Report Writing National Certified Investigator Inspector Training Basic

Report Writing National Certified Investigator & Inspector Training Basic Program <Instructor Name> <Agency>

Session Introduction

Learning Objectives § Upon completion of the session, you will be able to: § Explain the purpose and importance of an investigative report § Identify the three goals of an investigative report § Identify the elements of grammatical style in an investigative report

Learning Objectives § Upon completion of the session, you will be able to: § Identify the three sections of an organized investigative report § Write a factual report that is accurate, logical, clear, concise, complete, and objective

Session Map Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports

Introduction to Report Writing

Introduction to Report Writing Goals of Investigative Reports Processing Reports § Main source of communication between investigators and boards or prosecutors § Compilation of all your work as an investigator § Reports should be written as you work your investigation § Makes sure report is complete and accurate § Documenting information as soon as it is uncovered ensures you won’t forget anything

Ineffective Reports Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports § Investigators sometimes fail to write effective reports. Here are some reasons why: § Lack of report writing training § Too many cases § Laziness or poor writing skills § Inattention to detail § Failure to use proper grammar

Purpose of an Investigative Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports The purpose of an investigative report is to communicate the factual information gathered during an investigation.

Goals of Investigative Reports

Factual & Objective

Factual and Objective Content Report Writing Introduction to Report Writing Goals of Investigative Reports § Accurate Processing Reports § Basic purpose to describe people, events, or objects § Inaccurate report is worthless and possibly dangerous § Logical § Organization of data § Exact words used to convey meaning § Clear § Plain English § Short, understandable sentences and paragraphs

Factual and Objective Content Report Writing Introduction to Report Writing Goals of Investigative Reports § Concise Processing Reports § Compress information into the fewest words § Brevity is appreciated by the reader § Complete § Make sure all facts are provided § Make sure all information is factual, and has been verified § Objective § Be aware of, and avoid personal opinions and bias

Correct Grammatical Style

Specific vs. General Report Writing Introduction to Report Writing Goals of Investigative Reports § Three things to consider when writing an investigative report § Precise word choice § Conclusive words § Descriptions Processing Reports

Precise Word Choice Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports § Specific words are understood to mean one thing only § Wife, husband, sister, or brother § General words can have a variety of meanings § Spouse, or sibling

Precise Word Choice Report Writing Introduction to Report Writing Goals of Investigative Reports § Three reasons for correct word choice Processing Reports § Incorrect words cause mistakes in meaning § Report success depends on selecting the best word to describe a thing or event in exact terms § Careless word choices confuse readers, seem unprofessional

Active vs. Passive Voice Report Writing Introduction to Report Writing Goals of Investigative Reports Active Voice § The doer of the action comes first in the sentence § More direct and clear The officer at Gate 5 B questioned the intruder. Passive Voice Processing Reports § The object being acted upon or the action comes before the doer of the action The intruder was questioned by the officer at Gate 5 B.

First Person vs. Third Person Report Writing Introduction to Report Writing Goals of Investigative Reports First Person § Preferred over third person § Flows better for readers I saw the man walk away from the scene. Third Person Processing Reports § Displays distance between the writer and the event The writer of this report saw the man walk away from the scene.

Exercise: Word Usage Report Writing Introduction to Report Writing Goals of Investigative Reports § Fill in the blank with the appropriate answer. § I will § Accept § Except your invitation. § Only those who show up can § Affect § Effect change. Processing Reports

Conclusive Words Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports § Convey information is factual and that author is certain of their claims § Never use unless absolutely certain information is factual § An exhaustive search was conducted § The agency made a total change in operating systems after the incident § I’m positive this is the last example

Descriptive Words Report Writing Introduction to Report Writing Goals of Investigative Reports § Avoid abstract descriptors § It was chilly § Use concrete descriptors § The temperature was 54˚F § If using comparisons, use one the majority of people can understand Processing Reports

I<Clicker Question: Word Choice Report Writing Introduction to Report Writing Goals of Investigative Reports A. Questioned Which of the following would be a simpler B. Said substitution for the word C. Forgave indicated? D. Displayed Processing Reports

I<Clicker Question: Word Choice Report Writing Introduction to Report Writing Goals of Investigative Reports A. Went Which of the following would be a simpler B. Shared substitution for the word C. Followed proceeded? D. Broke Processing Reports

I<Clicker Question: Word Choice Report Writing Introduction to Report Writing Goals of Investigative Reports A. Left Which of the following would be a simpler B. Ran substitution for the word C. Pressed initiated? D. Began Processing Reports

Exercise: Plain English Report Writing Introduction to Report Writing Goals of Investigative Reports § Exercise Instructions Processing Reports § Five over-complicated sentences will be displayed § Identify the simplified saying from the sentence

Exercise: Plain English Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports It is impossible for one to adequately assess the worth of a volume merely by examining the outer cover. You can’t judge a book by its cover.

Exercise: Plain English Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports Aqueous fluids exhibiting non-agitated surfaces generally extend downward to a considerable depth. Still waters run deep.

