Instructors Resource Manual for

Criminal Justice Report Writing

Jean Reynolds, Ph.D.
Polk State College
Copyright 2012
The Maple Leaf Press

Table of Contents
How to Use This Manual
Teaching Suggestions
Chapters 1 12 and 34 35
Appendix 1
Diagnostic Test, Answer Key, Explanations, Diagnostic Report
Appendix 2
Printable Test Bank

12
3
4 32

How to Use This Manual

This manual provides teaching suggestions, tests, and an answer key for The Criminal
Justice Report Writing Guide for Officers. A College Edition is also available for quantity
orders: Criminal Justice Report Writing (ISBN 1470164450). The content in both
editions is identical. E-book editions are available in Kindle format and from
www.Smashwords.com.
Most instructors will want to focus on Chapters 1 - 11 in Section I (Writing the
Report). If time allows, students can work on Chapters 34 (Criminal Justice Technology)
and 35 (Words and Expressions to Avoid) in Section V (Choosing the Correct Word).
An advanced class might also benefit from Chapter 37, Using Plain English, which
reflects recent federal guidelines aimed at simplifying official documents. It's especially
useful for officers who are looking ahead to leadership positions in criminal justice.
Most academies and colleges do not have time to incorporate a thorough grammar and
usage review into their report-writing instruction. To assist students who need additional
help with these writing skills, this book offers an extensive, jargon-free review of
grammar and usage for students to study on their own. Exercises and an answer key are
provided. (See Sections II, III, and IV).
Its easy for students to assess their writing skills and set up a personalized review plan
for themselves. Have students do the Pre-Test on pages 5 7 to identify areas they need
to review. Each item on the Pre-Test Answer Key (pages 8 10) directs students to the
page numbers that cover the appropriate skill.
At the end of the report-writing unit, you can ask students to take the Post-Test and
check their answers against the Answer Key (pages 187 215). Again, topics and page
numbers are provided so that students can turn to the page numbers that cover the content
they need to review. For your convenience, printable tests are at the back of this manual.
You can also have the entire class take the Diagnostic Test beginning on page 32 of
this instructors manual. Answers and explanations follow, and chapters listed in the
Topics Key match the Table of Contents in The Criminal Justice Report Writing
Guide for Officers. (For easy duplicating, these Diagnostic Test and subsequent pages
have their own page numbers.)
1

You can supplement your instruction with free materials available at

www.YourPoliceWrite.com: PowerPoints, instructional videos, practice activities, and
grammar and usage instruction.
Your feedback and suggestions are always welcome: Send your comments to
jreynoldswrite@aol.com. The Maple Leaf Press is continuing to produce new (and free)
PowerPoints and other materials related to report writing. These are announced
bimonthly in the Police Writer electronic newsletter. You can subscribe, free, by
providing your email address in the form posted at www.YourPoliceWrite.com.

Teaching Suggestions
Teaching effective criminal justice report writing can be a challenging task. Older
students may come to your classes with rusty writing skills; younger students may
have graduated from high schools that required minimal writing. Many instructors
have found the following suggestions useful for teaching criminal justice report
writing:
1. Incorporate informal writing into every part of the lesson.
Of course youll be asking your classes to submit written reports. But you can
also ask them to jot down their ideas about the topics youll be introducing into
your instruction. These brief, informal warm-p activities (which do not need to be
collected or graded) provide a number of benefits to students who are learning
how to write reports:
additional writing practice
motivation to focus on the topic at hand
non-threatening assessment of what the class already knows
opportunities to clear up any misconceptions that students bring to the topic
This kind of informal writing is especially useful right after youve stated the learning
Objectives: for a lesson. Youll find suggestions (called writing prompts) for these
informal activities listed for each chapter below.
2. Set aside time for students to give feedback to one another.
Research into learning tells us that our brain develops powerful neural pathways
for skills we use again and againone of the reasons why writing instructors find
that their own language skills grow stronger over time.
You can provide the same benefit to your classes when you ask them to pair up to
read and assess one anothers homework and practice reports. And theres an
additional benefit: Students will develop communication skills that are immensely
useful in any criminal justice career.
3. Provide ample opportunities for practice and review.
The paperwork load for a report-writing class can be dauntingso much so that
instructors may have time to assign only one or two reports. The result is
frustration for both instructors and students.
One solution is to begin each class with a brief writing activity that focuses on
only one aspect of a report. To save time, you can spot-check student work by
walking around the room; for even better results, have students pair up and help
each other before you assess what theyve done. (Of course these activities are a
supplement, not a substitute for practice with complete reports.)

Suggested activities include writing an opening sentence; rewriting a paragraph in

bullet style; jotting down the special requirements for a Type 1, 2, 3, or 4 report;
rewriting a paragraph to make it more objective; and so on.
4. Empower students to find their own solutions to writing problems.
Start now to prepare your classes to devise ways to resolve any writing issues they
may have. If spelling is a problem, students should be using dictionaries and
making their own list of words that give them trouble: Dont allow students to
rely on you to find and fix any errors. If your classes use computers, make sure
they know how to use the spellchecker and grammar checker. If your school has a
writing lab, encourage students to use the resources there.
For other writing problems, Sections II, III, IV and V of The Criminal Justice
Report Writing Guide for Officers and Criminal Justice Report Writing offer a
thorough review of the usage skills needed for professional report writing. Spend
a few minutes showing students how to use the Table of Contents and Index to
sharpen their writing skills.

Sample Class Outline

Here is a suggested outline that you can modify to meet the needs of the
students and content youre teaching.
1. Write the days topic on the chalkboard or whiteboard, briefly
introduce it to the class, and state the learning Objectives:.
2. Assign a brief writing prompt related to the topic. Give students three
minutes to write what they already know and jot down any questions
they may have.
3. Call on students (or ask for volunteers) to read what they have written.
Answer questions and clear up misunderstandings.
4. Review the days homework. Collect if necessary. Address any
concerns that you or the class encountered.
5. (Optional) Show a PowerPoint or video from www.YourPoliceWrite to
introduce new content.
6. Begin covering new content related to the learning Objectives:.
7. Answer students questions.
8. Review the learning Objectives:.
9. Assign homework.

Chapters 1 and 2
Why Is Report Writing Important?
Overview of Report Writing
Pages 15 23

Learning Objectives:
Name at least four potential readers of a report (supervisors, reporters, district
attorneys, defense attorneys, family members, community leaders, researchers,
government officials).
List four ways in which information in a report might be used (statistics, justify
arrest of disciplinary action, prove that legal guidelines were followed, provide clues
for follow-up investigation).
List four requirements for an effective report (accuracy/brevity/completeness,
objectivity, step-by-step account of events, details about people and places)
Define the term narrative (story/chronological account).
List the three stages of report writing (preparation, drafting, revision).
List at least four types of sophisticated thinking that might be required in an
effective report (accurate recall, blending past and present, sifting through conflicting
stories, selecting information for follow-up investigation, eliminating bias, building a
case for prosecution and conviction).

Teaching Suggestions:
Many criminal justice students fear report writing. Steps you can take to build their
confidence include:
Reminding them that they already know how to write
Pointing out theyll be using everyday language to write their reports (archaic
expressions like I ascertained and he answered in the affirmative are
disappearing).

Warm-up Activity (ungraded in-class writing):

Chapter 1: List the people who might read a criminal justice report.
Chapter 2: Freewrite about the challenges an officer might face while putting
together a report.

Media (www.YourPoliceWrite.com):
PowerPoint 1 (www.YourPoliceWrite.com): What is a Professional Report?
PowerPoint 2: A Closer Look at Report Writing
PowerPoint 2A: How to Write Like a Cop

Test Questions (A printable test bank is included at the end of this manual;
answers begin on page 21):
Directions: Choose the correct answer.

1.
a)
b)
c)
d)

Which statement is true of all criminal justice reports?

They demonstrate officers professionalism
They provide clues for follow-up investigations
They provide data for statistical studies
They help justify arrests or disciplinary actions

2.
a)
b)
c)
d)

Your report may be read by

your supervisor
a newspaper reporter
an attorney
all of the above

3.
a)
b)
c)
d)

Which of the following must be included in your report?

