A security report is a formal record of an incident, providing documentation that can be used for subsequent legal proceedings, insurance claims, or internal reviews. A well-written report serves to protect the security officer, the company they work for, and the public by creating an accurate and factual account of events. Understanding how to properly document incidents is a core skill in the security profession.
Qualities of an Effective Security Report
The foundation of a professional security report rests on four distinct qualities that ensure its utility and credibility. The first quality is clarity. The report must be easy to understand for any person who reads it, from a company manager to a police officer. It should avoid jargon and technical terms, using straightforward language to describe events so that its meaning is not misinterpreted.
Another quality is conciseness, meaning the report should be direct and to the point. While it must contain all necessary details, it should exclude irrelevant information or personal feelings that do not contribute to the factual account. Every sentence should serve a purpose.
Completeness is also a primary aspect of a strong report. A thorough report should answer all potential questions about the incident, leaving no room for ambiguity. It provides a full picture by detailing everyone involved, the sequence of events, and all actions taken.
Finally, objectivity is required. The report must be a factual and impartial account of what happened, free from bias, opinions, or assumptions. Instead of describing someone as “angry,” an objective report would describe their actions, such as “the individual was shouting and waving their arms.” This adherence to facts makes the report credible.
Key Information to Document
Who
Identifying every individual involved in an incident is a primary step. This includes suspects, victims, witnesses, and any other responding personnel, such as other security officers or emergency services. For each person, record their full name, current contact information like a phone number and address, and their role in the incident.
A detailed physical description is important for identifying individuals who are not known. This includes estimates of their age, height, and weight, as well as specific details about their hair and eye color, clothing, and any distinguishing features. When dealing with multiple unknown individuals, assign them labels like “Male 1” to maintain clarity.
What
This section requires a detailed description of the incident itself, chronologically outlining the specific events as they unfolded. This includes the initial observation, the actions taken by any involved parties, and the response from security personnel. Be specific about the nature of the event, whether it was a theft, an act of vandalism, or an altercation.
It is also important to document any property that was affected. If items were stolen, provide a description of each item, including brand, model, and serial number. For damaged property, describe the extent of the damage and use photographs as evidence.
When
Accurate timekeeping is a component of a credible security report. The report must document the precise date and time for every key part of the incident. This includes the time the incident was first reported, the approximate time the incident occurred, and the time security personnel arrived.
Timestamps should be used throughout the narrative to create a clear timeline of events. For example, note the time you began interviewing a witness, when medical personnel were called, and when the scene was secured.
Where
The report must specify the exact location of the incident. Vague descriptions are insufficient; instead, use precise identifiers like a full street address, a specific building name, and the particular floor or room number. For outdoor incidents, use nearby landmarks or cross-streets to pinpoint the location.
Describing the environment can also provide useful context. Note details about the location, such as lighting conditions, weather, and the presence of any security cameras. This helps others visualize the scene.
Why
This element addresses the potential motive behind the incident. The information recorded here must be based only on factual observations or direct statements from those involved. If a suspect states a reason for their actions, quote it directly. Avoid speculation about a person’s intentions, and if the motive is unknown, state that.
How
This part of the report details the methods used by individuals during the incident. For example, in a break-in, this would include describing how entry was gained, such as through a broken window, and what tools were used. The description should be specific and based on direct observation or evidence found at the scene. Detail the sequence of actions that made up the event, as this information can be useful for future preventative measures.
How to Structure a Security Report
A standardized structure ensures that information is presented in a logical and easily digestible format. Most professional security reports follow a consistent template that organizes the details effectively. This structure makes it simple for anyone reading the report to find the information they need and helps ensure no important elements are omitted.
The report should begin with a clear Title or Header. This area contains the administrative details, including a unique case or report number, the date and time the report was written, and the specific date and time the incident occurred. The header should also clearly state the exact location of the incident.
Following the header is a brief Introduction or Synopsis. This is a single, concise paragraph that summarizes the entire incident. It should provide a high-level overview of what happened, answering the basic questions of who, what, when, and where. The synopsis gives the reader an immediate understanding of the event.
The main part of the document is the Body or Narrative. This section provides a detailed, chronological account of the incident from beginning to end. It should be written as a story, detailing the events in the order they happened and creating a complete record of the event and the response.
Finally, the report ends with a Conclusion or Actions Taken section. This part explicitly lists all the steps taken by security personnel during and after the incident. Examples include “contacted local police and provided a statement,” “administered first aid to the victim,” or “secured the premises by locking the main entrance.” It should also state the final status of the situation.
Writing Best Practices
To maintain a formal and objective tone, reports are written in the first person and always in the past tense. For example, instead of writing “I see the suspect,” you would write “I saw the suspect.” This grounds the report as a record of a past event.
Before finalizing the document, it is necessary to proofread it carefully. Check for any spelling mistakes or grammatical errors that could undermine the professionalism of the report. Having a colleague review the report can also be beneficial, as a fresh set of eyes may catch errors or unclear phrasing.