Tactical Report Writing

							Introduction to Report
Writing
Part One



  Code Compliance Division
“Writing is easy. All you have to do is stare at a
blank sheet of paper until drops of blood form
on your forehead.”

                             Gene Fowler
Introduction
 Which of the tools that have been made
  available to you is the most effective one for
  you?
Did you say?
 Pen or writing instrument




 You are right!!!!!!!!!!!!!!!!!!
Importance of Report Writing
Regarding Ethics
 The lapse between           Reports reflection upon
  initial visit and court      the organization
 Report reflects upon the    It is the documentation
  professionalism of the       and accountability of
  investigator                 the investigators actions
Course Objectives

 The student will be able to define the importance and
  purpose of good writing skills as they apply to report
  writing for the job.
      The student will become familiar with the definition of
       written reports
      The student will understand and demonstrate effective
       written communication skills
      The student will understand the importance of field
       notes and effective observation skills
      The student will understand the characteristics of
       written reports
      The student will review and familiarize himself with
       Code Compliance Standards and policy regarding
       written case documentation
Written Report
 Written record of facts and/or circumstances
  of findings that have been observed or given
  as a verbal statement during an investigation
        Usually presented in chronological order
Government Document Defined


 Anything belonging to, received by, or kept by
  government for information, including a court
  record.
Tampering with Governmental
Record

 (a) A person commits an offense if he:
   (1) knowingly makes a false entry in, or
       false alteration of, a governmental
       record.


 Class A Misdemeanor
Examples of False Statements
 Claiming actions of others
     I found the signs in the Right of Way
     I left a door hanger on the site.

 Claiming actions never taken
     I went to site took photo s of repairs to the
      house.
City Code of Conduct

