply to all criminal actions:
1. Where the maximum of the imposable penalty does not exceed six years;
2. Where the accused agrees to the use of judicial affidavits, irrespective of the penalty involved; or
3. With respect to the civil aspect of the actions, whatever the penalties involved are.
b.) The prosecution shall submit the judicial affidavits of its witnesses not later than five days before
the pre-trial, serving copies if the same upon the accused. The complainant or public prosecutor shall
attach to the affidavits such documentary or object evidence as he may have, marking them as Exhibits A,
B, C, and so on. No further judicial affidavit, documentary, or object evidence shall be admitted at the
trial.
c.) If the accused desires to be heard on his defense after receipt of the judicial affidavits of the
prosecution, he shall have the option to submit his judicial affidavit as well as those of his witnesses to
the court within ten days from receipt of such affidavits and serve a copy of each on the public and
private prosecutor, including his documentary and object evidence previously marked as Exhibits 1, 2, 3,
and so on. These affidavits shall serve as direct testimonies of the accused and his witnesses when they
appear before the court to testify.
EFFECT OF NON-COMPLIANCE (SEC. 10)
a.) A party who fails to submit the required judicial affidavits and exhibits on time shall be deemed
to have waived their submission. The court may, however, allow only once the late submission of the
same provided, the delay is for a valid reason, would not unduly prejudice the opposing party, and the
defaulting party pays a fine of not less than P 1,000.00 nor more than P 5,000.00 at the discretion of the
court.
b.) The court shall not consider the affidavit of any witness who fails to appear at the scheduled
hearing of the case as required. Counsel who fails to appear without valid cause despite notice shall be
deemed to have waived his client's right to confront by cross-examination the witnesses there present.
c.) The court shall not admit as evidence judicial affidavits that do not conform to the content
requirements of Section 3 and the attestation requirement of Section 4. The court may, however, allow
only once the subsequent submission of the compliant replacement affidavits before the hearing or trial
provided the delay is for a valid reason and would not unduly prejudice the opposing party and provided
further, that public or private counsel responsible for their preparation and submission pays a fine of not
less than P 1,000.00 nor more than P 5,000.00, at the discretion of the court
WHAT IS POLICE VISIBILITY?
When we talk about police visibility, we should not limit ourselves to just presence or being
actually physically present. POLICE VISIBILITY is more than that.
WHAT ARE THE (3) THREE THINGS THAT WE SHOULD CONSIDER IN POLICE
VISIBILITY?
1. Physical Presence,
2. The Patrolling Scheme; and
3. Response
YES, Physical Presence at the area or at the crime scene is very important. It is the immediate feedback to
the public that their police is on the job. Although we may be actually present in the area but because
oftentimes, we are not in proper police uniform, the community fails to physically see our police presence
in the area. How many times have we seen police personnel when respond in civilian clothes, in T-shirts
and shorts even. Because of the non-wearing of uniform, the police is seen by the community to look
more like criminals than police. Surprisingly too, the community when ask to pinpoint the nearest Police
unit cannot actually locate their nearest police units or headquarters. There should be standard police sign
easy to identify and recognize.
Another aspect of police visibility is our Patrolling Scheme. Various patrol components are
joined together to complement and support one another to ensure a widespread and redundant coverage.
We optimize the deployment of various patrol elements to have a truly effective crime deterrence.
The area where the PNP is most often criticized, is the third aspect of police visibility, that of
response. The Police Response should be proper, adequate and that it really satisfies the requirement, and
most especially be timely to compensate for non-presence.
POLICE VISIBILITY
PHYSICAL PRESENCE
• Visible as a police
• Easy to locate units
PATROLLING SCHEME
• Mobile
• Integrated
• Widespread, supportive and
• Redundant coverage
RESPONSE
 • Proper
• Adequate
• Timely (ideal: 5 minutes)
WHAT ARE NOTEBOOK AND JOURNAL ENTRIES FOR?
The notebook is one of the basic piece equipment’s which a number of policemen now a days fail
to appreciate and utilize. The notebook shall be playing a significant role as all subsequent actions
expected of the Police Community Precincts Commander (and even personnel from higher headquarters)
will depend on matters recorded in the notebook which eventually will have to be reflected in the PBS
journal.
Journals exclusively for the PBS shall be maintained at each Police Community Precincts. While
recording matters in the journal shall be the individual responsibility of every Beat Policeman, taking
action and reporting matters reflected therein shall be the duty of the Police Community Precincts
Commander.
Entries in both the notebook and the journal shall answer the basic questions of WHAT, WHO,
WHEN, WHERE, WHY and HOW of an incident or problem encountered by a Beat Policeman
particularly those problems to be discussed as you get along with the problems you encountered.
GUIDELINES IN THE PREPARATION AND CLASSIFICATION OF
DEPARTMENTAL GENERAL ORDERS, SPECIAL ORDERS, CIRCULARS, MEMORANDA
GENERAL ORDERS - orders and/ or directives covering organizational set-up, functional duties,
constitution of committees, including departmental commendations for officers, members and civilian
employees, General orders are prepared for signature of the Superintendent.
SPECIAL ORDERS - dealing on assignments, transfer, temporary duty or special training, etc. of
personnel. Special orders (SO) are prepared for signature of the Deputy Superintendent under the
correspondent line authority.
NUMBERED MEMORANDUM- is a department-wide directions or orders prescribing
guidelines, standing procedures, policies, rules and regulations which are intended for
compliance/implementation on permanent or continuing basis. These orders are prepared for signature of
the Deputy Superintendent under the usual line authority.
MEMORANDA (unnumbered) - This is another form of dissemination of directives or orders
which are intended for compliance/ implementation on temporary basis or lasting only for a short period.
Memoranda are also used for dissemination by quoting therein letters of appreciation and other
communications from other offices or individuals, for informative purposes. They are prepared either for
signature of the Superintendent or the Superintendent depending on the importance of the matter. (This
was prepared by A. Talatala, Adm. Asst. O/As,IMB)
The term Technical as explained by Isaias Alma Jose refers to the disciplines within the specific
field of science and this refers to Police Science. In this book we want to teach our students how to write
FACTUALLY, COMPLETELY, CONCISELY, ACCURATELY, CLEARLY and OBJECTIVELY on
what aspects of police action is initiated, pursued and accomplished. In short Technical English discipline
is involved because the subject matter to be written falls within the general field of science-basic police
action and crime investigation.
CRIMINAL INVESTIGATION as defined by Basilio Cael in his book: A Guide to Criminal
Investigation. It is the collection and analysis of facts/ truth about persons, things places, subject of a
crime to identify the guilty party, locate the whereabouts of the guilty party, and provide admissible
evidences to establish the guilt of parties involved in a crime.
Criminal Investigation covers a broad activity concerning crimes against persons, property, security of the
state, and other crimes such as syndicated organized crimes of kidnappings, illegal drug trade and
trafficking, assassinations, bank robberies, carnappings, computer crimes, money laundering, religious
crimes, white slavery among others.
In investigation work, the investigator's effectiveness rest on his adequate knowledge, skills and
the experiences about investigative techniques, methods, procedures, rules and policies to include the 5
W's and 1 H. He must be able to find the truth about a crime as he persistently endeavours to seek
answers to the following;
• WHAT offense has been committed?
• WHERE was the offense committed?
• WHO committed the offense?
• WHEN was the offense committed?
• WHY was the offense committed?
• HOW was the offense committed?
WHAT ARE THE GOALS OF CRIMINAL INVESTIGATION?
The criminal investigator must not forget and bear in mind the goals of why he is investigating,
namely:
a. To determine if crime has been committed;
b. To legally obtain information and evidences to identify persons responsible;
c. To arrest suspects;
d. To recover stolen property, and
e. To complete presentation of case to appropriate authority
WHAT ARE THE TOOLS OF AN INVESTIGATOR IN GATHERING FACTS (3I'S)?
1. Information - data gathered from other persons, the victim and from other records such as public
records, private records. Modus Operandi file.
2. Interrogation - skillful questioning of witnesses and suspects.
3. Instrumentation - scientific examination of real evidence, application of instruments and methods
of the physical sciences in detecting crime such as microscope, dactyloscopy, ballistics, photography,
polygraphy and others.
What are the methods of identifying the offenders?
The criminal investigator makes use of the following:
1. Confession
2. Eyewitnesses
3. Circumstantial evidence
4. Associate evidence
What are Standard methods of Recording Investigative data?
a. Photographs;
b. Sketches of crime scene;
c. Notes about the crime;
d. Fingerprints found at the scene
e. Physical evidences gathered
f. Plaster cast
g. Tapes of sounds or voices
h. Video tape record of objects or sounds
i. Written statements of subjects and witnesses; and
j. Computerized and programmed
WHAT ARE THE QUALIFICATION OF AN INVESTIGATOR?
The investigator must posses a well-rounded educational background, a lot of experiences in the
job and the right attitude. This includes other qualifications:
a. Capable of observation;
b. Rational thinker;
c. Knowledgeable about the laws on crimes, evidences, arrest, investigative concepts, techniques,
scientific aids, laboratory services, and about criminals and their 'modus operandi';
d. Power of intellect on the sp called 6th sense;
e. Cooperative and can work with others;
f. Observant of professional ethics;
g. Has leadership potential, and
h. Reliable, honest, and physically, and mentally fit.
WHAT ARE THE BASIC FUNCTIONS OF AN INVESTIGATOR?
The numerous functions among others performed by investigators include:
a. Providing emergency assistance;
b. Securing the crime scene;
c. Photographing, videotaping and sketching
d. Taking notes and writing reports;
e. Searching for, obtaining and processing physical evidences;
f. Obtaining information from witnesses and suspects;
g. Conducting raids, surveillance, stakeout and undercover assignment; and
h. Testifying in court;
i. Investigation monitoring and research.
WHAT IS POLICE REPORT WRITING FORM?
Every agency has its own forms and procedures for completing operational reports. But there is a
standard format on how to prepare a report that is simple yet complete.
We have what do you call a basic or informal report that deals with the ordinary miscellaneous,
day to day memorandum, letter, or form accomplished by any member of the unit, section, precinct/
station or department in accordance with the prescribe general orders, special order, circulars, numbered
memoranda.
WHAT ARE THE CONTENTS OF THE BASIC OR INFORMAL REPORT?
a. The heading or the letter head of the organization
b. The date of preparation or submission.
c. The person or office to whom it is addressed or submitted
d. The name of the writer or source of the report.
There are some exceptions to the Rule such as but not limited to: Reports of investigation on
administrative complaints and minor cases involving violation of city/municipal ordinances, basic or
informal reports are generally internal in nature. It seldom goes out of the department. What is a Report?
It is a permanent written record which communicates all important facts of the case to be used in the
future.
Capt. Henry M. Wrobleski, Book for the Record: Report Writing in law Enforcement wrote;
HOW ARE THE LAW ENFORCEMENT REPORTS CLASSIFIED?
1. Administrative Reports
2. Operational Reports
Administrative reports deal with the routine functioning of the department or agency. Such reports may
cover proper uniform, reporting procedures, and grievances. This book is primarily concerned with the
second type of report, operational reports, which deal with the activities of the law enforcement officers.
WHAT ARE THE BASIC FUNCTIONS OF THE PHILIPPINE NATIONAL POLICE?
1. CRIME PREVENTION
2. CRIME SOLUTION and
3. TRAFFIC CONTROL.
However, among these three (3) basic functions, the most basic is CRIME PREVENTION. If
we will be dealing with crime prevention or crime deterrence, we are dealing with police visibility. This is
the basic role performed by the members of the PNP. They are required to move around in their complete
and proper uniform. To be felt and seen by the public, so that in cases of emergency, people will know
that they have someone to call for assistance and service and they will have a feeling of security. While
the criminals and would be criminals will have a feeling of fear to commit a crime. In doing these, the
members of the PNP are preventing the commission of the crime by destroying the opportunity to commit
a crime.
WHAT IS THE CONCEPT OF POLICE REPORT?
1. Generally, the common thinking about police report is any written matter prepared by the
police involving their interaction with the community.
2. Another concept is that a police report is an exact narration of facts discovered during the
course of crime investigation which serves as a permanent written record for future reference.
3. Likewise, it is a permanent written record of police activities classified as informal and formal
which communicates important facts concerning people involved in criminal activities.
WHAT ARE THE FOUR (4) TYPES OF OPERATIONAL REPORTS?
1) Patrol Service Reports
2) Arrest Reports
3) Preliminary Investigation Reports
4) Supplemental Progress Reports/Follow-up Reports
Now that we already understand the different types, and classification of reports, we will now
proceed to criminal investigation. Any person who understands police report writing cannot proceed in
writing a police report until after he had undergone criminal investigation training/ seminars and he
should be a member of the Philippine National Police.
AS INVESTIGATOR YOU SHOULD REMEMBER AND MEMORIZE
THE MIRANDA WARNING
1. YOU HAVE THE RIGHT TO REMAIN SILENT. Anything you say can be used against you in
court.
a. Do you understand and invoke your right to remain silent? Yes___ No____
b. Understanding that right, do you wish to talk to me now? Yes ____No____
2. YOU HAVE THE RIGHT TO AN ATTORNEY of your own choice and have him present before
and during questioning. If you cannot afford, one will be appointed free of charged to represent you if you
desire.
a. Do you understand, you have the right to an attorney of your own choice /Yes____ No___
b. Understanding that right, do you wish to talk to me now? Yes___ No___

