How Officer Report Writing Can Build Trust in Communities

Effective report writing by officers can be instrumental in fostering positive relationships with the public. Conversely, poorly written reports can cause mistrust and resentment towards officers. A considerable concern is that some officers may resort to including fabricated information in their reports or using excessive force, which can undermine public confidence in law enforcement. However, it is crucial to acknowledge that such instances of misconduct do not reflect most police or security officers, who work diligently to protect and serve their communities.

It is important to note that visual and audio technology has long been used by security officers and law enforcement to capture incidents on the scene, as well as footage from surrounding buildings. Previously, this technology was primarily only available to law enforcement or an organization’s security personnel. However, citizens now have access to the same technology, allowing them to record video and capture audio in a variety of ways often unknown to others.
This technology can question not only the accuracy of a police/security officer’s report but also their moral and ethical behavior. Unfortunately, we have seen incidents where reports written by officers are contradictory to the facts captured on video and audio files.

Here are a few examples:
• In 2019, in Phoenix, Arizona, a couple was held at gunpoint over a 4-year-old shoplifting incident.
• In 2020, the Buffalo, New York department said a protester “tripped and fell.”
• In 2021, a Florida sheriff’s deputy was found guilty of planting drugs on motorists.
• In 2021, Minneapolis police initially told the public that George Floyd died after a “medical incident during a police interaction.”
• In 2023, Pembroke Pines Police asked a client to sign a Risk Protection Order without an attorney present.
• In 2023, a judge dismissed a case due to an officer’s false testimony and report.

Let’s discuss the most common reasons why officers may lie or commit perjury when writing reports or under oath. This behavior may result from officers acting based on their emotional state. We must acknowledge the fact that officers deal with a lot of confrontational situations and often must deal with the frustrations of other people’s circumstances directed towards them. This may result in a multitude of insults directed towards them, creating emotions that influence officers to utilize their authority to silence or, unfortunately, retaliate against the person. Similarly, officers may act impulsively, and once they realize a mistake has occurred, the officer may take the same course of action and exaggerate a person’s behavior or actions in a report to obtain an arrest or issue a citation.

The solution to this problem is simple: conduct yourself professionally while maintaining integrity in the performance of your duties. Also, acknowledge when you have made a mistake in a sincere tone. Keep in mind that the public will not trust officers who fail to properly document encounters. How many times have you heard an officer inform someone that they are recording, and the individual responds “So am I because I don’t trust you”? We have to remember that officers are people just like everyone else, and in the same token, the public has to be mindful of how it communicates with officers as well as the extent of officers’ authority to resolve some issues. Most people fail to understand the difference between criminal and civil issues.

Police and even security officers are given authority that if used inappropriately could have a drastic impact on a person’s life. On several occasions, I have observed officers using suggestive language in reports. I define suggestive language as a form of written or verbal communication that is intentionally created to imply that a person’s actions or behavior elicited a certain response.
Officers writing reports should ensure they are using the exact words provided by those involved in the incident. Although people can become disgruntled and disrespectful, officers must follow the same logic they deploy to the public, which is to dispute the issue in court. Properly and accurately document the behavior observed as well. The ultimate goal is to have the community and officers working together to prevent and solve crime. To accomplish this, it will take both sides working together. It starts with accountability and knowledge from both sides of the table. Officers need to understand their authority concerning various situations and enhance their skills with the ability to openly acknowledge mistakes. The same applies to the public, who must take time to understand that not all issues can be resolved by simply involving the police. Certain situations will require you to obtain a lawyer or utilize the court system yourself. Just as you expect courteous communication and officers to listen to your side of the story, people must show the same respect, even if the response is not what they wanted to hear.