You’re on shift when something happens. Maybe it’s a fight in the parking lot, a break-in after hours, or a slip-and-fall near the loading dock. What you write in that incident report can affect how your company responds, how your client views the situation, and whether anything falls through the cracks. 

In this guide, we’ll walk through how to write a clear, effective report and provide security guard incident report examples you can learn from.

In this article, we’ll cover: 

• What a security guard incident report is and why they matter
• How to write effective incident reports
• Security guard report writing sample
• Common mistakes
• Tips to help you train your guards on report writing

Let’s jump right into what an incident report is.

What is a security guard incident report?

A security guard incident report is a written account of something that happened during a shift. It could be a disturbance, an accident, or suspicious activity. The report documents what occurred, when it happened, and who participated.

Security guards write these reports, while supervisors, managers, and clients rely on them to understand what happened and what actions were taken.

You need to file a report when something out of the ordinary occurs. That includes fights, theft, property damage, medical emergencies, and any situation where a written record is required for legal, safety, or client reasons.

Why incident reports matter to security teams

Accurate reports protect your company, clients, and officers. When something goes wrong, the incident report is often the first thing people review.

Here’s why these reports matter to security teams and how they help keep operations on track:

• Legal liability: A clear report can protect your team during investigations, lawsuits, or insurance claims.
  
  
• Operational visibility: Managers and supervisors use reports to understand what happened and decide how to respond.
  
  
• Client confidence: Clients want proof that guards are doing their job. Good reports show they’re paying attention and taking action.
  
  
• Officer accountability: Reports confirm who responded, what they did, and when they did it. This keeps track of completed security guard duties and helps correct gaps when something gets missed.

Step-by-step: How to write a security guard incident report

A strong report gives a clear, factual account of what happened. Follow these steps to make sure your report holds up under review:

1. Collect the basic details

Start by answering the core questions, such as who was involved, what happened, where it occurred, and when. These details should come first in your report. Including full names, times, and exact locations helps eliminate confusion later.

2. Describe what happened clearly

Write out what happened in the order it occurred. Focus only on what you saw, heard, or confirmed. Leave out personal opinions, emotional language, or assumptions. A report filled with speculation or unclear timelines creates confusion and can damage your credibility.

3. Include witness statements or evidence

List anyone who saw the incident and what they said. Include available evidence such as surveillance footage, photos, or any damage you saw on-site. This strengthens your report and provides backup for your description of events.

4. Use objective, concise language

Write in short, clear sentences using simple words. Avoid technical jargon, slang, or abbreviations that others might not understand. Anyone reading the report should be able to understand what happened without needing clarification.

5. Follow a standardized format

Use your company’s approved template or reporting software. Keeping reports structured and consistent helps supervisors find important information quickly and shows that you followed post procedures correctly.

Security guard incident report examples

Let’s take a look at a few hypothetical examples of incident reports to show what a clear, professional report looks like in different situations. These follow a consistent format and includes the key information:

Example 1: Trespassing after hours

This report shows how to document unauthorized access during an overnight patrol. It includes direct observation, officer response, and proper notification procedures:

• Date/Time: March 15, 2025 at 11:47 PM
• Officer: Brian Kelly, Badge #2041
• Location: South loading dock, Aspen Industrial Complex
• Incident Description: While conducting a routine patrol, I saw an unidentified male trying to open the back gate. I gave a verbal warning from a distance and the subject fled on foot toward the tree line. I did not pursue. The gate was intact with no visible damage.
• Follow-up Actions: Notified site supervisor and logged incident for property management.
• Supervisor Sign-off: Sgt. Alvarez reviewed on March 16, 2025 at 7:15 AM

Example 2: Vandalism in parking lot

This example covers property damage found during a routine vehicle patrol. It highlights how to log evidence and follow up with the right parties:

• Date/Time: April 2, 2025 at 3:18 AM
• Officer: Dana Tran, Badge #1127
• Location: Lot B, Crestwood Retail Center
• Incident Description: During a vehicle patrol, I found fresh spray paint on the south-facing wall near the rear entrance of Unit 18. No individuals were present. I photographed the graffiti and checked surrounding areas for suspects with negative results.
• Follow-up Actions: Uploaded photo to Belfry, flagged maintenance team, and submitted incident report to property manager.
• Supervisor Sign-off: Sgt. Wells reviewed on April 2, 2025 at 8:02 AM

Example 3: Employee injury on site

This report documents a workplace injury involving a third-party employee. It shows how to respond, support the injured party, and record what happened:

