PI's: Organizing a Case File

Chances are as a private investigator you have a format that you use for organizing your case files. Periodically, it is important to ensure your case file is organized to meet your client's needs. Here are a few tips that may help you tune-up your case files, or check to ensure you are providing the best product for your client. 

• Remember who you are writing the report for - You are writing the report for your client. It needs to be written for ease of use by your client. Avoid using industry jargon that may not be familiar to everyone; verify proper use of grammar and of course spell check. NOTE: It's important when you spell check to ensure you are using words correctly for example; "there" vs, "their". 
• Case summary/synopsis - Client's want to understand the results of the investigation quickly. Write a brief summary/synopsis of the case. Some PI's write the summary/synopsis in the email then attach the report as a pdf file. The summary simply answers the questions the client had when they contracted you to investigate.  
• Use a table of contents - Using a table of contents will help the client, and you, find information quickly. Consider organizing content based on the type of information it is. A section for the investigative narrative, interviews (include a list of dates, times, locations and names), section for evidence collected, and other content arranged by type. Creating a table of contents that lists the sections will make it easy to locate information. (Click here to learn how to create a table of contents in Word. Click here to learn how to create a table of contents in Google Docs)
• Use lists or inventories for each section - Incorporate a list of information at the beginning of each section. This allows you to quickly locate where specific information is in the report as well as serving a double-check that you have included all information in the report. 
• Proofread, proofread, and proofread - As you have read in our other articles about proofreading reports you know this is the most important step. We suggest you write the first draft concentrating on getting all of the information into the report. Then proofread for accuracy and to verify all information is included. Then proofread a second time for spelling and grammar. Try to put yourself in the place of the client. Does the text make sense? Could someone unfamiliar with the case understand the information you have included in the report. And, then let the report "marinate" for a day or two before the final proofreading. This allows you the opportunity to think about it. What information may you have missed? Are there important facts you need to emphasize? After a day or two, plan to spend plenty of time on the final proofread to verify everything - all information is included, spelling, grammar, and readability. 

PROPIACADEMY TIP: When proofreading for spelling and proper use of words, try reading the report backwards. This allows you to focus on spelling and proper word use. 

Your report is the final product that represents your work. Chances are it will be read by several individuals depending on the type of case. It may be presented in a court of law, read by prosecutors, law enforcement or others. Proper organization will improve your final report product and reflect well on your work. 
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