_____________________________________
(Name/signature of person under investigation)

Witnesses:
1._______________________ 2.________________________________

__________________________
(Name/signature of investigator)

CRIMINAL INVESTIGATION REPORT WRITING

PURPOSES OF CRIMINAL INVESTIGATION REPORT
(as presented by Basilio G. Cael & Juan Agas in their book A guide to Criminal Investigation)
Criminal investigation reports provide facts to competent authorities and serve as a record of
investigative activity. Criminal Investigation units are essentially responsible for collecting facts and
preparing written reports. Factual information’s are collected and reported on time to allow immediate
appropriate action.
WHAT ARE THE BASIC PURPOSES OF CRIMINAL INVESTIGATION REPORTS?
a. To preserve knowledge/ information about a case.
b. To provide accurate details about the case.
c. To aid other investigation and other agencies concerned.
d. To coordinate investigation activities within the organization.
e. To serve as reference by competent authorities.
STYLE
All reports are written in such a manner that it clearly presents only the relevant facts. The
presentation of these facts must not be distorted or confused by the writer's manner of expression. Clarity,
accuracy and brevity are emphasized based on facts.
CRITERIA
Reports being permanent records of investigative efforts are subject to close scrutiny at all levels
of the police organization including other concerned agencies of the government. Reports must meet
certain standards or criteria, some of which are as follows:
a. Reports must not contain vague or unclear terms.
b. Reports must be original and correct in both composition and grammar.
c. Abbreviation must be used appropriately and correctly.
d. The use of slang, colloquialisms or unnecessary technical terms should be avoided.
e. Reports must not contain any erasures, or alterations.
f. If any correction is to be made, then it must be corrected by changing the entire page to contain what is
correct.
g. All duplicate copies of reports must be legible, clearly readable.
h. When necessary, duplicate copies of reports must be officially authenticated.
i. Contents of reports must be factual and devoid of bias or prejudice on the part of those making the
report.
WHAT ARE THE CARDINAL PRINCIPLES OF GOOD REPORT WRITING?
a. ACCURACY. The writer or investigator must conform to the truth.
b. COMPLETENESS. This requires the inclusion of all relevant pertinent and material information.
c. BREVITY. Eliminate all irrelevant, unessential and unnecessary materials. It includes the ability to
make the report unified, coherent and emphatic.
d. FAIRNESS. The investigator should take the facts as he finds them and if ever he has theories, it must
be consistent with these facts.
e. FORM and STYLE .The arrangement of the materials presented should be in a manner that will make
the report easy to read. Form includes proper paragraphing, proper underscoring, proper
capitulation and proper heading. The report should be written in the third person, the investigator
referring to himself as 'This investigator'.
WHAT ARE THE TYPES OF REPORTS TO BE PREPARED?
INITIAL or REPORT PRELIMINARY. This is done as soon as complaint is received. Reporting
process begins when officer completes preliminary investigation report referred to as case report.

CASE REPORT. Refers to the initial detailed listing of the facts of the case.
THE PRELIMINARY REPORT CONTAINS THE FOLLOWING:
1. The offense
2. Current date / time
 3. Date and time of offense if known
4. Identification date pertaining to victim or other reporting party
5. Location of offense
6. Method of operation
7. Identification data pertaining to suspect(s)
8. Identification of officer(s)

PROGRESS REPORTS. Describe progress of the investigation from time to time and ensures constant
follow-ups.
Termination of investigation may be done due to:
1. Lack of leads, hence case is suspended.
2. Awaiting for further developments and gathering of evidences.
3. Closed - perpetrator(s) arrested and case filed in the proper court of jurisdiction.
FINAL INVESTIGATION REPORT is rendered when case is completed, that is complainant(s),
witnesses, sufficiency of evidences and perpetrators are identified so as to warrant filing of case and/or
termination of investigation due to circumstances listed above.
LEGAL FORM NO. 1
Samples of Investigation Report Format
(Letterhead)

__________________
(Date)

SUBJECT : (on this space - Indicate here whether the report you will be preparing is an initial
investigation report about a case, progress report or final investigation report)

TO : (Write the designation of the person/ or authority who assigned the case)
I. AUTHORITY FOR INVESTIGATION:
1. This portion should 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 was made on the basis of oral
orders, this should be stated naming the individual issuing the order and the date thereof. If made pursuant
to written orders, specific reference to the document, stating date and the original directing authority,
whether local or higher authority)
II. DETAILS
2. (This part of the report contains all relevant investigation activities conducted by the
investigator in his search for final answers to the 5W's and 1 H in solving the case it constitutes the
narration of work done on a case. it is the story of everything done on the matter. in making the report
writing are followed. Accuracy, completeness, brevity, style and form, and fairness should be observed. it
enumerates sources of information presented and including actions taken by investigator and the facts
gathered during the investigation.)
3. (Details should be presented in a logical chronological arrangement, that is, which one should be
presented first, and the next, etc.)
[Link]:
4. (This part of the report contains appropriate recommended actions to be taken by the one
authorized to make decision regarding disposition of all phases of the case depending on whether report is
initial investigation report, progress investigation report, and final investigation report.)

__________________
(Investigating Officer)

SAMPLE LEGAL FORMAT NO. 2

(Letterhead)

__________________
(Date)
SUBJECT: _________________________
MATTER OF CASE: ________________

I. AUTHORITY:
(This contains a brief statement of when, where and by whom the investigation was made and
should cite the authority for making it. if the investigation was made on the basis of oral orders, this fact
should be stated, naming the individual issuing the order and the date thereof. same holds true if made
pursuant to written orders, citing specific reference to the document and stating the date and the original
directing authority whether local or higher authority.)
II. MATTERS INVESTIGATED;
(This section represents the mission of the investigator/ investigating officer. In essence, it
answers the question: "What is the investigation about?" Most of these are written complaints or reports
alleging that some persons have committed some crimes or impropriety, or the complainant has been
unjustly treated. If the allegations are too long to cite, a summary may be made with appropriate
references to documents placed as appendix upon which the investigation was based.)
III. FACTS OF THE CASE:
(This contains a presentation of the real truth about the case or cases investigated. Appropriate
descriptions, completeness and clarity are particularly applicable to this section. It contains a coherent
presentation of all pertinent facts free from further arguments and bias and fully supported by evidences.
The facts regarding several matters at issue should be presented in the same manner as that presented in
the preceding section under "Matters investigated'. If there are several allegations to be handled, the
presentation should be such that the reader will know at all times which allegation is being considered.
The facts of each allegation should be put together to tell the story, especially if the investigating officer
is reporting orally. Short cuts for the sake of brevity are never permissible if they involve the omission of
a single fact necessary to establish the truth and to convey that conviction to a careful reader. Where the
only evidence procurable concerning an element of the case is the conflicting statements of two witnesses
who seem to be entitled to equal credence, the investigating office may quote from the testimony of the
witnesses. But this procedure should be exceptional and not used in lieu of making a determination of the
facts based on the study, analysis and weighing of evidences).
IV. DISCUSSION
(This section should indicate the presumption and inference from all the circumstances in the case
to give the directing authority the clearest possible picture. It should contain such related factual matter of
argument as may be necessary, to establish the conclusions and recommendations based thereon. In
simple cases, requiring no explanatory matter and meriting no mention of mitigating or extenuating
circumstances this section must be avoided. In that event this section should be indicated and worded
substantially as follows: "This case possesses no aspects or conditions requiring special discussion; and
there are no mitigating or extenuating circumstances'. Frequently, however, the evidence is so evenly
divided, pro and con, to the attending circumstances are so unusual that some explanation justifying
conclusions reached is necessary. In the event acts of irregularity or misconduct are established in the
case of a person whose past record has otherwise been such excellence, justice requires that it should be
included in the discussion. When the only obtainable evidence is that contained in the testimony of the
informant and of the person accused, the facts cannot positively be established. However, the records and
character of the accuser may be used to assist in determining the appropriate action. In such cases the
investigating officer's observation and opinions may appropriately be presented in this section of the
report. Whenever the available evidence is scanty and conflicting but the investigating officer has strong
and well supported convictions on the matter, the basis for the conclusions he made should be presented
in the discussion).
V. CONCLUSIONS;
(This represents a concise summary of the results of investigation directly consequent from and
supported by the facts. there should logically follow from the facts of the case as found and set forth in
the report, and should contain no item not supported by the facts contained in the preceding parts of the
report. They are usually stated in the order naturally suggested by the statement of the allegations or facts.
Conclusions should not be a repetition of the facts merely worded differently. Since the facts upon which
they are based will have preceded this section, no further statement of facts or repetition is necessary or
desirable in the conclusion. They should represent the investigating officer's honest, well-studied opinion
as to the real truth of each of the matters at issue. As such, they should contain no apology, or
qualification such as "it appears", 'it is believed', or 'it seems probable'.)
VI. RECOMMENDATIONS:
(This should contain the practical suggestions as to appropriate action to be taken to make
suitable disposition of all phases of the case. They should follow, as far as practicable, the same sequence
as was used in the presentations of the conclusions.
Recommendations should be consistent with and appropriate to the conclusions. They constitute
the investigating officer's judgment, based on the facts he has established, as to the action the directing
authority should take. They should stipulate the proper action in the case of a wrong committed or the
remedy for an unsatisfactory situation or condition found to exist. If the facts and conclusions disclose
that no wrong was committed nor was there a condition requiring correction, the recommendation may be
that the case be closed.)
____________________________
(Investigating officer)

LIST OF EXHIBIT/ANNEXES TO FINAL INVESTIGATION REPORT

“A” - Complaint Slip

"B" - Authority of Investigate
"C-1" - Sworn Statement of Witness 1
"C-2" - Sworn Statement of Witness 2
"D-1" - Sworn Statement of Suspect 1
"D-2" - Sworn Statement of Suspect 2
"E-1" - Arrest Booking Sheet
"E-2" - Laboratory Reports
"E-3" - Photographs
"E-4” - Other Documentary Evidence
(List of Exhibits/ Annexes - only five (5) letters are used or in case of additional sworn
statements, add annex 'C-3', etc. and "D-3' etc. as the case may be.)
INDEX TO WITNESSES/SUSPECTS

Name Exhibit Page No. Question No.

Witness 1 C-1 1-3 1-36

Witness 2 C-2 1-6 1-47
 Suspect 1 D-1 1-4 1-50

Suspect 2 D-2 1-6 1-56

LIST OF PLEADING/COURT ORDER

F-1 - Complaint/ letter of transmittal
F-2 - Information
F-3 - Warrant of Arrest
F-4 - Motions/Petitions
F-5 - Memoranda
F-6 - Resolution/ Decision
LEGAL FORM: SAMPLE CASE STUDY
Subject: Graded Investigation Analysis and Report Writing Practicum
Engr. Michael C. Pangilinan, owner of MP Construction Company, in 641 Sales Street, Sta. Cruz,
City of Manila, reported and complained to the Western Police District, Manila Police Department that
500 bags of cement, 20 wheel barrows, and cash of P500,000.00 were missing from his MP Construction
Hardware Store. Robbers destroyed the back window of one of the toilets of his store. He suspects one of
his helpers, named Joselito Batumbakal to be one of the culprits. Batumbakal and a companion Arnulfo
Sieraul were former employees of Engr. Michael C. Pangilinan previously dismissed due to dishonesty
and being engaged in drug abuse. The suspects had a record of previous thefts at Muntinlupa Police
Station according to Engr. Pangilinan. A witness identified as Eduardo Labrador saw the suspects used an
owner jeep stainless with two (2) others inside the jeep at about 2 a.m. during that time of incident.
Part I: Assuming you are the investigator on case, prepare your initial Investigation Report
.Part II: Prepare also an initial Progress Report based on same case scenario.
Part III. Prepare also an initial Final Report on same case.
Based on the same scenario above and with added facts as the suspects were identified/confirmed to have
perpetuated the crime of robbery including 2 others whose names remain unknown but Joselito
Batumbakal and Arnulfo Sieraul admitted the crime with the assistance of the 2 others in their sworn
statements. Facts reveal driver was not a participant as he was just commandeered by the suspects.
Evidences mentioned above were recovered. Witness statement was also taken. Supply all other findings,
complete investigation of the case and render a final investigation report with your recommendations)
following investigative report format, guidelines in the investigation of robbery cases.

LEGAL FORM NO. 3

Integrated Patrol
Republic of the Philippines
NATIONAL POLICE COMMISSION PHILIPPINE NATIONAL POLICE
 WESTERN POLICE DISTRICT
Police Station __________________
Police Station Address ________________

MEMORANDUM:
For : District Director
Thru : C, DOPD (D3)
Subject : BEAT PATROL CHECKLIST
DATE : _________ TIME: _____________

PRE -DEPLOYMENT OF LINE BEAT FOOT PATROL

(Yes) (NO)
____1. Formation of the incoming Shift Line Beat Detail was done at about hours.
____2. Line Beat Detail was accounted prior to their deployment. Absence details were reported and
replacements were made.
____3. The Platoon Commander conducted inspection in ranks to ensure their proper appearance and
completeness of the following individual equipment:
a. Sidearm holstered in a police duty belt
b. Pro-Baton
c. Notebook
d. Checklist
e. Flashlights (if applicable)
f. Raincoat/Rain boots (if applicable)
____4. Issued one (1) radio and one (1) long FA with corresponding ammunition to each of the line beat
patrol team.
____5. Disseminated important instructions, current policies/ guidelines from higher headquarters.
____6. Assignment of the line beats was read to the Line Beat Detail before their deployment.
____7. The line beat patrollers were dispatched at about hours.