The name of your supervisor
The name and address of a close relative for each witness
The reason you were at the location
A brief description of the weather at the time of the incident

4.
a)
b)
c)
d)

The preparation stage of report writing includes

interviewing
outlining your report
investigating
a and c

5.
a)
b)
c)
d)

The drafting stage of report writing includes

organizing your information
spellchecking words youre unsure of
investigating
a and c

6.
a)
b)
c)
d)

The revising stage of report writing includes

taking notes
spellchecking words youre unsure of
verifying information
b and c

7.
a)
b)
c)
d)

When writing a report, officers must sometimes

memorize witnesses names and addresses
insert opinions and hunches
blend two sets of stories
predict the outcome of an investigation

8. The practice of identifying people at the scene as Witness 1, Witness 2, and so on

is
a) a good way to ensure objectivity

b) a good way to ensure accuracy

c) helpful later when youre preparing to testify in court
d) not recommended by your book
9. Suppose you searched an inmates locker for contraband without finding anything
suspicious. You should
a) write a report
b) not waste time writing a report
c) ask your supervisor for advice
d) recheck the list of contraband items to see what you might have missed
10. Suppose you look for footprints at a crime scene but dont find any. Your report
should
a) state that you looked for footprints
b) state that you looked for footprints but didnt find any
c) state why you thought there might be footprints at the scene
d) omit any mention of footprints

Chapter 3
Preparing to Write
Pages 25 30

Learning Objectives:
Name six categories that might be useful when preparing to write a report
(yourself, victims, witnesses, suspects, evidence, disposition)
Define the terms slang, hearsay, and chain of evidence
List at least two guidelines for effective notetaking (make sure you have writing
materials at hand, think about categories, think about the type of report youll be
writing, train yourself to observe and remember, record information accurately and
thoroughly)
List two guidelines for interviews (deal with emotions first, provide privacy)

Teaching Suggestions:
Students who are nervous about report writing can start to develop confidence when
they realize that they can follow a process that leads to success. Class practice in
notetaking and interviewing can help students prepare to write effective reports. Make
sure all students know and understand the importance of the six categories of
information they will use in their reports.

Warm-up Activities (ungraded in-class writing):

What steps do you think might help you prepare to write a report?

Media (www.YourPoliceWrite.com):
PowerPoint 3: Preparing to Write a Report

Video: Traditions https://youtu.be/w_B-DLg99vU

Test Questions (Answers begin on page 23)
Directions: Choose the correct answer.
1. Which is not a category you might think about while preparing to write a report?
a) victims
b) emotions
c) suspects
d) yourself
2. When youre writing a report, recording hearsay may be
a) a waste of time
b) inappropriate
c) useful for further investigation
d) unprofessional
3.
a)
b)
c)
d)

Dealing with a victims emotions

should be done first
should be avoided
is beyond the scope of an officers duties
is unprofessional

4.
a)
b)
c)
d)

Using quotation marks when youre taking notes

is unprofessional
can create confusion when youre writing your report
can be helpful in identifying someones exact words later
casts doubt upon your objectivity

5.
a)
b)
c)
d)

When slang is recorded in a report,

the officer looks unprofessional
the officer looks uneducated
the officer is wasting time
explanations of unfamiliar words and phrases may be needed

6.
a)
b)
c)
d)

Establishing probable cause is especially important in a

Type 1 report
Type 2 report
Type 3 report
Type 4 report

7.
a)
b)
c)
d)

Which of the following should not be included in a report?

point of entry or exit
your theory about how the crime was committed
signs of trauma
steps taken to secure the crime scene

8. When two officers are working a crime scene, the report should note
a) who did the interviews
b) assurances that they did not get in each others way
c) evidence that they are an effective team
d) which officer took the lead
9. Controlling an interview with a witness
a) is insensitive
b) is sometimes necessary
c) requires permission from a supervisor
d) can cause you to be charged with misconduct
10. Carrying a small notebook in a pocket
a) can damage your uniform
b) requires permission from a supervisor
c) can be helpful in an emergency
d) is not a recommended practice

Chapters 4 and 5
Organizing a Report
Writing a Report
Pages 31 37

Learning Objectives:
1. List two reasons a report might be difficult for an officer to organize (having
to deal with both past and present events; sorting conflicting accounts)
2. List six headings that can help an officer organize the facts about a report.
3. Explain the term 5W Questions.
4. List the information needed in a typical first sentence of a report.
5. Define the terms narrative, probable cause, and disposition.

Teaching Suggestions:
Many students find report writing intimidating. You can build their confidence by
emphasizing a step-by-step approach and encouraging them to focus on each part of
the report separately. Having students practice separate parts (opening sentence,
witness accounts, disposition, etc.) can help students get ready to tackle an entire
report.

Warm-up Activity (ungraded in-class writing):

Chapter 4: Think of a crime that a police officer might investigate. Then write these
words on a piece of paper: you (the officer), victims, witnesses, evidence,
disposition (action taken by the officer). Which of those terms apply to the crime

you were thinking of? Write a few words that come to mind for each category
related to the crime you chose.
Chapter 5: Freewrite about the special meanings these terms have for police officers:
narrative, probable cause.

Media (www.YourPoliceWrite.com):
PowerPoint 4: Organizing and Writing a Report
Video: Professional Sentences https://youtu.be/BehmsATr-1c

Test Questions (Answers begin on p. 24):

Directions: Choose the correct answer.
1. Writing the terms Victim 1, Victim 2 instead of actual names
a) testifies to your professionalism
b) ensures objectivity
c) can cause confusion
d) makes reports read smoothly
2.
a)
b)
c)
d)

The events that happened at a crime scene are

recorded in the narrative
recorded in the disposition
not written down unless theres a possibility of confusion later
left to your supervisor to record

3. If youre using a printed form or a computer template to write your report, you
probably
a) wont need a narrative
b) wont need an opening sentence
c) wont have to establish probable cause
d) dont need to be concerned about completeness
4.
a)
b)
c)
d)

According to your book, the 5W questions can be help you to

remember who was at a crime scene
remind you why became an officer in the first place
handle flashbacks in a report
establish probable cause

5.
a)
b)
c)
d)

In a report, flashbacks
are an issue with users of illegal substances
are jumps backward and forward in time
are moments when the officer remembers something that needs to be reported
are memories of previous crime scenes

6. When witnesses tell contradictory stories, the officer can

a) use a separate paragraph for each witness
b) record only the story that seems most credible

10

c) combine all the witness stories in one paragraph

d) ask a supervisor how to handle the contradictions
7.
a)
b)
c)
d)

A report about a domestic dispute

is likely to include events that happened before the officer arrived
is likely to include contradictory stories
is likely to require interviews
all the above

8.
a)
b)
c)
d)

Categories like yourself, witnesses, and evidence

make good headings for a report
are thinking tools
are rarely useful to officers
dont reflect the realities of what youre likely to encounter at a crime scene

9.
a)
b)
c)
d)

A narrative is
a police report
a fabrication
a story
all of the above

10. Calling an ambulance belongs to which of the six categories?

a) narrative
b) victims
c) disposition
d) evidence

Chapter 6
Types of Reports
Pages 38 47

Learning Objectives:
Compare and contrast the four types of reports
Explain what each type adds to the previous one
Define "probable cause" (Type 4 reports) and explain its importance

Teaching Suggestions:
Show students how the types are related: Type 3 builds upon Type 2, which builds
upon type 1. Type 4 is special because probable cause is usually an issue.

Warm-up Activity (ungraded in-class writing):

Because situations vary, not all reports are the same. What differences might you
discover if you read a large number of reports?

