I write my reports in a chronological style.
GETTING THE CALL...
On 12-27-05 at approximately XX:XX hours, I responded to 1235 Any Street, in ANY COUNTY, Florida, in reference to a XXXXXXXXXX complaint/call/situation, etc.
-Set the tone for the reader, let them know what you "believed" you were respondeding to, although this may change while headed to the call...
While enroute, dispatch advised me that (note any changes, updates, etc to the call).
ARRIVING AT THE SCENE/CALL
Upon arrival, I made contact with XXXXXXXX/ Upon arrival I observed XXXXXXXXX
-List who you made contact with.
-List what you observed, saw, smelled, heard, etc.
Basically, let the reader know what you discovered UPON ARRIVAL.
RESULTS OF INVESTIGATION/INTERVIEWS, SEPERATELY ANNOTATED
-Mr./Mrs. Smith stated ....................................................................
-I observed.......................................................................................
This is where you list WHAT someone said or WHAT you observed as well as WHAT you found that supported or did not support previous claims, etc.
ACTIONS BASED ON THE ABOVE
-This is where I tell the reader what my conclusions were and what my response was, such as arrest or simply documentation for future consideration, as well as why I took no action if no LE action was taken.
-Also list what forms, statements, pamphlets were given/taken in accordance with policy/law.
-What evidence was gathered and how, what was done with it.
There is a TON of stuff left out here but basically your report needs to addressWHEN and WHY you went somewhere or WHEN/WHY you did something; WHAT you heard from WHO, saw, smelled, felt, etc; and WHAT you did or didn't do because of it................
Feel free to e-mail me with a phone number and I'd be glad to talk about it with you.