The City of Austin has many rules and
policies designed to protect both the
organization and its employees. These
rules and policies are in the form of
administrative bulletins, personnel
policies, and the City's Code of Ethics.
City employees are expected to work in
compliance with these rules and policies.
Consequences
 Possible days off
 Termination
 Criminal charges
 Low performance SSPR = PIP
QUIZ Time
Components of a sentence
 Adjective
 Adverb
 Noun
 Preposition
 Verb
 Pronoun
 Punctuations
Adjective
 A word that typically describes or modifies the
  meaning of a noun.
 Adjectives serve to point out the quality of
  something named ( a brave inspector; a new
  car
 It serves to indicate quantity or extent (some
  reports)
 Adjectives specify something distinct from
  something else (this site; those violations)
Adverb
 A word or combination of words typically
  serving as a modifier of a verb, an adjective,
  another adverb, a preposition, a phrase, a
  clause, or a sentence and it expresses some
  sense of manner or quality, place, time,
  degree, number, cause, opposition,
  affirmation or denial. Adverbs answer
  questions such as:
Adverbs
 When ? ( “please reply at once”)
 How long? (The resolution is taking forever”)
 Where? (“ The fence stands there”)
 In what direction? ((“Put the sign backwards”)
 How ? (“The inspector moved quickly on the
  complaint”)
 To what degree? (“The neighbor was very angry”)
Nouns
 A word that is the name of something
  (person, animal, place, object, quality,
  concept or action)
     “The investigator received a case”
Preposition
 A word that combines with a noun, pronoun,
  or noun equivalent to form a phrase that
  usually acts as an adverb, adjective or noun.
      (“The inspector expected deception on the
      violators part”)
     (“ The owner stood beside the inspector”)
Verb
 Words used to express an act, occurrence, or
  mode of being.
     (“The water ran from the front yard”)
     The owner panicked when he received the
      citation.”)
Pronoun
 A word that is used as a substitute for a noun
  or noun equivalent
     (“Who is she?”)
Punctuation
 Period = the stop sign for the written word.
 Comma = the yield sign for the written word.
 Quote Marks = use when you are quoting
  someone word-for-word.
 Question mark = use when the request for an
  answer is required
Introduction to Report Writing
            Part Two
 Code Compliance
Spelling Quiz 2
Characteristics of a Sentence
 A sentence is a group of words that
  expresses a complete thought
 It typically contains both a subject and a
  predicate, begins with a capital letter, and
  ends with a punctuation mark
 A sentence should be short, simple and
  concise.
 It should be unmistakably clear to the reader
Worlds Longest Run On Sentence
 I would also like to take this opportunity to update my already-filed
   criminal-law complaint I’ve already filed with Officer NoName and the
   Austin Police Department by asking you whether you yourself have any
   advice you might be willing to offer me through a brief E-mail reply on
   how I can legally help to put an end here in Austin to repeated and very
   toxic rumors I’ve heard in Austin throughout the last three-year period
   to the effect that one or more of the persons and entities I’ve already
   permanently rejected from my own life in a manner verbalized to
   themselves including the “Texas Triangle” gay newspaper, a Dan Hitt,
   A Bob Copeland (whose most recent address I have not been able to
   obtain), a Howard Goldberg, an Eric Schwarz, a Chris Dale, a Jann
   Snell Schwab, a Howard Miller, a Charlie Runnels, an Angie Way, an
   Arthur Rauche, a Christen Pistulka, a Kevin Diaz, a Larry Deemer, a
   Kathy Cabble, a John Miller-Carrasco, a Greg Rutchik, a Sarah
   Goodfriend, a Suzanne Bryant, an Arnold Wong, a Max Alberts, a
   McDonald Smith Jr., an Andrew McGavran, a Carol See, a Dr. Dana
   Wollney, a Roland Klose, a Sam Hurt, a Dr. Susan Reynolds
   Harrington, a Michael Stephens, and possibly my sister, Julie McMillan
   Lechtenberger of Houston ---- have impinged upon or currently impinge
   upon my own privacy rights in any way and/or continue to seek to have
   an involvement or legal status or employer or employee status or
   marital status of any sort in my own life.
What is the Importance of Complete
Sentences in Written Communication
 Your written communication will be one of the factors
  used to evaluate your competency as a code
  enforcement investigator
 Your written communication may be seen by a
  diverse audience (agency, courts, the public)
 Your written communication may serve as a source
  document for judicial and administrative proceedings
Problems with Sentence Construction
 People often speak in incomplete sentences.
  If we don’t understand them how do we get
  the right information?
 Written communications must state complete
  thoughts to ensure the reader understands
  the authors meaning.
Sentence Fragments and Run on
             Sentences
 When someone writes the way he talks two
  errors MAY occur
        Sentence fragments
              Example “An unscreened RV”