11

Media (www.YourPoliceWrite.com):
PowerPoint 5: Types of Reports PowerPoint 5A: Probable Cause
Video: Four Types of Reports http://youtu.be/LPPURDgixww

Test Questions (Answers begin on p. 26):

Directions: Choose the correct answer.
1.
a)
b)
c)
d)

Probable cause is particularly important in

all reports
Type 1
Type 3
Type 4

2.
a)
b)
c)
d)

In Type 1 situations, the officer may not have to

establish probable cause
file charges
collect evidence
a, b, and c

3.
a)
b)
c)
d)

What makes a Type 2 report different from a Type 1?

the officer performs an investigation
probable cause is usually an issue
the officer intervenes in the situation
the officer sets the case in motion

4.
a)
b)
c)
d)

What makes a Type 3 report different from a Type 2?

the officer performs an investigation
probable cause is usually an issue
the officer intervenes in the situation
the officer sets the case in motion

5.
a)
b)
c)
d)

Which is probably true of a Type 4 report?

probable cause is an issue
no charges will be filed
a citizen called 911 for assistance
all of the above

6.
a)
b)
c)
d)

Which of the following is true of many Type 2, 3, and 4 reports?

witnesses and suspects may tell conflicting stories
the officer will intervene
the officer must explain why he or she was at the scene
all of the above

7. In a Type 2 situation, officers should

a) establish probable cause
b) include the results of the investigations, even if nothing is found
12

c) describe only investigations that yielded results

d) intervene to settle the conflict
8. In a type 3 situation, an officer will
a) look, listen, and write
b) look, listen, write, and investigate
c) look, listen, write, investigate, and intervene
d) set the case in motion
9. In a type 4 situation, an officer will
a) look, listen, and write
b) look, listen, write, and investigate
c) look, listen, write, investigate, and intervene
d) set the case in motion
10. Understanding the four types of reports
a) is required by statute
b) ensures that officers will handle a situation professionally
c) helps officers focus on what should be included in each type of report
d) all of the above

Chapter 7
Objectivity
pages 49 53
Learning Objectives:

Define objectivity
Explain why objectivity is required in criminal justice writing
Define sensitivity, and give two examples of insensitive language
Give an example of objective language that an officer might use in a report

Teaching Suggestions:
The objectivity requirement sometimes confuses students because it seems to be
forbidding them to think: They can't infer causes, generalize, or draw conclusions.
Show them why objectivity is important, especially if a case goes to court, and
carefully explain the difference between working a crime scene and writing a report
about it: The thinking processes are different.

Warm-up Activity (ungraded in-class writing):

What challenges might an officer face when trying to be objective when writing a
report about a crime scene?

13

Media (www.YourPoliceWrite.com):
PowerPoint 6: Objectivity and 6A: Objectivity in Police Reports
Video: Objectivity https://youtu.be/7HHjTbV_znw

Test Questions (Answers begin on p. 27):

Directions: Choose the correct answer.
1.
a)
b)
c)
d)

Which word is not appropriate for a report?

seemed
carried
said
grabbed

2.
a)
b)
c)
d)

Which word is not appropriate for a report?

old
confused
gray
slowly

3.
a)
b)
c)
d)

Objectivity is ensured by
using expressions like Victim 1 and Victim 2
constantly monitoring your thoughts and reactions
avoiding I and me when referring to yourself
an officers age and experience

4.
a)
b)
c)
d)

Which word is appropriate for a report?

obviously
disrespectful
failed
aggressive

5.
a)
b)
c)
d)

Applying labels like crazy and sexy in a report can

be a timesaver when youre preparing for court
cause a defense attorney to challenge you
make you look insensitive
b and c

6.
a)
b)
c)
d)

Which of the following is appropriate for inclusion in a report?

a hunch
a guess
an action
a prediction

7. Which of the following is appropriate for inclusion in a report?

a) Jones was obviously drunk
b) Jones had clearly been drinking too much alcohol
14

c) Jones stumbled
d) Jones sounded inebriated when he tried to answer my questions
8.
a)
b)
c)
d)

Describing a woman as a bombshell or sexpot is

never appropriate
acceptable if the woman really fits the description
acceptable if the woman is involved in a sex-related profession
acceptable if youre quoting someones exact words

9.
a)
b)
c)
d)

A synonym for objective is

descriptive
sensitive
professional
factual

10. Which of the following sentences is acceptable in a report?

a) Paine said, My husband had been acting strangely since he came home from the
party.
b) I looked down the alley and saw a man who was acting strangely.
c) Strangely enough, no jewelry was missing from the display case.
d) a and c

Chapter 8
What to Omit
Pages 55 57

Learning Objectives:
Define passive voice and active voice, and give an example of each.
Explain why active voice is more appropriate in a report.
List five types of information that officers should exclude from their reports
(opinions, conclusions, generalizations, hunches, and insensitivity).
Give two examples of insensitive language that should be excluded from a report.

Teaching Suggestions:
Show students that this chapter builds on Chapter 7, Objectivity. Remind them that
many types of people may be reading their reports (judges, attorneys, community
leaders, media representatives), and explain how objectivity enhances their
professionalism and credibility.

Warm-up Activity (ungraded in-class writing)

Using what you already know about effective reports, what kinds of information,
ideas, and language should be omitted when you write a report?

15

Media (www.YourPoliceWrite.com)
PowerPoint 7: What to Omit

Test Questions: (Answers begin on p. 29)

Directions: Put a in front of every statement thats appropriate for a report. Put an X
if the statement is not appropriate.
1. Inmate Jones told me, I aint gonna spend no more time in confinement, thats for
sure.
2. I asked Portnov for his drivers license and registration.
3. Officer Tallis put the handcuffs on Jantzens wrists, and I Mirandized her.
4. This officer found a steak knife under a pillow in the bedroom.
5. Because I thought Wong was probably telling the truth, I did not arrest him.
6. The carpet was checked for footprints, but none were found.
7. Linton tried to answer my questions, but his responses didnt make sense, so I
decided to administer a sobriety test.
8. Everything in the master bedroom seemed to be neat and orderly.
9. Patel cursed and swore when I asked him about his wifes accusations.
10. Feeling that the interview with Miller was going nowhere, I began to question his
administrative assistant.

Chapter 9
Quoting Exact Words
Pages 58 - 60

Learning Objectives:
Define three principles for quoting a witness or suspect (be specific, include slang and
blasphemy if youre quoting word-for-word, and dont editorialize).

Teaching Suggestions:
You might want to combine Chapter 9 with Chapter 25, Using Quotation Marks.
Student writers often forget that commas and periods must go inside (before)
quotation marks. Its also helpful to review the difference between indirect and direct
quotations (p. 123).

Warm-up Activity (ungraded in-class writing):

What challenges might an officer face while trying to quote an agitated witness in a
stressful situation?

Media (www.YourPoliceWrite.com)
PowerPoint 8: Quoting Exact Words
PowerPoint 8A: Using Quotations in Police Reports

16

Test Questions (Answers begin on p. 29)

Directions: Put a check in front of each sentence that effectively records what a
person said. Mark ineffective sentences with an X.
___1. The chaplain expressed concern about Talleys emotional state.
___2. I dont care nothin about what you want me to do, said Inmate Tompkins.
___3. Price gave several explanations for his whereabouts during the time of the
break-in.
___4. I dont know how that idea got into your fool head, said Zeiger.
___5. Chan said he was in the garage looking for a rake when he heard the shots.
___6. Swenson evaded my questions about the events that morning.
___7. There aint nobody can say I had a damn thing to do with the missing
money, Dooley told me.
___8. Paul kept changing his story when I asked him about the accident.
___9. Harper couldnt make up her mind about pressing charges.
___10. Jacobs agreed with his wifes description of the intruder.

Chapters 10 and 11
How Helpful is OJT?
Bullet Style
pages 63 68
Learning Objectives:
Name one benefit and one risk associated with on-the-job training (experience is
a valuable teacher, but OJT can also perpetuate outdated practices)
List two benefits of bullet style (readable, efficient, aids in organizing
information)
Use bullet style to rewrite a simple paragraph

Teaching Suggestions:
The pros and cons of on-the-job training can make for a lively class discussion.
Encourage students to look forward to learning through experiencebut also point
out that OJT can perpetuate outdated practices.
Bullet style often presents challenges until students appreciate its simplicity and
efficiency. Because bullet style is not typically taught in academic writing classes,
students may need practice time to feel comfortable writing in bullets.

Warm-up Activity (ungraded in-class writing):

Chapter 10: If youve had any criminal justice experience, freewrite about what
youve learned
Chapter 11: What does the term bullet style mean to you? If youre familiar with
bullet style, write an example.