LEGAL FORM NO. 4

POST-DEPLOYMENT OF LINE BEAT FOOT PATROL
(YES) (NO)
____1. That after the Line Beat Patrollers tour of duty, formation was again conducted at about hours.
____2. Accounting of the line beat patrollers was conducted. Those absent were reported for proper
administrative actions.
____3. That after accounting debriefing was conducted and line beat problems were noted and untoward
incidents were reported.
____4. Issue radio and long firearms from the beat patrollers were accounted and reissued to the next shift
detail.
____5. The platoon commander conducted inspection at least twice within his tour of duty.
____6. The Daily Patrol Report was accomplished by the shift patrol detail.
____7. Line Beat patrollers were properly dismissed on or about hours.

LEGAL FORM NO. 5

OBSERVATION FORM
1. PERSONNEL INVOLVED:
_____________________________________________________________________________________
_____________________________________________________________________________________
____________________________________________________________________________
2. AREAS COVERED:
_____________________________________________________________________________________
_____________________________________________________________________________________
____________________________________________________________________________
3. DURATION OF PATROLLING:
_____________________________________________________________________________________
_____________________________________________________________________________________
____________________________________________________________________________
4. UNSAFE CONDITIONS AND OTHER INFORMATION NOTED DURING THE PATROLLING
_____________________________________________________________________________________
_____________________________________________________________________________________
____________________________________________________________________________
5. (Check (/) and Indicate the exact location)
Location_____________________________________________________________________________
______________________________________________________________________________
Deep excavation w/o safe warning barricade
_________________________________________________________________________________Ope
n manhole______________________________________________________________________
Broken/leaning pole_________________________________________________________________
Uncollected/ accumulated garbage flooded road or any portion
thereoF___________________________________________________________________________
Leaking (MWSS) water line__________________________________________________________
Alleged illegal water connection________________________________________________________
Busted (MERALCO) light post________________________________________________________
Stalled/ abandon vehicle/ s____________________________________________________________
Ongoing/newly completed illegal construction____________________________________________
Fallen/broken tree/plant______________________________________________________________
Fire hazard such as natural or man-made (indicated) _______________________________________
Alleged illegal wire-tapping (PD No. 401)
_____________________________________________________________________________________
_______________________________________________________________________________
Defective traffic signs/light____________________________________________________________
Others____________________________________________________________________________
(Specify)_____________________________________________________________________________
_____________________________________________________________________________________
__________________________________
6. COMMENTS/ RECOMMENDATIONS:
_____________________________________________________________________________________
_____________________________________________________________________________________
____________________________________________________________________________
7. ACTION TAKEN ON OBSERVATION/S WHICH REQUIRE IMMEDIATE ATTENTION.
_____________________________________________________________________________________
_____________________________________________________________________________________
____________________________________________________________________________
8. REPORTED BY
_____________________________________________________________________________________
_____________________________________________________________________________________
____________________________________________________________________________

(Use the back side for additional information)

LEGAL FORM NO. 6
SIGNIFICANT INCIDENT REPORT
FROM: ___________________________________ TO: ____________________________________
WHAT: ___________________________________WHEN: ________________________________
WHERE: _________________________________________________________________________
WHO: (NAME OF Victim): __________________________________________________________
NAME OF SUSPECT (S): ___________________________________________________________
HOW:_______________________________________________________________________________
______________________________________________________________________________

CASUALTIES:
a) CRIMINAL SIDE:
______________________________________________________________________________
______________________________________________________________________________
_____________________________________________________________________
b) GOV'T SIDE:
______________________________________________________________________________
______________________________________________________________________________
_____________________________________________________________________
c) CIVILIAN:
______________________________________________________________________________
______________________________________________________________________________
_____________________________________________________________________
REMARKS:
______________________________________________________________________________
________________________________________________________________________

(Name of Officer on Case)

Certified Correct By: ________________________

Desk Officer: _________________________
 LEGAL FORM No. 7
CHECKLIST FOR FOOT PATROL AND EQUIPMENT
AND PULIS KABABAYAN CENTER
POLICE STATION NO. ___________ SHIFT ____________ POLICE BLOCK ___________
DATE: _____________

Line Name Sign NAME SIGN SHORT LONG RDOS

Beat# FAs FAs

Total

PULIS KABABAYAN CENTER NAME SIGNATURE

Mobile Car #:_____________

Crew: 1) 2) 3)
______________ ________________ _____________
(Notes/comments, if any, will be written at the back)
 LEGAL FORM No. 8
INTEGRATD PATROL

LOCATION OF TRAFFIC NAME SIGNATURE

POST
 LEGAL FORM NO. 9
WESTERN POLICE DISTRICT
MPSU RESPOND SHEET
Date ____________________
CALLER/INFORMAT:
__________________________________________________________________________________
ADDRESS/LOCATION:
__________________________________________________________________________________
(House Number) (Street) (Nearest Corner)
NATURE OF CALL: ________________________________________________________________
RESPONDING CAR: ____________________ ASSISTING CAR/S: _________________________
TIME OF DISPATCHED: ________________ TIME OF ARRIVAL: ________ RT: _____________
RECEVINGDESKMAN: ____________________________________________________________
SIGNATURE: _____________________________________________________________________
REPORT VIA RADIO (ADV INFO):
_____________________________________________________________________________________
_______________________________________________________________________________
REPORT VIA TELEPHONE;
_____________________________________________________________________________________
_______________________________________________________________________________

REMARKS:
_____________________________________________________________________________________
_____________________________________________________________________________________
____________________________________________________________________________
(DISPATCHER)

LEGAL FORM NO.10

PROJECT PROPOSAL FORMAT

Copy _____ of _____ Copies

Unit: _______
Date: _______
PROJECT PROPOSAL:
__________________________________________________________________________________
PROJECT CODE NUMBER:
__________________________________________________________________________________
REFERENCES:
__________________________________________________________________________________
[Link]:
II. MISSION:
a. Purpose
b. Objectives
c. Targets
III. OPERATIONAL PLAN:
a. Concept of Operation
b. Tasks
c. Coordinating Instruction
IV. FINANCE
V. REPORTS:
a. Periodic - Weekly & Monthly Development Reports
b. Review - Quarterly
c. Special Report - As obtained
LEGAL FORM NO.11

COPLAN FORMAT

Copy ____ of _____ Copies

Unit: ______
Date: ______

CASE OPERATION PLAN: ___________________________________________

PROJECT REFERENCE:
[Link]:
 a. Background
b. Operational Conditions
II. MISSION:
a. Purpose
b. Objectives
c. Targets
1. Personalities
2. Organization
3. Installation
III. OPERATIONAL PLAN:
a. Concept of Operation
b. Tasks
c. Operational Support
d. Security
e. Plan for Coordination
IV. ADMINSTRATION
a. Personnel
b. Logistics
c. Finance
V. COMMUNICATION
a .Regular
b. Alternate
c. Emergency
d. Clandestine Communication
1. Cut-outs
2. Live /Dead Drops
3. Signs/ countersigns
VI. REPORTS:
a. Periodic - Weekly & Monthly Development Reports
b. Review - Quarterly
c. Special Report - as required
d. Implementing Rules - as required
e. Spot Report - as required
[Link] DATE:

__________________________________
(Case Operation Center)

LEGAL FORM NO .12

SOURCE CONTROL DATA

(Surname) (First Name) (Middle Name)

Date of Birth: ____________________________ Place of Birth: _____________________________
Present Address: ____________________________________________________________________
Sex ____________ Nationality _______________ Civil Status _______________________________
Spouse Name ________________________________ Tel. No/CP# ___________________________
Religion________________ Blood Type ___________________ Occupation ___________________
TIN No.__________________________ GSIS/SSS No. ____________________________________
Complexion _______________ Built ______________________ Face ________________________
Hair _____________ Eyes _____________ Body _______________ Height ____________________
Weight ___________________________ General Appearance _______________________________
Identifying Characteristics ____________________________________________________________
Other Distinguishing Features _________________________________________________________
Education _______________________________ Foreign Training ___________________________
Military Service/Other Branch ________________ Employment _____________________________
Membership in the Organization _______________________________________________________
Targets ___________________________________ Code Name ______________________________
Operation or Project _________________________ Code Name _____________________________
Date of Recruitment _________________________ Handler ________________________________
Signature Specimens:
1)
2)
3)

LEGAL FORM NO. 13

Republic of the Philippines

Department of the Interior and Local Government
National Headquarters, Philippine National Police Directorate for intelligence
Camp Crame, Quezon City

DIRECTORATE CLEARANCE CERTIFICATE

Date____________

THIS IS TO CERTIFY that the individual named hereunder has been cleared under the
provisions of PNPR G-200-011 dated _________.
Purpose
: ________________________________________________________________________________
______________________________ ___________________________________
(Full Name) (Rank/Civilian Grade)
______________________________ ___________________________________
(Assignment) (Job Title)
______________________________ ___________________________________
(Place of Birth) (Date of Birth)
______________________________ ___________________________________
(Date of Investigation Completed) (Type of Investigation Completed)
______________________________ __________________________
(Agency which conducted the investigation) (Location of Investigative File)
__________________________________________________________________________________
DISTRIBUTION:
Copy Nr.
 Republic of the Philippines
Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
NATIONAL CAPITAL REGION POLICE OFFICE
Camp Gen. Ricardo G. Papa St., Bicutan,
Taguig, Metro Manila

