Written Communication Flashcards

What does 'contemporaneous notes' mean in the context of police record-keeping?

Answer: Notes written at the time of, or immediately after, an event for accuracy

Contemporaneous notes are recorded immediately during or after events, providing the most accurate and legally defensible account.

Why must corrections to a police notebook be made by crossing out, rather than erasing or using correction fluid?

Answer: To maintain a transparent record — crossing out preserves the original entry and shows it was corrected openly

Crossing out errors (rather than erasing them) maintains document integrity and demonstrates transparency, which is essential for court admissibility.

What is the primary purpose of using structured headings in a formal police report?

Answer: To help readers navigate the document and locate specific information quickly

Structured headings improve document readability and allow legal professionals, supervisors, and courts to find specific information efficiently.

An officer includes their personal opinion in a report, stating: 'I believe the accused is lying.' Why is this problematic?

Answer: Personal opinion is not evidence and undermines the objectivity and credibility of the report

Reports must be factual and objective — personal opinions have no place in official records and can undermine a prosecution.

Which of the following correctly demonstrates a neutral, evidence-based observation in a report?

Answer: The suspect avoided eye contact and had shaking hands.

Describing observable physical behaviours (shaking hands, avoiding eye contact) is factual; interpreting their meaning (guilty, lying) is speculation.

A report contains the phrase: 'The informant advised that the accused had allegedly threatened the victim on numerous previous occasions.' What does 'allegedly' appropriately signal here?

Answer: That the claim has not yet been proven — it is reported rather than established as fact

'Allegedly' correctly signals that the reported information is a claim, not a proven fact, maintaining the presumption of innocence.