17

Media (www.YourPoliceWrite.com)
PowerPoint 9: Bullet Style
Video: Traditions https://youtu.be/w_B-DLg99vU

Test Questions (Answers begin on p. 30):

Directions: Choose the correct answer.
1.
a)
b)
c)
d)

On-the-job learning
is unprofessional
can teach you lessons not taught in a classroom
can trap you in outdated the way weve always done it practices
b and c

2.
a)
b)
c)
d)

Criminal justice reports

have not changed over the years
evolve as officers adapt to new technology
require passive voice for objectivity
b and c

3.
a)
b)
c)
d)

Personal pronouns
should be avoided in reports unless youre quoting someones exact words
are always unprofessional
save time and help officers avoid confusion
can compromise an officers objectivity if not used carefully

4.
a)
b)
c)
d)

Words like respective and individual

bring a professional tone to criminal justice reports
should be avoided unless youre sure you can spell them correctly
save time
are often unnecessary

5.
a)
b)
c)
d)

Bullet style
saves time
is a complicated way to organize information
should be used sparingly
a and c

6.
a)
b)
c)
d)

The headings in bullet style

should be memorized
should be the same in every report
can help you organize your thoughts
a, b, and c

7. Which phrases might be useful when youre writing in bullet style?

a) these items
b) the following
18

c) I saw
d) a, b, and c
8.
a)
b)
c)
d)

Bullet style
has always been a feature of criminal justice reports
has become popular in recent years
compromises an officers integrity
should be used only when an officer has fired a weapon at the scene

9. Rewrite the following paragraph in bullet style:

Alcee Wright told me woke up and heard mens voices. He wasnt sure where the
voices were coming from, but they seemed close. He didnt know how many
voices there were. He was frightened and called 911 from his bedroom phone.
10. Rewrite the following paragraph in bullet style:
Marcia Sadowski said she last saw her daughter at about 5:30 Wednesday
evening. Marcia was cooking dinner and asked Lucy to set the table. Marcia and
Lucy had been arguing about Lucys grades in school. Lucy took four dinner
plates out of a kitchen cabinet and put them on the dining room table. Then Lucy
threw one of the plates at the wall. The next thing Marcia heard was a slam from
the front door. Marcia ran to the door, opened it, and looked out, but Lucy was
nowhere in sight.

Chapter 12
Active or Passive Voice?
Pages 71 74

Learning Objectives:
List two reasons active voice is preferable to passive voice (passive voice is
outdated; it fails to specify who did what).
Identify passive voice and passive voice when theyre used in a sentence.
Change passive voice sentences to active voice.
Be able to name a situation in which passive voice is useful and appropriate
(when you dont know who did the action).

Teaching Suggestions:
Students with criminal justice experience may be surprised that active voice is
preferred in modern report writing. Show them that stating who did what saves time,
prevents omission of important information, and makes the writing process easier.

19

Warm-up Activity (ungraded in-class writing):

Write two active voice sentences and two passive voice sentences. Discuss your
sentences with another class member. What information is added when you write in
active voice?

Media (www.YourPoliceWrite.com):
PowerPoint 11: Passive Voice
PowerPoint 11A: Using Active Voice in Police Reports
Video: Passive Voice https://youtu.be/SfUd4ALyZDc

Test Questions (Answers begin on p. 31)

Directions: Rewrite any sentences that are written in passive voice. Mark correct
sentences with a . In some sentences you may have to invent the name of the person
performing the action.
1.
2.
3.
4.
5.

While we were questioning Mrs. Farquah, the medic arrived.

After the bedroom was searched, I went into the bathroom.
Three sets of prints were lifted from the glass door.
The car was a blue Sebring convertible.
Although I wasnt planning on a criminal justice career, Im glad I made this
choice.
6. Weddick was arrested and transported to the county jail.
7. As in the past, Halloween was marked by numerous juvenile pranks.
8. Candidates to replace our chief will be interviewed by a committee.
9. The evaluations were filed in the wrong place.
10. Jackie was surprised when we told her about the new policy.

Chapters 34 and 35
Criminal Justice Terminology
Words and Expressions to Avoid
Pages 163 170

Learning Objectives:
Chapter 34:
Use 10 criminal justice terms correctly.
Chapter 35:
Write a report that avoids outdated language and excessive jargon.

Teaching Suggestions:
Students sometimes think that jargon and bloated terminology (for the purpose of
instead of simply for) make them sound professional. Discuss the benefits of clear,
up-to-date language: clarity, efficiency, and fewer sentence errors.

20

Warm-up Activity (ungraded in-class writing):

Chapter 34: List as many specialized criminal justice words and expressions as you
can think of.
Chapter 35: Why should an officer try to avoid outdated language and excessive
jargon? What examples of outdated language and jargon can you think of?

Media (www.YourPoliceWrite.com)
PowerPoint 12: Criminal Justice Terminology
PowerPoint 12A: How NOT to Write Like a Cop
Video: Efficiency https://youtu.be/NpoI38F-LZI
Video: Avoiding Excessive Wordiness https://youtu.be/SzTQKx__2fg

Test Questions (Answers begin on p. 32)

Rewrite any sentences that are not appropriate for a modern criminal justice report.
Put a check in front of sentences that don't need rewriting.
1.
2.
3.
4.
5.
6.
7.
8.

____I ascertained that Jenkins had a permit to own a Smith-Wesson revolver.

____Jenkins told me had had lost his job two months ago.
____I proceeded to the Sedanka residence in my patrol car.
____I smelled alcohol on Wallace's breath.
____I saw Lanier run across the parking lot toward Linden Road.
____The neighbors returned to their respective homes.
____I contacted Mr. Quincy for an appointment to interview him.
____Mr. Quincy advised me that he had been out of town with his wife on

September 16 and 17 when his home was robbed.

9. ____Juvenile arrests declined during the month of September.
10. ____At the present time our agency is packing for a move to a larger building.

ANSWER KEY
Chapters 1 and 2
Why Is Report Writing Important?
Overview of Report Writing
page 5
1.
a)
b)
c)
d)

Which statement is true of all criminal justice reports?

They demonstrate officers professionalism CORRECT
They provide clues for follow-up investigations
They provide data for statistical studies
They help justify arrests or disciplinary actions

2. Your report may be read by

a) your supervisor
21

b) a newspaper reporter
c) an attorney
d) all of the above CORRECT
3.
a)
b)
c)
d)

Which of the following must be included in your report?

The name of your supervisor
The name and address of a close relative for each witness
The reason you were at the location CORRECT
A brief description of the weather at the time of the incident

4.
a)
b)
c)
d)

The preparation stage of report writing includes

interviewing
outlining your report
investigating
a and c CORRECT

5.
a)
b)
c)
d)

The drafting stage of report writing includes

interviewing
outlining your report CORRECT
investigating
a and c

6.
a)
b)
c)
d)

The revising stage of report writing includes

taking notes
spellchecking words youre unsure of
verifying information
b and c CORRECT

7.
a)
b)
c)
d)

When writing a report, officers must sometimes

memorize witnesses names and addresses
insert opinions and hunches
blend two sets of stories CORRECT
predict the outcome of an investigation

8.
is
a)
b)
c)
d)

The practice of identifying people at the scene as Witness 1, Witness 2, and so on

a good way to ensure objectivity
a good way to ensure accuracy
helpful later when youre preparing to testify in court
not recommended by your book CORRECT

9. Suppose you searched an inmates locker for contraband without finding anything
suspicious. You should
a) write a report CORRECT
b) not waste time writing a report

22

c) ask your supervisor for advice

d) recheck the list of contraband items to see what you might have missed
10. Suppose you look for footprints at a crime scene without finding any. Your report
should
a) state that you looked for footprints
b) state that you looked for footprints but didnt find any CORRECT
c) state why you thought there might be footprints at the scene
d) omit any mention of footprints

Chapter 3
Preparing to Write
page 7
1. Which is not a category you might think about while youre preparing to write a
report?
a) victims
b) emotions CORRECT
c) suspects
d) yourself
2. When youre writing a report, recording hearsay may be
a) a waste of time
b) inappropriate
c) useful for further investigation CORRECT
d) unprofessional
3.
a)
b)
c)
d)

Dealing with a victims emotions

should be done first CORRECT
should be avoided
is beyond the scope of an officers duties
is unprofessional

4.
a)
b)
c)
d)

Using quotation marks when youre taking notes

is unprofessional
can create confusion when youre writing your report
can be helpful in identifying someones exact words later CORRECT
casts doubt upon your objectivity

5.
a)
b)
c)
d)

When slang is recorded in a report,

the officer looks unprofessional
the officer looks uneducated
the officer is wasting time
explanations of unfamiliar words and phrases may be needed CORRECT

23

6.
a)
b)
c)
d)

Establishing probable cause is especially important in a

Type 1 report
Type 2 report
Type 3 report
Type 4 report CORRECT

7.
a)
b)
c)
d)

Which of the following should not be included in a report?

point of entry or exit
your theory about how the crime was committed CORRECT
signs of trauma
steps taken to secure the crime scene

