A large part of a Probation Officer's responsibilities is to keep documentation on the probationer's compliance with the Judge's orders. Many times this is done through notes in the probation file.

These notes serve as evidence in the event of a Violation of Probation hearing and therefore must be kept in the same fashion for all files and by all officers.

Probation note pages should include the date, probation officer's initials, and type of note. Types of notes could include a field visit (FV), telephone call (TC), or office visit (OF).

During the monthly reporting meeting, the probation officer reviews all of the court-ordered conditions and writes the status of each condition in the notes. Any instructions given to the defendant are also included in the notes. Officers should comment on the defendant's attitude and any questions they may ask. Include in your notes any forms that have been received since the last report (i.e. DUI certificates, counseling attendance, etc.).

A phone call has been received from the probationer asking when he/she is supposed to come in. Prepare a Word document as if it were a page in the probation folder. Complete notes on a phone conversation, any instructions given, and the defendant's responses.