All security guards have a time when something really goes wrong. Perhaps it is a shoplift, lobby fight or a slip and fall. What actually occurred that night is then the official record of your report. This is why it is so important to learn how to write a security incident report. In this guide, you get a simple template, an example report and typical errors. And we train new guards on writing reports so this is classroom-based.
What Is a Security Incident Report?
A security incident report is a factual, written report of an unusual event. It encompasses anything that has an impact on safety, property, individuals or regular business operation. Examples are theft, trespass, injuries, fights, alarms, fires and property damage. An incident report is concentrated on one event as opposed to a daily activity log. The majority of the firms insist on it being written prior to the end of your shift when the memories remain fresh.
The Importance of Incident Reports.
A good report safeguards you and your employer, and the client you are protecting. As an illustration, police might consider it in making decisions regarding the filing of charges. Reports assist insurance companies to approve or disapprove damage and injury claims. And in suits of law you might be read in a court years later. The companies in California are obliged to disclose the use-of-force incidents to BSIS within seven business days. The filing necessary is usually backed by your incident report. In other words, unless it is documented, then people will not believe that it happened.
The five Questions Every Report Must Answer
- What is the cause of the incident, each and every process?
- Did every part occur, at what time, not a guess?
- In which location did it occur, down the aisle, door, floor or parking space?
- Why did it, but upon facts or immediate statements only?
- What was your reaction and how you resolve the situation?
Otherwise, an answer that is missing tends to automatically send your report back to get corrections.
Writing Your Report, Step by Step
The following is what we teach in the classroom in steps that you can follow.
Step 1: Note It down Right away.
Note down the times, names and most important information in your notebook as the events take place. A few words in a hurry will make you remember all this very well and in the later part and take photos of damage or injuries.
Step 2: Start With the Basic Facts
When you write the report, also write the date and time. Also provide the exact location and the kind of incident. Enter your name, guard card number, post and the name of the client as well.
Step 3: Tell the Story in Order
Then, you will write the whole incident or a story step by step. Write all the events and do not mention second person. Tell them what has happened or what you saw there. Always talk about in the past tense to tell them what happened. It is better to keep the sentences short and simple.
Step 4: Describe people accurately
Write the particular gender, age and height of the person. Also talk about hair and clothing. For example, instead of writing a suspicious person, you should write that a person was wearing a red hoodie and black jeans with white sneakers. If you saw any kind of tattoo or a scar then you should mention it because it will be very helpful in the identification of the particular person by the police.
Step 5: Use people’s names exactly and clearly.
In case a person threatens or says something, put the words verbatim in quotes. That involves profanity, since altering the words may alter the meaning completely. And verbatim quotes are much more convincing to the police than summaries.
Step 6: Record Your Actions and the Outcome
Write down what precisely you did, the calls, warnings or physical contact. If we talk about the police response then you should include the name of the officers. You should also mention the badge numbers as well as the report number. Then explain how the incident happened and what the outcome is.
Step 7: Review, Sign, and Submit
Read the whole report. Then check the time, name, and spelling. Also inquire about the missing information. At the end of the report, you have to sign and then submit it to the supervisor.
Security Incident Report Template
The following basic template can be used next time when you have to write about an incident. This layout is applied by the students as they learn to write a security incident report. then write it on your phone, or make blank copies to post.
SECURITY INCIDENT REPORT
Report number:
Date of report:
Reporting officer (name and guard card number):
Client / site name:
Post or location:
Incident date:
Start time (24-hour):
End time (24-hour):
Exact location:
Type of incident:
People involved (name or description, and role):
Witnesses (name and phone):
Narrative (first person, past tense, in time order):
Actions taken by officer:
Police or emergency response (agency, officer, badge, report number):
Injuries and medical response:
Property damage or loss:
Evidence collected (video, photos, items):
Officer signature: Date:
Supervisor review: Date:
Common Incident Report Mistakes to Avoid
Even trained guards fall into these habits and thus check reports against this list. The practice of these habits will help you learn how to write a security incident report.
Mistake 2: Using Vague Language
Such expressions as a while later or some guy makes the readers guess some details. There must be precise times, names of places and physical descriptions in every instance.
Mistake 3: Writing It Hours or Days Later
Remembrance is short lived, particularly when you had a stressful experience that gave you some adrenaline. This is the reason why reports that were written days after, usually have errors that damage your credibility.
Mistake 4: Leaving Out Your Own Actions
Other guards will give a detailed description of the suspect and fail to provide an explanation of how they respond. Should you have touched anyone, explain how, what, and how long.
Mistake 6: Changing a Report After Submitting It
Once a report has been submitted, it is best to never delete or edit it. Rather, prepare an add-on report which includes additional information and justification of the amendment. Distorted reports have the power to ruin your reputation, and may lead to severe legal consequences.
Tips for Stronger Reports
- List each piece of evidence, such as videos, photos, and recovered items.
- Don’t lose your head, maintain a cool and neutral tone, though the other person might have offended you.
- Lastly, request one of your supervisors to look at your early reports and provide comments.
Where Guards Learn Report Writing in California
The state of California guards train documentation in their thirty-two hours of the necessary skills. Subsequently, continuing education aids guards in maintaining their report writing skills every year. Practice is best achieved through writing real reports and obtaining genuine feedback on reports, as given by supervisors.
Learn Report Writing With US Training Guard
The US Training Guard assists beginners to develop skills that are actually desired by employers. Muhammad Usman, our instructor, has more than a decade of practice in the security field. At the age of twenty-two, he began as a security officer and subsequently got his PPO. So he is familiar with writing a report on a security incident that can stand. Our 32-hour package is the skills training that California needs once you are hired. Besides, our hybrid course allows you to begin online and complete the course face-to-face. Live Scan fingerprinting will be offered at our Chatsworth school as a convenience. On over 1,500 reviews, students rate us 4.9 out of 5.
FAQs
What about a name that I do not know?
The only way is to describe them, and to say that their name was unknown or declined. Always, never guess a name, a single incorrect point can undermine the whole report.
Is it possible to correct an error in my report?
Yes, but do so by a supplemental report rather than by editing the original. In such a manner, the record will remain truthful and all the modifications will be well justified.
Do I need to include minor incidents?
Yes, even minor incidences should be reported, provided it is necessary by your post orders. Small events, after all, tend to be related to larger issues weeks or months down the line.
Can my incident report be used in court?
Yes, reports are frequently ordered in lawsuits, criminal cases and insurance disputes. Write not a report like a judge will read it.
Final Thoughts
A good incident report is written in simple language. The questions are six questions to be answered, description of people, and verbatim quotes. Above all, leave out opinions and never change a report after submitting it. Knowing how to write a security incident report properly can make your career. The US Training Guard is prepared to assist you in developing that ability these days.
Begin Your Guard Card Training.
Enroll in the US Training Guard by calling them at 213-258-8481. Or take our guard card course online, and begin your course at home this evening.
