Report Writing Ann (Kenya) and Steen (Denmark) HPSS – Nairobi, 5’th June 2013

Report WritingReport Writing

Ann (Kenya) and Steen (Denmark)HPSS – Nairobi, 5’th June 2013

Structure of Presentation

Aim Objectives Introduction Definition of Report Types of Reports Report Writing Style Guide Summary Conclusion

AimAim

Introduce the partcipants Introduce the partcipants to the United Nations to the United Nations regulations regarding regulations regarding report writing.report writing.

Objectives

To enable participants to; Define a Report. State different types of report. Discuss UN standards regarding

report writing. Write a report using the UN Report

writing style Guide.

Introduction The types of report depend largely on

mandate of the Mission.

UN DPKO has introduced standard Report Writing Style Guide.

All UN Police are required to compile and type their own reports.

Fluency in mission working language (requirement)

What is a report?

1. A structured written presentation directed to interested readers in response to some specific purpose, aim or request.

2. An account given of a matter after investigation or consideration.

DIFFERENT REPORTSDIFFERENT REPORTS Daily occurrence report (”D.O.R.”)Daily occurrence report (”D.O.R.”) Patrol reportPatrol report IncidentIncident report (”INCREP”) report (”INCREP”) Daily shift logDaily shift log StatementsStatements Scene of crimeScene of crime Flash reportsFlash reports Investigation reportInvestigation report Information for detentionInformation for detention Situation report ....(”SITREP”)Situation report ....(”SITREP”)

5 Ws & 1H Answer 6 questions: - When - Who - Where - What - Why - How

When - did the incident happen? - the information received? - UNPOL/ monitor(s)monitor(s) of arrive at the scene? - did the local police arrive?did the local police arrive? > Day > Date > Time

WHOWHO

-- reported the incident?reported the incident?- is/are the victims?is/are the victims?- is/are the witness?is/are the witness?- is/are the suspect?is/are the suspect?- are the local police involved?are the local police involved?- are the monitor involved?are the monitor involved?

WHEREWHERE

- did the incident happen?did the incident happen?- Specific location it did happen Specific location it did happen

(bedroom, backyard etc.)(bedroom, backyard etc.)- were the victim taken?were the victim taken?- was the witness at the location?was the witness at the location?

WHATWHAT

- did the witness see?did the witness see?- caused the incident?caused the incident?- did the local police do?did the local police do?- happend to the victim?happend to the victim?

HOWHOW

- did it happen?did it happen?- was the local police notified?was the local police notified?- was the monitor notified?was the monitor notified?- was the information received?was the information received?

WHYWHY

- did it happen?did it happen?- did it happen according to the did it happen according to the

victim?victim?- did the local police do what they did the local police do what they

did?did?

RECOMMENDATIONRECOMMENDATION Always use abstract form when writing Always use abstract form when writing

a report. E.g. - a report. E.g. - It appeared that… It appeared that… - He stated that…- He stated that… Always use past tense. Always use past tense. e.g. -e.g. -WeWe were patrolling…were patrolling… -They were stopped by…-They were stopped by… Divide the text into separate Divide the text into separate

paragraphs in a logical orderparagraphs in a logical order.. Observe ”ABC”s of report writingObserve ”ABC”s of report writing..

Formatting Number pages in the correct

fashion.

Adequate margin and correct spacing.

UN correspondence Manual & UN editorial Manual.

Sequencing If incidents are refered to by date

ensure that they are put down in correct sequence.

Eg:...on 4th January it was reported that...

......on 5th January investigation was conducted....on 8th January the suspect was arrested.........

Use the right Use the right terminologyterminology VictimVictim ComplainComplain ComplaintComplaint ComplainantComplainant SuspectSuspect WitnessWitness

Use the right Use the right terminologyterminology

VICTIM: A person who suffers the result of actions VICTIM: A person who suffers the result of actions or happenings which he did not cause.or happenings which he did not cause.

COMPLAIN:To express annoyance, pain, COMPLAIN:To express annoyance, pain, unhappiness etc.unhappiness etc.

COMPLAINT: An expression of annoyance, pain, COMPLAINT: An expression of annoyance, pain, unhappiness etc.unhappiness etc.

COMPLAINANT: A person who lodge the COMPLAINANT: A person who lodge the complaint.complaint.

Use the right Use the right terminologyterminology

SUSPECT: A person who is suspected SUSPECT: A person who is suspected of doing something illegal.of doing something illegal.

WITNESS: A WITNESS: A person who is present person who is present when something happens or have when something happens or have seen/heard about a person, a seen/heard about a person, a subject or an act who can be subject or an act who can be related to an incident. related to an incident.

ABBREVIATIONSABBREVIATIONS Unusual abbreviations should be Unusual abbreviations should be

spelled out fully the first time spelled out fully the first time they are used in a document.they are used in a document.

Do not use abbreviations without Do not use abbreviations without being sure they are official or being sure they are official or common in the specific mission.common in the specific mission.

