Policy Text
Policy Delano Police Department
323 Delano PD Policy Manual
Report Preparation
323.1 PURPOSE AND SCOPE
Report preparation is a major part of each officer's job. The purpose of reports is to document
sufficient information to refresh the officer’s memory and to provide sufficient information for follow-
up investigation and successful prosecution. Report writing is the subject of substantial formalized
training and on-the-job training.
323.1.1 REPORT PREPARATION
Employees should ensure that reports are sufficiently detailed for their purpose and free from
errors prior to submission. It is the responsibility of the assigned employee to complete and submit
all reports taken during the shift before going off-duty unless permission to hold the report has
been approved by a supervisor. Generally, reports requiring prompt follow-up action on active
leads, or arrest reports where the suspect remains in custody should not be held.
Handwritten reports must be prepared legibly. If the report is not legible, the submitting employee
will be required by the reviewing supervisor to promptly make corrections and resubmit the report.
Employees who dictate reports shall use appropriate grammar, as content is not the responsibility
of the typist. Employees who generate reports on computers are subject to all requirements of
this policy.
All reports shall accurately reflect the identity of the persons involved, all pertinent information
seen, heard or assimilated by any other sense, and any actions taken. Employees shall not
suppress, conceal or distort the facts of any reported incident, nor shall any employee make a false
report orally or in writing. Generally, the reporting employee’s opinions should not be included in
reports unless specifically identified as such.
323.2 REQUIRED REPORTING
Written reports are required in all of the following situations on the appropriate department
approved form unless otherwise approved by a supervisor.
323.2.1 CRIMINAL ACTIVITY
When a member responds to a call for service, or as a result of self-initiated activity becomes
aware of any activity where a crime has occurred, the member shall document the incident
regardless of whether a victim desires prosecution. Activity to be documented in a written report
includes:
(a) All arrests
(b) All felony crimes
(c) Non-Felony incidents involving threats or stalking behavior
(d) Situations covered by separate policy. These include:
1. Use of Force Policy
Copyright Lexipol, LLC 2019/12/06, All Rights Reserved. Report Preparation - 1
Published with permission by Delano Police Department