Report Writing

1. Report Writing Presented by: Fredrick M. Lai, SSP, Kenya HPSS – Nairobi, August 2013

2. Structure of Presentation Introduction · Basic Guidelines · Principles and Characteristics · Examples of Reports · Exercise · Summary

3. Aim To provide participants with: · The knowledge of basic report writing standards for United Nations peacekeeping operations. · Guidelines on effective report writing which UN Police should follow

4. Learning Outcome On completion of this lesson, participants will be able to: Use the basic report writing standards for United Nations peacekeeping operations. Understand the importance of accurate and timely reports and be able to apply their knowledge. Identify and apply essential elements of report writing. Explain the importance and meaning of the “5Ws and H” State the basic writing guidelines (grammar, abbreviations, dates, names of places and numbers). Demonstrate the ability to complete and submit accurate and timely reports.

5. 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)

6. What is a report?

7. 1. A structured written presentation directed to interested reader [s] in response to some specific purpose, aim or request. An account given of a matter after investigation or consideration. In the police context, report writing is the main way for: Communicating Retrieving information Ensuring accountability for observations and/or actions.

8. DIFFERENT REPORTS Daily occurrence report Patrol report Incident report Daily shift log Statements Investigation report Information for detention Arrest certificate SITREP[?]

9. Basic Guidelines • Contents and style of report: • Personal Data • Writing Principles (accurate, brief, complete, clear, objective and well formatted) • Writing Style (abbreviations, dates, time, names of places and numbers) • Report Data (5 Ws and H)

10. RECOMMENDATION Always use abstract form when writing a report. E.g. - It appeared that… - He stated that… Always use past tense. e.g. -Wewere patrolling… -They were stopped by… Divide the text into separate paragraphs in a logical order. Observe ”ABC”s of report writing.

11. Personal data Personal Data are the identification of all persons involved. This includes the following information: • Name of police officer and UNPOL number • Surname / Last Name / Family Name (also Maiden Name) • Date and Place of Birth (DOB) • Status: single–married–divorced–widowed–separated • Nationality / Ethnicity / Country / Citizenship • ID Card (Type and Number) • Residence / Address / Mailing Address • Grid reference • Telephone / Mobile Phone • Occupation / Profession / Job / Rank • Father’s name (Surname and First name) • Mother’s name • Address (Street, Village, Town, Country)

12. ABBREVIATIONS Unusual abbreviations should be spelled out fully the first time they are used in a document.E.g. UNPOL[?] Do not use abbreviations without being sure they are official or common in the specific mission. When in doubt – don’t use it

13. CAPITALIZATION Names are almost always capitalized, along with titles when they are attached to names. Example: President Uhuru… In general, the description of something is rarely capitalized. Example: A spokesman of the parties will…

14. CAPITALIZATION The titles of organizations are capitalized. E.g: The Tanzania Police Service.... When a title is used to signify a specific individual, it should be capitalized. E.g: President Kikwete is visiting the UN. The President will speak…

15. DATES Dates should follow the format;D:M:Y. - Example: 14 AUGUST,2013. Time should always be written in four figures in a row, followed by the abbreviation Hrs (hours) E.g.: 2120 Hrs. To avoid confusiondo notwritetoday or yesterday When the exact time cannot be determined, the abbreviation approx (approximately) should be used.

16. NAMES AND PLACES Always use the person`s titleor Mr. orMrs. Name of UN personnel should be mentioned by their ranks followed by the surname in capital letters. E.g: ASP LABE. , Insp. ABOAGYE Whenever there is UN/AU personnel involved their number on the UN/AU identity card should always be marked. E.g: AIP TWONGO (UNPOL 1801)

17. NAMES AND PLACES Name of civilians should be with surname in capital letters. Its also advised to put DOB within brackets in the text after the name. E.g:Mr. John KALULU (DOB 12 May 1978)

18. NAMES AND PLACES Places should be in capital letters. E.g: …in the area of JUBA… If a place is not internationally recognized, put the name in quotation marks when describing it. E.g: ......the area of ”KAYOLE”..... Use grid references or GPS coordinates if available

19. MEDIA Media reports should be accredited with the source in brackets. i.e (BBC) When using media reports always indicate the source. E.g:- The media (BBC) reported that..... - CNN reported that..... UN/AU Officers are warned against plagiarizing media reports.