     Run on sentences
           Example “The tire collection program was a
      success we gathered over 500 old tires.”
Practice Sentences
1.   Had melted in the summer heat.
2.   Zoning violations are my favorite cases I research
     them all the time.
3.   The abandoned vehicle in the driveway.
4.   I was out in the heat all day my head is killing me.
5.   Mrs Smith, the complainant, always calls in on her
     neighbor.
6.   Lightning struck the house.
7.   Seeing the ROW blocked.
8.   That easy case.
Modifiers
 A modifier is a word or set of words that
  qualifies or limits another set of words.
 A misplaced modifier is one that attaches
  itself to the wrong word or words in the
  sentence. This can present the reader with
  an unintended meaning.
     Ex:
     Incorrect- We saw many carts in the road
      driving in the area.
     Correct- While driving in the area, we saw
      many carts in the road.
Double Negative
 When two negative words are used in the
  same clause, the result is a double negative
The following negative terms should be used
  one at a time not in pairs; no, not, never,
  none, no one, nobody, nothing, nowhere and
  neither.
Incorrect: Nobody saw nothing
Correct: Nobody saw anyone.
Incorrect: There is not no time left
Correct: There is no time left.
Double Negative
 The following words are negative in meaning
  and should not be used in the same clause
  with any of the negative words previously
  listed words. They are barely, scarcely and
  hardly
 Incorrect: I can’t hardly see the sign in this
  vacant lot.
 Correct: I can hardly see the sign in this
  vacant lot.
Passive Voice:
 When the verb is in the active voice the
  subject performs the action.
 Example: “The pile of trash offended the
  complainant.”
 When the verb is in the passive voice, the
  subject receives the action.
 Example: The complainant was offended by
  the pile of trash”
Quotation Marks
 Quotation marks help enclose direct
  quotations, but not indirect quotations. When
  quoting someone’s exact words you must use
  quotation marks.
 Example: “Carl yawned and said “Let’s go.”
 If not quoting verbatim, do not use quotation
  marks.
 Example: Carl yawned and said that we
  should go.
Slang, Jargon, and Non Standard
          Abbreviations
 Unless it is being quoted for a purpose (e.g.;
  a statement made by a complainant), DO
  NOT use slang or jargon.
 Examples;
     Slang - The man said someone trashed his
      yard.
     Corrected - The man said someone threw
      trash in his yard.
     Quoted – The man said someone “trashed” his
      yard.
Slang, Jargon, and Non Standard
          Abbreviations
 Jargon: I had the ADM 10-21 me regarding
  the case.
 Correction: I had John Smith call me by
  phone regarding the case.
 If a non standard abbreviation is used it must
  first be preceded by the full word. For
  example:
     The investigator located the name of the
      registered owner in the Travis Central
      Appraisal District (TCAD) listings. TCAD is
      located in Austin, Texas.
Field Notes
 Brief notations concerning specific events
  and circumstances that are recorded while
  fresh in the investigators mind and used to
  prepare a report or affidavit.
 Uses of a field note
     Provides basis for reports in Amanda, CC
      track or affidavits
     Reduces need to re contact interested parties
      involved
     Provides greater accuracy relative to time,
      statements, and events than memory alone
YARD PHOTO
Introduction to Report Writing
            Part Three
 Code Compliance
Observation and Descriptive Skills
 The better an investigator sees things the
  better the investigator can describe them
 Use all 5 senses in observation – sight, smell,
  hearing touch and taste
Descriptive skills
 Investigators must be able to describe
  people, places and things by using specific,
  clear and vivid language. Believe it or not this
  takes practice.
The Box Test
The Box
The Box
Descriptive - people
 Describing people is the most difficult. In our
  investigations of complaints we should always note
  the characteristics of the persons you are dealing
  with such as their manner of speaking, their
  movements or what they are carrying.
 Don’t’ just say they were upset. Describe why you
  feel this way
 Example – “They raised their voice when they told
  me to get out of the yard. I noticed the owners fist
  was balled up as he waved it towards me.”
Descriptive - places
 Places should be described beginning at one
  point then proceeding in one direction, such
  as left to right or top to bottom. This ensures
  the description is thorough and systematic.
 The goal: Paint a picture with your words
Descriptive - things
 Look for all distinguishing marks and anything
  that might be compared or related to a
  commonly known thing or idea. Look for
  color, size, shape, texture, location and type.
 “The pool had weeds over two feet tall near
  the sidewalk area. The water was a dark
  green in color and several groups of dark
  bugs were on top of the murky water.”
So what doe we want to include in our
narratives?
 WHO?
 WHAT?
 WHEN?
 WHERE?
 WHY?
 HOW?
WHO?
 Who means complainants, owners, residents,
  tenants, witnesses, interested parties, ADM’s,
  leads
What?
 Type of violations exist if any at all, what
  property or portion of the property is the
  concern, what statements are being made by
  parties involved,
When?
 Date of initial inspections, follow up
  inspections, or any date pertinent to case
  such as court cases, date of affidavit being
  filed, citation or warning dates, meetings with
  owners, contractors or tenants, etc.
Where?
 Exact location of violation
 Right of Way cut reference points
 Type of site such as dwelling, vacant lot or
  commercial
 Zoning information
 Location of signs
Why?
 Any evidence supporting the violation or that
  would dismiss the violation
 Record of facts
 Coordination of follow up
 Reference material should be cited
 Bases for prosecution or affidavit
How?
 Did the violation occur
 Individuals of concern are involved in the
  case
 Did you determine supporting information for
  the violation
 Did you determine no violation existed
8 Essential Criteria’s of a Good Report
 Accurate
 Concise
 Complete
 Clear
 Legible
 Objective
 Grammatically correct
 Correct spelling
Common Types of Code Compliance
          Reports
 C C Track
 AMANDA
 Affidavits
 ROW request
 BSC request
AMANDA Tips
 Please keep special characters to a minimum
  in your log entries because of the problems
  that could occur when generating a Case
  History or NOV.
AMANDA Tip
 If you are trying to generating a Case History
  or NOV and receive a Visual Basic error
  message review the characters within the
  case documentation (manually entered text)
  listed below and remove them from the
  documentation.
 Close the Visual Basic error messages and
  windows.
 Update the case so the corrected text takes
  effect and then regenerate the Case History
  or NOV.
Rule of Thumb for all Documentation
            in AMANDA
 If you use a sentence format, use the upper –
  case for emphasis (violator was ANGRY)
  instead of quotation marks. If you use all
  upper –case for your entries, use lower case
  for emphasis (VIOLATOR WAS angry)
 Spell out measurements such as
  feet(‘)inches( “), percent(%), or less than(<)
 Write out grammatical symbols such as and
  (&) or at (@)
Rule of Thumb for all Documentation
            in AMANDA
 Do not use multiple special characters
  together, such as -*.” or )”.
 Do not add extra lines or spaces to an entry
 Do not use / or ( )within a sentence
Definitions
 Chronological order – arrangement of
  information in order of occurrence
 Chronological order
      Order in which events happened


