Security reports of facility operations can describe anything from discovering wasp nests to an armed robbery in progress or worse. Whether you are documenting the activity of wasps or burglars, the same principles apply. To communicate effectively, your report must be clear, concise and informative. Professionalism is critical because security reports may be reviewed by your supervisor, risk management, legal affairs, senior executives or law enforcement. Security reports can also be used in lawsuits and court proceedings, so it is vital to know how to write security reports effectively.
Crafting Effective Security Reports: A Guide for Security Professionals
As a security professional, writing clear, accurate reports is an essential part of the job. Whether you work in physical security for a corporation, investigation services, or private security, conveying incidents properly is critical
Security reports inform leadership, mitigate liability, aid investigations, and provide records if needed for legal reasons. A well-written report relays the narrative coherently while documenting the relevant facts.
However, writing effective reports requires thought and effort. This comprehensive guide reveals tips and best practices for writing professional security reports that get results.
Include the FundamentalsEvery security report should contain some basic information upfront
-
Header: Company name, report title, date, author name and position.
-
Incident Overview: Brief summary of what occurred and immediate actions taken.
-
Location: Where the incident took place, with any needed descriptions.
-
Timeline Date and precise times the incident began and concluded.
These fundamentals set the context so readers understand the basics before diving into details.
Write a Clear, Chronological Narrative
The narrative section conveys what happened in a logical, linear sequence. Apply these practices for clarity:
-
Use specific, descriptive language: Avoid vague adjectives like “unruly” or unclear phrases like “appeared off.” Instead use facts: “The man was yelling obscenities” or “The woman seemed disoriented and unstable on her feet.”
-
Include critical dialogue: Quote exact statements witnesses, suspects, or people involved said whenever relevant.
-
Stick to the facts: Do not include assumptions, judgments, or unsupported opinions. Only report direct observations and accounts.
-
Follow a chronological order: Walk through the incident step-by-step from beginning to end.
-
Use transition words: Phrases like “First,” “Meanwhile,” “Subsequently,” and “Finally” guide the reader through your timeline.
Writing the narrative chronologically eliminates confusion for those later investigating or acting on your report.
Document Important Details
Accurately recording all pertinent details lends credibility and protects you from liability down the road:
-
Physical descriptions: Note height, weight, hair color, clothing, tattoos, scars or any other identifiable characteristics of people involved.
-
Vehicle descriptions: Record make, model, year, color and license plate if automobiles were part of the incident.
-
Injuries or damage: Describe any injuries sustained or property damage resulting.
-
Weapons or tools: Document weapons or tools used to commit any crimes or threats.
-
Possessions: Inventory items in possession of suspects or found at the scene.
-
Sensory details: Note lights, sounds, smells, etc. that add helpful context about an incident.
Observing and reporting even minor details may provide critical clues and evidence when assessing security footage or conducting investigations later.
Supplement With Photos, Video or Audio
Multimedia supports written documentation:
-
Photograph injuries, damage, evidence, or anything relevant to convey scale and specifics that text alone cannot.
-
Obtain security camera footage to visually confirm your chronology and details.
-
Audio record witness statements in their own words immediately after an incident when memories are fresh.
-
Scan and attach handwritten witness statements, sketches of crime scenes, or any other documentation.
Photos, videos, audio clips and scanned documents become invaluable attachments to the report. They also confirm that you fully documented the scene.
Follow Company Protocol
If your workplace provides standardized security report forms or templates, use them consistently. While details may change, the format should not.
-
Use required reporting software and carefully complete any mandatory fields.
-
Stick to length protocols if limited space is provided for details or narrative.
-
Omit emotions or opinions if company format mandates only factual content.
Adhering to company formats ensures reports contain information leadership wants. Deviating can cause details to be missed or reports rejected.
Maintain Professional Language
Avoiding slang, shorthand, and casual language promotes professionalism:
-
Write in full sentences using proper spelling, grammar, and punctuation.
-
Refrain from using contractons like “didn’t” or abbreviations like “w/” instead of “with.”
-
Spell out acronyms on first usage: “Closed circuit television cameras (CCTVs) captured the incident.”
-
Omit profanity or graphic words even when quoting others’ language. You can write “he used foul language” instead.
Reports may be read by audiences like lawyers or jurors. Professional language instills confidence in your skills and neutrality.
Seek Clarification on Anything Unclear
Do not make assumptions or guess at unclear details to complete a report. Instead:
-
Note where lapses occur in surveillance footage or eyewitness accounts.
-
Highlight descriptions you cannot confidently confirm if lighting or distance was an issue.
