Volume 5 - Opérations administratives

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030.55 HOW TO SIGN REPORTS. An officer completing a report which directly
relates to field activities or which might result in the issuance of subpoenas shall print his
or her first and middle initials, last name, serial number, unit of assignment, and unit
designation or detail in the signature box.
Example: A. B. Smith 12345 CENT. A

030.67 USE OF XEROX MACHINE. An employee operating a Xerox machine shall
determine if the copies reproduced are legible; illegible copies shall not be submitted for
distribution.
Xerox machine malfunctions which cannot be corrected by the operator shall be reported
to the division watch commander, who shall notify the Xerox service center that is
responsible for the geographic area in which the copiers are located.
If vendor service is inadequate or unsatisfactory, the division watch commander shall
notify, or cause to be notified, during normal business hours, the Xerox Coordinator,
Supply Section, Fiscal Group.
When the repairs cannot be made within a reasonable time, the reports shall be
reproduced at the nearest location where a Xerox machine is available.
030.68 DEPARTMENT NOTICES AND BULLETINS-REPRODUCTION FOR
DISTRIBUTION. For all notices, bulletins, and other items reproduced by the Mail
Unit, Records and Identification Division, that require a distribution of over 200 copies,
but not more than 1,000, two masters shall be forwarded to the Mail Unit, Records and
Identification Division.
030.69 COMPUTER-GENERATED DEPARTMENT FORMS. When an official
Department form is generated on a computer or word processor, the concerned
commanding officer shall ensure the following:
• Form Title. The title for the form shall be typed as it is found on the form being
replicated.
• Form Title Number. The form number (e.g., LAPD 15.02.00 or Form 15.07.00)
shall be recorded in the same location as it is found on the official form.
• Layout and Size. To enhance recognition and format continuity, the layout and
size of computer-generated forms should resemble the official form as much as
possible (including headings, columns, check boxes, and page numbers).
• Color and Grade of Paper Stock. The replicated form shall not be printed on onion
skin paper, and shall be printed on the same color paper as the official form.
• Quality of Printer Used. The printer on which computer-generated forms are to be
printed shall be a letter quality printer or one with near letter quality print
capabilities.
Note: Commanding officers shall periodically audit the computer-generated forms used
within their commands to ensure consistency with form revisions.
030.70 USE OF RECORDING MACHINES. The use of recording machines for traffic
collision reports shall be confined to officers assigned to accident investigation units.

030.80 MISSING JUVENILE BROADCASTS. Before a record clerk teletypes a
Missing Juvenile Broadcast, the employee shall ascertain whether a previous teletype has
been published. If not, the record unit employee accepting the report shall teletype the
information.
If information is received by the divisional record unit that the juvenile has returned, the
record unit employee receiving such information shall transmit it to the Missing Juveniles
Unit for teletype broadcast cancellations.
030.85 REQUESTS BY EMPLOYEES FOR PERSONAL USE. Under no
circumstances shall any employee be given a copy of any report, photograph, or
fingerprint card for his/her own personal use.
030.90 REQUESTS BY PRIVATE PERSONS. Carbon copies of Department forms,
other than the Traffic Collision Report, Form 4.1, shall not be given to persons making
reports to this Department.
Blank forms shall not be furnished to any outside person or agency except those
specifically noted in various sections of the Department Manual.

080. CORRESPONDENCE.
080.08 GENERAL. All correspondence pertaining to Department matters shall be
handled in the manner outlined herein. Under no circumstances shall any employee of
this Department communicate relative to such matters other than through the
commanding officer of the division or detail to which the employee is assigned.
080.12 CORRESPONDENCE RECEIVED AND FORWARDED BY THE MAIL
UNIT. The Mail Unit, Records and Identification Division, as required, may open U.S.
mail addressed to the Department, the Chief of Police (unless marked "personal" or
"confidential"), Records and Identification Division, or investigative divisions (unless
addressed to the commanding officers). Correspondence shall be forwarded as follows:
• Correspondence from citizens concerning requests for crime and traffic related
documents are forwarded to the Automated Records Section, Records and
Identification Division.
• Correspondence from outside law enforcement agencies or other authorized
agencies concerning requests for arrest, crime and traffic related documents are
forwarded to the Automated Records Section, Records and Identification
Division.
• Correspondence from individuals requesting their arrest related documents are
forwarded to the Discovery Section, Legal Affairs Division.
• Other correspondence shall be forwarded to the concerned organizational unit.
