Like all members of law enforcement, security guards have the important task of writing incident reports. Incident reports document all essential information related to a security breach or out-of-the-ordinary event, and to be a great security pro, you'll need to know how to write a detailed, thorough report.
Here's how to write a security guard incident report, from best practices to common mistakes to avoid. We also include examples of good incident reports.
Why Security Guard Incident Reports Must Be Clear and Accurate
In a security incident report, accuracy is everything. Incident reports are used for many reasons, including follow-up after incidents, legal purposes should an incident result in a criminal arrest or civil lawsuit, and training new guards on how to do the job.
As a new security guard, it's imperative that you know how to write incident reports and how to gather information during and after an incident to make the report as clear, accurate, detailed, and informative as possible.
What to Include in a Security Guard Incident Report
Security guard incident reports contain several sections. Every section is critical to the reporting process when documenting an incident and detailing the chain of events.
What Does a Security Guard Incident Report Look Like?
Every incident report should start with the name of the security officer who investigated and wrote the report, as well as the date, time, and location of the incident.
Basic Structure
Incident reports have a specific structure and can include blank lines or spaces for filling in the necessary details.
For guards who monitor outdoor or exterior areas, an incident report may include a blank space to fill in the address, intersection, or precise location.
For guards who monitor indoor spaces, the report may include a checklist of areas within the building, such as the reception area, second-floor bathroom, break room, and garage bay.
Incident reports also include sections for:
- Writing a brief summary and overview of the event
- Describing the incident in greater detail
- Detailing any damage that occurred
- Listing the names and contact numbers of those involved, including witnesses
- Detailing any follow-up actions you took or any follow-up plan you intend to do
Incident Report Details
The difference between a good incident report and a great incident report comes down to how much detail you include.
Date, time, and location
These basic details are critical and must be 100% accurate. When writing a report, double-check your watch or phone to confirm the time and make sure you note the precise location and address.
List of all parties involved
Be sure to list every person involved, including victims, assailants, witnesses, and any other guards who were present at the time. Include each person's contact information, if known. If it's not necessary to bring in law enforcement for follow-up, obtain witness statements as well.
Incident description
Write a thorough and detailed description of what occurred. State what you personally saw and heard, as well as what witnesses reported. When describing your own account, stick to the facts you know rather than inserting any conclusions you personally drew from what you observed or what others said.
Your follow-up actions
Detail any steps you took during and after the incident. Include whether you contacted law enforcement for additional assistance or if the incident was managed on site without the need for the police. Detail every action you took and explain why you took that action, including whether first aid was rendered and if your interactions ended when police, EMTs, or other first responders arrived.
Next steps
Include all of your next steps and the follow-up actions you plan to take after the event. This may include contacting your supervisor, contacting police, and discussing the incident with other guards to determine how to better handle such an incident in the future.
Examples of Great Security Guard Incident Reports
Experienced security guards know how to write great reports, but even rookie guards can excel at this part of the job if provided with standardized, easy-to-read report templates.
Use this [Security Guard Incident Report Template](/__l5e/assets-v1/8fe3f27a-8e1c-4150-bf22-b1b4b5cfc14e/security-guard-incident-report-template.pdf) to help you get started.
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Best Practices for Writing an Effective Incident Report
Top-notch security personnel know how to write effective, detailed reports. Here are some important things to keep in mind when documenting your next incident.
Be Objective
Don't interject personal opinions or discuss what you think might have happened. Detail only the facts that you know occurred.
Include Everything
While you'll want to streamline your incident report to include just the facts, it's important not to miss any relevant details. Be sure to document all incident details, including the sequence of events and the full names of the involved parties.
Use Simple Language
Be direct and honest without elaborating or documenting any unnecessary information. Incident reports should be straightforward and describe the incident as clearly as possible to someone who wasn't there.
Check for Accuracy
Proofread your report and double-check that the specific details are accurate before taking any next steps.
Fill Out the Complete Report
Security companies often use standardized incident reports. When using a standard form, fill out every section and be careful not to leave anything out. It's also best to fill out the complete report right after the incident, before your memory fades.
Keep Records
Keep all incident reports on file. Even if they're not required for court proceedings or legal actions, incident reports can be useful in helping you understand patterns across similar incidents, identify vulnerabilities requiring better security, improve security measures, and reduce the risk of future incidents.
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Common Mistakes to Avoid When Writing Incident Reports
For new security guards, perfecting the art of writing an incident report can take time. Keep these tips in mind to improve your report-writing skills.
Using Vague or Unclear Language
Choose your words wisely and be as specific and clear as possible. The goal is to make it easy for someone who wasn't present at the incident to have a clear understanding of what took place.
- Wrong: "A situation involving some people happened."
- Right: "Two male subjects, between the ages of 25-30, had a verbal altercation."
Including Personal Opinions or Assumptions
It's fine to form your own opinion about an incident, but that opinion does not belong in an incident report. Include all facts but leave out personal opinions or assumptions.
- Wrong: "The suspect was probably intoxicated and acted crazy.""
- Right: "The subject displayed unsteady movement, slurred speech, and smelled strongly of alcohol. They raised their voice and made threatening gestures.""
Not Documenting the Time Sequence
Always explain the events in chronological order and note specific timestamps as much as possible. No matter the length of the event, document the timeline from beginning to end.
Leaving Out Witness Info
Eyewitnesses can be critical, so be sure to obtain their full names, verify their identification, and record their contact info, including phone numbers and addresses.
Not Documenting Your Own Actions
Don't forget to explain what you did as the security professional on duty. Document your observations and movements, when you did them, and why you did what you did.
Waiting Too Long to Write the Report
Write incident reports as soon as possible, preferably within a few hours of the incident, when the details are still fresh in your mind.
Skipping the Small Details
Small details can make a big difference. It can be helpful to note things that may seem inconsequential, such as the weather, the lighting, and the number of bystanders.
Using Security Jargon
Write the report so that anyone who reads it, including non-security professionals, can understand it.
Forgetting to Proofread
Spelling errors and typos can undermine your credibility and professionalism. Take a few moments to proofread your report and make sure it's error-free.
Leaving Blank Sections
If a section doesn't apply, write "N/A" for not applicable rather than leaving a line empty.
Discussing the Incident with Others Before You Write It
Talking about the incident with others can influence your memory. Make sure you write the report first, then discuss it with your supervisors or coworkers if necessary.
Writing a proper incident report is a skill all security professionals must learn. No matter where you are in your security career, taking the time to perfect this skill can help you provide a better level of security to those you serve and help you level up your professional services at the same time.
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