8. When two officers are working a crime scene, the report should note
a) who did the interviews CORRECT
b) assurances that they did not get in each others way
c) evidence that they are an effective team
d) which officer took the lead
9.
a)
b)
c)
d)

Controlling an interview with a witness

is insensitive
is sometimes necessary CORRECT
requires permission from a supervisor
can cause you to be charged with misconduct

10. Carrying a small notebook in a pocket

a) can damage your uniform
b) requires permission from a supervisor
c) can be helpful in an emergency CORRECT
d) is not a recommended practice

Chapters 4 and 5
Organizing a Report
Writing a Report
page 10
1. Writing the terms Victim 1, Victim 2 instead of actual names
a) testifies to your professionalism
b) ensures objectivity
c) can cause confusion CORRECT
d) makes reports read smoothly
2.
a)
b)
c)

The events that happened at a crime scene are

recorded in the narrative CORRECT
recorded in the disposition
not written down unless theres a possibility of confusion later

24

d) left to your supervisor to record

3. If youre using a printed form or a computer template to write your report, you
probably
a) wont need a narrative
b) wont need an opening sentence CORRECT
c) wont have to establish probable cause
d) dont need to be concerned about completeness
4.
to
a)
b)
c)
d)

According to your book, the 5W questions are especially helpful when you need

5.
a)
b)
c)
d)

In a report, flashbacks
are an issue with users of illegal substances
are jumps backward and forward in time CORRECT
are moments when the officer remembers something that needs to be reported
are memories of previous crime scenes

6.
a)
b)
c)
d)

When witnesses tell contradictory stories, the officer can

use a separate paragraph for each witness CORRECT
record only the story that seems most credible
combine all the witness stories in one paragraph
ask a supervisor how to handle the contradictions

7.
a)
b)
c)
d)

A report about a domestic dispute

is likely to include events that happened before the officer arrived
is likely to include contradictory stories
is likely to require interviews
all the above CORRECT

8.
a)
b)
c)
d)

Categories like yourself, witnesses, and evidence

make good headings for a report
are thinking tools CORRECT
are rarely useful to officers
dont reflect the realities of what youre likely to encounter at a crime scene

9.
a)
b)
c)
d)

A narrative is
a police report
a fabrication
a story CORRECT
all of the above

remember who was at a crime scene

remind you why became an officer in the first place
handle flashbacks in a report CORRECT
establish probable cause

25

10. Calling an ambulance belongs to which of the six categories?

a) narrative
b) victims
c) disposition CORRECT
d) evidence

Chapter 6
Types of Reports
page 12
1.
a)
b)
c)
d)

Probable cause is particularly important in

all reports
Type 1
Type 3
Type 4 CORRECT

2.
a)
b)
c)
d)

In Type 1 situations, the officer may not have to

establish probable cause
file charges
collect evidence
a, b, and c CORRECT

3.
a)
b)
c)
d)

What makes a Type 2 report different from a Type 1?

the officer performs an investigation CORRECT
probable cause is usually an issue
the officer intervenes in the situation
the officer sets the case in motion

4.
a)
b)
c)
d)

What makes a Type 3 report different from a Type 2?

the officer performs an investigation
probable cause is usually an issue
the officer intervenes in the situation CORRECT
the officer sets the case in motion

5.
a)
b)
c)
d)

Which is probably true of a Type 4 report?

probable cause is an issue CORRECT
no charges will be filed
a citizen called 911 for assistance
all of the above

6.
a)
b)
c)
d)

Which of the following is true of many Type 2, 3, and 4 reports?

witnesses and suspects may tell conflicting stories CORRECT
the officer will intervene
the officer must explain why he or she was at the scene
all of the above

26

7.
a)
b)
c)
d)

In a Type 2 situation, officers should

establish probable cause
include the results of the investigations, even if nothing is found CORRECT
describe only investigations that yielded results
intervene to settle the conflict

8. In a type 3 situation, an officer will

a) look, listen, and write
b) look, listen, write, and investigate
c) look, listen, write, investigate, and intervene CORRECT
d) set the case in motion
9. In a type 4 situation, an officer will
a) look, listen, and write
b) look, listen, write, and investigate
c) look, listen, write, investigate, and intervene
d) set the case in motion CORRECT
10. Understanding the four types of reports
a) is required by statute
b) ensures that officers will handle a situation professionally
c) helps officers focus on what should be included in each type of report CORRECT
d) all of the above

Chapter 7
Objectivity
page 14
1.
a)
b)
c)
d)

Which word is not appropriate for a report?

seemed CORRECT
carried
said
grabbed

2.
a)
b)
c)
d)

Which word is not appropriate for a report?

old
confused CORRECT
gray
slowly

3.
a)
b)
c)

Objectivity is ensured by
using expressions like Victim 1 and Victim 2
constantly monitoring your thoughts and reactions CORRECT
avoiding I and me when referring to yourself

27

d) an officers age and experience

4.
a)
b)
c)
d)

Which word is appropriate for a report?

obviously
disrespectful
failed CORRECT
aggressive

5.
a)
b)
c)
d)

Applying labels like crazy and sexy in a report can

be a timesaver when youre preparing for court
cause a defense attorney to challenge you
make you look insensitive
b and c CORRECT

6.
a)
b)
c)
d)

Which of the following is appropriate for inclusion in a report?

a hunch
a guess
an action CORRECT
a prediction

7.
a)
b)
c)
d)

Which of the following is appropriate for inclusion in a report?

Jones was obviously drunk
Jones had clearly been drinking too much alcohol
Jones stumbled CORRECT
Jones sounded inebriated when he tried to answer my questions

8.
a)
b)
c)
d)

Describing a woman as a bombshell or sexpot is

never appropriate
acceptable if the woman really fits the description
acceptable if the woman is involved in a sex-related profession
acceptable if youre quoting someones exact words CORRECT

9.
a)
b)
c)
d)

A synonym for objective is

descriptive
sensitive
professional
factual CORRECT

10. Which of the following sentences is acceptable in a report?

a) Paine said, My husband had been acting strangely since he came home from the
party. CORRECT
b) I looked down the alley and saw a man who was acting strangely.
c) Strangely enough, no jewelry was missing from the display case.
d) a and c

28

Chapter 8
What to Omit
page 16
1. Inmate Jones told me, I aint gonna spend no more time in confinement, thats
for sure. [Quote the speakers exact words even when theyre ungrammatical or
offensive.]
X 2. I asked Portnov for his drivers license and registration. [Omit: Repetitious]
X 3. Officer Tallis put the handcuffs on Jantzens wrists, and I Mirandized her.
[Mirandized is jargon.]
X 4. This officer found a steak knife under a pillow in the bedroom. [Use I, not
this officer.]
X 5. Because I thought Wong was probably telling the truth, I did not arrest him.
[Omit your thoughts and opinions. Stick to observable facts.]
X 6. The carpet was checked for footprints, but none were found. [Avoid passive
voice: I checked and I didnt find is better wording.]
X 7. Linton tried to answer my questions, but his responses didnt make sense, so I
decided to administer a sobriety test. [Avoid opinions and conclusions. State only
what Linton said and what you did.]
X 8. Everything in the master bedroom seemed to be neat and orderly. [Seemed is
an opinion word. Describe the condition of the master bedroom: The bureau drawers
were closed, the bed was made, etc.]
X 9. Patel cursed and swore when I asked him about his wifes accusations. [State
exactly what Patel said.]
X 10. Feeling that the interview with Miller was going nowhere, I began to question
his administrative assistant. [Omit your thoughts and conclusions. State only what
you did.]

