Report Writing Flashcards

When completing a witness statement form, which of the following should be avoided?

Answer: Using abbreviations and slang that may not be understood by all readers

Abbreviations and slang can cause confusion and misinterpretation. Reports should use clear, standard language that can be understood by anyone who reads them, including judges, barristers, and jury members.

What is the purpose of a scene sketch in a Garda report?

Answer: To provide a visual representation of the scene showing positions of persons, vehicles, evidence, and other relevant features

A scene sketch supplements photographs and written descriptions by showing the spatial relationships between key elements at the scene, including measurements, compass directions, and the locations of evidence.

In report writing, what is the difference between a 'fact' and an 'inference'?

Answer: A fact is something directly observed or verified; an inference is a conclusion drawn from the facts

Facts are things directly observed, measured, or verified (e.g., 'the window was broken'). Inferences are conclusions drawn from facts (e.g., 'the burglar entered through the window'). Reports should clearly distinguish between the two.

When recording times in a Garda report, which format is standard?

Answer: 24-hour clock format (e.g., 14:30 hours)

An Garda Síochána uses the 24-hour clock format for precision and to avoid ambiguity between AM and PM. For example, 14:30 hours is unambiguous, whereas '2:30' could mean morning or afternoon.

A Garda report states: 'The suspect was acting suspiciously.' What is wrong with this statement?

Answer: It is vague and subjective — it should describe the specific behaviours observed

'Acting suspiciously' is vague and subjective. The report should describe the specific observed behaviours, such as 'the suspect was observed looking into car windows and trying door handles on three separate vehicles on Main Street.'

What should an officer do if they make an error while writing a handwritten report?

Answer: Draw a single line through the error, initial and date it, and write the correction nearby

The correct procedure is to draw a single line through the error (so it remains legible), initial and date the correction. This maintains the integrity of the document and shows that no information has been concealed.