20. NUMBERS The numbers from one to nine are usually spelled out in full. E.g: seven, five..... Higher numbers are usually expressed as figures. E.g: 17, 42... Avoid having a number which is expressed as a figure as the first word in a sentence. Example: Twelve soldiers were observed.

21. SEQUENCING If incidents are refered to by date ensure that they are put down in correct sequence. E.g:...on 15th February 2010 it was reported that... ......on 16th February 2010 investigation was conducted....

22. FORMATTING Number pages Adequate margin and correct spacing

23. Spelling: • Be aware of the fact that UN uses International English "The Concise Oxford English Dictionary”, eleventh edition accessible at: http://157.150.189.51/translation/editorial/edguidelines/style/spelling.htm.

24. Report Data (5 Ws and H) The Report Data are the summary of all important facts and details. There are some guiding questions which should be answered in a report. The following list is not all inclusive.

25. WHEN - did the incident happen? - was the information received? - UN/AUPOL arrived at the scene? - did the local police arrive? > Day > Date > Time

26. WHO - reported the incident? is/are the victim(s)? is/are the witness(es)? is/are the suspect(s)? is the local police involved? is the AU/UN Police involved?

27. WHERE did the incident happen? Spesific location where the incident happened (bedroom, backyard etc.) were the victim taken? (home, hospital, police station) was the witness at the location?

28. WHAT Happened? did the witness see? caused the incident? did the local police do? happend to the victim?

29. WHY did it happen? did it happen according to the victim? did the local police do what they did? Beware of speculation

30. HOW did it happen? was the local police notified? was the monitor notified? was the information received?

31. 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) Key questions concerning the report must be answered. Use the right terminology for the nature of the incident. No unofficial abbreviations.

32. CONCLUSION It is important that UN Police should do their job, report objectively, both as monitors or as law enforcment agents with executivepowers. Your report may be instrumental and crucial in initiating investigations or even change the direction of the mission. Your report may be read by UN Secretary General or officials acting in his capacity.

33. Thank you! Stay safe!

34. REPORT WRITING EXERCISE, Information provided: Sudanese authorities are working to free 2 French and Canadian AMI workers after being kidnapped on Saturdayat about 8:30 pm at Ed el-fursan in southern Darfur. 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. Unamid received the news through sitrep 2 days later, (on Monday, April 7, 2009) 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. 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 MedicaleInternationale MSF -Doctors Without Boarders ICC - International Criminal Court

35. CORRECTION TO THE EXERCISE Sudanese authorities are working to free twoFrench and Canadian workers of Aide MedicaleInternationale (AMI) after being kidnapped on Saturday5th April, 2009at approx 2030hrs at “ED EL-FURSAN” in Southern DARFUR. Sudanese Foreign Minister, Ali YUSEIF told Special Representative of the Secretary General (SRSG) that the government of Sudan is making every effort to free them in a peaceful way. The Foreign Minister said the French group has been targeted twice so far this year. UNAMID received the news through SITREPon7th April,2009. “The so far unidentified AMI women staff were snatched from AMI offices south of South Darfur`s capital NYALAapprox 100 kilometres from the border with Chad.” (Al-Arabia TV) AMI was spared from Sudan’s decision to expel 13aid agencies including MSF after the ICC issued an arrest warrant on 4th March, 2009 for PresidentOmar al-BASHIR for alleged war crimes including genocide in DARFUR.

36. Required Readings • United Nations Police Handbook, United Nations Department of Peacekeeping Operations • UN Correspondence Manual: A guide to drafting, processing and dispatch of official United Nations Communications, United Nations, New York, 2000