Chapter 9
Quoting Exact Words
page 17
X 1. The chaplain expressed concern about Talleys emotional state.
2. I dont care nothin about what you want me to do, said Inmate Tompkins.
X 3. Price gave several explanations for his whereabouts during the time of the
break-in.
4. I dont know how that idea got into your fool head, said Zeiger.
5. Chan said he was in the garage looking for a rake when he heard the shots.
X 6. Swenson evaded my questions about the events that morning.
7. There aint nobody can say I had a damn thing to do with the missing money,
Dooley told me.
X 8. Paul kept changing his story when I asked him about the accident.
X 9. Harper couldnt make up her mind about pressing charges.
X 10. Jacobs agreed with his wifes description of the intruder.
29

Chapters 10 and 11
How Helpful is OJT?
Bullet Style
Page 18
1.
a)
b)
c)
d)

On-the-job learning
is unprofessional
can teach you lessons not taught in a classroom
can trap you in outdated the way weve always done it practices
b and c CORRECT

2.
a)
b)
c)
d)

Criminal justice reports

have not changed over the years
evolve as officers adapt to new technology CORRECT
require passive voice for objectivity
b and c

3.
a)
b)
c)
d)

Personal pronouns
should be avoided in reports unless youre quoting someones exact words
are always unprofessional
save time and help officers avoid confusion CORRECT
can compromise an officers objectivity if not used carefully

4.
a)
b)
c)
d)

Words like respective and individual

bring a professional tone to criminal justice reports
should be avoided unless youre sure you can spell them correctly
save time
are often unnecessary CORRECT

5.
a)
b)
c)
d)

Bullet style
saves time CORRECT
is a complicated way to organize information
should be used sparingly
a and c

6.
a)
b)
c)
d)

The headings in bullet style

should be memorized
should be the same in every report
can help you organize your thoughts CORRECT
a, b, and c

7. Which phrases might be useful when youre writing in bullet style?

a) these items
b) the following

30

c) I saw
d) a, b, and c CORRECT
8.
a)
b)
c)
d)

Bullet style
has always been a feature of criminal justice reports
has become popular in recent years CORRECT
compromises an officers integrity
should be used only when an officer has fired a weapon at the scene

Questions 9 and 10 ask students to write bullets themselves. Answers will vary. Here
are sample answers:
9. Alcee Wright told me he:
woke up and heard mens voices
wasnt sure where the voices were coming from
thought they were close
didnt know how many voices there were
was frightened and called 911 from his bedroom phone.
10. Marcia Sadowski told me:
she last saw her daughter at about 5:30 Wednesday evening
Marcia was cooking dinner and asked Lucy to set the table
Marcia and Lucy had been arguing about Lucys grades in school
According to Marcia, Lucy did the following:
took four dinner plates out of a kitchen cabinet
put them on the dining room table.
threw one of the plates at the wall
Marcia told me that next she:
heard the front door slam
ran and opened it
couldnt see Lucy

Chapter 12
Active or Passive Voice?
Page 20
Some answers may vary.
1. While we were questioning Mrs. Farquah, the medic arrived.
2. After I searched the bedroom, I went into the bathroom.
3. I lifted three sets of prints from the glass door.

31

 4. The car was a blue Sebring convertible.

5. Although I wasnt planning on a criminal justice career, Im glad I made this
choice.
6. I arrested Weddick and transported him to the county jail.
7. As in the past, numerous juvenile pranks marked Halloween.
8. A committee will interview candidates to replace our chief.
9. Someone filed the evaluations in the wrong place.
10. Jackie was surprised when we told her about the new policy.

Chapters 34 and 35
Criminal Justice Terminology
Words and Expressions to Avoid
Page 21
1.
2.
3.
4.
5.
6.
7.
8.

I saw that Jenkins had a permit to own a Smith-Wesson revolver.

Jenkins told me had had lost his job two months ago.
I drove to the Sedanka residence in my patrol car.
I smelled an alcoholic beverage [or liquor] on Wallace's breath.
I saw Lanier run across the parking lot toward Linden Road.
The neighbors returned to their homes.
I phoned Mr. Quincy for an appointment to interview him.
Mr. Quincy told me that he had been out of town with his wife on September 16
and 17 when his home was burglarized.
9. Juvenile arrests declined during September.
10. Our agency is packing for a move to a larger building.

APPENDIX
The Diagnostic Test, Answer Key, Explanations, and Diagnostic Report on the following
pages will be useful to students who need a usage review. Suggestions:

For easy duplicating, the following pages have their own page numbers.
Use machine scoring answer sheets to save time.
Hand back students answer sheets after scoring, along with a copy of the Diagnostic
Report, so that they can design their own follow-up plan.
Keep the test questions secure so that you can use the Diagnostic Test again with
future classes.

32

Criminal Justice Writing Skills Diagnostic

Test
This test will help you find out which writing skills you need to review in order to
write effective reports.
INSTRUCTIONS: DO NOT WRITE ON THIS TEST. Record your answers in pencil
on a machine-scored answer sheet.
This test consists of twenty-five sentences. One part of each sentence is underlined.
Below each sentence are three choices. Select the best choice to replace the
underlined portion. If you think the original sentence is the best choice, choose a.
SAMPLE QUESTION
The air conditioning in my patrol car ain't been running today.
a) ain't
b) hasn't
c) don't
Choice b is correct: The air conditioning in my patrol car hasn't been running
today.
1. The crowd outside City Hall looked angry, however they listened quietly while
the mayor spoke.
a) angry, however
b) angry. However
c) angry, however
2.
a)
b)
c)

Because Mrs. Katros doesn't speak english, I requested a translator.

english,
english;
English,

3.
a)
b)
c)

The church was quite and dark when I pulled into the parking lot.
quite and
quiet and
quite, and

4.
a)
b)
c)

When Jenny retires next month, we will loose one of our finest officers.
loose
loss
lose

5.
a)
b)
c)

Sharon Lane knows more about the problems in the neighborhood than him.
than him
than he
hen him

6.
a)
b)
c)

Chief Rodriguez asked Karen Havlak and me to attend the accreditation meeting.
and me
and I
an I

7.
a)
b)
c)

Both my Uncle Tim and my Grandfather were police officers.

my Grandfather
My Grandfather
my grandfather

8.
a)
b)
c)

The childrens mother did not return for an hour.

childrens mother
childrens' mother
children's mother

9.
a)
b)
c)

I tried the door, it was locked.

door, it
door; it
door; It

10. There's two people waiting to talk to you.

a) There's
b) There are
c) They're are
11. Officer Sheffield and me are working in Baker Dorm this weekend.
a) and me
b) and me,
c) and I
12. The Wilson's recently installed an alarm system in their house.
a) Wilson's
b) Wilsons'
c) Wilsons
13. The mall opens its doors every morning promptly at nine.
a) its
b) its'
c) it's

14. Smithville, which used to be a small town is attracting many new residents.
a) Smithville, which used to be a small town
b) Smithville, which used to be a small town,
c) Smithville which used to be a small town
15. Overuse of prescription drugs is a growing problem in our elderly population.
a) prescription drugs is
b) prescription drugs are
c) prescription drugs be
16. We found the abandoned car in the South parking lot at the Holiday Inn on
Highway 6.
a) South parking lot
b) south parking lot
c) South parking Lot
17. One of the neighbors called 911, she heard Watson threaten his wife.
a) 911, she
b) 911. She
c) 911 she
18. The Farrells' house was badly damaged by the fire.
a) Farrells'
b) Farrells
c) Farrell's
19. I had went to the school building earlier that day to interview the principal.
a) had went
b) had gone
c) gone
20. The city manager was in no mood to talk to either of us; when we questioned her
about plans for the new homeless shelter downtown.
a) us; when
b) us; When
c) us when
21. We plan to give every cadet their test results tomorrow afternoon.
a) every cadet their
b) all the cadets their
c) every cadet there
22. We should of locked down the all-purpose building when the trouble first broke
out on the compound.
a) of locked

b) of lock
c) have locked
23. The note on the door said, Back at 1:30, closed for lunch.
a) for lunch.
b) for lunch.
c) for lunch.
24. When I past my final exam in my Criminology 1100 course, Sally and I went to
Sam's Shrimp Shack to celebrate.
a) I past
b) I pasted
c) I passed
25. Because so many inmates are in the Visiting Park with their families. We need to
allow extra time to do the afternoon count.
a) families. We
b) families, we
c) familys. We

Criminal Justice Writing Skills Diagnostic

Test
ANSWER KEY
1. b
2. c
3. b
4. c
5. b
6. a
7. c
8. c
9. b
10. b
11. c
12. c
13. a
14. b
15. a
16. b
17. b
18. a
19. b
20. c
21. b
22. c
23. b
24. c
25. b

Understanding the Answers

1. A comma + however isn't strong enough to join sentences. Use a period. (A
semicolon would also be correct.)
2. Always capitalize English.
3. Quiet, not quite.
4. Lose, not loose (which means not tight).