 At 10 a.m. today, I received a call of a cart in
  the roadway in the 100 block of W. 1st St.
  When I arrived at 10:30 a.m., I spoke with
  Tom Catt at 102 W. 1st St. Catt told me . . .
Definitions
 Categorical – arrangement of information by
  category
 “ I spoke to the complainant, Tom Catt, who
  advised me the carts were always in the
  roadway after 3pm. Went to the location for
  an initial inspection and observed the cart in
  the road in front of residence. I then
  contacted the resident and issued a warning.
  The cart was removed to its proper storage
  area.”
3 basic types of information necessary
in code compliance reports.
 Identification of the persons involved,
  vehicles or property description
 Narrative description of the offense or
  incident
 Elements of the violation or probable case
Body of Report - The Narrative
 Transitional phrase to ease reader to Body of
  Report

     When I arrived at 715 E. 8th Street, I met
      with…
Body of Report - The Narrative
 Use details
   When I arrived at 715 E. 8th Street, I met with
    owner Sally Bandaid. I advised her that I was
    there to investigate the complaint of a large
    trash pile on the front porch. She told me her
    boyfriend had put old newspapers and paint
    cans there yesterday. She also said that
    someone had been hired to remove the pile of
    junk from the front porch this weekend.
    Bandaid told me she would see the trash was
    removed in the next three days.
Body of Report - The Narrative
 Be specific
     Mr. Amber said he saw someone in a blue car
      pullover next to the vacant lot across the street
      from 111 Blue St. One person he has never
      seen before took out several black plastic
      bags from the trunk of the car and he tossed
      them into the vacant lot.
     Instead of: Complainant said someone
      dumped trash in the vacant lot.
Body of Report - The Narrative
 Include pertinent info       Explain any action you
  from witnesses,               took at the scene
  complainants                  (issued citation,
 Tell what you did with        warning, left door
  any evidence found that       hanger etc)
  would help your case         If measurements are
 Paint the picture to your     taken of a particular
  reader, describe the          violation include the
  conditions of the site.       measurements in your
                                narrative
Separate Fact from Opinions
 Unless required, investigators opinions should not be
  included in any reports. Anything other than facts
  must be labeled as such to avoid any possible
  confusion.
 Show me. Don’t tell me. Let facts lead the reader to
  his/her own conclusions.
      While speaking to Ms. Wilson about her tall plants in
       the right of way, she told me they were native plants
       and they were rare in nature. This was her reason for
       not trimming the vegetation.
      NOT: Ms. Wilson had planted some tall weeds in the
       right of way and refused to cut the vegetation down to
       comply with code ordinances.
Writing Style
 Active voice
    I wrote the owner a warning.
 Why active voice?
    Easier to read
    Easier to write
    Eliminates confusion
 Passive voice
    The owner was given a warning.
 Don’t use it!!
    Harder to write
    Plants doubt in the reader’s mind
    Red flag for defense attorneys
Writing Style