-
Call back witnesses to clarify ambiguous statements given in initial interviews.
-
Review reports with colleagues to identify any gaps in clarity or logic needing better explanation.
Flagging uncertain areas shows diligence. Filling in assumptions can undermine investigation and allow guilty parties to discredit reports.
Maintain Objectivity
Avoid injecting opinions, emotions, or biases into your report:
-
Do not label individuals as “uncooperative” or “suspicious” without examples demonstrating why.
-
Refrain from adding commentary on the merit of rules or policies being enforced.
-
Omit personal thoughts on the seriousness of the incident or appropriate outcomes.
Your role is to report the facts. Inserting subjectivity can raise issues of prejudice or impartiality that hurt credibility.
Proofread Carefully
Typos, grammar issues and inconsistencies undermine otherwise solid reports:
-
Set reports aside overnight before proofreading to bring fresh eyes.
-
Read reports aloud to catch awkward wording.
-
Verify all names are spelled consistently throughout.
-
Double check dates, times, locations are all aligned.
-
Ensure multimedia attachments match details cited.
Thoroughly proofreading your work helps convey care for accuracy and professionalism.
Follow Security Report Best Practices for Success
Writing effective security reports is an acquired skill requiring attention to detail, objective observation, clear communication, and diligent documentation.
While learning on the job is essential, equipping yourself with proven reporting best practices from the outset allows you to convey incidents skillfully, gain credibility, and build a strong professional reputation.
By investing effort in objective, thorough, and well-written reports, you not only fulfill an essential duty but maximize your impact on improved security. Your reports can make the difference between a vague anecdote and actionable evidence. They also demonstrate your capabilities and trustworthiness as the eyes and ears on the scene.
Make it your goal to have colleagues read a report and say: “This gives me an excellent sense of what went down. I could revisit the scene and conduct follow up based on these details.”
That is the mark of a security report that delivers results and showcases you as a consummate professional with communications skills to match your security skills. Use these guidelines to write accurately, objectively and comprehensively, and your reports will convey competence and command respect.
Follow the Correct Format
Security departments typically use a standard template for writing reports. You may have the good fortune of working for a company that uses report writing software and handheld devices that allow you to write and submit reports in the field. If not, you will do it the old-fashioned way with a small pocket notebook to jot down essential facts. You can effectively write a security report by noting key facts: who, what, where, when, how and why to add to a formal report before your shift ends.
Example:
On May 1, 2018 at approximately 1258 hours, I, security officer John Doe, was dispatched to Lot 12 to investigate a reported noise complaint. Upon arrival at 1303, I observed a male sitting in a 1993 red Mustang convertible, Colorado license ILKFUN, parked next to the hospital lobby. Music was clearly audible from a distance of 100 feet.
Begin With an Overview
When you pull up your departments report writing template, your report will be assigned a case number, and you will see little boxes to check or fill in. Typically, you will use these boxes to identify the type of incident handled, the date and time the call was received, specific location, along with the identity and birth date of individuals involved. Use your field notes to add this information to the report template.
Example:
Incident Reported: 05/01/2018 at 1258 Cleared Call: 05/01/2018 at 1310 Location: Lot 12 within 5 feet of lobby front door Suspect: Jack Richard Jones, Jr. DOB: 04/01/1999
Then you will add a brief synopsis that may become part of the public call log that anyone can request from the agency.
Example:
Public Log Synopsis: One security officer responded to a noise complaint in Lot 12 outside the hospital lobby doors. A male individual was playing amplified music while waiting to pick up his mother from her colonoscopy procedure. The male was cooperative and turned off the music.
Basics of Writing a Professional Security Report #1 – 6 Key Elements of an Effective Report
What should a security report include?
As a rule of thumb, a security report should include the “who,” “what,” “when,” “where,” “why” and “how” of an incident. Security reports are not just written when there is an incident, since incidents hopefully do not happen with any kind of regularity. You may also have to write security reports such as:
How do you write an incident/security report?
If your business has a template to use, work from that. If not, write in a narrative form that reads like a story, with complete sentences and paragraphs. Some good rules of thumb when writing an incident/security report are to: Stick to the facts and not insert your opinions. Be descriptive and detailed.
How to write a security report?
To achieve accuracy and objectivity, you should use specific and measurable details, cite your sources, check your spelling and grammar, and review your report for errors or inconsistencies. A final skill for writing security reports is to be timely and complete.
When should security reports be written?
Security reports are not only written when there is an incident, because incidents should not occur on a regular basis. You might also be required to write security reports such as: A daily activity report that includes a summary of what a security guard experienced during a shift, including any shift changes or unusual activity.
