How To Write a Professional Security Report

1. Take notes. Details and observations make up the bulk of your security reports. …
2. Start with a summary. …
3. Detail the narrative. …
4. Follow the form. …
5. Proofread. …
6. Avoid emotional language. …
7. Avoid abbreviations and conjunctions. …
8. Be prompt.

Why are security reports important?

For a space to remain in order and remain physically safe, accurate security reporting is crucial. Reports that provide sufficient information about occasions, practices, and incidents shed light on and inform about potential risks or weaknesses. Reviewing these reports enables open discussion of protocol, policy, and procedure, which is essential to averting or avoiding dangerous circumstances. These documents may also be requested or subpoenaed as evidence by courts, detectives, or attorneys.

What is a security report?

This report is something that a security guard or officer writes. It contains a lot of information about things that happen during a person’s shift. These reports, which include research, interviews, and observations, are essential for ensuring accountability and safety. You might be required to complete one of the following five types of security reports at work:

How to write a security report

Reporting is a major job function for security personnel. You must be aware of the requirements for creating this kind of document in order to guarantee security and accountability. Here are five steps for writing effective security reports:

1. Take notes

The majority of your security reports are made up of specifics and observations. For an area to remain safe in the future, these facts must be accurate. Never rely solely on memory; always carry a notebook, electronic notepad, or voice recorder with you. Record what you observe. This should include your habits and routines. It should also cover anything you observe or encounter that worries you. Since this document is not a report, you can write it in shorthand to save time. Your notes serve as reference material for when you eventually finish your official document.

2. Start with a summary

Along with the usual fill-in-the-blank sections, security reports typically have two written sections. The first written section should be a general summary. Give a thorough overview of the event you are describing when writing an incident or accident report. This helps people locate necessary documents in the future. It can also help administrative personal in properly filing paperwork. Although it shouldn’t contain all the details, this section should give a general overview of the situation and its outcome.

Officer Mark Adams responded to a report of a disorderly person in sector 10-A of the building, for instance The person was identified as Eleanna Ryan. De-escalation techniques were needed to handle the situation, which was finally resolved by Ms. Ryan. “.

3. Detail the narrative

The narrative portion is the second writing section. It adds more information to the summary by describing a situation in more detail. It expresses your personal account of an event and includes step-by-step records of each person’s actions. To make sure that your narrative is comprehensive, simple to read, and suitable for use as evidence or reference material, be sure to include the following four elements:

4. Follow the form

The majority of organizations have specific forms in place in the security department because reporting is a crucial component of safety. Forms assist in organizing your observations and guarantee that all pertinent data is recorded. Make sure to fill out the form in every section with as much detail as you can.

5. Proofread

Errors in spelling or grammar could negatively influence reader interpretation. It may diminish the document’s credibility or diminish its overall worth. Check your security report for mistakes, duplications, and missing information before submitting it.

Tips for writing a professional security report

Documentation is just one of many time-sensitive security aspects. Your security report needs to be accurate, polished, and simple to read. Here are three guidelines to help you write objectively accurate documents:

Avoid emotional language

A security report is not creative writing. It should contain specifics that describe the circumstance, but not your own emotional state. The integrity of your report can be compromised by emotional language, which can indicate a loss of objectivity. Write in the third person and use the past tense to meet this standard. The reader can see your behaviors and actions from a third-person perspective, so it shouldn’t reflect how you felt at the time. Because it is less vivid, writing in the past tense is best for fact-based writing because it helps the reader feel less.

Avoid abbreviations and conjunctions

Conjunctions and abbreviations are less formal, distracting, and may result in misunderstandings.

Be prompt

Waiting more than 24 hours to finish your report could result in the information being lost or omitted. Even if you take notes, late reporting could make the information unreliable in the eyes of others.

Example security report

Remember, your report should show a third-person perspective. Additionally, avoid bias or emotion when writing it and use the past tense. Here is an illustration of a security report that is factual and provides information about an incident:

Incident Report

*Armando Valdez was the officer in charge on February 6, 2019, at 7:16 p. m. Time of Resolution: 8:35 p. m. Names of Parties Involved: Roger Crane, Madison Parker, Janell Thomas, Andrew Parker, Vivien Thomas, Officers Armando Valdez and Rachel QuanThreat Level: YellowUse of Physical Force: None* Location: Second-floor entrance to Delilah’s Accessories, Quadrant 2-C

Incident Summary:Officer A. Roger Crane, a worker at Delilah’s Accessories, called Valdez about a possible shoplifting incident. The officer and all other security personnel adhered to the Minor Protocol because Madison Parker and Janell Thomas were suspected of being minors. When it was discovered that Madison Parker, a minor, had unpaid-for items on her person, a 30-day bar from entry was put in place for Ms. Parker. Both of the minor children were escorted off the property by their legal guardians after the incident.

Narrative Report:At 7:16 p. m. Roger Crane, a representative of Delilahs Accessories, called Officer Valdez. Mr. Crane claimed he believed two girls were attempting to steal merchandise from the shop. At 7:19 p. m. Officer Valdez arrived at the Delilah’s Accessories second-floor entrance (Quadrant 2-C) to evaluate the situation. The officer then inquired about the subjects’ names and ages. The officer followed Minor Protocol after Madison Parker, 14, and Janell Thomas, 13, provided their ages.

To report to the scene, Officer Valdez called Officer Rachel Quan. To discuss the complaint, the officers asked the two minors to accompany them to the security office. Ms. Parker and Ms. Thomas was cooperative, and neither officer used any force or physical contact. Officer Quan asked to see Ms. Parkers jean jacket and purse as well as Ms. Thomass backpack. She then inspected the contents. After discovering nail polish and a bracelet from Delilahs Accessories in Ms. Parkers purse, questioning stopped. In order for them to be present during questioning, the legal guardians of both minors were contacted and asked to come to the location. If a parent or legal guardian was not present, police involvement would be required, their guardians were informed.

Around 7:50 p.m., Andrew Parker and Vivien Thomas both arrived at the security office. m. Officer Quan made copies of their driver’s licenses and discovered that Vivien Thomas was Janell Thomas’ mother and Andrew Parker was Madison Parker’s father. Officer Valdez now gave Andrew and Vivien the information mentioned above. The remainder of the questioning took place with both Mr. Parker and Mrs. Thomas. Madison Parker expressed regret for taking both the bracelet and the nail polish without paying for them. Janell Thomas stated that she was unaware that Ms. Parker admitted that she had not removed any items from the shop without paying for them. Officer Valdez issued a warning to Ms. Madison Parker was given a 30-day ban from entry by Thomas and Her father was given documentation of the bar from entrance. Law enforcement would have been contacted if the girls had left the store with the items, it was further explained.

Both of the minor children were escorted off the property by their legal guardians after the incident. Officer Valdez updated the 30-day Bar From Entrance list with Madison Parker’s name and age.

Guardtrak – Security Basic Report Writing

FAQ

What is a good security report?

An efficient security report begins with a timeline of what happened. Reports shouldn’t be confusing to read or overstuffed with irrelevant details. Strive for clarity, objectivity, precision and correct word usage. Spell checker doesn’t catch everything.

What six points should be included in a security report?

The three (3) most crucial information is the officer’s shift, any special instructions they receive from a client or supervisor (which should also be recorded in the Pass On Log), and an inventory of the items they receive and their condition.

How do you write a good incident report?

• the names and positions of the people involved.
• the names of any witnesses.
• the exact location and/or address of the incident.
• the exact time and date of the occurrence.
• a detailed and clear description of what exactly happened.
• a description of the injuries.