18+ Fillable Police Report Templates & Examples

As a security guard or police officer, writing an accurate and comprehensive police report is expected from time to time. The police report serves as a report that offers a detailed account of everything as it happened. When writing a police report, you should always stick to the facts. If you’re fascinated by the steps to follow when writing a police report, look no further. This article is a detailed explanation of everything you need to follow when writing a police report.

What Is a Police Report?

The police report is a document written after a crime or incident is reported to a police officer. This report should always be written each time an incident or crime happens and the police get involved. Details to be included in the police report include the victim’s and proprietor’s names, the possible witnesses, the crime committed, and every other important information from the cri.

Police reports are usually written while the victim narrates to the police officer at the local police station how they’ve been victims of a crime. Today, you can also choose to file police reports online thanks to technological advancements for some incidents or crimes. But if you choose to file the police report online, take some time to go over excellent examples of police reports. In addition, carefully read over every piece of information you’re filing to ensure this is the best move for your case.

Police Report Templates and Examples

Essential Elements of a Police Report

When writing the police report, there are a few crucial elements that must be included. The addition of these elements is vital because the information would be added to the police report to help investigate the crime. Here are the critical elements of a police report that must always be included;

The Details Regarding The Incident

All the appropriate information should be included in a well-written police report. These details include;

  • Where the crime happened
  • The kind of crime which transpired
  • The manner the crime was reported and received
  • The time and date the report was written
  • If there were any personal injuries suffered

The Reporting Party

This is the details about the reporting party such as;

  • Name
  • Physical appearance
  • Date of birth
  • Race
  • Social security number
  • Marital status
  • Home address
  • Relationship of this individual to the culprit

The Victim’s Details

This entails stating the details of the victim, including;

  • Name
  • Date of birth
  • Race
  • Physical appearance
  • Marital status
  • Home address
  • Social security number
  • Relationship to the individual who’s committed the crime

In addition, you need to state whether there’s any destruction to the property or whether the victim’s property has been used in doing a crime. This usually needs to be done in a separate section or note.

The Known Suspect

The known suspect can either be a group of persons or one individual, which depends on the number of persons blamed for the crime. For every single suspect, a detailed physical description should be done together with other appropriate information.

A Narration of The Incident

This section entails highlighting the details of events leading to the crime. It should ideally be a firsthand narrative account that the victim or other witnesses gave.

How to Write a Police Report

If you want to write a police report, there are several steps you must follow. Here’s an overview of these steps;

Get The Correct Forms From The Local Police Department

The protocol in place for dealing and reporting a crime differs from one police department to another. In some, you’ll be required to write the police report by hand, while in others, you’ll be given a form to fill. When writing by hand, make sure to print clearly rather than using cursive. It would be best to use word processing software as this is usually free of spelling errors and a lot neater.

Start Writing The Report Right Away

You should always write the police report right after the incident or crime, making it easier to remember the details. Ideally, make sure to do a write-up within 24 hours after the crime. If you aren’t in a position to write the police report the same day, jot down some notes stating exactly what transpired. By doing this, it will be a lot easier to write a police report.

Focus On The Facts

Fill in the spaces in the form, and the details to enter include;

  • Your name and ID number
  • The date, time, and location where the incident happened
  • Name of other police officers present

State The Nature Of The Incident

Detail what exactly drew you to the crime scene. If this was a call, note down the exact time you got the call and proceed to jot down an unbiased sentence explaining everything that’s happened. Also, never write what you assume might have occurred and instead stick to facts for objectivity.

Write-In First Person

In chronological order, explain everything that happened while at the scene of the incident and tell this story from your standpoint. While doing this, use the first person to explain the what, why, when, where, and who of the incident.

Tips for Writing an Accurate Police Report

To ensure your police report is accurate, here are a couple of valuable tips you should follow;

  • Make sure to include only accurate details and facts. This means only writing down what exactly you saw and not what you did, rewording witness statements in your own words, or gossip. Instead, only write exactly what the witness has stated and know what’s been said by each witness.
  • The report needs to be comprehensive, detailing everything regardless of how trivial it may look. You also shouldn’t leave your police report to other individuals as they might wrongly misinterpret this information, hence complicating things further. In addition, write down as much as possible about the incident to bring out a clearer picture of the entire incident and everything that transpired.
  • Make sure your honesty with yourself when writing the police report. This is crucial regardless of how you handled the aftermath or situation or your actions. Otherwise, including incorrect facts will only cause you a lot of trouble down the line once the investigation starts.
  • Always write the police report clearly and concisely rather than confusing terms or flowery wordings as this might only confuse readers. It’s best to go with factual, direct, and short sentences as this doesn’t leave any room for misinterpretation.
  • Always double-check the police report to confirm that the details are correct. This is especially important for the names, time, dates, license plates, addresses, and other appropriate information. Also, confirm you have included any critical information that needs to be included in the police report.
  • Always proofread the report to ensure it doesn’t have grammar and spelling errors that may make it confusing to understand. Consider reading the report aloud, as this will help you find if everything is easily understandable. Likewise, make sure to get rid of any words that may be subjective as they might be seen as depicting feelings or emotions.
  • After checking and double-checking the police report, you can now go ahead and submit it. But before doing this, first, find out who in your department to give the report and who to later send it to. Ideally, it would be best to submit the police report in person as this gives you time to answer any question should there be a need for added clarification.

Final Thoughts

The police report is usually made right after a crime. If you wanted information on writing this document, you’ve been taken through the steps to follow when writing one. Knowing this, you’re now in a better position to write this document in the event you find yourself a victim of a crime.

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