Even strong scene work can be undercut by small writing mistakes—an unchecked assumption, a mismatched label, or a missing custody entry. This month’s newsletter spotlights the most common report pitfalls that create courtroom headaches and pairs each with a fast, practical fix. Use this as a pre-submission safety check to protect admissibility, preserve credibility, and make your documentation clear, concise, complete, and correct.

1. Opinion creep Pitfall: Slipping in conclusions (“obvious struggle”). Fix: Describe only what you observed: “coffee table overturned; glass fragments on floor; lamp cord detached.” Let analysts/investigators draw inferences.

2. Label mismatches Pitfall: Item numbers in the narrative don’t match photos or the sketch. Fix: Cross-check your report against notes, photo log, and diagram. Use a quick “1–1–1 check”: Item 4 = Photo 4 (close-up with scale) = Sketch Marker 4 (legend).

3. Missing gaps Pitfall: Failing to mention areas you couldn’t examine. Fix: State limitations and why: “Closet inaccessible due to structural hazard; not examined.” This prevents defense claims of selective documentation.

4. Packaging oversights Pitfall: Vague or omitted packaging details. Fix: Specify container and sealing: “Item 7 (cell phone) in static-shield bag; sealed with evidence tape; case #, item #, date/time, collector initials on label.” Note drying for damp bio items.

5. Chain-of-custody blind spots Pitfall: Starting the chain at the property room, not the scene. Fix: Initiate chain at collection and log every transfer (date/time, from/to, purpose). Include temporary releases (ME, detectives) at the scene.

Pro tips to stand out

Write past tense, active voice: “I photographed… I collected…”

Use the Four C’s: Clear, Concise, Complete, Correct.

Keep language plain; define acronyms once (e.g., “alternate light source (ALS)”).

Maintain chronology: arrival → survey → photos → sketch → processing → collection → packaging → exit.

Include measurements, orientation, and conditions (lighting, weather, odors) that affect interpretation.

When you fix an error, issue a supplemental report—don’t silently edit.

End with a brief pending section (e.g., “Items 3, 5 to DNA lab; results pending.”).

Final pass: verify names, dates, times, and item numbers—then confirm every item appears in notes, photos, and the sketch.

Our upcoming online training event, Mastering CSI Report Writing: From Scene to Courtroom, is coming soon. Get your name on the interest list. Visit forensicscienceacademy.org.

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