5. Than he (think: than he does).

6. Correct (think: Chief Rodriguez asked me)
7. Lower-case grandfather: It's his role, not his name, in this sentence.
8. In children's (like men's and women's), the apostrophe goes after the n.
9. I tried the door is a sentence and must end with a period. A semicolon and lowercase i on it would also be correct.
10. There are (think: two people are there).
11. And I (think: I am working).
12. The Wilsons is not possessive: No apostrophe.
13. Its (possessive) has no apostrophe (think: its is like his). Note: its' is never
correct.
14. Interrupter sentences require two apostrophes.
15. Skip the prepositional phrase of prescription drugs. Overuse is causing the
problem.
16. Don't capitalize south parking lot.
17. One of the neighbors called 911 is a sentence and should end with a period. (A
semicolon and lower-case she would also be correct).
18. House of the Farrells = Farrells'
19. Had is a helper: use gone.
20. Anything starting with when is an extra idea and must be attached to a complete
sentence. Don't use a semicolon.
21. Every cadet is singular (notice there's no s on cadet!). To go with their, make
every cadet plural: all the cadets.
22. Use have, not of.
23. In American punctuation, periods and commas always go inside quotation marks.
24. past is an adverb meaning previous time. Use passed.

25. Anything starting with because is an extra idea and must be glued to a complete
sentence. Don't use a period: A comma is correct.

Usage Diagnostic Test Topics

Chapter numbers refer to The Criminal Justice Report Writing Guide
for Officers and Criminal Justice Report Writing (College Edition).
1. Periods and semicolons (Chapter 19)
2. Commas with subordinate clauses (Chapter 21)
3. Words often confused (Chapter 36)
4. Words often confused (Chapter 36)
5. Comparisons (Chapter 30)
6. Pronouns (Chapter 26)
7. Capital letters (Chapter 29)
8. Apostrophes (Chapter 24)
9. Periods and semicolons (Chapter 19)
10. Subject-verb agreement (Chapter 28)
11. Pronouns (Chapter 26)
12. Apostrophes (Chapter 24)
13. Pronouns (Chapter 26)
14. Commas with interrupters (Chapter 23)
15. Subject-verb agreement (Chapter 28)
16. Capital letters (Chapter 29)
17. Run-on sentences (Chapter 15)
18. Apostrophes (Chapter 24)
19. Verbs (Chapter 27)
20. Periods and semicolons (Chapter 19)
21. Pronouns (Chapter 26)
22. Verbs (Chapter 27)
23. Quotation marks (Chapter 25)
24. Words often confused (Chapter 36)
25. Commas with subordinate clauses (Chapter 21)

Name________________________________

Test
Chapters 1 and 2
Directions: Choose the correct answer.
1.
a)
b)
c)
d)

Which statement is true of all criminal justice reports?

They demonstrate officers professionalism
They provide clues for follow-up investigations
They provide data for statistical studies
They help justify arrests or disciplinary actions

2.
a)
b)
c)
d)

Your report may be read by

your supervisor
a newspaper reporter
an attorney
all of the above

3.
a)
b)
c)
d)

Which of the following must be included in your report?

The name of your supervisor
The name and address of a close relative for each witness
The reason you were at the location
A brief description of the weather at the time of the incident

4.
a)
b)
c)
d)

The preparation stage of report writing includes

interviewing
outlining your report
investigating
a and c

5.
a)
b)
c)
d)

The drafting stage of report writing includes

organizing your information
spellchecking words youre unsure of
investigating
a and c
The test continues on the next page.

6.
a)
b)
c)
d)

The revising stage of report writing includes

taking notes
spellchecking words youre unsure of
verifying information
b and c

7.
a)
b)
c)
d)

When writing a report, officers must sometimes

memorize witnesses names and addresses
insert opinions and hunches
blend two sets of stories
predict the outcome of an investigation

8. The practice of identifying people at the scene as Witness 1, Witness

2, and so on is
a) a good way to ensure objectivity
b) a good way to ensure accuracy
c) helpful later when youre preparing to testify in court
d) not recommended by your book
9. Suppose you searched an inmates locker for contraband without
finding anything suspicious. You should
a) write a report
b) not waste time writing a report
c) ask your supervisor for advice
d) recheck the list of contraband items to see what you might have
missed
10. Suppose you look for footprints at a crime scene without finding any.
Your report should
a) state that you looked for footprints
b) state that you looked for footprints but didnt find any
c) state why you thought there might be footprints at the scene
d) omit any mention of footprints

Name________________________________

Test
Chapter 3
Directions: Choose the correct answer.
1. Which is not a category you might think about while preparing to write
a report?
a) victims
b) emotions
c) suspects
d) yourself
2. When youre writing a report, recording hearsay may be
a) a waste of time
b) inappropriate
c) useful for further investigation
d) unprofessional
3.
a)
b)
c)
d)

Dealing with a victims emotions

should be done first
should be avoided
is beyond the scope of an officers duties
is unprofessional

4.
a)
b)
c)
d)

Using quotation marks when youre taking notes

is unprofessional
can create confusion when youre writing your report
can be helpful in identifying someones exact words later
casts doubt upon your objectivity

5.
a)
b)
c)
d)

When slang is recorded in a report,

the officer looks unprofessional
the officer looks uneducated
the officer is wasting time
explanations of unfamiliar words and phrases may be needed
The test continues on the next page.

6.
a)
b)
c)
d)

Establishing probable cause is especially important in a

Type 1 report
Type 2 report
Type 3 report
Type 4 report

7.
a)
b)
c)
d)

Which of the following should not be included in a report?

point of entry or exit
your theory about how the crime was committed
signs of trauma
steps taken to secure the crime scene

8. When two officers are working a crime scene, the report should note
a) who did the interviews
b) assurances that they did not get in each others way
c) evidence that they are an effective team
d) which officer took the lead
9. Controlling an interview with a witness
a) is insensitive
b) is sometimes necessary
c) requires permission from a supervisor
d) can cause you to be charged with misconduct
10. Carrying a small notebook in a pocket
a) can damage your uniform
b) requires permission from a supervisor
c) can be helpful in an emergency
d) is not a recommended practice

Name________________________________

Test
Chapters 4 and 5
Directions: Choose the correct answer.
1. Writing the terms Victim 1, Victim 2 instead of actual names
a) testifies to your professionalism
b) ensures objectivity
c) can cause confusion
d) makes reports read smoothly
2.
a)
b)
c)
d)

The events that happened at a crime scene are

recorded in the narrative
recorded in the disposition
not written down unless theres a possibility of confusion later
left to your supervisor to record

3. If youre using a printed form or a computer template to write your

report, you probably
a) wont need a narrative
b) wont need an opening sentence
c) wont have to establish probable cause
d) dont need to be concerned about completeness
4.
a)
b)
c)
d)

According to your book, the 5W questions can be help you to

remember who was at a crime scene
remind you why became an officer in the first place
handle flashbacks in a report
establish probable cause

5.
a)
b)
c)

In a report, flashbacks
are an issue with users of illegal substances
are jumps backward and forward in time
are moments when the officer remembers something that needs to be
reported
d) are memories of previous crime scenes
The test continues on the next page.

6.
a)
b)
c)
d)

When witnesses tell contradictory stories, the officer can

use a separate paragraph for each witness
record only the story that seems most credible
combine all the witness stories in one paragraph
ask a supervisor how to handle the contradictions

7.
a)
b)
c)
d)

A report about a domestic dispute

is likely to include events that happened before the officer arrived
is likely to include contradictory stories
is likely to require interviews
all the above

8.
a)
b)
c)
d)

Categories like yourself, witnesses, and evidence

make good headings for a report
are thinking tools
are rarely useful to officers
dont reflect the realities of what youre likely to encounter at a crime
scene

9.
a)
b)
c)
d)

A narrative is
a police report
a fabrication
a story
all of the above

10. Calling an ambulance belongs to which of the six categories?

a) narrative
b) victims
c) disposition
d) evidence

Name________________________________

Test
Chapter 6
Directions: Choose the correct answer.
1.
a)
b)
c)
d)

Probable cause is particularly important in

all reports
Type 1
Type 3
Type 4

2.
a)
b)
c)
d)

In Type 1 situations, the officer may not have to

establish probable cause
file charges
collect evidence
a, b, and c

3.
a)
b)
c)
d)

What makes a Type 2 report different from a Type 1?

the officer performs an investigation
probable cause is usually an issue
the officer intervenes in the situation
the officer sets the case in motion

4.
a)
b)
c)
d)

What makes a Type 3 report different from a Type 2?

the officer performs an investigation
probable cause is usually an issue
the officer intervenes in the situation
the officer sets the case in motion

5.
a)
b)
c)
d)

Which is probably true of a Type 4 report?

probable cause is an issue
no charges will be filed
a citizen called 911 for assistance
all of the above
The test continues on the next page.