080.16 ADULT CRIMINAL CORRESPONDENCE. Letters concerning adult criminal
matters to be forwarded to a detective division shall be processed as follows:
Criminal Records Section, Records and Identification Division. The LA number shall
be entered in the right margin of the letter if the person referred to has a local arrest
record. The letter shall be photocopied, the original letter filed, and the photostatic copy
forwarded to the concerned detective division.
Detective Divisions. Upon receipt of the photostatic copy, the detective division
commanding officer shall institute any necessary investigation and prepare a reply, if
indicated.
Provision for the signature shall be as follows:
Very truly yours,
(NAME OF CHIEF OF POLICE)
Chief of Police
(NAME and Rank of commanding officer)
Commanding Officer, Detective Bureau
The original and one copy of the reply shall be attached to an addressed, unsealed
envelope and forwarded to the Commanding Officer, Detective Bureau.
Commanding Officer, Detective Bureau. The Commanding Officer, Detective Bureau,
shall sign the original of the answer and cause it to be mailed. The copy of the answer
shall be forwarded to the Criminal Records Section, Records and Identification Division.
080.24 JUVENILE CRIMINAL CORRESPONDENCE. Letters and warrants that
concern juvenile criminal matters shall be forwarded to the Commanding Officer,
Juvenile Division.
The Commanding Officer, Juvenile Division, upon receiving such correspondence, shall:
• Cause any necessary investigation to be made and, if indicated, prepare a reply.
• Attach the reply to an addressed, unsealed envelope, and forward to the
Commanding Officer, Detective Bureau, for mailing.
• File the original correspondence and one copy of the reply in Juvenile Records.
Provision for signature shall be as follows:
Very truly yours,
(NAME OF THE CHIEF OF POLICE)
Chief of Police
(NAME and Rank of Commanding Officer)
Commanding Officer, Detective Bureau
080.32 CORRESPONDENCE RECEIVED DIRECTLY BY DIVISION. Criminal
correspondence received directly by a division shall be forwarded to the Criminal
Records Section, Records and Identification Division, for processing.
Exception: In urgent matters, which normally would be handled by that division, a copy
shall be made prior to forwarding the original and an immediate investigation instituted.
The original shall bear a notation that the forwarding division is handling.
When a division receives a letter directly from the initiator which concerns personnel
commendations, suspected narcotic activities, organized criminal activities, or which
needs to be translated, the letter shall be forwarded to the Office of the Chief of Police.
080.40 NON-CRIMINAL CORRESPONDENCE. Unless otherwise directed, replies to
non-criminal correspondence shall be signed by the bureau, area, or division commanding
officer beneath the typewritten signature of the Chief of Police as follows:
Very truly yours,
(NAME OF THE CHIEF OF POLICE)
Chief of Police
(NAME and Rank of commanding officer)
Commanding Officer, (Name of Bureau, Area, or Division)
080.45 SUBROGATED PROPERTY CORRESPONDENCE. A notice of subrogation
received by the Department shall be forwarded to the Crime and Miscellaneous Reports
Section, Records and Identification Division.
080.64 TRAFFIC CORRESPONDENCE. All correspondence pertaining to traffic,
originating within the Department and directed to an addressee outside the Department,
shall be signed as follows:
Very truly yours,
(NAME OF THE CHIEF OF POLICE)
Chief of Police
(NAME and Rank of commanding officer)
Commanding Officer, Counter Terrorism and Special Operations Bureau
The original and one copy shall be forwarded to the Commanding Officer, Counter
Terrorism and Special Operations Bureau, for his/her signature.
Exceptions:
Correspondence addressed to the City Traffic Engineer, Traffic Department, or the
Bureau of Street Maintenance, Department of Public Works, shall be signed by the
issuing commanding officer with a provision for approval by the Commanding Officer,
Counter Terrorism and Special Operations Bureau, as follows:
(NAME and Rank of commanding officer)
Commanding Officer, (Name of Division)
APPROVED:
(NAME and Rank of commanding officer)
Commanding Officer, Counter Terrorism and Special Operations Bureau
Correspondence directed outside the Department, which does not propose to interpret
Department policy, shall be considered "information only" and shall be signed "Chief of
Police" by the concerned division commanding officer. One copy shall be forwarded to
Counter Terrorism and Special Operations Bureau.
Traffic Correspondence Received Directly by Commanding Officer. All
correspondence pertaining to traffic matters within his/her jurisdiction shall be answered
by the concerned commanding officer indicating the action taken. When the
correspondence contains an interpretation of Department policy, it shall be signed "Chief
of Police" by "Commanding Officer, Counter Terrorism and Special Operations Bureau,"
and forwarded to the Commanding Officer, Counter Terrorism and Special Operations
Bureau, for his/her signature. The correspondence shall include:
• Original letter and one copy.
• Original reply and one copy.