SAMPLE ONLY

19 October 2019
STANDING OPERATING PROCEDURE
NUMBER: 02

PATROL PROCEDURES
1. REFERENCES;
a. Police 2000 (COPS)
b. NCRC New Cops on the Block (NCOBs):
c. Integrated Area/Community Pubic Safety Plan; and
d. NCRC SOP in the Conduct of Strong Points/Dragnet Operations.
2. PURPOSE:
This prescribes the basic procedures to be observed by the District/Station Mobile patrol elements
and new Cops on the Block (NCOBs) Patrol units in the conduct of visibility patrol.
3. OBJECTIVES:
a. To establish an effective patrol system at the station/block level in order to reduce criminal
opportunity and crime victims.
b. To identify the roles and responsibilities of patrol members.
c. To instill among the personnel of the New Cops on the block (NCOBs) the importance of
patrol in crime prevention and apprehension.
d. To develop the trust and confidence of the community in the police and enchance its support in
crime prevention.
4. CONCEPT OF OPERATIONS:
The AOR of the New Cops on the Block (NCOBs) shall be sectorized into patrol beats to
pinpoint area responsibility and avoid duplication of efforts. The patrol beat shall be determined
by the Block Commander in consultation with the Chief of Police (COP) depending on the
appreciation of the existing problems and situation obtaining in the area. The composition and
 frequency of the patrol shall likewise be dependent on the aforesaid factors. The District/Station
Mobile Patrol Unit shall complement the NCOBs with mobile patrol cars and elements as
necessary.
a. Roles and responsibility:
Patrolling, both foot and mobile shall involve the following activities:
1) Patrolling assigned beats, observing and checking suspicious people, structures/buildings,
compounds and vehicle;
2) Responding to calls, entertaining complaints, initiating the investigation and protection of the
scene and minimizing the after effects pf accident, fires and other catastrophes;
3) Inquiring at public gatherings, preventing disorders and dispersing unlawful assemblies;
4) Preventing crimes and arresting wrongdoers sighted, assuring the public that peace are
preserved;
5) Inspecting and /or conducting surveillance in various places of business establishments and
other installation and the removal of hazards of public safety;
6) Assisting traffic personnel of responsible agencies/unit in facilitating the flow of traffic at busy
intersections/roads within AOR;
7) Conducting home visitations, ugnayans/dailogue and organizing CVO's during the weekends;
and
8) Reporting occurrences and conditions which relate to crime, public place and order and public
safety.
b. Uniform:
1) GOA
2) Low Cut Black Shoes
3) Pershing Cap
4) Black belt with Holster
5) Name Plate
6) Authorized Raincoats on case of inclement weather
c. Equipment:
1) Side Arm
2) Pro-Baton
3) Handheld radio for Foot Patrol
4) Based Radio for Mobile Patrol
5) Marked vehicle for Mobile Patrol with yellow rope for establishing police line
 6) Flashlight for Night Patrol
7) Observation notebook/ ballpen
8) Handcuffs
9) Whistle
5. PATROL GUIDELINES;
a. Make a patrol plan. In any operation, careful planning is a must in order to avoid uunnecessary
waste of time, effort and resources;
1) Area Coverage
2) Organizational Detail of Personnel
3) Duration
4) Stand-by points
b. Designate District and Station Patrol Supervisors.
c. Inspect the members of the patrol on the completeness of the uniforms and the availability and
operational condition of personnel and equipment.
d. Conduct briefing prior to dispatch on the priority of activities to be undertaken during the
patrol as situation demands and to remind them on the strict observance of the PNP Rules of
Engagements before the dispatch. Debriefing shall likewise be conducted after the patrol. This
helps the Commander address immediate problem in his area.
e. Render hourly report of location and situation thru radio/ telephone to Block/ Station Hqs
TOC.
f. Render after patrol report duly signed by detailed personnel .NCOB Commanders shall
collate same and submit significant details to the Station patrol supervisor, who in turn
shall submit the more significant items in the NCOB reports to the District patrol Supervisor.
g. Strictly observe "Buddy System" during the patrol operations.
6. PATROL PROCEDURES
a. Observe precautionary measures and personal safety while on patrol.
b. Drivers of mobile Cars on patrol must practice defensive driving and must follow traffic
rules and regulations.
c. Select routes which provided best risibility.
d. Be observant of people, places, situations or conditions and develop a suspicious attitude
even if they appear to be slightly out of the ordinary.
e. Use tack and persuasiveness when conducting spot inquiry or questioning individuals for
information. Disguise questioning as a simple conversation as if may be taken negatively if in
the form of interrogation.
 f. When inquiring a suspicious person or any individual for identification, never handle the
wallet or bag in which the cards/ documents are located. Let the individual remove and hand
them to you.
g. Be familiar as much as possible with known criminals/ ex-convicts residing in or frequenting
the patrol beat. Some of them may turn to a life of crime after they have been arrested and
punished.
h. Be on the alert for loiterers. They may be law-abiding citizen with enough time to spend or
they may be homosexuals/ sex offenders waiting for their victims, drug dealers, smugglers,
vagrants, look-outs and criminals casing the scene of a planned handled.
i. Keep under close observation actions of juveniles, trouble makers/ agitators and mentally
ill/retarded persons. They pose a potential danger to others if not properly handled.
j. Observe the practice of "shaking doors" of unguarded business establishments during night
patrol. Check for sings of intrusion.
k. When checking suspicious persons, places, buildings/ establishments and vehicles
especially during night time, be prepared to use your service firearm. Flashlight should
be held well away from the body to avoid making yourself as a target.
l. Be familiar with all personnel who are likely targets for robbery or may be utilized as
temporary refuge by criminals.
m. Keep watch of unoccupied homes. They are likely targets for robbery or may be utilized as
temporary refuge by criminals.
n. Patrol members should avoid loitering in theaters, restaurants or public places. Active and
aggressive patrolling is a great deterrence to crime, where the patrol may appear at any time and
at any place, when least expected.
o. Develop contacts by getting to know as many people as possible who can give factual
information about crime condition in the patrol beat.
p. Patrol members must be always on the look-out for indications of vices and other illegal
activities in the beat. The mere fact that hey have expressed themselves in front of an impartial
third party may help them develop a solution to their problem. Immediate response though
necessary for these kind of call.
q. Patrol members must keep themselves well informed of all conditions, events and particular
places in his beat. This would enable them to provided information and direction to people asking
for assistance.
7. RESPONDING TO CALLS FOR POLICE ASSISTANCE:
a. Get and note down in your patrol logbook all available data as to the nature of the calls, date,
time and name of the caller. It may be routinary, urgent or emergency in nature.
b. In all cases, the driver of the mobile patrol should avoid reckless driving.
c. The manner of approach will be dependent on the nature of the call whether with haste or with
secrecy and with or without flashing lights and sirens.
d. Consider the pertinent factors as time of the day, conditions of the traffic, the possibility of
greater damage and the neighbourhood characteristics.
e. Stop the car some distance away from the scene.
f. Approach the scene on foot in complete silence exercising extreme caution.
g. Immediately attend to the injured unless the patrol members and others are in immediate
danger.
h. Make every effort to arrest criminals. Except for aiding the injured, this has the first priority.
i. Determine the type of crime committed, identify and question briefly the victim/ complainant
and possible witnesses at the scene.
j. When the suspects or criminals have fled the scene before your arrival, immediately relay same
to the Station TOC. The composition, armament and appearance of the suspects to include the
mode and direction of suspects, for the activation of Dragnet operations.
k. Do not attempt to arbitrate and resolve conflicts/ differences between neighbours, landlords/
tenant, husband and wives. However, you should allow both sides to tell their stories.
l. When responding to street fight/brawls, the patrol member should call for additional assistance
before intervening. A show of force is always necessary. If there are no injuries and not enough
corroborative statements obtained to identify who started the fight, just dispersed the crowd and
make complete notes on your notebook
m. Never treat call or complaints of loud noises caused by barking dogs, drunks, appliances and
parties as not important or a nuisance These be viewed as another form of public service. They
only need courteous and tactful intervention and not enforcement actions.
n. When responding to call for police assistance due to planted explosives or found explosives, do
not touch/alter or lift the object. Instead contact TOC and request for EODT. On lookers must be
driven away.
o. When responding to call s for owners of beer houses, bars or inns or any other similar
establishments during night time, the request from the owner to put on the light first before
entering such establishments. This will prevent surprise move of the subject of the call when they
are armed.
8. PROTECTING AND PRESERVING THE CRIME SCENE.
a. Arrive as soon as possible, establish a police lines and excludes unauthorized persons from the
scene.
b. Avoid touching or stepping on anything that may represent evidence.
c. Look and protect adjacent area to the scene where firearms, footprints, drop articles and
bloodstains could often be found.
d. Look for the presence of bloodstains and other body fluid. They are easily ignored and
obliterated.
 e. Turn over all initial information and evidences gathered to the responding investigation
unit/elements.
9. COORDINATING INTRUCTIONS:
a. Patrol members shall strictly adhere to the provision of PNP Engagement in dealing with any
contingency situation.
b. Patrol members shall strictly observe Rules 113 and 126 of the New Rules on Criminal
Procedures of 1985 as amended, in effecting arrest, search and seizure.
c. Dealings with civilian shall be undertaken with outmost care and courtesy.
d. Lateral coordination between patrol units and consultation with key personalities in the beat are
highly encouraged
e. Willful violation of any of the above provisions of the SOP shall be dealt with accordingly
pursuant to the Disciplinary provisions of RA 6975.
10. EFFECTIVITY:
This SOP shall take effect upon publication. For widest dissemination and strict compliance.

LEANDRO R. MENDOZA
Police Chief Superintendent
Regional Director
Distribution:
All NCRC Units
All Directorial Staff
Copy Furnished:
DRDA
DRDO
DCDC
THE POLICE BLOTTER
Circular Number 5 issued by the General headquarters, Philippine National Police, dated
December 10, 1992, is the rule "PRESCIBING UNIFORM POLICE BLOITER FOR THE PHILIPPINE
NATIONAL POLICE'. This rule shall be followed by the different police offices and units throughout the
country in making an entry of events and incidents on the police blotter.
References
a. RA 6975 Establishing the Philippine National Police
Rules and Regulations Governing the Philippine National Police
Purpose
The purpose of the circular is to prescribe a uniform police blotter for the Philippine National
Police and to define the rules and procedures for making entries.
Definition
A Police Blotter is a record of daily events occurring within the territories and jurisdictions of a
given police unit or command. It contains material details concerning the event for legal, and statistical
purposes
Form and Size
The Police Blotter shall be a record book with hard cover and shall be 12 inches by 16 inches in
size. The front cover of the blotter shall contain the name or designation of the police force and particular
police district or station, together with the designation of the specific police unit or sub-station, the
volume or book number, the series number and the period covered.
What are the contents of entry?
The entry in the police blotter should answer the following questions:
a. Who
b. What
c. Why
d. Where
e. When
f. How
g. Disposition of the case
HOW ARE YOU GOING TO ANSWER THE 5W'S AND 1H?
In answering the 5W's and 1H and the case disposition all details about the event, including:
a. The name of the suspect;
b. The name/s of the victim;
c. The eyewitnesses, if any;
d. The nature of the action or offense;
e. The possible motive;
f. The place;
g. The date and the time of occurrence
h. The significant circumstances that aggravate or mitigate the event or the crime should be
entered along with;
 i. The identity of the officer;
j. To whom the case was assigned
k. Officer-on-the case;
l. The status of the case.
m. The following are the incidents or transactions that are to be entered in the police blotter:

1. Violation of laws and ordinances reported and recorded;

2. All calls in which any member of the PNP is dispatched or takes official action;
3. All fire alarms, report and information received by the stations;
4. Movements of prisoners with corresponding notations on the authority for such
movements;
5. Cases of missing and 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 arrests and returns made; and
11. Miscellaneous cases, general and special orders, violations of rules and regulations,
12. Any other reportable incident that the substation, station commander, or higher
authority desires to be recorded.
Note: Students will be requested by the professor in charge of the class to have a Xerox copy of the police
blotter for them to see the actual police blotter.
PROCEDURES FOR MAKING ENTRIES IN POLICE BLOTTER
1. All entries in the police blotter shall be handwritten in a clear, concise and simple manner but
must answer as far as practicable, the 5W's and 1H.
2. Only facts are entered in the blotter.
3. No erasures shall be made on the entries. Corrections are made by drawing a horizontal line
over such words or phrases and the actual entry initiated by the police officer making the
correction.
4. A ball pen or pen with blue, black or blue-black ink is used for making the entries.
5. Misrepresentations in the blotter or any attempt to suppress any information is punishable
criminally and administratively.
 6. All entries must be legibly written in longhand and consecutively numbered.
7. Every page of the blotter shall be consecutively or chronologically filled in. No line or space
shall be left blank between any two entries.
8. Any development of the 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 however should be
made.
9. During every shift, the Duty Sergeant, under the supervision of the Duty Officer or Complaint
Desk officer, shall make the actual entries on the blotter and at the end of their tour of duty, both
the Duty Sergeant and Duty Complaint Desk Officer shall sign the blotter.

WHOSE UNITS ARE REQUIRED TO MAINTAIN POLICE BLOTTERS?

a. Every Police Station or sub-station shall maintain a Police Blotter.
b. All PNP operating units or divisions in the Metropolitan Police district, in addition to the
stations and sub-stations shall likewise maintain a separate blotter.

WHO WILL BE RESPONSIBLE IN SUPPLYING THE POLICE BLOTTERS?

1. General Headquarters, Philippine National Police shall supply Police Blotters to each PNP
unit, station or sub-station who shall reflect the same on their property books as accountable
items.
2. The PNP unit commanders shall be responsible for the proper maintenance, use, safekeeping
and accounting of the police blotters.
3. Pending procurement and issuance of police blotters by GHQ PNP, police forces shall continue
to use the present blotter, provided, the forms and rules shall be follower.
 LEGAL FORM No. 15
SAMPLE OF POLICE BLOTTER

ENTRY DATE TIME EVENTS/ACCIDENTS DISPOSITION

NO.

16”

LEGAL FORM NO. 16

 EXAMPLE OF POLICE REPORT FORMAT

Republic of the Philippines

National Police Commission
Philippine National Police Muntinlupa City Police Station
City of Muntinlupa, Metro Manila

MCPS-IN July 10, 2019

CERTIFICATION
TO WHOM IT MAY CONCERN:
THIS IS TO CERTIFY that based on the Police Blotter of the station, as shown on page 10, under
Entry No. M-2008-061, dated July10, 2019, the following entries of events exists, to wit:
July 10, 2019/1502H/C2008-061

SLIGHT PHYSICAL INJURY

Stated in this portion is the statement of facts that answer the 5W’s and 1H.
The reporter has affixed his signature this 10th day of July 2019.

[Link] C. PANGILINAN
(Reporter)
This certification is issued upon the request of Mr. Eduardo T. Labrador for whatever legal
purposes and intents it may serve.
Prepared by:
ISABELO A. FORONDA
SPO3 PNP
Officer -on- Case
NOTED BY:
JOSE A. DELA PENA
Police Superintendent
Chief of Police

SAMPLE SINUMPAANG SALAYSAY

 Kusang loob na salaysaly ni JUAN PATRICIO BACOBO y DIOSIO na ibinigay kay PO1
JANETH BENET CORNEL ng Women and Children Protection Desk, Muntinlupa City Police Station
ngayong ika-22 ng Enero 2019 sa ganap na ika 10:30 ng umaga sa harap ng kanyangg nanay na si
JUANA BACOBO.
01. Tanong; Gng. JUAN PATRICIO BACOBO ay kukuhanan ko ng salaysay hinggil sa kanyang
reklamo sa kanyang pangbubugbog, ngunit sa kadahilaanan na siya ay isang menor de-edad at sa ilalim
ng ating Bagong Saligang Batas siya ay nangangailangan pa ng inyong pahintulot at patnubay upang
makapagbigay ng isang MALAYANG SALAYSA, ikaw ba ay pumapayag na siya ay kunan ng salaysay
at iyong gagabayan sa imbestigasyong ito?
Sagot: OPO
02. Tanong: JUAN PATRICIO BACOBO, ikaw ba ay nakaahandang magsabi ng katotohanan sa
pagsisiyasat na ito?
Sagot: OPO
03. Tanong: Sabihn mong muli sa akin ang iyong buong pangalan?
Sagot: OPO
04. Tanong: Ano ang dahilan bakit ka narito sa aming tanggapan?
Sagot: Para po magreklamo
05. Tanong: Sino naman ang iyong inereklamo?
Sagot: Sila CRISOLOGO DE COLOG y BARRIO, 34 taong gulang, may asawa, Jeepney driver
at kasalukuyang nakatira sa No.7 Sampaguita, Bagong Daan, Bayanan, Muntinlupa City at Si RUDY
ANTONIO y MASLOG, 22 taong gulang, binate at sidewalk ventor at nakatira sa No.7 Sampaguita,
Bagong Daan, Bayanan, Muntinlupa City.
06. Tanong: Bakit mo inrereklamo sila CRISOLOGO DE COLOG y BARRIO at RUDY ANTONIO
y maslog?
Sagot: Dahil pinagpapalo po ako ng bato.
07. Tanong: Kailan at saan nangyari ang sinasabi mong pagpalo ng bato sa iyo?
Sagot: Kagabi po humigit kumulang als 11:00 ng gabi petsa ng Hunyo 21, 2019 sa Bagong
Daan, Bayanan, Muntinlupa City.

