Pocket Notebook: General Principles
The pocket notebook (PNB) is a legal document. Entries made contemporaneously during or immediately after incidents carry significant evidential weight. This guide covers the general principles that underpin good notebook practice — chronological recording, signing entries, avoiding gaps, and understanding why the notebook matters. Force policies vary significantly — always defer to your force specific training and policy on notebook use.
Unofficial independent resource — always verify with official sources (College of Policing, your force, PFEW).
Who this guide is for
- Student officers and probationers learning notebook practice
- Officers wanting to refresh their understanding of the evidential purpose of the PNB
What to do first
Check your force notebook policy (available from your training department or intranet). Apply the general principles above as a baseline, then ensure you follow any additional force requirements.
Step-by-step guide
- 1
Understand what makes a notebook entry evidential
A pocket notebook entry carries evidential weight because it is contemporaneous — made at or very close to the time of the events it records. Courts and prosecutors give greater weight to notes made at the time than to accounts reconstructed from memory later. The PNB exists to help you accurately recall and evidence events.
- 2
Write chronologically
Entries should follow the order in which events occurred. Record the date and time at the start of each entry. If you continue recording from a previous shift, note the date clearly. Chronological, time-stamped records are far easier to defend in court than scattered or undated entries.
- 3
Sign each entry
Sign at the end of each completed entry and have your supervisor (where required by your force policy) countersign. Unsigned entries are easier to challenge. Most force policies specify whether entries must be signed immediately or at the end of each shift.
- 4
Use sequential pages — no gaps
Do not leave blank pages between entries and do not tear out pages. Blank pages or missing pages raise questions about whether entries have been added or removed. If you need to leave space, cross it through with a single line and initial it.
- 5
Record facts, not conclusions
Note what you directly observed ("Male stated he had consumed two pints") rather than conclusions ("Male was drunk"). Record exact words where you can. If you form an assessment, note it clearly as your professional assessment rather than observable fact.
- 6
Your force policy is the authoritative guide
Force policies on notebooks differ — on whether to use force-issued books, on countersigning requirements, on digital equivalents, on when entries must be made. This guide sets out general principles only. Your force training and policy must take precedence.
Your rights
- Your pocket notebook is a legal document — you are entitled to refer to it when giving evidence in court
- You should not be asked to amend or rewrite notebook entries after the event without good reason and proper process
- If you feel pressured to alter or destroy notebook entries, contact your Federation rep immediately
Common pitfalls to avoid
- Leaving entries unsigned or undated
- Leaving blank gaps between entries
- Recording conclusions without the underlying observations that support them
- Writing entries hours or days after an event without noting the delay
- Tearing out pages — never do this
When to get help
Speak to your DS or tutor constable if you are unsure how to record a specific type of event. Contact your Federation rep if you are asked to alter or destroy notebook entries in a way that concerns you.
Official sources
BlueLineHub is independent and unofficial. Always verify with the authoritative source below.
- Verify on official source
College of Policing APP — Investigation
Authorised Professional Practice on evidence and investigation, including note-taking principles
Last checked: May 2026
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