Report Writing Code Enforcement Ofc Evan Doyle Note

Report Writing – Code Enforcement Ofc. Evan Doyle

Note Taking Documenting the Interview/Incident • Notes • Brief pieces of information • Recordings • Audio or video • Body Worn Camera (BWC) • Statements

Note Taking • What information is important? • • Who What Where When Why How Action Taken

Note Taking What notes are we going to take? • What happened before the officer arrived? • What did the officer see? • What did the officer do? • What was the result?

Note Taking • How are we going to record the information? • Accurately • Legibly • Using common abbreviations if necessary • TOT • DOB • NMI

Note Taking • What are we going to do with the information? • Use the data for reports • Refer to previous notes for current investigations • Refer to notes in court

Interviewing • Basic Interview Techniques • Start slow, build rapport • Open-ended questions • Narrative answer • Closed-ended questions • Usually only a “yes” or “no” answer • Formulate questions about a single topic • Understand recall techniques like the Cognitive Interview • Understand effective interview techniques like “mirroring”, “minimal encouragers” • Do not try to influence the person’s responses

Interviewing – Signs of Deception • Deception • • Physiological Indicators • Perspiration • Skin Color • Pulse rate • Dry mouth • Behavioral Indicators • Nervousness • Restlessness • Rehearse answers Pacing • Lack of eye contact • Inconsistent answers • • These may be signs of deception

Report Writing • Purpose of Reports Creates a record of documentation • Supports legal efforts on behalf of city/victim • Aid victims in recovery/compliance •

Report Writing • Reader Considerations • Supervisors, prosecutors, defense attorneys, other officers/agencies, media, insurance companies, judges… • Virtually limitless • Report has to be understood to have value

Report Writing • Organizing the Report • Chronologically • Documenting info by date/time from the first event to the last • Categorically • Use your field notes

Report Writing • Effective Report Writing • The best reports are • Factual • Complete • Easily understood Clear Accurate Concise

Report Writing • Report Writing Principles Active voice • Easier to read • Past tense • You are reporting what happened • Write in sentences • Subject + verb & express a complete thought •

Report Writing • Evaluating a Report • Know your strengths & weaknesses • Work to improve upon weaknesses • Spelling • Grammar • Punctuation • Vocabulary • Speed • Get help proofreading

Report Writing • Remember – If it is not it the report, it did not happen! • Content – who, what, where, when, why and how • Format – organizing and presenting the content for effective communication • K. I. S. S. • What occurred prior to officer’s arrival? • What did the officer do? • What did the officer observe? • Why was the officer there?

Report Writing • Questions, comments, concerns?