"COMPLAINT REPORT WRITING - PDF - PDF"
COMPLAINT REPORT WRITING I. COMPLAINT REPORTS FORMAT AND STYLE: POLICY Police Reports from the Gerrish Township Police Department are made available to a variety of sources including the media, the general public, attorneys and other law enforcement professionals including the prosecuting attorney. The content and quality of police incident reports reflect on this department, individual officers and the law enforcement profession. PROCEDURE a) All crime reports prepared and submitted by members of the Gerrish Township Police Department shall be written using capitalized headings. Headings will vary depending on the type of incident and the circumstances surrounding the incident being investigated. Some examples of appropriate headings are as follows: INFORMATION: INVESTIGATION: COMPLAINANT: VEHICLE: INTERVIEW: VENUE: FIELD TEST: WEATHER: ARREST: CHEMICAL TEST: VEHICLE SEARCH: WITNESS: MIRANDA WARNINGS: EVIDENCE TAKEN: ACTION TAKEN: STATUS: b) Headings shall be utilized to make information easily accessible to the reader. The author of the report has discretion as to what headings are appropriate depending upon the incident being investigated and the essential elements. c) All police reports shall contain the basic elements of the offense and should be completed in a clear and concise format. Reports shall include all information necessary for successful prosecution, including who, what, where, when, how and why. II. INFORMATION ON PERSONS IN THE REPORTS: a) Each person mentioned in the narrative of the report shall also be listed in the NAMES section. Daytime, evening and cellular telephone numbers should be obtained from all persons, if available. If there are no telephone numbers available then this should be noted in the report. It is imperative that daytime phone numbers and other alternate contact numbers are requested from VICTIMS, COMPLAINANTS, and WITNESSES, etc. b) It is essential to identify the role of each person that is listed in the report (i.e. VICTIM, SUSPECT, WITNESS). The person’s role can be identified with headings or identifiers after the person’s name (i.e. John Doe – Wrecker Driver). Addresses shall be obtained for all persons listed in the report. Officers shall include all addresses available including 25 residence, business, and any other that is available such as school or additional employment and record same in the subject data section of the Incident report. III. SPELLING, GRAMMAR AND PUNCUATION: Proper spelling, grammar and punctuation shall be utilized in all police reports. Police reports found to have improper spelling, grammar or punctuation shall be returned by the Supervisor for correction. IV. TIMELINESS OF REPORTS: a) When any complaint is received and an Officer is dispatched, a complete report will be made and submitted in a timely manner in accordance with Prosecutor requirements. b) All reports involving a Felony arrest with detention of a prisoner shall be completed prior to the end of an officer’s shift. The Senior Officer of the shift shall ensure that the reports and necessary paperwork are completed by the end of the shift and prepared for Supervisor review. V. REQUIRED FORMS: a) Juvenile Cases: All DDP, LEIN, SOS, CCH printouts and other required State of Michigan and Department forms shall be submitted with the report. Cases involving juvenile subjects or offenders shall contain a Probate Court petition request if applicable. To comply with mandatory reporting requirements, cases involving suspected child abuse or neglect shall require the faxing of a copy of the report to the Department of Human Services. b) Adult Cases: All DDP, LEIN, SOS, CCH printouts and other required State of Michigan and Department forms shall be submitted for all cases involving an adult suspect. c) All supplemental and exterior documents will be submitted for Supervisor review. VI. REPORTING OFFICER PROCEDURE RESPONSIBILITIES: a) An original complaint report shall be made out on all calls for service received whether they originate from Roscommon County Central Dispatch, via telephone, or a walk in complaint to any Gerrish Township facility. b) Officers shall log his/her complaints taken into the official complaint book maintained by the Department. c) An Officer that adds additional information to an original report shall use a supplementary narrative to that original and at that time if any new subject, evidence, vehicle, etc. information is obtained, that data shall be entered appropriately in DDP. 26 d) Officers shall place original and any supplemental reports in the Department review bin for Supervisory review. e) If an Officer is requesting a Prosecutor review of a report, same will place an appropriately titled “Prosecutor Copy” in the bin attached to the original or supplemental. Policy Adopted: 27