How to Make a Police Incident Report? Examples & Templates

Learn how to create accurate police incident reports, document evidence, and avoid common mistakes for faster, effective reporting.

Key Takeaways

• A police incident report documents the key facts of an incident, providing official records needed for investigations, insurance claims, and potential legal proceedings.
• Include all relevant information, personal details, time, location, witnesses, and event chronology, to ensure the report is accurate and actionable.
• Describe people, vehicles, property damage, and injuries precisely, and attach supporting evidence such as photos, videos, or documents to strengthen the case.
• The report must be filed promptly through in-person, online, or phone methods to preserve evidence, maintain credibility, and comply with legal or insurance requirements.
• Alpha TransForm’s Police Report Software streamlines police reporting with mobile data entry, automatic timestamps, GPS, speech-to-text, photo annotation, and offline access, improving officers’ efficiency and safety.

What Is a Police Incident Report & Why You Need One

A police incident report is a formal record you create to document the essential facts of an incident or crime: what occurred, when and where it took place, who was involved, and any resulting damages or injuries. This report serves as the foundation for investigations, legal proceedings, and departmental records.

These reports are critical to law enforcement operations. They provide an official account that can support prosecutions, guide investigative follow-ups, and preserve evidence for court proceedings. Accurate reporting also allows for proper coordination with insurance providers, emergency responders, and other agencies when necessary.

Without a comprehensive incident report, investigations can be delayed, evidence may be overlooked, and accountability can be compromised. In certain jurisdictions, officers are required to document specific incidents, such as serious accidents or violent crimes, to ensure compliance with legal and departmental obligations.

Note: Procedures may vary depending on location. Always follow your local law enforcement agency’s specific requirements when filing a report.

Step-by-Step Guide to Make a Police Incident Report

A well-prepared incident report is essential for conducting thorough investigations and maintaining accurate departmental records. Your objective is to document facts clearly, objectively, and in a structured format, avoiding personal opinions or assumptions.

1. Gather All Relevant Information

Begin by collecting information from all parties involved, including victims, suspects, and witnesses. Record the date, time, and location of the incident, along with the sequence of events. 

Verify full names, contact information, and identification details such as driver’s license numbers, vehicle registration, and insurance information. Organize any supporting materials, including photos, videos, emails, or medical documentation, for inclusion in the report.

2. Document the Incident Clearly

Prepare a chronological account of what occurred. Specify the exact time and location using landmarks, cross streets, building names, or GPS coordinates. 

Use neutral, factual language and note environmental conditions, such as weather, lighting, or road hazards, that may have contributed to the incident. Accurate, precise documentation ensures the report supports investigative and legal processes.

3. Describe Individuals & Vehicles

Take detailed descriptions of all persons involved. Include approximate age, height, weight, gender, race, hair and eye color, clothing, and any distinguishing features like tattoos or scars. 

For vehicles, document the make, model, color, year, license plate number, and any unique identifiers such as damage, decals, or stickers. These details are critical for identifying suspects and corroborating witness accounts.

4. Collect & Record Witness Information

Witnesses provide important perspectives that strengthen the report. Record full names, addresses, and contact details, and note their willingness to cooperate with the investigation. 

Accurately document their observations without interpretation—further questioning or interviews should follow departmental procedures.

Documenting every detail of an incident helps ensure accurate reporting and supports legal and insurance claims.

5. Include Supporting Evidence

Evidence strengthens the credibility and utility of your report. Capture multiple photos of the scene, property damage, and injuries. Preserve digital evidence such as dashcam footage, security camera recordings, text messages, or emails. 

When collecting physical evidence, note the time, location, and method of collection to maintain chain-of-custody integrity. Proper documentation ensures the evidence supports investigations, insurance claims, and any subsequent legal proceedings.

Critical Information Every Police Report Must Contain

A comprehensive police report must provide a complete and accurate account of an incident. Missing or unclear details can hinder investigations, so officers should ensure the following elements are thoroughly documented:

1. Personal Information

Record the full names, addresses, phone numbers, and other relevant contact details of all involved parties, including victims, witnesses, and suspects. For business-related incidents, include the business name, address, and the individual’s role. 

