Sample Police Report Format in the Philippines
A practitioner-oriented legal guide (updated to July 2025)
1. Why Police Report Format Matters
In Philippine practice, a police report is more than a mere narrative—it is a sworn public document that:
- Begins the criminal justice chain (Rule 110, Rules of Criminal Procedure).
- Drives prosecutorial action (Department of Justice [DOJ] Circular 61-93; NPS Rules on Inquest).
- Serves as prima facie evidence of the facts it states, absent contrary proof (People v. Dumala, G.R. No. L-64062).
- Feeds national crime statistics (RA 8551 §35; PNP Crime Information Reporting & Analysis System – CIRAS).
Because the document is routinely challenged in court, strict adherence to the template prescribed by the Philippine National Police (PNP) is crucial to avoid impeachment of its integrity.
2. Legal & Policy Foundations
| Instrument | Key Provisions Relevant to Report Format |
|---|---|
| RA 6975 (DILG Act) & RA 8551 (PNP Reform Act) | Authorize the PNP to issue operational manuals, including reporting templates. |
| NAPOLCOM Memorandum Circular 94-017 | Orders the adoption of standardized police blotter and spot-report forms nationwide. |
| PNP Memorandum Circular 2014-004 “Revised Spot Report Format” | Reduces narrative to modular boxes, imposes a 6-hour submission rule for major crimes. |
| PNPM-DO-DS-3-1-13 “Police Blotter and Recording System Manual” | Lays down desk-officer procedure, e-Blotter encoding, and chain-of-custody reminders. |
| Data Privacy Act (RA 10173) & DILG FOI Manual (2016) | Regulate disclosure, redaction, and retention of personally identifiable information (PII). |
| RA 9262, RA 7610, Juvenile Justice Act | Impose gender-, child-, and survivor-sensitive language and optional annexes (e.g., WCPD Intake Sheet). |
3. Major Categories of Philippine Police Reports
| Report | Purpose | Statutory / Manual Timelines |
|---|---|---|
| Blotter Entry | Initial desk-officer record of any incident personally reported at a station. | Must be written immediately upon reporting. |
| Spot Report | Rapid field submission for crimes “in-progress” or within 6 hours after police arrival. | Within 6 hours for heinous crimes; 24 h otherwise. |
| Initial Investigation Report (IIR) | Expanded narrative plus evidence inventory by investigating officer. | Within 24 hours of the spot report. |
| Progress Report | Periodic updates on case build-up. | Every 15 days until final disposition. |
| Final Investigation Report (FIR) | Recommended case disposition forwarded to the prosecutor. | Within 30 days after FIR order or upon arrest of suspect. |
| After-Operations Report (AOR) | Post-raid assessment (e.g., anti-drug ops). | Within 24 h of operation termination (sec. 21, RA 9165 IRR). |
| Traffic Accident Report (TAR) | Road crash documentation by HPG/LTO-accredited units. | Immediately; copy furnished LTO within 24 h. |
4. General Formatting Rules (Across All Report Types)
- Form Identifier & Control Number. Upper-left box follows the sequence Station-YY-MM-DD-###.
- Typeface & Margins. Arial 12 pt, single-spacing; 1″ margins (MC 2014-004).
- 24-Hour Clock & ISO Dates. Use “05 Jul 2025 / 1430H”.
- Paragraph Numbering. Each factual allegation in a separate numbered paragraph; avoid run-on narratives.
- Third-Person, Past-Tense Writing. “PO2 Reyes responded and recovered…” not “I responded…”.
- Objective Tone. No speculation or legal conclusions (“probable cause exists” is for prosecutors).
- Abbreviation Rules. Spell out on first use: “Philippine Drug Enforcement Agency (PDEA)”.
5. Required Substantive Elements
| Section | Details |
|---|---|
| A. Heading | Agency logo, station name, address, telephone, email. |
| B. Type of Report | Spot Report / IIR / FIR / TAR / AOR / Blotter. |
| C. Basic Incident Data | Date & time occurred; date & time reported; place of incident (barangay, municipality, GPS if available). |
| D. Parties | Complainant/victim details (full name, age, sex, civil status, nationality, address, contact); suspect(s); witness(es). |
| E. Synopsis | One-paragraph summary: “On 05 Jul 2025 at 1330H, along J.P. Rizal St., Makati City, complainant…” |
| F. Narrative of Investigation/Observation | Chronological, fact-based story. Attach sketch, photographs, body-cam stills as annexes. |
| G. Physical & Documentary Evidence | Itemized list with description, quantity, serial number, packaging; note chain-of-custody logbook/receipt numbers. |
| H. Action Taken/Disposition | Arrests effected, injuries attended, SOCO coordination, inquest status. |
| I. Violation(s) Filed | Cite penal law (e.g., “R.A. 9165 §5; RPC Art. 294”). |
| J. Prepared By / Verified By | Signature blocks: Investigating Officer (rank, badge no.), Desk Officer, Station Commander. |
| K. Oath & Jurat | Subscribed before station commander or notarizing officer (see Sec. 2, Notarial Law). |
6. Submission & Routing
Unit Hierarchy. Station → District → Regional → NHQ through the Police Report Information Management System (PRIMS).