08. Tanong: Maari mo bang isalaysay sa akin ang buong pangyayari?

Sagot: Kagabi po napadaan kami ng mga kaibigan ko sa Mang Inasal Restaurant pauwi na po
kami galing sa peryahan pagdaan namin sa Bagong Daaan ay napagkamalan kami ang bumato sa kanila
kaya hinabol kami kung kaya nagtakbuhan kami, at nakainom po sila. Nahuli akong tumakbo ng bigla
ako hinawakan nung isang lalaki na naka-puting T-shirt na si RUDY. Pinagsusuntok ako sa isang likod at
kumuha yung naka green na sando na si CRISOLOGO ng bato at ipinalosa aking likod, sa ulo, pinalo ng
kaibigan ko si CRISOLOGO kaya binitawan ako pero pinagsusuntok pa nila ako sa aking katawan at sa
aking nguso.
09. Tanong: Ano po ang sumunod na nangyari?
Sagot: Binuhat na po ako ng mga kaibigan ko at dinala ako sa Barangay dahil nandoon po yung
ambulansya at dinala ako sa OSMUN (Ospital ng Muntinlupa)
10. Tanong: Pansamantala wala na muna akong itatanong sa iyo may sasabihin ka pa ba?
Sagot: Wala na po.
11. Tanong: Hand aba itong lagdaan bilang patunay sa iyong sinasabi?
Sagot: OPO

(sgd)
JUAN PATRICIO BACOBO y DIOSO
Nagsalaysay

Witnesses:

I hereby certify that I have personally examined the affiant/s and that I am satisfied that
he/she/they voluntarily executed and understood his/her/their affidavit

(sgd)
BERNIGNO A. PALIPAD
ASSISTANT CITY PROSECUTOR

LEGAL FORM NO. 18

SAMPLE PINAGSAMANG SALAYSAY

Republika ng Pilipinas )
Lungsod ng Muntinlupa ) SS.

PINAGSASAMANG MALAYANG SINUMPAANG SALAYSAY

Kami, sina PEDRO FRANCO y FRANCO y RILAY, 15 taong gulang (April 14, 1994), OSY at nakatira
sa Valeria St., Purok 5, Bayanan, Muntinlupa City at JOSE CALIBRE y BRAGANTE, 15 taong gulang
(June 29, 1994) OSY at nakatira sa Purok 6, Block 6, Geniza St., Bayanan, Muntinlupa City, na
pinatnubayan ni GNG. Rodalyn B. Butones ng SSD, Lungsod ng Muntinlupa at sa ilalim n gating Bagong
Saligang Batas na umiiral sa kasalukuyan ay buong laya ng nagsasaad ng mga sumusunod:
NA, kami po ay pawang mga menor de-edad na tumatayong testigo sa kasong isinapma ni JUAN
PATRICIO BACOBO sa kasong pamumukpok sa ulo at mukha laban kay CRISOLOGO DE CALOG y
BARRIO at RUDY ANTONIO y MASALOG.
NA, humigit kumulang 9:00 ng gabi ng ika-21 ng Hulyo 2009, kami, kasama si JUAN PATRICIO, at iba
pa naming kaibigan ay naglalakad na pauwi sa amin nang mapadaan kami sa Bagong daan habang
naglalakad ay nakita naming na may ilang baton g tumatama sa amin at nagsisigawang ang mga tao doon.
Napahinto po kami at napadaan sa amin ng dalawang lalaki na sina CRISOLOGO DE CALOG at RUDY
ANTONIO nang biglang hilahin si JUAN PATRICIO papunta sa madilin ni RUDY ANTONIO at ang
kasama niyang si CRISOLOGO DE CALOG. May sinag po ng konting liwanag ang pinagdalhan sa
kanya, kung kaya nang pukpukin siya sa ulo at mukha ni RUDY ANTONIO habang hawak siya ni
CRISOLOGO DE CALOG ay nakita po naming iyon.
NA, hindi naman po namin mapuntahan si JUAN PATRICIO habang pinagpapalo siya ng dalawang
lalaki dahil may nambato din po sa amin galing sa aming likuran kaya nang iwanan siya nila
CRISOLOGO at RUDY ay agad naming siyang pinuntahan. Nang makita nain siya ay duguan na siya at
hilong-hilo at hindi po siya makatayo ng maayos at doon na po siya nawalan ng malay. Hanggang sa
itakbo nap o siya ng Ospital. Habang kami ay nagpunta ng Barangay Bayanan.

NA, habang kami ay nandon sa Barangay Bayanan, ay dumating ang ilang mga barangay pulis dala ang
dalawang lalaki. Nang namukhaan naming sila ay positibo naming itinuro na sila talaga ang nagdala sa
madilim na lugar at pumalo sa ulo at mukha nii JUAN PATRICIO na naging dahilan po para mawalan
siya ng malay.
NA, lahat po ng aming isinalaysay ay pawang katotohanan lamang na walang sinumang nag-utos o
namilit upang ito ay aming gawin at bilang patotoo ay aming inilagdaaan ang aming pirma sa ilalim ng
kasulatang ito.

(SGD) (SGD)
PEDRO FRANCO y RILAY JOSE CALIBRE y BRAGANTE
Nagsalaysay Nagsalaysay

Pinatnubayan ni;

(SGD)

Gng. RODALYN B. BUTONES

SSD Representative
SUBSCRIBED AND SWORN TO BEFORE ME THIS _____ DAY OF __________ AT CITY OF
MUNTINLUPA, PHILIPPINES

CERTIFICATION
I hereby certify that I have personally examined the affiant/s and that I am satisfied that he/she/they
voluntarily executed and understood his/her/their affidavit.

(sgd)
BENIGNO A. PALIPAD
ASSISTANT CITY PROSECUTOR

LEGAL FORM NO. 19

SAMPLE OF INQUEST

Republic of the Philippines

NATIONAL POLICE COMMISSION
SOUTHERN POLICE DISTRICT
MUNTILUPA City Police Station
Women and Children Protection Desk
City of Muntinlupa
MEMORANDUM
FOR : The Honorable City Prosecutor IS No. 08-K 05338
City Prosecutor’s Office
Muntinlupa City
SUBJECT : INQUEST
Re: Frustrated Homicide
in relation to Violation of RA 7610 (Child Abuse)
DATE : 22 July 2009
RESPECTFULLY REFERRED for inquest to the City Prosecutor’s Office the living person of
CRISOLOGO DE CALOG Y BARRIO and RUDY ANTONIO y MASLOG including pertinent
documents relative to as case of Frustrated Homicide in relation to violation of RA 7610 (child abuse)
committed at about 11:00 [Link] 21 January 2009 at Bagong Daan, Bayanan, Muntinlupa City lodge by
herein complainant, requesting for evaluation and proper disposition to wit:

COMPLAINANT / VICTIM:
JUAN PATRICIO BACOBO Y DIOSO, 12 YRS. OLD BORN on June 2, 1997, student and a resident of
No. 208 Purok 5, Bayanan, Muntinlupa City (Assisted by his mother, MRS. JOANA BERNABE)
SUSPECTS (Arrested):
CRISOLOGO DE CALOG y BARRIO, 34 yrs. Old, married, jeepney driver and a resident of Sampaguita
#7 Bagong Daan, Bayanan, Muntinlupa City.
RUDY ANTONIO y MASLOG, 22 yrs. Old, single, construction worker and a resident of Sampaguita
#7, Bagong Daan, Bayanan, Muntinlupa City.

ARRESTING OFFICERS:
B/P ENRICO VILLAMIN AND B/P REYMUNDO ESPANOLA
Brgy. Police of Brgy, Barangay, Muntinlupa City

OFFICCERS ON CASE:
PO1 JANETH BENET CORNEL and PO1 MELISSA M. MARCOPER
WCPD, Muntinlupa City Police Station, Muntinlupa City
FOR THE CHIEF OF POLICE

ROSE MARIE BULIG

Police Chief Inspector
Chief, WCPD

Incls;
SS of minor victim
Affidavit of Arrest
Waiver of Detention
Medical Certificate of Victim issued by OsMun
Medico-legal exam result -to follow
Birth Certificate of minor victim –to follow
 LEGAL FORM NO. 20
SAMPLE NATIONAL PROSECUTORS SERVICE

Republic of the Philippines

Department of Justice
NATIONAL PROSECUTION SERVICE
OFFICE OF THE CITY PROSECUTOR
Muntinlupa City
I.S. NO. 08 K 05338

JUAN PATRICIO BACOBO y DIOSO

Assisted by his mother, JUANA BACOBO
Complainant -
FOR: Frustrated Homicide in
rel. to viol. Of RA 7610
(Child Abuse)

-versus-
CRISOLOGO DE CALOG y BARRIO
RUDY ANTONIO Y MASALOG
-Respondent –
REQUEST FOR PRELIMINARY INVESTIGATION AND WAIVER OF ARTICLE 125 REVISED
PENAL CODE.
I wish my waived of right to Preliminary Investigation and for this purpose. I hereby voluntarily
waive my right under the provision of Art. 125 of the Revised Penal Code pending to the completion of
the Preliminary Investigation Proceeding. I agree to remain under the Police Custody.
Muntinlupa City, Philippines
(Sgd)
CRISOLOGO DE CALOG y BARRIO
RUDY ANTONIO y MASLOG
Respondent
 (Signature over printed name)
Assisted by:
Responsible Person / Counsel
LEGAL FORM NO. 21

SAMPLE REGIONAL TRIAL COURT INFORMATION

Republic of the Philippines

REGIONAL TRIAL COURT
NATIONAL CAPITAL JUDICIAL REGION
MUNTINLUPA CITY
PEOPLE OF THE PHILIPPINES

CRIM. CASE NO. 08-993

(I.S. 08k-05338)
versus
-for- FRUSTRATED HOMICIDE
IN RELATION TO RA 7610
CRISOLOGO DE CALOG y BARRIO
& RUDY ANTONIO y MASLOG
(BOTH of Sampaguita #7 Bagong Daan
Bayanan, Muntinlupa City) and
ACCUSED:
Detained: Muntinlupa City Jail
Tunasan, Muntinlupa City
X-------------------------- X

INFORMATION
The undersigned Assistant City Prosecutor accuses CRISOLOGO DE CALOG y BARRIO and RUDY
ANTONIO y MASLOG of the crime of Frustrated Homicide in relation to RA 7610, committed as flows:
 That on or about the 21st day of July, 2009 in the City of Muntinlupa, Philippines and within the
jurisdiction of the Honorable Court, the above-named accused, conspiring, confederating, and mutually
helping and aiding one another, armed with the stone, with intent to kill, did then and there willfully,
unlawfully and feloniously attack, assault, strike with a stone, JJUAN PATRICIO BACOBO y DIOSO,
12 years old, in the different parts of the body and head, continuously punching and hitting his mouth and
body, thereby inflicting upon his person wounds which are fatal,, thus performing all the acts his person
wounds which should have produced the crime homicide, as a consequence but nevertheless did not
produce it by means of a cause independent of his will, that is due to the timely and able medical
attendance rendered which prevented his death, such acts of child abuse are prejudicial to the
development and growth of JUAN PATRICIO BACOBO y DIOSO.

Contrary to law,
Muntinlupa City, July 24, 2009

BENIGNO A. PALIPAD
Assistant City Prosecutor

SUBSCRIBED AND SWORN to before me this 24th day of July, 2009 at Muntinlupa City.

FERNANDO B. SUMMULONG
Assistant City Prosecutor

LEGAL FORM NO. 22

SAMPLE REQUEST FOR MEDICO LEGAL EXAM

HEADQUARTERS
MUNTINLUPA CITY POLICE STATION
CRIMINAL INVESTIGATION SECTION
City of Muntinlupa

MEMORANDUM:
FOR : The Health Officer
Ospital ng Muntinlupa
 Alabang, Muntinlupa City
SUBJECT : MEDICO Legal Examinations, Request for
DATE : July 25, 2019

1. Respectfully request to conduct medico legal examination the living person of CRISOLOGO
DE CALOG y BARRIO 34 years old, married and resident of Bagong Daan, Bayanan, Muntinlupa City
2. subject person is a suspect of alleged Child Abuse that look July at Bagong Daan, Bayanan,
Muntinlupa City on or about 10:30 P.M of January 21, 2009. Likewise said suspects is a complainant of
alleged physical injury that occurred at front of Prosecutor’s building around 7:30 P.M July 22, 2009.
3. Hoping for your usual cooperation regarding this matter.

(Sgd)
MICHAEL A. PANGILINAN
Police Senior Inspector
Chief, Investigation

LEGAL FORM NO. 23

JURAT

SUBSCRIBED AND SWORN to before me, this………… day of……….. 200…., by ………, who
exhibited to me his community Tax No …………… issued at ……….. on …………

Notary Public
Until December 31, 200_____
PTR NO. --------------- (Date & Place of Issue)
Roll of Atty. No. ----------------------------------
IBP Receipt No. __________________ (Date & Place of Issue)

Doc. No. …………………………

Page No. …………………………
Book No. ………………………...
Series of 200……………………..