When the correspondence contains information only and does not propose to interpret
Department policy, it shall be signed as follows:
Very truly yours,
(NAME OF THE CHIEF OF POLICE)
Chief of Police
(NAME and Rank of commanding officer)
Commanding Officer, __________ Division
One copy of the reply shall be forwarded to the Commanding Officer, Counter Terrorism
and Special Operations Bureau, for review. The original letter shall be filed in the
divisional correspondence file.
Traffic Correspondence Forwarded to Commanding Officers. Correspondence
forwarded to commanding officers for action shall indicate the following:
• Whether a report addressed to the Commanding Officer, Counter Terrorism and
Special Operations Bureau, is required; or,
• Whether a direct reply is to be prepared by the division commanding officer for
the signature of the Commanding Officer, Counter Terrorism and Special
Operations Bureau; or,
• Whether a direct reply is to be prepared and signed by the division commanding
officer.
• Number of copies required.
Intradepartmental Traffic Correspondence. All correspondence developed within the
Department pertaining to traffic shall be sent to the Commanding Officer, Counter
Terrorism and Special Operations Bureau, for approval and forwarding to the addressee.
Such correspondence shall be on Intradepartmental Correspondence, Form 15.02.00,
addressed to the concerned person and signed by the concerned commanding officer with
a provision for the approval of the Commanding Officer, Counter Terrorism and Special
Operations Bureau. The original and one copy shall be delivered to the Commanding
Officer, Counter Terrorism and Special Operations Bureau.
Exception: Correspondence developed within the Department pertaining to traffic and
containing information only shall be signed by the concerned division commanding
officer and forwarded to the addressee. One copy shall be forwarded to the Commanding
Officer, Counter Terrorism and Special Operations Bureau.
Restrictions. No member of the Department shall engage in any correspondence
pertaining to traffic representing such correspondence to be official except through the
prescribed routine.
Traffic Correspondence-Special Instructions. The following special instructions shall
regulate correspondence pertaining to traffic received by, or originated within, Counter
Terrorism and Special Operations Bureau:
• Official Correspondence. Communications from the Office of the Mayor, City
Council, Police Commission, or other City department heads shall be considered
official correspondence and, unless otherwise instructed by the Office of the Chief
of Police, all replies shall be addressed to the concerned official, or department
head, and forwarded to the Office of the Chief of Police. The correspondence shall
include a provision for the signature of the Chief of Police.
• Unofficial Correspondence. Communications to persons outside the Department,
except those declared official, shall be signed "Chief of Police" by "Commanding
Officer, Counter Terrorism and Special Operations Bureau," and forwarded to the
Commanding Officer, Counter Terrorism and Special Operations Bureau, for his
signature.
Exception: Communications to persons outside the Department which contain
information only, except those declared official, shall be signed "Chief of Police" by the
concerned commanding officer.
• Correspondence Received by, or Referred to, the Commanding Officer, Counter
Terrorism and Special Operations Bureau. Correspondence of this nature shall be
assigned to the concerned division commanding officer indicating the following:
• Whether a report addressed to the Commanding Officer, Counter Terrorism and
Special Operations Bureau, is required; or,
• Whether a direct reply is to be prepared by the commanding officer for the
signature of the Commanding Officer, Counter Terrorism and Special Operations
Bureau; or,
• Whether a direct reply is to be prepared and signed by the concerned division
commanding officer.
• Number of copies required.
Restrictions. No Department employee shall engage in any correspondence pertaining to
any Department activity representing such correspondence to be official except through
the prescribed Department routine.
080.72 INTRADEPARTMENTAL CORRESPONDENCE. All correspondence
between the different divisions and units of the Department shall be written on
Intradepartmental Correspondence, Form 15.02.00. Copies of such communications shall
always be made and filed in the office of issuance.
Such communications shall always be subscribed by the division commanding officer or
one acting in such capacity. An officer of a lesser position may initiate the form;
however, his/her division commanding officer must appear as correspondent.
Commanding officers shall write all intradepartmental communications pertaining to their
post of command and divisions within their jurisdiction. Division commanding officers
shall forward such correspondence to the commanding officer of the concerned bureau,
who, in turn, shall forward it to the commanding officer of the concerned division within
his or her jurisdiction.
An Intradepartmental Correspondence, Form 15.02.00, shall be used for correspondence
addressed to the Police Commission. The original shall be forwarded to the Office of the
Chief of Police. One copy shall be filed in the division initiating the correspondence.
The block style format and the following components shall be used;
• Date line.
• Salutation ("Honorable Members:").
• Body of the letter.
• Complimentary close ("Respectfully").
