Running investigations effectively requires well written reports which provide documented evidence for future use, enhancing justice. Errors made in report writing consume the judicial coffers from the taxpayer. The judicial process is also majorly delayed since most cases have to be dismissed and the whole process repeated. Defense lawyers stand to gain from the slight errors when they prove a crucial tool in exonerating their clients.
Reports are used to prepare for court. They examine the past and provide relevant and detailed facts as they are a documented report of the incident. They help in improving the services of the law enforcement department by profiling areas that require attention in crime reduction and in evaluation of competence among officers.
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They are read and used by lawyers, the media, judges, social workers, jurors and investigators. The reports must clearly outline the events that occurred, the timing and how it all happened. They must be clear enough to avoid too much judicial jargon to help most layman users understand them.
The main problem alluded to report writing is that most officers view it as less significant and tedious compared to their other tasks. Many reports are marred by the inclusion of the officers’ conclusions and assumptions, missing and incomplete information and the inclusion of too much jargon that makes the report redundant. Many officers are not keen on learning report writing as a skill.
The content of a report, that is exactly what was said, and its form, that is how it was written, should not be underestimated.
A well written report contains the accurate record of facts and has complete information presented objectively and accurately. It rings with clarity, excluding unnecessary jargon; it is concise and grammatically correct written in the first person and in past tense.
Reports deal with facts which are statements that can be proven. They lead to inferences where the investigator draws a conclusion based on evidence. Any opinion or personal belief subscription of the officer may render it biased.
A report benefits the judicial system in that everything is conducted more efficiently and effectively, it reduces liability in the police department, it saves on cost and time and gives a positive report of the officer involved.