 Use your natural voice.
 I saw stagnant water in the pool.
                         Versus
 I observed dormant liquid in the swimming pool.


 Use simple language everyone is likely to understand
Writing Style


 Commonly misspelled words


 Be aware of your own vocabulary.
Writing Style


 Short Paragraphs
  Easy for writer to add forgotten information
  Easier to read
  Easy to review before testifying
Best Short Story
How NOT to Write a Report
Standards for Case Documentation
 Review of Code Enforcement Division
  Enforcement Standards Part 1 Section C
  Standards For Case Documentation
 Section III
 Documentation of Field Investigations
Standards for Case Documentation
 Documentation of Field Investigations
 Case documentation includes the initial hand-written notes and
  other documents that you use or receive in the course of your
  investigation. All of these documents should be kept in the file
  for the particular case.
    Utilize the appropriate case printouts, checklists, worksheets
       or other investigation notes to record pertinent details of the
       field investigation.
    Collect and file all documents relating to the investigation,
       especially those given to the investigator in the field. Those
       documents may include deeds, leases, photos taken by third
       parties, engineer’s reports, floor plans, and print-outs from
       different investigation databases, e.g. TCAD records or GIS
       maps.
    When appropriate, collect and maintain business cards from
       persons who may be associated with the complaint, such as
       managers, employees, property managers, engineers,
       contractors, or businesses.
Standards for Case Documentation
   Documentation in Database Case Log
   Case documentation in applicable database logs shall
    communicate sufficient information regarding the event being
    documented. While this documentation is for the
    investigator’s use, it is also for Department’s use in keeping
    accurate records of case histories and for evidence needed
    in its enforcement actions. The spell-check function
    available in all databases shall be utilized when spelling is in
    doubt in order to avoid errors and abbreviations are not
    acceptable.
   Document all case activities in appropriate database within
    (1) business day of the activity.
   The databases generally include ownership/person
    information, investigator’s log, findings, violations cited, and
    notices information.
Standards for Case Documentation
      Initial Investigation Findings
 Initial investigation findings shall be
   documented in the investigator’s log and
   violations cited sections of the databases.

 In the violations cited log, include:
          List of all of the violations identified on the site.
          Reference particular Code sections violated.
Standards for Case Documentation
 In the investigator’s log, include:
        Date. The date of the investigation.

