REPORT WRITING EXAM QUESTIONS
AND ANSWERS
What is a report? - Answers -Reports are the official public records of the police
department.
Why are reports prepared and maintained? - Answers -To insure that appropriate
information is available to department personnel, other entities in the criminal justice
system and the public.
What is the purpose of a report? - Answers -• Provide a permanent written record of
official actions of the department
• Furnish necessary information to other members of the department
• Give a method and means of controlled communication throughout the department
• Furnish necessary information for the effective operation of other agencies
• Enable supervisors to evaluate work performances and provide direction to
subordinates
• Provide data to enable distribution and assignment of personnel
• Provide statistical data which is required by Federal and State government
• Provide the necessary data for the analysis of crime
What is the #1 Purpose of a Report? - Answers -To protect the officer and department
from unwarranted accusations regarding the incident
Who can take a report? - Answers -• Patrol Officers and Detectives
• Community Service Officers
• Dispatchers
• Records Clerks
• Citizens
Components of a Report - Answers -• Face Sheet (original)
• Continuations
• Supplements
• Attachments
What are Case Numbers used for? - Answers -To keep track of incidents
How many Case Numbers per incident? - Answers -1 (time and place separation)
True or False. Each person in a report is assigned a code. - Answers -TRUE
, True or False. There can be multiple uses of the same code. (Ex. - multiple suspects,
victims or witnesses) - Answers -TRUE
Four Case Statuses - Answers -Pending
Suspended
Closed
Attach to original
True or False. Any time a report status is altered, it must be documented. - Answers -
TRUE
For a Good Report - Answers -• Give a clear and concise narrative account of an
incident
• Use the simplest possible words for an exact meaning
• Write to "express" rather than "impress"
• Avoid "legalese" - write like you speak
• Use first person and past tense when writing
• Write in chronological order
True or False. Any handwritten reports must be in black ink. - Answers -TRUE
When are reports required to be completed? - Answers -Under no circumstances will a
report not be completed by the day AFTER the initial investigation
True or False. With supervisor approval and under certain conditions you can hold a
report. - Answers -TRUE
Conditions under which you can hold a report - Answers -• The case is a misdemeanor
• No arrest was made
• No arrest warrant was obtained
• No property or evidence was seized
• The department will have no need for the information before the eventual submission
of the report
• The employee will return to work the next day
True or False. If it is not written down, it never happened. - Answers -TRUE
Report Classifications (Call Type) - Answers -• Used to identify the type of report being
written
• Used to route reports to appropriate areas
• Used by Classifiers to enter data necessary for FBI, state or local databases
True or False. The classification may not be the same as what you were dispatched to. -
Answers -TRUE
AND ANSWERS
What is a report? - Answers -Reports are the official public records of the police
department.
Why are reports prepared and maintained? - Answers -To insure that appropriate
information is available to department personnel, other entities in the criminal justice
system and the public.
What is the purpose of a report? - Answers -• Provide a permanent written record of
official actions of the department
• Furnish necessary information to other members of the department
• Give a method and means of controlled communication throughout the department
• Furnish necessary information for the effective operation of other agencies
• Enable supervisors to evaluate work performances and provide direction to
subordinates
• Provide data to enable distribution and assignment of personnel
• Provide statistical data which is required by Federal and State government
• Provide the necessary data for the analysis of crime
What is the #1 Purpose of a Report? - Answers -To protect the officer and department
from unwarranted accusations regarding the incident
Who can take a report? - Answers -• Patrol Officers and Detectives
• Community Service Officers
• Dispatchers
• Records Clerks
• Citizens
Components of a Report - Answers -• Face Sheet (original)
• Continuations
• Supplements
• Attachments
What are Case Numbers used for? - Answers -To keep track of incidents
How many Case Numbers per incident? - Answers -1 (time and place separation)
True or False. Each person in a report is assigned a code. - Answers -TRUE
, True or False. There can be multiple uses of the same code. (Ex. - multiple suspects,
victims or witnesses) - Answers -TRUE
Four Case Statuses - Answers -Pending
Suspended
Closed
Attach to original
True or False. Any time a report status is altered, it must be documented. - Answers -
TRUE
For a Good Report - Answers -• Give a clear and concise narrative account of an
incident
• Use the simplest possible words for an exact meaning
• Write to "express" rather than "impress"
• Avoid "legalese" - write like you speak
• Use first person and past tense when writing
• Write in chronological order
True or False. Any handwritten reports must be in black ink. - Answers -TRUE
When are reports required to be completed? - Answers -Under no circumstances will a
report not be completed by the day AFTER the initial investigation
True or False. With supervisor approval and under certain conditions you can hold a
report. - Answers -TRUE
Conditions under which you can hold a report - Answers -• The case is a misdemeanor
• No arrest was made
• No arrest warrant was obtained
• No property or evidence was seized
• The department will have no need for the information before the eventual submission
of the report
• The employee will return to work the next day
True or False. If it is not written down, it never happened. - Answers -TRUE
Report Classifications (Call Type) - Answers -• Used to identify the type of report being
written
• Used to route reports to appropriate areas
• Used by Classifiers to enter data necessary for FBI, state or local databases
True or False. The classification may not be the same as what you were dispatched to. -
Answers -TRUE