• (NAME OF THE CHIEF OF POLICE)
• Chief of Police
080.88 DEPARTMENT LETTERHEADS. The official letterhead of the Department is
the letterhead stationery bearing the Department Seal, surmounted by the words "Los
Angeles Police Department."
This letterhead shall be used by all employees when corresponding with other
government agencies, other City departments, and the general public. It shall not be used
for corresponding within the Police Department. (Intradepartmental Correspondence,
Form 15.1 or 15.02.00, shall be used.)
080.90 LETTER FORMAT. The following procedure shall be used when writing any
communication except intradepartmental communications:
• The appropriate correspondence reference number shall be placed in the upper
right corner of the Department letterhead in the space provided following the
printed words "Reference No." The correspondence reference number shall also
be placed in the upper left corner of the accompanying envelope, below the
Department's return address.
Note: The correspondence reference number shall appear one line below the return
address, in a centered position, as "Reference #_____."
• Initials of the person dictating the letter or the stenographer shall not appear on the
original letter. However, the initials of the commanding officer, dictating officer,
and stenographer shall appear on all copies.
• When applicable, the name, serial number, and detail of the investigating officer
shall be typed in the lower left corner of all carbon copies which are retained as
file copies directly below the initials of the commanding officer, dictating officer,
and stenographer.
• A white envelope for United States mail, or an envelope for intradepartmental
correspondence, shall be addressed at the time the letter is typed and shall
accompany the communication.
• Correspondence of Department letterhead stationery shall include, above the
reference number in the upper right portion of the letterhead, the business
telephone number of the person who signs the letter. Information pertaining to any
other person to be contacted shall be incorporated into the body of the letter.
Letters to Persons Outside of the Department. The block style format and the following
components shall be used on all letters sent to persons outside of the Department:
• Date.
• Inside address.
• Salutation ("Dear .").
• Body of the letter.
• Complimentary closing ("Very truly yours,").
• Signature block.
Note: When the signature block is for the Chief of Police it shall be five lines below the
complimentary closing. The name and title of the Chief of Police shall be typed at the left
margin as follows:
(NAME OF THE CHIEF OF POLICE)
Chief of Polic

xample:
1 1- wrist watch -#J6986 - "Omega" -#5557- men's yel/met with Roman numeral dial
numbers and the initials "R.M.H." on the back-$250.00
When narcotics are taken, they shall be listed first, followed by money, firearms,
identifiable property, and other items.
Note: For the purposes of this section, identifiable property shall be that property marked
with serial numbers and/or other inscription.
Exception: No value shall be shown on the Property Report, Form 10.01.00.
030.45 DESCRIPTION OF SUSPECTS. The following shall be used for all types of
reports:
Suspects: This is used as a general classification. If a juvenile is involved, indicate by
"Juv."
Number: Exact number of suspects; if over 9, use "Gang."
Sex: Male or female.
Vehicle Used: If obtainable, describe year, make, body type, color(s), license number,
and identifying characteristics.
Individual Description of Suspect:
• Name or Alias - If nickname is used, specify in this item. Descent.
• Age - If exact age is unknown, state between what years, such as 19 to 24.
• Height - If unknown, give approximate.
• Weight - If unknown, give approximate.
Identifying Marks and Characteristics:
• Amputations - Specify portion amputated: arm, finger, hand, leg.
• Marks - Birthmarks, pockmarks, moles, tattoo marks; specify location and
describe.
• Scars - Specify location: left cheek, right cheek, left arm, right arm.
Deformities:
• Ear - Cauliflower ear.
• Eye - Cast, crossed, squints, glasses-thick lens, glasses-dark.
• Hairlip.
• Hunchback.
• Limps.
• Skin Defects - Pimples, boils, acne.
• Teeth - Bad, protruding, missing, false, gold.
Speech:
• Foreign accent, state kind.
• Southern accent.
• Impediment.
• Deaf mute.
• Uses profane language.
Miscellaneous:
Amateur Chewed Tobacco
Calm Dope Fiend
Intoxicated Handkerchief over Face
Nervous Hardboiled
Smoked Holds Hand over Face
Talkative Mask over Face (describe)
Clothing: Type and color (Manual Section 5/030.35).
Miscellaneous Clothing-Characteristics:
No Hat Cap or Hat over Eyes
Wore Glasses Overcoat in Summer
Wore Gloves Rubber-Soled Shoes
Occupation: State if known.
Witness: Statement of witness relating to the crime.
030.48 ABBREVIATION OF ROADWAY TYPES. Two-letter abbreviations of
roadway types shall be limited to the following:
Avenue - AV Grove - GR Road - RD
Alley - AL Highway - HY Route - RT