This is a certification by an officer authorized to administer oath, that the truth of the statement was
affirmed before him by the affiant. If the affiant is not known to the officer or notary public competent
evidence of identify is necessary.

LEGAL FORM NO. 24

AFFIDAVIT OF LOSS OF DRIVER’S LICENSE.

REPUBLIC OF THE PHILIPPINES

MUNICIPALITY OF _____________ ) SS.
PROVINCE OF _________________)
AFFIDAVIT
I…………………… of legal age, single/married to …………… and a Resident of
……………………..after having been duly sworn on oath in accordance with the law hereby voluntarily
depose and say:
1. ___________That I am a driver by profession, with License No. ………………..issued by the
Board of transportation at …………………….,
2. ___________That sometime between the months of………………and I was at
……………………… and thereat earning my livelihood as driver for Mr. ………………..
3. ___________That quite by accident, on the ………….day of …………….. more or less, my
wallet fell from my hip pocket while I was on my way on work; That I noted the loss only when, upon
reaching my destination, I saw that my wallet was gone, together with my driver’s License No.
…………………..... and a little money.
4. __________That I took pains to look for said wallet and license but to no avail.
5. __________That I am executing this statement to attest to all above facts, and to request the
proper authorities to grant me a new license.
IN TRUTH WHEREOF, I have hereunto signed my name below, this ….. day of
……………………20___ at ……………….

………………………………………..
 Affiant

LEGAL FORM NO. 25

SPECIAL POWER OF ATTORNEY

KNOW ALL MEN BY THESE PRESENTS:

We ………………..and …………………..spouses, of legal age, with residence and post-office

address at ……………….
Do hereby APPOINT, NAME and CONSTITUE……………………,likewise of legal age, single/married
to ………………………….with residence at ………………… As our true and legal representative to act
for and in our time and stead and up to perform thee following acts during the period of time that we shall
be abroad;
To sell, offer for sale, and come to agreement as to the purchase price and thereafter to sign for us
and in our name and receive the consideration for the sale of our share in the following described
realities:

(Description)
HEREBY GRANTING unto our representative full power and authority to execute and perform
every act to render effective the power to sell the foregoing properties, as though we ourselves, have so
performed it, and HEREBY APPROVING ALL that he may do by virtue hereof with full right of
substitution of his person and revocation of this instrument.

IN WITNESS WHEREOF, WE HAVE HEREUNTO SET OUR HANDS THIS ……. DAY OF
…….. 20 ________.

WITNESSES:
……………………………………………………………………………………………………………......
(ACKNOWLEDGE WHERE THE PRINCIPAL NOT
PERSONALLY KNOWN TO THE NOTARY PUBLIC BUT PRESENTS COMPETENY EVIDENCE
OF IDENTITY.)
 LEGAL FORM NO. 26

FORM OF COMPLAINTS IN CRIMINAL CASES

Violation of Municipal Ordinance._____

COMPLAINT
THE UNDERSIGNED ………………………………………….., accuses Series of
2000…………,of the municipality of ………………………… committed as follows:
That on or about the…………day of…………20____..........,in the Municipality
of………………….and within the jurisdiction of this and storage of two hundred (200) cans of kerosene
gas in his store bodega situated at Specific prohibition of Ordinance No…………….of the Municipality,
which authorizes only the storage of gas up to not more than ten (10) can, for reasons of fire prevention
and public safety.
Municipality of…………………………………………………………………………………………..
Date……………………………………………………
………………………………
Chief of Police

WITNESSES:
Name Address
………………………………………………………………………………………………………………
………………………………………………………………………………………………………………
 LEGAL FORMS NO. 27

ACT OF LASCIVIOUSNESS

COMPLAINT
The undersigned accuses………………………………….. of the crime of ACT OF
LASCIVIOUSNESS, defined and penalize under Art. 336 of the Revised Penal Code, committed as
follows:
That on or about the………day of………………………20___ ……., in the Municipality
of……………………Province of……………., and within the jurisdiction of Hon. Court, the said
accused……………………………..did then and there wilfully, unlawfully, and feloniously embrace on
Maria de Jesus, when the latter was about to enter a public latrine, holding her breast and taking liberties
upon her person by force and against the will of said Maria de Jesus.
Contrary to law:
……………………………..,20___
………………………………………………
Offended Party