In cases where safety is a concern, such as domestic violence, alternative contact information may be used in accordance with departmental protocols.

2. Time and Location

Document the exact date and time of the incident. If it occurred over a period, record both the start and end times. Include precise location details such as full addresses, landmarks, GPS coordinates, or building specifics (floor, suite, or apartment). 

Accurate location information is essential for establishing jurisdiction, supporting investigations, and providing context for the report.

3. Description of Events

Provide a clear, chronological account of the incident. Begin with the events leading up to the incident, then detail each step in sequence. Use objective, concrete language—for example, “The suspect raised his voice and clenched his fists” rather than “was aggressive.” 

Include direct quotes whenever possible and clearly distinguish facts from assumptions. Conclude with how the incident was resolved or left at the scene.

4. Property Damage or Injuries

Document all damage to property and any injuries sustained. For property, include item descriptions, value, age, serial numbers if available, and photographs. For injuries, note the type, severity, treatment received, and medical provider details. 

Record any changes over time. Detailed documentation ensures the report can support investigations, legal proceedings, and insurance claims.

Common Types of Incidents That Require a Police Report

Creating an incident report is essential for accurate records, investigations, and legal proceedings.

Vehicle Accidents & Theft

Document all traffic accidents causing injury or significant damage. Even minor collisions should be recorded to prevent disputes. Report stolen vehicles or plates immediately, including VIN, license plate, make, model, and unique identifiers. 

Hit-and-run incidents must be documented with photos, witness statements, and any available camera footage.

Property Crimes

Burglary, theft, and vandalism require thorough reporting. Avoid disturbing evidence and record all stolen or damaged items with serial numbers and photos. 

Accurate documentation helps track property, identify crime patterns, and support insurance claims.

Personal Safety Incidents

Threats, harassment, and stalking must be documented to build a legal record. Preserve all texts, emails, and messages. 

Assaults require reports with supporting medical records. Domestic violence cases should be reported immediately to ensure safety and access to protective resources.

Police Incident Report Examples

Reviewing completed incident reports helps officers understand how to document details clearly and factually, ensuring investigations can proceed efficiently.

Theft Report Example

• Incident Type: Theft of Personal Property
• Date/Time: June 15, 2023, ~2:15 PM
• Location: City Park, 123 Main Street (west playground entrance)
• Description: Backpack left on bench while supervising child. Missing after 3–5 minutes.
  • Item: Dark blue Northface backpack (tear on side pocket)
  • Contents: iPhone 13 (serial #XYZ123456), wallet (license, Visa ending 4567, Mastercard ending 8901), $45 cash, house keys with basketball keychain.
• Witnesses: Two nearby park visitors (contact info provided).

Traffic Accident Report Example

• Incident Type: Two-vehicle collision
• Date/Time: March 3, 2023, 5:30 PM
• Location: Oak Street & River Road intersection
• Weather: Light rain, wet roadway
• Description: Vehicle (2019 Toyota Camry, plate ABC-1234) struck by gray Honda Civic running red light. Honda driver admitted distraction. Camry sustained passenger-side damage; driver experienced neck and shoulder pain.
• Witnesses: Two on-scene, confirmed Civic ran red light. Intersection traffic camera may have captured footage.

Recording vehicle details such as make, model, color, and license plate helps in identification and insurance processing.

Harassment Report Example

• Incident Type: Ongoing harassment/threats
• Date/Time: Jan 10 – Present (multiple incidents)
• Location: Primarily workplace, 123 Business Ave
• Subject: Michael Johnson, ~35 yrs, 6’0”, 180 lbs, brown hair, beard
• Description: Series of escalating incidents after employment termination:
  • Jan 10: Threatening phone calls
  • Jan 15: Showed up at workplace, removed by security (video available)
  • Jan 22: 17 hostile text messages (screenshots saved)
  • Feb 3: Note on car windshield (“I’m watching you”)
  • Feb 10: Followed victim from work; two colleagues witnessed
• Evidence: Saved communications, workplace security video, witness statements.