Exercise: Plain English Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports Individuals of similar propensities will tend to congregate in groups. Birds of a feather, flock together.

Exercise: Plain English Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports Concrete mineral matter moving forward with a revolving motion fails to collect an accretion of bryophytic plants. A rolling stone gathers no moss.

Exercise: Plain English Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports An individual who vacillates when there is need of action will find himself or herself beyond the hope of future success. He who hesitates, is lost.

Examples of Unclear Writing Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports I am forwarding my marriage certificate and six children. I have seven, one died which was baptized on a half sheet of paper. I am glad to report that my husband who is missing is dead.

Examples of Unclear Writing Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports I am forwarding my marriage certificate and my three children, one of which is a mistake as you can see. In accordance with your instruction, I have given birth to twins in the enclosed envelope.

Simple Writing Report Writing Introduction to Report Writing Goals of Investigative Reports § Sentence length § Conjunctions § Personal pronouns § Quotation marks Processing Reports

Proofreading Report Writing Introduction to Report Writing Goals of Investigative Reports § Check for: § Basic spelling and grammar § Readability § Ability to be understood by a third party § Internal peer review Processing Reports

Exercise: Importance of Proofreading Aoccdrnig to rscheearch, it deosn't mttaer in waht oredr the ltteers in a wrod are, the olny iprmoatnt tihng is taht the frist and lsat ltteers be at the rghit pclae. The rset can be a toatl mses and you can sitll raed it wouthit porbelm. Tihs is bcuseae the huamn mnid deos not raed ervey lteter by istlef, but the wrod as a wlohe. "

Exercise: Uncritical Inference Test Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports This test is designed to determine your ability to think accurately, and carefully. Review the instructions with extreme care.

Exercise: Uncritical Inference Test Report Writing Introduction to Report Writing Goals of Investigative Reports Story A: Processing Reports The only car parked in front of the brown house is a blue one. The word, “POLICE” is spelled in large letters across the door of the car.

Exercise: Uncritical Inference Test Report Writing Introduction to Report Writing Goals of Investigative Reports Story B: Processing Reports A businessman had just turned off the lights in the store, when a man appeared and demanded money. The owner opened a cash register. The contents of the cash register were scooped up and the man sped away. A member of the police force was notified promptly.

Exercise: Factual vs. Nonfactual Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports § Determine the difference between a statement of fact, and a statement that includes opinion § Factual § Nonfactual § Inference § Avoid approval or disapproval

Exercise: Factual vs. Nonfactual Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports § Label each of the statements on your Work Sheet as either: § F: Factual § NF: Nonfactual

Professional Appearance

Organization and Format Report Writing Introduction to Report Writing Goals of Investigative Reports § Organize facts and materials before writing § Use a logical, accurate sequence to arrange information § Minimum organization format contains: § Introduction § Body § Closing Processing Reports

Use of Paragraphs Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports § One main thought per paragraph § Maximum 7 to 8 sentences per paragraph § First sentence identifies content of the paragraph § Last sentence introduces the next paragraph

Timelines Report Writing Introduction to Report Writing Goals of Investigative Reports Processing Reports § Effective way to break complex series of events into logical sequence § Use bullet points § List date (and time if appropriate) § Describe the event in chronological order

Exercise: Self-Evaluation Report Writing Introduction to Report Writing Goals of Investigative Reports § Are your reports: § Complete § Concise § Clear § Correct § How effective is your reporting? Processing Reports

Processing Reports

When to Complete a Report

When to Complete a Report Writing Introduction to Report Writing Goals of Investigative Reports § Write as you go Processing Reports § After conducting an interview, write up the section of your report pertaining to the interview § Collect evidence, write about the evidence § Memory is fallible § Even notes can lose meaning over time § You can discover missing information and possible leads when writing the report

Report Distribution and Disposition

Report Distribution & Disposition Report Writing Introduction to Report Writing Goals of Investigative Reports § Distribute, retain, and destroy reports in accordance with agency policy § Keep a copy for your records, send a copy to ultimate finder of fact § Keep your copy until the case is closed § Be mindful of appeal time frames Processing Reports

Session Review

Learning Objectives Review § You should now be able to: § Explain the purpose and importance of an investigative report § Identify the three goals of an investigative report § Identify the elements of grammatical style in an investigative report

Learning Objectives Review § You should now be able to: § Identify the three sections of an organized investigative report § Write a factual report that is accurate, logical, clear, concise, complete, and objective

Questions

Session Evaluation

In general, this instructor: A. Is Unacceptable B. Needs Improvement C. Is Good D. Is Very Good E. Is Excellent

The style of delivery: A. Is Unacceptable B. Needs Improvement C. Is Good D. Is Very Good E. Is Excellent

The content: A. Is Unacceptable B. Needs Improvement C. Is Good D. Is Very Good E. Is Excellent

The amount of material covered: A. Is Unacceptable B. Needs Improvement C. Is Good D. Is Very Good E. Is Excellent

The usefulness of this session: A. Is Unacceptable B. Needs Improvement C. Is Good D. Is Very Good E. Is Excellent