Field Notes

Nine Guidelines to Follow When Taking Field Notes

1. Head notebook page with day and time of shift

1. Assignment for the day (e.g., traffic, patrol, district assigned)

2. Partner’s name, if assigned

3. Include times for all entries

2. Do not place information from one incident on the same page with information from another

3. Write and print neatly so that you can read and understand your notes later

1. Your notes can be subpoenaed

2. Do not make personal comments or any comments unrelated to the matter at hand

3. Write legibly and use as much paper as needed

4. Abbreviations may be used but be consistent in your style of abbreviating in order to avoid confusion

5. If abbreviations are used to refer to suspects or witnesses:

(1) Number them accordingly

(2) Identify them clearly in the notes

4. Record all information in ink

1. In extremely cold or in wet weather it may be necessary to use a pencil

2. Make certain a pencil is available

5. Let victims and witnesses talk through the event before you start recording notes

1. Gives victim and witness a chance to "vent"

2. Gives the officer a "feel" for the event which allows for a more effective investigation

3. Shows active listening and the officer’s interest in what the person is saying

4. Do not “clean up” a speaker’s language if he/she uses “street talk”, record what is actually said

5. Hold the speaker to the subject at hand and do not let them wander

6. Brevity may be achieved by:

(1) Omitting articles

(a) “A”

(b) “An”

(c) “The”

(2) Omit unnecessary words but not to the point where you cannot understand later what you meant

6. Ask clarifying follow-up questions

1. If I understand you correctly…….?

2. If I heard you right…….?

3. Paraphrase subject’s responses to ensure accuracy

7. Be as complete as possible

1. Record each fact developed

(1) Observations

(a) No signs of forced entry

(b) No visible signs of injury

(c) Any vehicle information

(d) Location of items

(2) Facts

(a) Accomplices

(b) AKA – also known as

(c) Individuals present

(d) Statements

(3) Include seemingly insignificant facts

1. Make notes brief but convey all facts

2. Accuracy is achieved by checking and verifying all the information you record

(1) Repeat information back to the person from whom you get it

(2) Make certain you spell names correctly

(3) Verify that you have recorded numbers and addresses correctly

(4) As a general rule, use only one type of pen to make notes and make sure you carry a spare

(a) If you run out of ink and use a different color, you could be accused of filling in comments at a later time

(b) Do not erase any entries in your notebook:

i. Do not black out your original notes

ii. Draw a line through the information to be corrected

iii. Initial the beginning and ending of any correction

8. Consider the use of electronic data devices or templates

1. Mobile Data Terminal (MDT)

2. Electronic notepad

3. Rubrics, check boxes

9. Do not record personal information in your notebook

1. Public record

2. Evidence in case

3. Can be subpoenaed into court

Hess, K. M., & Wrobleski, H. M. (2002). For the record: Report writing in law enforcement (5th

ed.). Bloomington, MN: Innovative Systems.