Mastering Police Academy Observation and Report Writing

A sharp eye and a well-written report are two of the most powerful tools an officer can carry. From traffic stops to felony arrests, your ability to observe, recall, and document details can make or break a case. That’s why report writing is more than paperwork—it’s a key skill that recruits are expected to master in the academy. Here’s how to write like a pro.

1. Start With Strong Observation Skills

Your report is only as good as what you noticed. Whether it’s a broken taillight, a suspect’s hand placement, or the smell in the air—details matter.

Tip: Practice scanning scenes deliberately: use the “five senses plus facts” method. What did you see, hear, smell, feel, or observe?

2. Take Clear, Accurate Notes in the Field

Don’t trust your memory, especially on a busy shift. Your field notebook is your best friend.

Tip: Use shorthand and structure—note time, location, names, actions, and quotes. Capture observations chronologically.

3. Be Objective, Not Emotional

Reports are not the place for personal opinions. Keep it factual, neutral, and free of assumptions.

Tip: Avoid words like “jerk,” “uncooperative,” or “suspicious” unless you’re quoting someone. Instead, describe behaviors: “subject refused to respond to verbal commands.”

4. Use Active Voice and Plain Language

Clear reports are easier to read—and hold up better in court.

Tip: Write “I observed the suspect enter the store,” not “The suspect was seen entering the store.” Keep sentences short and direct.

5. Review, Revise, and Be Ready to Testify

What you write might be read months—or years—later in court. It needs to be tight, clear, and defensible.

Tip: After writing, read it out loud to catch awkward phrasing or missing info. Ask yourself: “Could another officer take action based on this report?”

Final Thoughts

Excelling in observation and report writing means slowing down, paying attention, and telling the story clearly and completely. Officers who master this skill don’t just document the truth—they protect it.

For more law enforcement training tips, visit www.armoganct.com.

Best,
Barbara
Armogan Training Team