Electronic Encoding. All blotters and spot reports must be replicated in the e-Blotter within 24 hours (PNP LOI 11-10 “e-Blotter”).
Paper Copies.
- Spot & IIR: 3 copies (station file, investigator, prosecutor).
- FIR: 4 copies (add one for DOJ central).
Courier / Email. When emailed, use official
@pnppro.org.phaddresses with PDF attachment; encrypt if containing minors’ data.
7. Gender-, Child-, and Survivor-Sensitive Rules
| Scenario | Mandatory Add-Ons |
|---|---|
| Violence Against Women & Children (VAWC, RA 9262) | PNP-WCPD Intake Sheet; Privacy advisories; Female investigator preferred. |
| Children in Conflict with the Law (RA 9344) | Social Welfare report within 8 hours; Do not place child’s name in public blotter—use initials only. |
| Sexual Violence | Option for Gabriela hot-line referral; “No media exposure” remark. |
8. Electronic & Digital Evidence Integration
Body-Worn Camera (BWC) Footage
- List file name, hash value (SHA-256), and storage location.
- Attach screenshot in Annex “E”.
CCTV Downloads
- Retain chain-of-custody receipt (Sec. 4, Rule 11, Rules on Electronic Evidence).
Mobile Extracts
- Use NBI- or PNP-ACG-certified forensic tools. Insert Certificate of Integrity in annex.
9. Confidentiality, Access & Retention
| Item | Rule |
|---|---|
| Public Inspection | Station blotter is public; however, personal data that can identify minors or sexual-offense survivors must be redacted (RA 10173, §13). |
| FOI Requests | Must be filed with the Desk Officer and answered within 15 days (DILG People’s FOI Manual). |
| Retention | 10 years for non-index crimes; permanent for index crimes and terrorism cases (RA 9372 IRR). |
| Expungement | Possible upon acquittal of the accused through court order. |
10. Evidentiary Weight in Court
- A spot report alone rarely suffices to prove guilt but is admissible as an entry in the regular course of business (Rule 803 [j]).
- Inconsistent details between spot, initial, and progress reports are fertile grounds for cross-examination; thus the importance of accurate, contemporaneous drafting.
- Proper chain-of-custody forms attached to the report are indispensable in drug cases (People v. Lim, G.R. No. 231989, 2018).
11. Blank Sample Template (Compress to 2 pages)
REPUBLIC OF THE PHILIPPINES PHILIPPINE NATIONAL POLICE Station/Office (Address · Tel · Email)
SPOT REPORT Control No.: PS-2025-0705-001
I. INCIDENT DATA Type of Incident: ______________________________ Date/Time Occurred: ____________________________ Place of Incident: _____________________________
II. INVOLVED PERSONS A. Complainant/Victim Name: ______________________ Age: ___ Sex: ___ Address: _______________________________________ Contact No.: ____________________________________
B. Suspect(s) (If Known)
III. BRIEF SYNOPSIS (max 3 sentences)
IV. NARRATIVE
…
V. EVIDENCE RECOVERED/SEIZED
Qty Description Serial/Mark Turn-Over Ref. VI. ACTION TAKEN
Prepared by: __________________ (Rank, Badge No.) Verified by: __________________ (Duty Officer)
SUBSCRIBED AND SWORN before me this ___ day of ___________ 20___ at __________________, Philippines.
Administering Officer
(Longer reports expand Sections III–VI and add annexes A–F.)
12. Hypothetical Filled-In Example (Abridged)
See Annex “A” for the full narrative and Annex “B” for photo documentation.
13. Practical Drafting Tips
| Problem Area | Avoid | Best Practice |
|---|---|---|
| Time gaps | “Around lunchtime.” | Record exact or approximate bracket: “1200H–1230H.” |
| Speculation | “Suspect was probably high.” | “Suspect displayed dilated pupils; slurred speech observed.” |
| Legal jargon | “Qualified theft as defined by Art. 310.” | Reserve legal qualification for prosecutor’s resolution; focus on facts. |
| Cut & paste | Reusing old shell narratives. | Fresh, incident-specific language; audit supervisor checks. |
14. Common Pitfalls That Get Reports Thrown Out
- Unsigned or undated pages (void under the Notarial Rules).
- Witness names omitted to “protect identity” without protective-order basis.
- No photograph reference numbers contradicting SOCO log.
- Inconsistent spelling of parties’ names across annexes.
- Late submission beyond the 6-hour or 24-hour limit without justification.
15. Conclusion
For Filipino law-enforcement officers and lawyers alike, mastering the sample police report format is not ancillary—it is foundational. A properly structured report:
- safeguards constitutional rights,
- expedites prosecutorial review, and
- withstands rigorous judicial scrutiny.
Meticulous compliance with the PNP’s templates, statutory timelines, and privacy mandates ensures that the written record of every incident remains credible, admissible, and resilient from the police station to the Supreme Court.
Disclaimer: This article is for academic and professional guidance only and does not constitute legal advice. For specific cases, consult the applicable PNP Manual versions and official issuances current as of your filing date.