Note:
The elements of the crime are : (1) Any act of lasciviousness or lewdness, (2) the same is committed
under any of the following circumstances: by using force or intimidation, or where the offended party is
deprived of reason of unconscious, or is under 12 years of years.
WHAT ARE RECORDS?
According to Dr. Andres Agsalda, Records, consist of the following items: handwritten,
typewritten, or otherwise reproduced matter, including books or statements of accounts, financial
statements, contracts permits, agreements, documents; all police reports, forms, police blotters, minutes of
the meeting, maps, logbooks, drawing, tracing, reproductible, prints, publications, catalogues, mailing
lists, speeches, press clippings, periodicals, press releases, statistical tables, transcripts, and watch control
tapes, arrest books, juvenile records, traffic records, complaint reports, identification record, statements,
confession, and other evidences; all kinds of photos and films, bail and bond records, property records
releases, and all types of communication logs. It also includes as records are paper and magnetic tapes,
disc records, punch card and microfilm and etc.
Records are all papers, books, book maps, photographs or other documentary materials
regardless of physical form or characteristics, made or receive by a law enforcement agency, in pursuance
of its legal obligations.
WHAT IS RECORDS MANAGEMENTS?
 Function of administrative management business operations and education-concerned with the
creation, protection, retention, retrieval, preservation of records and records information required for the
continuance of government, business and industry operations at cost consistence with services involved.
WHAT ARE THE ELEMENTS OF POLICE RECORDS?
The police records elements are established to provide all departmental records keeping an
information retrieval service except those records exclusively concerned with personnel, fiscal and related
management matters. Depending upon the size of the agency, but especially in very small departments,
the latter may be also be maintained by the records staff, as well as record dealing with property land
evidence currently in the department’s custody.
The responsibility or the records services segments of a records and communication division fall
into three (3) major categories:
1. Maintenance of records on arrest and personnel identification, crimes, accidents and evidence.
2. Provision of indexing and information retrieval, office stenographic services, and public
assistance and information.
3. Records control through report review and audit services.
The records-service operation should be an integral component of a records and communication
elements, identifiable only as a functional grouping of related duties that are assigned to a particular
supervisor under the general direction of a watch or shift commander. Under this type of organization
there is no record unit or division, but rather a series of assignments that are primarily records-oriented.
WHAT ARE THE PURPOSES OF POLICE RECORDS?
1. Determining the nature, extent and distribution of the police problems of crimes, delinquency, vice and
traffic.
2. Determining the size and distribution of the force.
 Numerical strength versus striking powers.
 Influence of patrol efficiency upon total personnel strength of a police department.
 Functional distribution
 Geographical distribution
 Chronological distribution of force.
 Control over crimes committed and their investigation.
 Apprehending criminal offenders through a study of their modus operandi or method of
operation.
 The analysis of traffic accident.
 Control over arrested and their disposition.
 Making administrative prediction.
 Revealing unusual problems and emerging situation.
 Selecting the best men for particular assignment or for promotion.
 As a tool criminal investigation.
 Determining the amount, nature and distribution of police equipment.
 As a basis for democratic control.
WHAT ARE THE IMPORTANCE OF POLICE RECORDS?
 1. Primary means of communications among members of the police department and the
integration of various units of the organization for accomplishing the police tasks and goals.
2. Essential in the efficient performance of routine duties, supervision, and control personnel and
determination of department policy.
WHAT ARE THE SPECIFIC FUNCTIONS AND USES OF RECORDS?
1. Measures police efficiency;
2. Present the community’s crime picture;
3. Assist in assigning and promoting personnel;
4. Identify individuals;
5. Provide a basis for property accountability;
6. Control Investigation;
7. Make information available to the public;
8. Increase the efficiency of traffic control;
9. Assist the court and prosecutors;
10. Assist in evaluating control services;
11. Coordinate custodial activities;
12. Integrate the department;
13. Furnish data for the budget;
14. Establish responsibility;
15. Reveal unusual problems;
16. Aid in the apprehension of criminals;
17. Assist other police agencies;
18. Provide the basis of compilation;
19. Effective employment of personnel and equipment.
WHAT ARE THE TYPES OF POLICE RECORDS?
The classification of police records are in five (5) categories namely:
1. Case Records
2. Arrest and Booking Records
3. Identification Records
4. Administrative Records, and
5. Miscellaneous Records.
1. CASE RECORDS – A case record is composed of two (2) categories:
 Complaint Assignment Sheet – which reflects all information regarding complaints and
reports received by the police from citizens, and other agencies or actions initiated by th
police.
 Investigation Report – which contains the finding and action taken by the investigating
officer based on inquiries made and by obtaining the available facts of the incident.
2. ARREST AND BOOKING RECORDS – This record maintains the arrest and jail booking report,
which is required for all persons arrested. It is made out in full on each person interested. It shall bear an
arrest number for each arrest made.
3. IDENTIFICATION RECORDS – Identification record is the third major division of police records.
Fingerprints records are the heart of any identification system. It provides positive identification and the
police must supplement it with a record of physical characteristics and in some cases a photograph of the
criminal. Identification records have their own number series; and identification number is assigned to
each criminal to identify records relating to him.
4. ADMINISTRATIVEE RECORDS – these records required in the management of the department’s
personnel and designed to aid the in assignments, promotion and disciplinary actions. Such records are so
essential in administering personnel matters that they must be maintained in a police department.
5. MISCELLANEOUS RECORDS – these are records, which do not relate recorded complaints and
investigation reports but are informational in character.
HOW DO YOU DOCUMENT RECORDING AND FILING SYSTEM?
The nature of police works justifies and give emphasis on criminal records. To be fully effective, a police
records system must be:
1. Must be comprehensive and should include every incident coming to the attention of the
police.
2. Must be adequately indexed to permit ready reference.
3. Must be centralized to provide adequate control and maximum utilization of clerical personnel.
4. Must be as simple as possible, consistent with adequacy; and
5. Must lend itself to summarization and analysis to permit continuing appraisal of the police
service.
WHAT IS CASE RECORDS?
1. Case Records – The case record is the heart of any police records system.
A. It is the basis for an analysis of offenses and the methods by which they are committed.
B. The following are the different types of reports included under the case records, which shall be
accomplished accordingly by all concerned.
 Complaint/Assignment Sheet – The complaint’s assignment sheet is the foundation
record of the police department.
  The desk officer, or clerk, or telephone operator receiving a call for police assistance
accomplishes it.
 Each complaint/assignment sheet shall be assigned a different number.
HOW MANY NUMBERING SYSTEM DO WE HAVE IN THE POLICE REPORT?
A. Complaint number
B. Case number
a. The complaint/assignment sheet becomes the primary document for analysis of crime
concurrences.
b. While the investigative report becomes the prime documents for the continuation of the
investigative process.
c. Two (2) smooth copies of the complaint/assignment sheet shall be made for each
complaint requiring a case report.
C. A separate complaint/assignment sheet is required for each crime or incident reported to the
police.
D. It makes no difference whether the complaint is reported by telephone, by letter, in person at
the police desk, to an officer on duty, or otherwise.
E. The complaint/assignment sheet is registered by stamping a serial number on each; when
registered, the complaint/assignment sheet becomes a part of the record system.
F. There shall be a consecutive series of complaint numbers assigned by the desk officer.
G. The complaint number must not be confused with the case number.
H. All incidents shall receive a complaint number, however, only those incidents requiring a
police investigation shall receive a case number.
I. The case number identifies each case and all other papers and reports relating to it and serves as
a basis for filling.
J. The desk officer receiving the call need to obtain detailed information from the complaint but
should secure the basic information needed to prepare the complaint/assignment sheet.
K. If the complaint is lodged in the precinct, the desk officer of the precinct shall prepare the
complaint/assignment sheet in two (2) copies indicating thereon the complaint number assigned
by the Central Record Unit.
L. The origin copy shall be forwarded to the Central Record Unit.
b. Investigative Report – This type is prepared as written report on the findings of the
investigator. The following are the different types of investigative reports:
(1) Case Report – This report shall be accomplished by the investigator or member
making preliminary investigation of crimes reported to the police.
a. The investigating officer shall submit this report at the end of the tour duty.
b. This report shall be prepared in the number of copies required by the department for
distribution.
c. For uniformity of crime reporting this shall follow the prescribed classification of
offense indicated, while duplicate copy shall remain in the precinct concerned of the
corresponding action.
d. The officer assigned to a case shall make his report at the end of his tour of duty.
(2) Supplement/progress/final report – Progress report shall be accomplished by the
investigator continuing the investigation if the case is left in a pending status after case
report has been submitted pending status after case report had been submitted.
a. It shall be submitted within three (3) days after the submission of the initial report and
monthly hereafter until the case is closed or cleared
b. Closing a case shall not be confused with a clearing case.
c. A case is “closed”, for administrative purpose, when it is no longer being investigated
and is not assigned to an investigator.
d. A close case can be either solved or unsolved.
e. A close case is “cleared” when one or more persons are arrested, charged with the
commission of the offense and turned over to fiscal or court for prosecution.
f. Based on the Fiscal Report, a complaint may be filled by the Chief of police before the
Municipal or Regional Trial Court.
(3) Continuation Report – This report shall be used as the second and succeeding pages
of all kinds of report.
(4) Technical Report – This report shall be accomplished by the investigator to cover
angles of the case or the technical staff whose assistance has been requested to conduct
laboratory examination of evidence of evidence specimen gathered, to supplement the
findings and report of the investigating officer.
(5) Accident Report – This report shall serve as the investigation report of the officer
who investigates the accident. It shall be prepared for each vehicular accident-fatal, non-
fatal, injury, or damage to property, in addition to the complaint/assignment sheet.
(6) Wanted Person Report – This report shall serve as information on persons who are
wanted by the police shall be flashed by means of the “notice” Wanted Person,
accomplished in quadruplicate copy to be sent to the provincial Director, PNP of the
province incase of cities/municipalities not under a provincial commander, the copy
should be sent to the Chief, Philippine National Police (PNP), Camp Crame, Quezon
City;
i. one copy to be sent to the National Bureau of Investigation, headquarters in
Manila;
ii. the original to be placed in the “Persons Wanted File” of the Police
Department concerned and
 iii. the fourth copy to be displayed in the rouges gallery.
iv. strict compliance with the instruction at the back of Wanted Person Report is
required.
1) Daily Record of Events – A daily record of events is needed to keep al
member of the Police force informed concerning operations, assignments, and
administrative instruction.
v. It shall carry a brief resume of each complaint/assignment sheet, a description
of missing persons and persons wanted, and other information of interest to the
police force.
vi. The officer who prepares the complaint/assignment sheet may produce the
daily record of events on their typewriter as cases is reported or
complaint/assignment sheets executed.
vii. In this manner, the daily record of events becomes a chronological cross-
reference to the complaint file.
viii. A number of copies may be made for dissemination to different divisions
and units of the department.
ix. In large departments, the daily record of events may be duplicated by
mimeograph.
x. In small police force, a log or police blotter may be used provided it contains
all the information in the daily record of events and that incidents shall be
assigned a serial number.
xi. All investigation reports and other documents dealing with a case are
assembled in a folder.
xii. The accumulation of records is called the case file and is one of the principal
features of a satisfactory record system.
xiii. Cases file are always filed according to the case number.
2. Arrest and Booking Records – These reports are required for all persons
arrested. It shall be made out in full each person arrested. The following are the
types of arrest and bookings records.
a. Arrest Report – This shall be made out in full on each persons arrested and should not be prepared at
the time a prisoner is booked.
1. Informal regarding the offender, the charge and circumstances of arrest is recorded before the prisoner
is locked in jail or released on bond.
2. The arresting officer is responsible for the arrest report and its completion.
3. One or more criminal charges may be placed; on one arrest report.
4. However, if the arrest is in obedience to a warrant or warrants, separate arrest reports will be made for
each warrant.
5. In preparing the arrest record, it is important that the full name, first, middle and the last, and other
personal circumstances of the prisoner are entered and all questions on the form be answered.
6. It shall bear an arrest number for each arrest made.
7. The number series for arrest shall start from number 1 on the first of each year, which shall be known
as calendar year numbering system.
8. For example, the first in 2008 shall be 08-1 this means that it is the first case of the calendar year 2008,
and for the next 09-1 and so forth.
9. This report shall be used in controlling prisoners during the period of investigation.
10. The arrest report shall be filled by the arrest number and crossed-indexed by name and all known
aliases of the prisoner.
11. It shall carry the serial number of the complaint/assignment sheet prepared, the desk officer shall
make out one and assign a serial number at the time of the booking.
12. In an arrest where there has been no previous complaint/assignment sheet prepared, the desk officer
shall make out one and assign a serial number at the time booking.
13. Immediately after accomplishing the arrest report, three things to be done:
First – Send to the complaint clerk for the preparation of a complaint/assignment sheet.
Second – Send to the records office for name search against the alphabetical index file in order to
determine if the prisoner is wanted on some other cases.
Third – Two sets fingerprints of the prisoners shall be taken.
One set shall be forwarded to the NBI headquarters; Manila and the
Other set shall be searched by fingerprint classification in the fingerprint file, if the department is
maintaining one.
If the department does not maintain a fingerprint file, only one set shall be taken and forwarded to
the NBI headquarters, Manila.
Findings should be noted in the arrest report. The arrest report shall be prepared in triplicate
copy together with one booking sheet as a fourth copy.
1. The original is filed with the arrest file number in the Central Record Unit,
2. The duplicate and triplicate copies shall be sent to the Fiscal or the clerk of Court as the case as
may be, together with the Criminal complaint or information and its other supporting papers.
3. The lower portion of the arrest will be later or detached and returned to the police department
by the fiscal or the clerk of Court concerned after the termination of the case, to be filed with the
case record after the disposition of the case has been annotated on the fingerprint of the accused.
b. Booking Report – The police department needs a current list of the prisoners in custody, which will
indicate the status and disposition of each. It facilitates accounting for prisoners at the end of each shift,
and their control at all times and on which restrictions on privileges are noted.
 The booking sheet shall be jail file of arrest, arranged alphabetically and serves as a jail register.
Information regarding any prisoner custody is thus immediately available. The file shall be kept
at the booking counter or immediately available. The file shall be kept at the booking shall be kept at the
booking counter or location convenient for examination when injuries are made.
The jail booking report is under the direct supervision of the booking officer. This is done in
order that changes in the change and other entries regarding the control of the prisoner may be made and
the file may be cleared when prisoner is released.
After release of the prisoner, either by the police or by the court, the jail-booking sheet is
forwarded to the records division where it is filed according to arrest number.
c. Prisoner’s Property Receipt – All police department shall give a receipt to prisoners for property,
which is taken from the prisoners. This receipt is prepared duplicate. Everything taken from him is still
the prisoner’s property until shown to be otherwise. The officer who makes the search and removes the
property shall itemize it completely in the presence of another officer must also see that the property is
sealed in an envelope, which bears the prisoner’s name, the property receipt number and the data. The
booking officer is responsible for the custody of the prisoner’s property until the time release of transfer.
The property shall go with the prisoner if he is transferred to another jail. The department property clerk
will not be concerned with the care of prisoner’s property except when it is too bulky for storage in the
prisoner’s property cabinet or safe.
The prisoner’s property receipt blank forms should be in book form, with the original perforated
for easy removal and with a serial number printed on each pair. The duplicate should not be removed
from the book to eliminate danger of loss and makes possible an easy reference by property receipt
number or date.
On the time release, the prisoner shall be required to produce thee original receipt, where he will
sign to acknowledge return of his property. The receipt is then file with the case file. In the event the
receipt has been lost, stolen or destroyed before the return of the property, the prisoner as described on the
duplicate Prisoner’s Property Receipt shall sign a certification listing the property. The certification shall
be indicate that the original prisoner’s Property Receipt was lost or stolen or destroyed.
Prisoner’s property that is clearly identifiable by number or inscription shall be checked against
the stolen property files. If identification is made, and investigation report stating the facts is written
induplicate; the original is sent to the commanding officer, who shall cause the property so identified to
be held as evidence, the duplicate shall be sent to the detective division for appropriate action.
ADMINISTRATIVE CONTROLS
To meet the exact requirements of the police service, the total records system must be oriented
toward providing certain classes of information on random bases, and still insure the integrity and
security files. Integrity center on:
a. the honesty of the reporting effort and
b. the nature of the complete files.
To this end the department administrative control ad audit procedures must provide for both
accurate reporting and easy monitoring of the contents of record files. The establishment of several basic
numbering systems to match the types of files maintained will assist in the control and audit process.
WHAT IS PHYSICAL CONDITION?
1. All records maintained by the department should be considered irreplaceable. This means that
no original document should be released unless to an authorized individual as established by special
specified criteria. Moreover, only trained record personnel should be permitted to retrieve or replace
records.
As a public agency. The police department has an obligation to provide citizens with certain
information in accordance with legal requirements and departmental policy. To this end, copies of
appropriate police reports should be provided if proper request are made. While a reasonable fee for
copies may be charge to citizens, waivers-of-fee should be granted to all law enforcement agencies and
tax supported bodies on a reciprocal bases.
The records access policy must be compatible with department policy governing relations with
the new media and the rules establishes by the courts. Officers requiring copies of reports for court
appearances should be frequents in writing the proper number of copies in advance of trial dates.
The records processing areas should be physically secured from unauthorized personnel, and files
and other storage devices should be designed to prevent tampering or pilferage if left unattended.
WHAT AARE THE DECIMAL SYSTEM OF REPORT?
(BASIC NUMBERING SYSTEMS)
A department should adopt three (3) basic numbering system: all major files should be consonant
and compatible with them. The records control and audit system includes:
(1) Case Report numbers
(2) Arrest Report number, and
(3) Identification numbers.
A case report number is the primary control number for all police reports. It should be issued at
the time a complaint oral is received thee department, maintained through completion of the case, and
thereafter. Case report numbers should be assigned by the dispatcher of traffic accidents as well as crimes
and non-criminal incidents and noted on all materials relevant to each case.
It is desirable that the dispatcher assigns the number, as he is the first police employee to learn of
most crimes, accidents, and other incidents requiring police service. If he assigns case number to each and
every request for service, most cases will be recorded officially as soon as the department knows them.
This avoids discrepancies concerning the general nature of the original request and time of occurrence or
notification of the police. It also insures that the sequence of case numbers matches as nearly as possible
the order in which the cases were brought to the attention of thee police.