              Time. If violations include particular time violations, make
               sure to note the time. For example, for carts left at curb,
               document the time of day you observed the cart.
          Site conditions/violations. Description of site
           condition's), including a statement regarding the
           existence of violation(s) or lack of evidence of a
           violation. If the violations are included in the violation
           log, reference the log for more information.
              Details of violations. If the violations report is not specific
               as to the actual nature of the observed violations, detail the
               information in the inspector’s log.
Standards for Case Documentation
          Measurements. For violations that require
           particular measurements, identify the actual
           measurements made. For example, high weeds
           were over 14” tall.
      Investigator’s actions taken at site. Include:
          Communication with individuals associated with the
           case. See section (C.) in the Documentation in
           Database Case Log;
          Taking photos; and
          Identification of field issued notices posted on the
           property or given to the person.
Standards for Case Documentation
         Person Identification. When recording
          communications with persons, include as much
          identifying information about the person as possible,
          including name, phone number, address, and email
          address. Include the relationship of the person to
          the case, e.g., tenant, attorney, owner, neighbor,
          APD officer.
   Do not use the term “owner” or other titles without
    including the actual name of the person talked to. If
    you do not know the name of the person, record
    that you talked to an unnamed individual and
    include some identifying information, such as,
    “person claimed they lived next door at 4001 E.
    Parmer.” If they request anonymity, state you
    talked to a person who requested anonymity.
Standards for Case Documentation
      Permission to enter property. Report any
       permission to enter the property or adjacent
       properties including the name of the person and
       contact information of who gave you permission
       to enter the property. If the neighbor wants to
       remain anonymous, put that in the record but
       explain that any photos taken will be public
       records.
Standards for Case Documentation
      Additional information. Record information that
       will refresh your memory about investigation.
       Additionally record any unusual information that is
       unique to this investigation. This includes:
         Admissions or statements by violator and the attitude
          of persons talked to;
         Other persons present at site;
         Statements made by other persons;
         New ownership information;
         Use of APD to investigate;
         Presence of dogs or other potential safety issues; or
         Other information particular to this complaint
Examples of Acceptable
Investigation Documentation:
       “Verified dangerous structural conditions at site
        resulting from heavy fire damage as noted in the
        violations report. Measured openings for emergency
        closure request. See worksheet in the file. Posted
        dangerous sign. Photos of sign and violations taken.”
       “Met tenant, Jane Doe, at unit #103 (974-2000). She
        has two minor children (ages 3 and 5). Verified
        substandard conditions as noted in violations report.
        She expressed concern that the owner may retaliate
        against her. Told her that the owner would be notified
        within 7 days of the violation. Gave her my card and
        told her how to follow-up on the complaint.”
Examples
      “High weeds over 14” tall found in front yard. Observed four
       large trash bags full of trash in driveway. Observed 10’ x 10’
       pile of brush in side yard. Observed scattered trash and
       debris along side fence as shown in photos and as described
       in worksheet in file. Photos taken. No one at home.”
      “Stagnant water verified in swimming pool. Talked to Don
       Smith (888-3456) who said he was one of the occupants of
       the house. He was leasing the property. See business card
       in file. He gave me permission to go into the gated area and
       inspect the pool. Photos taken. Issued warning to Mr. Smith.”
      “Verified unscreened motor boat on trailer on driveway.
       Talked to John Bassmaster (974-1000) who said he was the
       occupant of the house, was leasing it from George Brown.
       He said that he owned the boat. I told him of that he had to
       remove the boat or place it behind a 6’ fence. Issued warning
       to Mr. Bassmaster. Photos taken.”
Follow-up Investigation/Inspection
Findings
   Follow-up investigation and inspection findings shall be
    documented in the case log. The documentation should
    include:
   In the violations cited log, include:
          The compliance status of violations. A description of the
           progress or lack of progress made toward correcting the
           violation(s).
          List any additional violations identified on the site which may
           require additional notice.
          For additional violations, reference particular Code sections
           violated.
   In the investigator’s log, include the same type of
    information identified in the Initial Investigation Findings in
    (A.) above. Additionally information should include:
Follow-up Investigation/Inspection
Findings
       Research activities. Include:
           Ownership information;
           Land use information (zoning, permits, site plans, other
            departments information).
       Document your inspection follow-ups.
           Note: Do not use the words “no change.” State what you
            observed, e.g., “the weeds were not mowed and had
            grown higher. The trash described in the initial inspection
            was still in the same spot as first observed.”
       Document communication events, especially site
        visits, meetings or phone calls.
       Include any extensions to the standard compliance
        periods that have been agreed to.
       When appropriate, include final disposition of the
        complaint.
Examples of Acceptable
Investigation Documentation:
       “Verified all noted substandard conditions have been corrected.
        Close case.”
       “Weeds cut. The trash bags, brush pile, and debris in the side
        yard mentioned in the initial investigation have been removed.
        Close case.”
       “Site follow-up inspection conducted. James Golden (see
        business card) one of the owners of the property met me on the
        site and gave me permission to go into the building to inspect
        the structure. (3) of the original (5) violations corrected. See
        updated violation report. No work has been done on the water
        heater or roof violations. Issued a citation to Mr. Golden for
        those two violations.”
       “Went to WPRD and made copies of site plan SP-0000.
        Discovered that the use approved in the site plan was
        restaurant.”
       “Noted violations not corrected. Resolution timeframe expired.
        Forwarding the case for judicial action.”
Communication with individuals
other than complainants

