NTN Police Incident Report Writing 3 — Questions and Answers
Question 1: Which of the following best describes the purpose of a chain of custody in evidence documentation?
- To document the value of seized property for insurance purposes
- To track and verify who has handled evidence from collection through trial to prevent tampering claims (Correct answer)
- To list all officers present at a scene
- To establish the suspect's criminal history
Correct answer: To track and verify who has handled evidence from collection through trial to prevent tampering claims
Chain of custody documents every person who handled evidence to ensure its integrity and admissibility in court.
Chain of custody is a chronological record documenting every person who had custody of evidence from the moment it was collected through storage, analysis, and presentation at trial. It protects the evidentiary integrity by allowing verification that evidence was not contaminated, altered, or tampered with. If chain of custody cannot be established, defense attorneys can challenge the admissibility of evidence. Thorough chain of custody documentation is a critical component of professional evidence management.
Question 2: An officer is writing a report about a vehicle collision. What information is most critical to include in the narrative?
- The officer's personal opinion about who was at fault
- Date, time, location, direction of travel, speed estimates, point of impact, weather and road conditions, and driver statements (Correct answer)
- Only the damage to the vehicles since that is the main concern
- A list of every person who stopped to watch the accident
Correct answer: Date, time, location, direction of travel, speed estimates, point of impact, weather and road conditions, and driver statements
Collision reports require comprehensive factual data including time, location, travel details, physical conditions, and statements to properly document the incident.
Traffic collision reports must document all facts necessary to reconstruct the incident and assign proper responsibility: the precise date, time, and location; vehicle descriptions and directions of travel; estimated speeds; the point of impact; observable damage; road, weather, and lighting conditions; and driver statements. An officer's personal fault opinion should not be included — that is a legal determination. Incomplete reports can undermine insurance claims, civil litigation, and criminal traffic prosecutions.
Question 3: What does 'writing in the third person' mean in the context of police reports?
- Writing about a third suspect who was not arrested
- Referring to yourself as 'the officer' or 'this officer' rather than 'I' (Correct answer)
- Using formal language and avoiding slang
- Writing the report from the victim's perspective
Correct answer: Referring to yourself as 'the officer' or 'this officer' rather than 'I'
Third-person report writing means referring to yourself by your role ('the officer,' 'this officer') rather than using the first-person pronoun 'I.'
Police report writing convention typically requires officers to write in the third person, referring to themselves as 'the officer,' 'this officer,' or 'the undersigned,' rather than using the first person 'I.' This convention gives reports a formal, objective tone consistent with official legal documents and removes the personal perspective implied by first-person language. For example: 'This officer observed the suspect exit the vehicle' rather than 'I saw the suspect get out of the car.'
Question 4: An officer responds to a residential burglary. Which item of information should be in the 'property loss' section of the report?
- The name of the neighbor who called 911
- The responding officer's badge number
- Serial number, brand, model, color, and approximate value of each stolen item (Correct answer)
- The time the police dispatcher received the call
Correct answer: Serial number, brand, model, color, and approximate value of each stolen item
Property loss documentation requires specific identifying information for each item to facilitate recovery and prosecution.
The property loss section of a burglary report must contain enough information to uniquely identify each stolen item for NCIC entry, pawn shop checks, and recovery: serial numbers (the most unique identifier), brand, model, color/description, and estimated value. Serial numbers are particularly critical as they allow law enforcement databases to flag items when they surface. The neighbor's name, officer badge number, and dispatch time belong in other report sections, not the property loss section.
Question 5: When an officer observes something directly, which phrase should be used in the report?
- 'It was believed that...'
- 'It has been reported that...'
- 'This officer observed...' or 'This officer saw...' (Correct answer)
- 'Allegedly...'
Correct answer: 'This officer observed...' or 'This officer saw...'
Personal observations by the officer should be attributed directly: 'This officer observed' or 'This officer saw,' not hedged with words like 'allegedly' or 'it was believed.'
Report language must distinguish between what the officer personally observed, what others reported, and what is alleged. When an officer directly witnesses something, it should be stated as fact using phrases like 'this officer observed' or 'this officer saw.' Hedging words like 'allegedly,' 'it was believed,' or 'it has been reported' imply uncertainty or hearsay and should be reserved for information received from others. Using precise attribution language maintains the report's legal accuracy and the officer's credibility as a witness.
Question 6: Why is it important to complete an incident report as soon as possible after an event?
- To reduce overtime costs for the department
- Because details are freshest in memory and important facts are less likely to be forgotten or confused with other incidents (Correct answer)
- To beat other officers to the supervisor's desk
- Because all reports are due within 1 hour by federal law
Correct answer: Because details are freshest in memory and important facts are less likely to be forgotten or confused with other incidents
Memory fades quickly after an event, and prompt reporting ensures the most accurate and detailed account before details blur or merge with subsequent incidents.
Research on human memory consistently shows that recall accuracy degrades over time and is subject to interference from subsequent events. Officers who respond to multiple calls in a shift may confuse details between incidents if they delay report writing. Completing reports promptly, while the event is fresh, produces the most accurate and detailed accounts. Courts and supervisors scrutinize reports with delayed completion, and defense attorneys can challenge accuracy on that basis. Timely, accurate reporting is a core professional obligation.
NTN Police Incident Report Writing 3
Which of the following best describes the purpose of a chain of custody in evidence documentation?