When report number files case reports sequentially, with department can sort groups of cases by
time sequence. The numbers are important to external audit control; without them, cases can remain
unreported, be lost, and are missing, the completeness and the integrity of the case report file system is
destroyed.
Arrest numbers (sometimes known as central booking numbers) are issued to persons actually
arrested and booked. Because the arrest report file is controlled bite same methods as the case report file,
all arrest report numbers should be issued by the dispatcher or by the arrest and personal identification
unit of the records element through the dispatcher. Control and audit responsibility should be outside the
field operations elements and the detention staff. The arresting officer immediately following an arrest
should make out arrest reports. The arrest number, as well as the case report number should be marked
clearly on the report; a person should receive a new number each time he is arrested, regardless of the
charges or circumstances.
When an arrested person; is fingerprinted or photograph, a third number, the person identification
number should be issued from an identification number ledger. This number should be issued only once
to an individual, regardless of the number of times he is arrested. This number should be issued by the
arrest and Personal identification service detail.
HOW DO INTERNAL PROCESSING AND STORAGE OF INFORMATION BE DONE?
The previous discussion focused on case reports and allied documents, with some attention being
given to their initial handling by operational personnel. This section will concentrate on general
procedures that should be followed in the flow of records from the field to the file.
Case Report Procedures – The typical felony or serious accident case report comprises the
original preliminary investigation report, subsequent follow-up or supplementary investigation reports,
statement of arrestees, complainants, witnesses, and so forth, and a copy of the arrest report, if applicable.
Additionally. The case report may contain crime or accident scene photographs, correspondences
concerning the case, photocopies of warrants, subpoenas and other papers issued, and other date directly
pertaining to the case. In some agencies a case- status report is filed periodically, summarizing the facts
known about the case at the time, this is usually filed as a supplementary report.
The majority cases will not require such extensive reporting; most will have no more than one or
two pages of report on file. This is especially true for minor disturbances, on–view cases of drunkenness
and disorderly conduct, and the many public and departmental services performed by the patrol force.
One case reports have received, processed, and are proved for filling, they should be filed by a
case number without regard of type of complaint, persons involved, or date of incidents. The master name
index serves to identify the proper reports for later inquiries. Case numbers should appear on the daily
bulletin or other control summary to provide supervisory personnel with a means of insuring prompt
submission of reports, no deviation from this should be permitted.
Arrest Report Procedures – Arrest number are issued to persons physically arrested and booked
for criminal offenses or major traffic violations. They are not issued for minor offense arrests when the
person is brought to the station only to post bond. Arrest report normally is completed in multiple copies;
the original filed with the complaint report, and arrest numbers in an arrest file, files a second copy. The
arrest file frequently is used interdepartmentally and for federal and other agencies that conduct security
investigations.
Upon notification of an arrest, the dispatcher issues a case report number 9if this has not already
been done), issues or request an arrest number, and marks the dispatch form to show an arrest has been
made. When the report-reviews the dispatch information, it provides sufficient data to identify and match
incoming cases and arrest reports for formal review. Dispatch data assist report-review-officer in tracking
down missing or overdue reports and fixing responsibility for their submission.
Booking and detention officers should maintain an alphabetical jail population or census file,
containing all jail copies of the arrest/booking reports and other necessary forms and notices. They should
maintain a local-court-date suspense file containing copies of the report-control index cards. Court liaison
personnel should maintain a department-wide court-appearance chart for control purposes.
The assigned detention officer should release on proper authority and obtain the signature or
other person to whom the prisoner is released. The detention copy of the arrest/booking report is then
forwarded from the jail file to the records element.
Report Elements Duties – Record element personnel assigned to identification duties perform
certain task in connection with all arrest and the completion or arrest/booking reports allied records. First
they issue a central booking number or request, then complete the central booking register with all require
information. Immediately after completing or approving their register entries, they should identify prior
departmental arrest and conduct a wanted check for all names or aliases used by the arrestee. The
appropriate detention officer should be notified immediately, by telephone, by telephone in necessary, if a
“stop” order, ‘wanted” card, or a detainee for another agency is found of the subject.
A new criminal history record should be prepared for each person arrested who has no prior
record on file, noting current case information on it. If a criminal history record is already on file, it
should be updated.
The communication center should be notified immediately of every cancellation of a wanted or
missing person’s message, the apprehension of such person, or the receipt of wanted messages concerning
persons suspected to be in or near the jurisdiction.
Personal Identification File – Eight major personal identification files should be maintained by
the records element. These are:
a. Arrest/booking Report
b. Fingerprint file
c. Criminal History Record
d. Personal Identification Photographic File
e. Personal Identification Negative File
f. Crime Scene Photograph File
g. Wanted ad Missing person File
h. Warrant File
Each of these files serves to identify persons or incidents coming to the attention of the police
department. Generally, the various files should be cross-indexed through the use of identification
numbers, but maintained separately.
Warrant and Subpoenas – A central warrant index file, consisting of original warrants, filed
serially by central warrant number should be maintained by the department. In many instances an
automated file may be used by the department or the court to eliminate the need for a manual register,
unless the warrant system is specially designed, however, a warrant file will probably be required for a
storage of the actual warrant document until it can be returned to court.
A complete description of the wanted subject, along with the pertinent information, should; be
recorded on the reverse side of local misdemeanour, felony, and bench warrant with, perhaps, a
photocopy of each warrant. Complete warrant information should be incorporated into any local
automated file, if this has not been done.
A warrant number should be assigned and marked on the warrant, and details entered in a central
warrant register (CWR). A separate register should be maintained for search warrant, for their use
requires different handling of the warrant and of the control procedures. The central register should
contain in the following information:
a. Type of warrant
b. Number of warrant
c. Date and time received from court
d. Time and date assigned for service
e. Person securing warrant and person accused
f. Charge
g. Time; and date warrant was served or returned
h. Disposition and special remark
Upon receipt for a warrant or subpoena properly issued by a court or other authorized body, a
filed officer, or other employee receiving it should immediately notify the communication center of its
issuance ad receipt and should be obtain a case report number, if needed, for such warrant or subpoena.
To ensure that all wanted person known to the department will be quickly apprehended or detained
arrested originally for another charge, the department should establish a ‘stop order” or other “wanted” –
by-the-police” records-search procedure.
When a person is arrested, or whenever a police officer has reason to suspect that a traffic violator
may be wanted by a police department, policy should require that a radio
Or telephone check may be made with the record element’s master index or its computer
counterpart to determine whether a wanted or stop order has been placed with the department.
The name check should always be completed before a prisoner is released on bond or the value of
the procedure will be greatly reduced, if not destroyed. If the records search indicates that the subject is
wanted, the booking or arresting officer should include details of the stop order, the authoring agency, and
other pertinent data in the narrative section of his arrest/booking report. Services personnel should be
assigned responsibility for detaining a wanted prisoner until the requesting agency can pick him up.
When a police officer wishes a stop order or detainee, he should obtain permission from his
watch commander or element supervisor and forward a request for such an order. In emergencies he
should notify the records element by telephone. The following information is required.
1. Reasons for the wanted notice, stop order, or detainer.
2. Officer’s name and name of the commander authorizing the order.
3. Name and description of subject wanted.
4. Possible location or suspected area of travel
 5. Color, year, make, body, style, and license of subject’s auto
6. Companions or associates who might know subject’s whereabouts
7. Action to be taken if located or apprehended, if different from normal processing
8. Any other useful information that might make apprehension or detection easier or safer
Upon receipt of the information, records personnel should prepare a color-coded file card for the
master name index, flag the subject fingerprint card, and if needed, prepare a radio message for local
broadcast and a teletype message to be sent to a specific departments or to all departments on the local
network.
OTHER FILES AND RECORDS
The records and communications element should maintain certain auxiliary or supplementary
files useful in management analyses responsibilities. Several makers files and records should be classed
as permanent, and maintained by records and/or communication personnel.
Complaints and dispatch shoulder maintained by case report number, all including information
received by the dispatchers regarding complaints or request for service. This would encompasses such
data as address, beat location, tabulation area, units responding, time received, dispatched and completed,
and similar information valuable in time and workload studies for manpower distribution and
deployment, patrol beat design, and supervision.
A file should be maintained by date of all-out –of-service radio request received by the
dispatchers regarding reasons why radio units are reported out or service, this time factors involved, and
locations of incidents. Moreover, all information received regarding requests for information or service
from radio units through the communication center should be maintained. If punched card equipment is
available, thee complaint/dispatch and out-of-service request files may be merged for analytical use.
All field information gathered during interviews or suspects witnesses and other persons
contracted should be filed. This filed contains the name, descriptions, addresses, and reasons; the time
they were stopped and questioned; exact location of the contacts, vehicle(s) used and contains, if seen;
and the reason for the interview and related information that may be of value in current or subsequent
investigation. The records copy should be duplicated and cross-filed by date, time, and location and sent
to other elements of the department.
RETRIEVAL OF STORED INFORMATION
As the volume of information grows, a police department’s capability quickly and efficiently to
locate needed information deteriorates, unless special retrieval procedures and system are introduced. A
master name index is the most effective locator or information on the case and arrest reports and most
other contacts with the public.
The master name index should be maintained alphabetically and should contain the names of all
persons of firms coming to the attention of the police department in these categories:
1. Arrest persons (cross-filed aliases)
2. Complainants
3. Correspondence and memoranda related to cases
 4. Drivers (violations and/or accidents)
5. Juveniles processed (identified to assure security)
6. License (especially liquor dealers, taxi-drivers and so on)
7. Missing persons
8. Persons injured
9. Permits
10. Person killed
11. Suspects (cross-filed by aliases)
12. Victims (include firms, if burglary)
13. Wanted Person (crossed-filed aliases)
14. Witnesses
Ideally, the master name index contains the name of every person of firm that has officially come
to the attention of the police. Other classification may beaded as special needs arises, but care should be
taken to keep unnecessary of incidental information out of the system. Each master name index file card
should contain the following information:
1. Name, address, Social Security Number, and date of birth of person
2. Date of report or incident
3. Location of incident or firm
4. Type of crime or incident
5. Case report number
6. Aliases
7. Arrest number (if any)
8. Photograph of identification date
9. Fingerprint classification
An officer investigating a case is often following a slim lead and lead and needs the assistance of
the records staff to allow him to continue. With an adequate information retrieval system, data may be
found quickly by means of the later name index or any of the three closely related cross-indexes
established on the basis of time and date, location, or type of incident (classification).
A time or chronological cross-index is actually the main case report file, arrange by case report
number. Since case numbers are issued immediately upon receipt of the complaint; or request with few
exceptions, their serial; order closely parallel the time and date the incident was reported. A location
cross-index is a card file containing the same information as a master name index card but filed by
location of the incident rather than by the names of those involved. In some large agencies, the volume of
request for accident information leads to the creation of a special sub-file which all accident-location
cards are filed.
A typed-of-incident classification also contains the same data as the master name index and the
location index, but is filed according to nature of the incident. The code numbers assigned to each kind of
crime offense, accident or service are used to place the cards in proper order.
With proper cross-indexes, a record technician can locate a specific case report or criminal
history record without undue delay, even though he may be given little information about a case. The
probability of finding the correct case is relatively high if the files re properly maintained and if a correct
name, location, or reasonably accurate information concerning the time, date, type of incidents is
supplied. The value of the cross-index system is proven in situations where a criminal admits committing
several offenses, in addition to the one for which he, is being held, but does not know or exact times,
location of his crimes, or the names of his victims. The task would be nearly impossible without the
versatility offered by a good cross-index system.
ADMINISTRATIVE REPORTS AND PROCEDURES
Several police reports and summaries and tabulations prepared primarily for internal and
interdepartmental purposes. To provide field and staff elements with information concerning the
incidence of crime and traffic conditions, and important personnel and other data, the records elements
should provide consolidated and comprehensive daily. Monthly and annual statistical reports, special
analyses of certain types of incident, and detailed breakdowns of both statistical and analytical data. This
information should be given to designate departmental elements and city and other officials or offices.
Scheduled Periodic Reports
The consolidated daily report, which is brief summary of important crime and traffic statistics,
the consolidated monthly report, and the consolidated annual report, should be prepared and submitted
promptly to the chief and to officers and elements designated by him. When applicable, such report
should include all data called for in the National Safety Council’s Standard Summary of Motor
Vehicle Traffic Accident and the Uniform Crime Reporting Program of the organization.
Summaries of all calls dispatched, out-of-service calls, radio request, and other messages,
including breakdowns of incidents by types of call or request (e.g. crimes, accidents, services, meals) by
hour of day and day of week, should be prepared for use by the records and communication elements on a
schedule basis, and for other users on a request basis.
The same general types of report forms should be used for the comprehensive daily, monthly, and
annual reports, with appropriate notations or additions. Consolidated Daily and monthly reports should be
maintained by calendar periods and should use the forms presently provided by the organization or
comparable substitutes.
Uniform classification, terminology, and when appropriate, numerical codes for the classification
and tabulation of cases, should be required and used in all official correspondence of the department,
including the preparation and completion of all case reports, communication dispatch forms,. And police
records, and all inter agency written communication. An index should be prepared and published,
alphabetically cross-indexed by the name of gather incident of violation. The classification code should
be based upon the general format of the uniform crime reporting categories.
 In those situations where traffic violations cannot be cited specially by the appropriate code
terminology, members of the field force, leaving the assignment of code numbers to technical personnel,
should use the actual legal charge and the ordinance or statute number.
Time Period Comparison
To provide for accurate comparisons of police services needed and provided, periodic evaluation
of the level of quality of police service, and intelligent interpretation and prediction of needs in coming
weeks and months, and years for comparative purposes.
All department comparative analyses of crime, traffic, or service calls or incidents should be
based upon the “13-month” system to provide accurate comparisons which is use comparable time and
day-to-week bases upon which workloads and deployment problems may be assessed more meaningfully.
In the thirteen-period reporting-year, each “reporting month’ has four weeks or 28 days, each beginning
on a Thursday and ending on a Wednesday, for a total of 13 months inn each 52-week year.
The use of the “13-month” reporting period probably should be restricted largely to
intradepartmental application. All statistical reports completed in cooperation with other agencies should
conform to their reporting periods, usually calendar moths, or in accordance with other schedules they
may prefer.
Preparation of Summaries
The commander of the records element should delegate responsibility for the collection,
compilation, and transcription of information require to complete scheduled periodic reports to specific
record-element watch commanders or supervisors and senior records personnel. Since consolidation
reports are not so detailed, they may be completed in less time and with less outside assistance than
comprehensive reports. Comprehensive reports may require considerable outside aid, and should be
compiled for the 13 reporting periods, and their logical sub-categories, rather than for calendar months of
year.
Preferably, daily reports should base on calendar days, and midnight-to-midnight breakdown, not
on a 24-hour periods established by changes of watch of shift, such as 7:00 A.M to 7:00 AM. This is
suggested because changes in shift reporting times to watch changing workload patterns would then
destroy the comparative and operational requirements of most command and supervisory personnel,
reports generally should be scheduled as follows:
1. A consolidated daily summary should be prepared each day before 7:00 A.M for the use of all
command personnel.
2. A bi-weekly report of radio dispatches and communications should be prepared on the first and
third Thursday of each reporting period (13-period year) from the dispatcher’s card.
3. A weekly traffic report for each basic organizational element should prepare listing the names
of the officers and the number of tickets and arrest made by each.
4. On the first of each calendar month, a National Safety Council monthly report on the motor
vehicle accidents should be prepared in duplicate along with the comprehensive monthly report,
the original going to the National Safety Council.
5. On the first on each month, complied on forms furnished by the organization, the monthly
return of offenses known to be police, with the current supplementary returns, should be prepared
and forwarded.
6. On or before the third each calendar month, personnel should compile (in rough from the tables
of the consolidated monthly report, and file them in a monthly pending file. The comprehensive
monthly report should be prepared on or before the third day of the reporting month, not the
calendar month.
7. On or before the fourth of each calendar month, assigned employees should prepare and
assemble all monthly reports to be sent to departmental and other appropriate officials.
8. On or before the tenth of January of each year, the appropriate element should prepare and
assemble appropriate materials for the consolidated annual report and distribute it.
9. All comprehensive reports should utilize the same general categories of information contained
in the comprehensive monthly report from, with appropriate changer or notations in titles.

REFERENCES
[Link]
[Link]
[Link]
business-english/lecture-notes/module-001-introduction-to-technical-writing-and-reporting/
7458370/view
[Link]
[Link]

DR. Darlito Bernard Delizo

Prudence review center textboo,3rd Edition.
ACTIVITY #1
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Questions:
1. What is the primary qualification of an affiant in executing an
affidavit?
A. Knowledge of facts they state
B. Legal representation
C. Witness testimony
D. Notarization of documents

2. What is considered beyond the authority of clerks of court as

notaries public ex officio?
A. Notarizing official documents
B. Notarizing private documents unrelated to official functions
C. Administering oaths for public officials
D. Executing affidavits for court cases

3. What must be included in the essential parts of an affidavit?

A. Signature of the notary
B. Venue of the affidavit
 C. Witness statements
D. Court ruling

4. How many copies should be filed in the Supreme Court for a

case referred to the Court En Banc?
A. One original and four copies
B. Ten additional copies
C. Two sets of annexes
D. One original and ten copies

5. What is a requirement for a search warrant to be issued?

A. It must be signed by a notary public
B. It must be determined by a judge personally
C. It must be filed by a police officer
D. It must be issued without probable cause

Answers:
1. A
2. B
3. B
4. B
5. B
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