Alpha TransForm: Smarter, Faster Police Report Software

Alpha TransForm’s Police Report Software is designed to modernize law enforcement reporting to improve officers’ efficiency and safety. By replacing traditional paper reports with a mobile app, officers can capture critical information immediately, ensuring higher-quality data while responding to incidents.

Our app simplifies data entry with an intuitive interface and automatic features, making reporting faster and more reliable in time-sensitive situations. Officers can focus on observations rather than administrative burdens, reducing errors and improving service to the public.

Key Features:

• Automatic Date & Time Stamps: Automatically records the exact date and time of every entry, eliminating errors from manual input. This ensures chronological accuracy, which is critical for investigations, legal proceedings, and maintaining an auditable record.
• GPS Location Tracking: Captures the precise location of the incident, including street addresses, landmarks, or area names. This helps officers establish jurisdiction, provides accurate context for reports, and allows investigators to reconstruct the scene if needed.

Our police report software saves time, enhances safety, and ensures more reliable records for every incident.

• Speech-to-Text: Allows officers to dictate notes directly into the app, speeding up report writing and reducing transcription errors. It’s especially useful during interviews, traffic stops, or situations where manual note-taking is impractical.
• Integrated Camera & Mark-Up Tools: Enables officers to take photos of the scene, evidence, or property damage and annotate them with digital ink. Highlighting critical details directly on images ensures nothing is overlooked and strengthens documentation for investigations and court cases.
• Signature Capture: Collects signatures from victims, witnesses, or involved parties directly within the app. This eliminates paper forms, provides verifiable consent or acknowledgment, and streamlines the reporting process.
• Offline Functionality: Officers can complete reports even in areas without Wi-Fi or cellular signal. Data is securely stored and automatically synced once a connection is available, ensuring no interruption to documentation.
• Cross-Device Compatibility: Works seamlessly on both iOS and Android devices, allowing officers to use departmental-issued smartphones or tablets interchangeably. This flexibility ensures that reports can be created and accessed in the field without technical barriers.

With features like drop-down lists, automatic formatting of phone numbers and vehicle models, and offline accessibility, Alpha TransForm ensures faster reporting, enhanced officer safety, and more complete, verifiable records for every incident.

Australian Emergency Services improved storm response with a digital system built using one of our tools (Alpha Software), managing the entire make-safe workflow from call intake to field work and completion. During a major storm, the system handled a 300% increase in workload, allowing contractors to log tasks, capture photos, and sync data in real time. 

This provided full visibility into progress, costs, and completion, enabling faster, more efficient, and professional emergency response.

Frequently Asked Questions (FAQs)

Who can create a police incident report?

Police officers are responsible for creating incident reports. They must accurately record all facts, witness statements, evidence, and relevant details from the scene to ensure the report serves as a reliable official record for investigations and legal purposes.

Can digital tools replace traditional paper reports?

Yes. Mobile app builders like Alpha TransForm allow officers to complete incident reports digitally, capturing photos, signatures, GPS locations, timestamps, and other evidence directly in the system. This improves accuracy, efficiency, and organization while reducing reliance on paper.

How does collecting evidence in the report help investigations?

Collecting and documenting evidence, including photos, videos, physical items, and witness statements, strengthens investigations by providing verifiable information, supporting legal proceedings, assisting in suspect identification, and creating reliable records for departmental or insurance purposes.

What role does GPS tracking play in incident reporting?

GPS tracking records the precise location of incidents, ensuring jurisdictional accuracy and helping investigators recreate the scene. It also provides reliable, timestamped location data, which is critical for legal documentation, reporting, and follow-up investigations.

Are incident reports used in court?

Yes. Detailed incident reports serve as official records for court proceedings, giving prosecutors, defense attorneys, and judges a clear account of events. Accurate reports help establish facts, support evidence, and guide legal decisions effectively.