   Phone, mail, email, office and site communication
    with individuals potentially responsible for violations,
    witnesses, and other persons shall be documented
    in the investigator’s log.
   NOTE: Communication documentation should
    minimally include a brief description of statements
    of importance to the case and the source of the
    statement. Names of the person and their relation
    to the case should be included.
   The documentation should include:
Communication with individuals
other than complainants
       Statements acknowledging the violation,
        understanding of the requirements, and
        assurances given to comply.
       Contact information.
       Phone messages.
       Requests for extensions to comply.
       Other information deemed important to the case
        by the investigator.
Examples of Acceptable
Documentation:
       “Spoke to owner; John Doe (phone #, email address, etc.). He
        stated didn’t know his boat needed to be stored behind a six
        foot solid wood or masonry fence. He said he would properly
        store the boat by next week.”
       “Spoke to one of the owners; Jane Doe (phone #, email
        address, etc.). Stated she didn’t know she needed a permit to
        build a house. She stated he would stop work and secure all
        required permits by the end of the week.”
       “Received email (email address) from the property owner, Mr.
        Doe, requesting 15 day extension”. Extension granted based
        on …………….. Follow-up inspection scheduled for …………..”
       “Spoke to Maya Smith (545-1234) with Stewart Title. She told
        me that the property was about to be sold and requested a pay-
        off estimate and lien release. Her fax is 545-1235.”
Communication with complainants

   When a complainant has provided their contact information
    and has asked for updates, investigators shall make a diligent
    effort to contact them to inform them of the investigation
    results. The purpose of this contact is to provide information
    about the findings and describe the enforcement process for
    verified violations. Multiple updates should be made to the
    complainant when appropriate given the timeline for
    compliance.
          Phone, email, office, and site contacts and communication
           with these individuals shall be documented in the case log.
          Emails and correspondence shall be kept in the case file.
           Investigators can put a correspondence or a printout of the
           email in the file or for email, cut and paste it into the
           investigator’s log.
Examples:

      “Spoke to citizen, John Doe (phone #, email
       address, etc.), informed him that violation was
       verified and notice given requiring compliance in
       15 days.”
      “Sent email update to citizen, John Doe (phone #,
       email address, etc.), informing him that (2) site
       investigations have been conducted, the violation
       could not be verified and case would be closed.
       See email in file.”
THE END




  Remember Common Sense and Good Judgment
Attachment A – Spelling Quiz One
1.    Accept – to receive
2.    Believe
3.    Cite – to quote or document
4.    Accommodate
5.    Conscience – sense of right or wrong
6.    Accessible- easily reached
7.    Council – a group that consults or advises
8.    A lot – usually written as one word
9.    Principle – a general or fundamental meaning
10.   Height
11.   Their – possession of someone
12.   Commitment
13.   Thorough – careful or complete
14.   Abundance
15.   collectible
Attachment two – quiz two
   1. Which of the following spellings is correct?

   a) acomodate
    b) accomodate
    c) acommodate
    d) accommodate
    e) Don't Know




   2. Which of the following spellings is preferred in American English?

   a) acknowledgment
    b) acknowledgement
    c) acknowlegment
    d) acknowlegement
    e) Don't Know




   3. Which of the following spellings is correct?

   a) arguement
    b) argument
    c) arguemant
    d) arguemint
    e) Don't Know




   4. Which of the following spellings is correct?

   a) comitment
    b) comitmment
    c) commitment
    d) comitmant
    e) Don't Know