[GUIDE] How to secure a Police Report from the Philippine National Police (PNP)

What do you do when, say, you or someone you're with figured in an accident or an altercation with another person? Should you wish to file a complaint to the police, how do you go about it?

Filing a complaint at the Philippine National Police (PNP) unit or station normally begins with filling out an incident report form. This is assuming, of course, you did not suffer from any physical injury necessitating immediate medical attention. Otherwise, go to the nearest public hospital for treatment.

The incident report form requires you to enter key information about yourself, such as your name, address, birthday, and contact number. At the back of the form is a space where you need to manually write down a detailed narration of when and how the incident being complained about took place, as well as who are the parties involved.

Note that the subsequent blotter entry made on the matter will be based largely on the incident report form.

Why the need to have the incident blottered?

The reason is obvious: You want to have an official record of the incident to safeguard your rights and to have a verifiable evidence for whatever legal recourse you may decide to undertake in the future.

Note, however, that the blotter entry and the incident report form belong to the police unit where they were filed. If you wish to secure a document evidencing the fact that the incident was indeed reported to the said unit, either for purposes of insurance or securing an accident loan or for substantiating a valid excuse for missing out on your obligations due to the incident, you would need to request for a police report.

What does a police report contain?

A standard police report, printed in legal size paper, contains all the pertinent information found in the initial incident report form filled out by the complainant, as well as the findings and the status of the investigation conducted on the matter by the PNP.

The report should show the following information:

• the office and address of the PNP unit that issued the police report (e.g., Traffic Management and Enforcement Unit of San Fernando City in La Union);
• blotter entry number and date of entry;
• nature of the case (e.g., reckless imprudence resulting in physical injury);
• time, date, and place of occurrence of the incident;
• the parties involved (i.e., the complainant and the party being complained of);
• facts of the incident detailing the particulars of what took place;
• action taken (e.g., case investigated);
• recommendation (e.g., for follow up);
• status of the case (e.g., pending);
• investigator on case (i.e., name of the police officer that conducted the investigation);
• name and signature of the police officer that prepared the report; and
• name and signature of the chief officer of the unit.  

So how do you request for a police report? 

To avoid getting surprised at the cost of securing a police report, it is well to point out at the onset that the entire process will set you back P300. This is more expensive than your typical government-issued forms and clearances. Know this ahead of time.

1. Go to the PNP unit or station where the blotter was entered and the incident report form was originally filed.
2. Speak to the officer at the desk and ask to be directed to the officer responsible for the issuance of police reports.
3. The officer in charge of the blotter and the incident report forms will look at your records and prepare the police report. 
4. The length of time needed for the preparation of the police report depends on the volume of requests, number of personnel, and the availability of the signing authority. On any good day, this should take no longer than 24 hours; normally, you would be asked to return the next day. Otherwise, the police officer will inform you when to pick up the requested report. 
5. On the day indicated for the release of the police report, pay the P300 fee. Don't forget to claim the receipt as you would need this for claiming the police report. 
6. Present the receipt to the officer in charge. This will be photocopied for their own records. The original shall be given back to you, along with your requested police report. 

Have you had the chance and the opportunity to request for a police report in the past? How was it? Let us know in the comments section below and join in the discussion.