Police officers sometimes feel overwhelmed by all the writing they have to do. Every situation seems different. How can you possibly learn how to write every type of police report – and do it well?

Help is on the way!

1.  The brevity and efficiency requirements for police reports are your best friends. Make every word count. Write short, crisp sentences. Compare the versions below:

Johnson expressed that there were no stolen items on his person, whereupon this officer initiated a pat down, subsequently proving Johnson wrong by finding three expensive items in his pockets, i.e. two watches and a designer tie.  WORDY

Johnson told me he hadn’t stolen anything. I patted him down. I found two expensive watches and a designer tie in his pockets.  EFFICIENT

2.  Learn the four types of reports. The good news is that they’re like a staircase: each type builds on the previous type.

Type 1 is the simplest: facts only. Type 2 adds an investigation (a search or talking to witnesses, for example).

Type 3 adds action by the officer (such as a chase or breaking up a fight). Type 4 is initiated by the officer: instead of being dispatched, you make the decision to get involved in a situation.

Once you learn to think in Types (“Is it a 1 or a 3?”), you’ll feel confident about writing your reports. Type 4 always requires probable cause, for example.

You can download a simple chart explaining the four types at this link. If you’re an instructor or administrator, feel free to share the chart. Many officers say it’s a great help!