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Report Writing

Report 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. Aim.

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Report Writing

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

  2. Structure of Presentation Aim Objectives Introduction Definition of Report Types of Reports Report Writing Style Guide Summary Conclusion

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

  4. 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.

  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? 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.

  7. DIFFERENT REPORTS Daily occurrence report (”D.O.R.”) Patrol report Incident report (”INCREP”) Daily shift log Statements Scene of crime Flash reports Investigation report Information for detention Situation report ....(”SITREP”)

  8. 5 Ws & 1H • Answer 6 questions: - When - Who - Where - What - Why - How

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

  10. WHO - reported the incident? • is/are the victims? • is/are the witness? • is/are the suspect? • are the local police involved? • are the monitor involved?

  11. WHERE • did the incident happen? • Specific location it did happen (bedroom, backyard etc.) • were the victim taken? • was the witness at the location?

  12. WHAT • did the witness see? • caused the incident? • did the local police do? • happend to the victim?

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

  14. WHY • did it happen? • did it happen according to the victim? • did the local police do what they did?

  15. 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.

  16. Formatting • Number pages in the correct fashion. • Adequate margin and correct spacing. • UN correspondence Manual & UN editorial Manual.

  17. 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.........

  18. Use the right terminology • Victim • Complain • Complaint • Complainant • Suspect • Witness

  19. Use the right terminology VICTIM: A person who suffers the result of actions or happenings which he did not cause. COMPLAIN:To express annoyance, pain, unhappiness etc. COMPLAINT: An expression of annoyance, pain, unhappiness etc. COMPLAINANT: A person who lodge the complaint.

  20. Use the right terminology SUSPECT: A person who is suspected of doing something illegal. WITNESS: A person who is present when something happens or have seen/heard about a person, a subject or an act who can be related to an incident.

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

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

  23. CAPITALIZATION • The titles of organizations are capitalized. Eg: The Tanzania Police Force.... • When a title is used to signify a specific individual, it should be capitalized. Eg: President Kagame is visiting the UN. The President will speak…

  24. DATES • Dates should follow the format;D:M:Y. - Example: 28 July 2009. • Time should always be written in four figures in a row, followed by the abbreviation Hrs (hours) Eg: 2250 Hrs. • To avoid confusiondo notwritetoday or yesterday • When the exact time cannot be determined, the abbreviation approx (approximately) should be used.

  25. 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. Eg: Sgt. MUYA, Insp. ASAMOAH • Whenever there is UN personnel involved their number on the UN identity card should always be marked. Eg: Supt. OMONDI (CP 1801)

  26. 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. Eg: Mr. John KALULU (DOB 12 May 1978)

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

  28. 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.

  29. 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 .

  30. 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.

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

  32. Thank you!

  33. REPORT WRITING EXERCISEInformation 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 Medicale Internationale • MSF -Doctors Without Boarders • ICC - International Criminal Court

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