When in doubt – When in doubt – don’t use itdon’t use it

CAPITALIZATIONCAPITALIZATION

Names are almost always Names are almost always capitalized, along with titles when capitalized, along with titles when they are attached to names. they are attached to names.

Example: Example: PPresident resident KKibaki…ibaki…

In general, the description of In general, the description of something is rarely capitalized. something is rarely capitalized. Example: A Example: A spokesman of the spokesman of the parties will…parties will…

CAPITALIZATIONCAPITALIZATION The titles of organizations are The titles of organizations are

capitalized.capitalized. Eg: The Eg: The TTanzania anzania PPolice olice FForce....orce.... When a title is used to signify a When a title is used to signify a

specific individual, it should be specific individual, it should be capitalized. capitalized.

Eg: Eg: PPresident resident KKagame is visiting the agame is visiting the UN. The UN. The PPrresident will speak…esident will speak…

DATESDATES Dates should follow the format;D:M:Y. Dates should follow the format;D:M:Y.

- Example: - Example: 28 July 2009.28 July 2009. Time should always be written in Time should always be written in fourfour

figures in a row, followed by the figures in a row, followed by the abbreviation Hrs (hours) abbreviation Hrs (hours) Eg: Eg: 2250 Hrs.2250 Hrs.

To avoid confusionTo avoid confusion do notdo not writewrite today today or or yesterdayyesterday

When the exact time cannot be When the exact time cannot be determined, the abbreviation determined, the abbreviation approxapprox (approximately) should be used.(approximately) should be used.

NAMES AND PLACESNAMES AND PLACES Always use the person`s Always use the person`s titletitle or or MrMr. or. or MrsMrs. . Name of UN personnel should be mentioned Name of UN personnel should be mentioned

by their ranks followed by the surname in by their ranks followed by the surname in capital letters. capital letters. Eg: Eg: Sgt. MUYASgt. MUYA, , Insp. ASAMOAHInsp. ASAMOAH

Whenever there is UN personnel involved Whenever there is UN personnel involved their number on the UN identity card should their number on the UN identity card should always be marked.always be marked. Eg: Eg: Supt. OMONDI (CP 1801)Supt. OMONDI (CP 1801)

NAMES AND PLACESNAMES AND PLACES Name of civilians should be with Name of civilians should be with

surname in surname in capital letterscapital letters.. Its also advised to put DoB within Its also advised to put DoB within

brackets in the text after the name.brackets in the text after the name.Eg: Eg: Mr. John KALULU (DOB 12 May Mr. John KALULU (DOB 12 May

1978)1978)

NAMES AND PLACESNAMES AND PLACES Places should be in capital letters.Places should be in capital letters.

Eg: …in the area of Eg: …in the area of EMBAKASIEMBAKASI…… If a place is not internationally If a place is not internationally

recognized, put the name in quotation recognized, put the name in quotation marks when describing it.marks when describing it.Example: ......the area of ”KAYOLE”.....Example: ......the area of ”KAYOLE”.....

Use grid references or GPS Use grid references or GPS coordinates if availablecoordinates if available

MEDIA Media reports should be accredited

with the source in brackets. i.e (BBC)

When using the media reports always indicate the source.

Eg:- The media reported that..... - CNN reported that..... UN Officers are warned against

plagiarizing media reports.

Numbers The numbers from one to nine are

usually spelled out in full. Eg; seven, five..... Higher numbers are usually

expressed as figures. Eg: 17, 42... Exceptions. -when the figure is the first word

in a sentence,dates, 4th Brigade .

Summary The type of reports depend largely on mandate

of the Mission.

All UN Police are required to compile and type their own reports.

The report must be clear, thorough, and easily readable. (ABCs)

Must answer key questions concerning the report.

Use the right terminology for the nature of the incident.

Avoid unofficial abbreviations.

Conclusion

It is important that UN Police should do their job, report objectively, both as monitors or as law enforcment agents with executive powers.

Your report may be instrumental and crucial in initiating investigations.

Your report may be read by UN Secretary Gerenal or officials acting in his capacity.

Thank you!

REPORT WRITING EXERCISEInformation provided:1. Sudanese authorities are working to free 2 French and Canadian AMI

workers after being kidnapped on Saturday at about 8:30 pm at Ed el-fursan in southern Darfur.

2. Sudanese foreign minister, Ali Yuseif told SRSG that the government of Sudan is making every effort to free them in a peaceful way. Sudanese foreign minister, Ali Yuseif said the French group has been targeted twice so far this year.

3. Unamid received the news through sitrep 2 days later, (on Monday, April 7, 2009)

4. The so far unidentified AMI women staff were snatched from AMI offices south of South Darfur`s capital Nyala around 100 kilometres from the border with Chad.This was reported by the local television station, Al-Arabia.

5. AMI was spared from Sudan’s decision to expelled thirteen aid agencies including MSF after the ICC issued an arrest warrant on March 4, 2009 for president Omar al-bashir for alleged war crimes including genocide in Darfur.

ABBREVIATIONS: SRSG – Special Representative of the Secretary General. AMI - Aide Medicale Internationale MSF -Doctors Without Boarders ICC - International Criminal Court