6.
a)
b)
c)
d)

Which of the following is true of many Type 2, 3, and 4 reports?

witnesses and suspects may tell conflicting stories
the officer will intervene
the officer must explain why he or she was at the scene
all of the above

7.
a)
b)
c)
d)

In a Type 2 situation, officers should

establish probable cause
include the results of the investigations, even if nothing is found
describe only investigations that yielded results
intervene to settle the conflict

8. In a type 3 situation, an officer will

a) look, listen, and write
b) look, listen, write, and investigate
c) look, listen, write, investigate, and intervene
d) set the case in motion
9. In a type 4 situation, an officer will
a) look, listen, and write
b) look, listen, write, and investigate
c) look, listen, write, investigate, and intervene
d) set the case in motion
10. Understanding the four types of reports
a) is required by statute
b) ensures that officers will handle a situation professionally
c) helps officers focus on what should be included in each type of report
d) all of the above

Name________________________________

Test
Chapter 7
Directions: Choose the correct answer.
1.
a)
b)
c)
d)

Which word is not appropriate for a report?

seemed
carried
said
grabbed

2.
a)
b)
c)
d)

Which word is not appropriate for a report?

old
confused
gray
slowly

3.
a)
b)
c)
d)

Objectivity is ensured by
using expressions like Victim 1 and Victim 2
constantly monitoring your thoughts and reactions
avoiding I and me when referring to yourself
an officers age and experience

4.
a)
b)
c)
d)

Which word is appropriate for a report?

obviously
disrespectful
failed
aggressive

5.
a)
b)
c)
d)

Applying labels like crazy and sexy in a report can

be a timesaver when youre preparing for court
cause a defense attorney to challenge you
make you look insensitive
b and c
The test continues on the next page.

6.
a)
b)
c)
d)

Which of the following is appropriate for inclusion in a report?

a hunch
a guess
an action
a prediction

7.
a)
b)
c)
d)

Which of the following is appropriate for inclusion in a report?

Jones was obviously drunk
Jones had clearly been drinking too much alcohol
Jones stumbled
Jones sounded inebriated when he tried to answer my questions

8.
a)
b)
c)
d)

Describing a woman as a bombshell or sexpot is

never appropriate
acceptable if the woman really fits the description
acceptable if the woman is involved in a sex-related profession
acceptable if youre quoting someones exact words

9.
a)
b)
c)
d)

A synonym for objective is

descriptive
sensitive
professional
factual

10. Which of the following sentences is acceptable in a report?

a) Paine said, My husband had been acting strangely since he came
home from the party.
b) I looked down the alley and saw a man who was acting strangely.
c) Strangely enough, no jewelry was missing from the display case.
d) a and c

Name________________________________

Test
Chapter 8
Directions: Put a in front of every statement thats appropriate for a
report. Put an X if the statement is not appropriate.
1. Inmate Jones told me, I aint gonna spend no more time in
confinement, thats for sure.
2. I asked Portnov for his drivers license and registration.
3. Officer Tallis put the handcuffs on Jantzens wrists, and I Mirandized
her.
4. This officer found a steak knife under a pillow in the bedroom.
5. Because I thought Wong was probably telling the truth, I did not arrest
him.
6. The carpet was checked for footprints, but none were found.
7. Linton tried to answer my questions, but his responses didnt make
sense, so I decided to administer a sobriety test.
8. Everything in the master bedroom seemed to be neat and orderly.
9. Patel cursed and swore when I asked him about his wifes accusations.
10. Feeling that the interview with Miller was going nowhere, I began to
question his administrative assistant.

Name________________________________

Test
Chapter 9
Directions: Put a check in front of each sentence that effectively
records what a person said. Mark ineffective sentences with an X.
___1. The chaplain expressed concern about Talleys emotional state.
___2. I dont care nothin about what you want me to do, said Inmate
Tompkins.
___3. Price gave several explanations for his whereabouts during the
time of the break-in.
___4. I dont know how that idea got into your fool head, said Zeiger.
___5. Chan said he was in the garage looking for a rake when he heard
the shots.
___6. Swenson evaded my questions about the events that morning.
___7. There aint nobody can say I had a damn thing to do with the
missing money, Dooley told me.
___8. Paul kept changing his story when I asked him about the accident.
___9. Harper couldnt make up her mind about pressing charges.
___10. Jacobs agreed with his wifes description of the intruder.

Name________________________________

Test
Chapter 10 and 11
Directions: Choose the correct answer.
1.
a)
b)
c)
d)

On-the-job learning
is unprofessional
can teach you lessons not taught in a classroom
can trap you in outdated the way weve always done it practices
b and c

2.
a)
b)
c)
d)

Criminal justice reports

have not changed over the years
evolve as officers adapt to new technology
require passive voice for objectivity
b and c

3. Personal pronouns
a) should be avoided in reports unless youre quoting someones exact
words
b) are always unprofessional
c) save time and help officers avoid confusion
d) can compromise an officers objectivity if not used carefully
4.
a)
b)
c)
d)

Words like respective and individual

bring a professional tone to criminal justice reports
should be avoided unless youre sure you can spell them correctly
save time
are often unnecessary

5.
a)
b)
c)
d)

Bullet style
saves time
is a complicated way to organize information
should be used sparingly
a and c
The test continues on the next page.

6.
a)
b)
c)
d)

The headings in bullet style

should be memorized
should be the same in every report
can help you organize your thoughts
a, b, and c

7.
a)
b)
c)
d)

Which phrases might be useful when youre writing in bullet style?

these items
the following
I saw
a, b, and c

8.
a)
b)
c)
d)

Bullet style
has always been a feature of criminal justice reports
has become popular in recent years
compromises an officers integrity
should be used only when an officer has fired a weapon at the scene

9. Rewrite the following paragraph in bullet style:

Alcee Wright told me woke up and heard mens voices. He wasnt
sure where the voices were coming from, but they seemed close. He
didnt know how many voices there were. He was frightened and called
911 from his bedroom phone.
10. Rewrite the following paragraph in bullet style:
Marcia Sadowski said she last saw her daughter at about 5:30
Wednesday evening. Marcia was cooking dinner and asked Lucy to set
the table. Marcia and Lucy had been arguing about Lucys grades in
school. Lucy took four dinner plates out of a kitchen cabinet and put
them on the dining room table. Then Lucy threw one of the plates at the
wall. The next thing Marcia heard was a slam from the front door. Marcia
ran to the door, opened it, and looked out, but Lucy was nowhere in sight.

Name________________________________

Test
Chapter 12
Directions: Rewrite any sentences that are written in passive voice. Mark
correct sentences with a . In some sentences you may have to invent the
name of the person performing the action.
1. While we were questioning Mrs. Farquah, the medic arrived.
2. After the bedroom was searched, I went into the bathroom.
3. Three sets of prints were lifted from the glass door.
4. The car was a blue Sebring convertible.
5. Although I wasnt planning on a criminal justice creer, Im glad I
made this choice.
6. Weddick was arrested and transported to the county jail.
7. As in the past, Halloween was marked by numerous juvenile pranks.
8. Candidates to replace our chief will be interviewed by a committee.
9. The evaluations were filed in the wrong place.
10. Jackie was surprised when we told her about the new policy.

Name________________________________

Test
Chapters 34 and 35
Directions: Rewrite any sentences that are not appropriate for a modern
criminal justice report. Put a check in front of sentences that don't need
rewriting.
1. ____I ascertained that Jenkins had a permit to own a Smith-Wesson
2.
3.
4.
5.
6.
7.
8.

revolver.
____Jenkins told me had had lost his job two months ago.
____I proceeded to the Sedanka residence in my patrol car.
____I smelled alcohol on Wallace's breath.
____I saw Lanier run across the parking lot toward Linden Road.
____The neighbors returned to their respective homes.
____I contacted Mr. Quincy for an appointment to interview him.
____Mr. Quincy advised me that he had been out of town with his

wife on September 16 and 17 when his home was robbed.

9. ____Juvenile arrests declined during the month of September.
10.____At the present time our agency is packing for a move to a larger
building.