• Date/Time: May 9, 2025 at 1:25 PM
• Officer: Luis Moreno, Badge #3348
• Location: Loading dock, Cargenix Warehouse
• Incident Description: A warehouse employee, James Fuller, slipped on a wet surface while moving a pallet near Dock 4. He landed on his left side and complained of pain in his shoulder. I contacted on-site first aid and stayed with the employee until a supervisor arrived.
• Follow-up Actions: Logged injury details, notified site supervisor, and completed safety incident report.
• Supervisor Sign-off: Lt. Jensen reviewed on May 9, 2025 at 2:00 PM

Example 4: Suspicious person near facility entrance

This example shows how to report loitering or unusual behavior near a secured entry. It includes officer engagement and follow-up with the site supervisor:

• Date/Time: June 11, 2025 at 5:40 AM
• Officer: Emily Reyes, Badge #2210
• Location: Front entrance, Eastgate Logistics Hub
• Incident Description: I observed an adult male standing outside the main entrance, pacing and attempting to look through the glass doors. I approached and asked if he needed assistance. He stated he was waiting for someone but could not name an employee. I asked him to leave and he complied without further issue.
• Follow-up Actions: Documented interaction and reported it to the shift supervisor. No further contact occurred.
• Supervisor Sign-off: Supervisor Ryan reviewed on June 11, 2025 at 9:10 AM

Common mistakes when incident report writing

Even experienced guards can make small mistakes that weaken a report. Avoiding these issues keeps your reports clear, reliable, and useful during reviews:

• Vague language: Don’t write “he looked suspicious” or “she was acting weird.” Describe the exact behavior you saw, like pacing, loitering, or trying to open locked doors.
  
  
• Missing timelines: Every report needs specific times. Leaving them out makes it harder to verify what happened and when.
  
  
• Emotional tone or opinions: Reports should be neutral. Avoid phrases like “he was probably drunk” or “I felt nervous.”
  
  
• Skipping important context: Leaving out who was notified or what actions were taken can make a report seem incomplete. Always include follow-up steps, even if nothing major happened.

Tips for training guards on report writing

Good reports start with good training. These strategies help you make sure that your officers know how to write effective reports:

• Include in onboarding: Make report writing part of every new hire’s training. Walk them through your report format and expectations on day one.
  
  
• Use role-play scenarios: Give guards realistic situations to practice writing reports. This builds confidence before they’re in the field.
  
  
• Review real reports and give feedback: Go over actual reports from your team (with names removed). Point out what worked and what needs improvement.
  
  
• Pair with reporting software tutorials: Show guards how to use the reporting tools they’ll have on the job. If you use software like Belfry, include mobile walkthroughs so they know what each field means.

How Belfry simplifies incident reporting for security teams

Now that you’ve seen a few security guard incident report examples, it’s clear that strong reporting comes down to speed, structure, and consistency. But even well-trained guards need the right system to file reports quickly and accurately across job sites.

Belfry helps security teams submit reports on the spot, stay organized, and keep clients in the loop without extra admin work. No more waiting until the end of a shift or losing reports in the shuffle.

Here’s how:

• Simpler incident reporting: Belfry’s mobile app allows guards to submit incident reports using detailed forms with evidence attachments. You can use premade templates or create your own so that every report will have all the details you need.
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• Lessen downtime: Belfry’s automated scheduling assigns shifts based on site requirements, officer certifications, and training so you can fill shifts with qualified guards.
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• Easier time and payroll management: Avoid extra administrative work. Belfry automates time and attendance tracking to ensure accurate payroll, as well as ACA compliance.
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• Easy communication: Communicate easily with your guards and dispatchers using the instant messaging feature on Belfry’s mobile app.
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• Licensing compliance: Stay on top of your guards’ licenses and certifications. You can input and track them within Belfry and get timely notifications when they’re up for renewal.

Curious to see how our software can help simplify your security operations? Schedule a demo with Belfry today.

Frequently asked questions

What basics should be included in a security incident report?

A good security incident report should include who was involved, what happened, when and where it occurred, and what actions were taken. Stick to facts and include witness statements, evidence, and contact with emergency services if relevant. Using security guard technology like reporting apps helps make sure nothing gets missed.

Does Belfry include incident reporting in its platform?

Yes, Belfry includes built-in reporting tools as part of its all-in-one security platform. Officers can file reports directly from their phones using templates, attach photos, and submit them in real time. Supervisors can review, approve, and send reports through the same dashboard for smooth security operations.

Can I use a template for writing security reports?

Yes, using a standardized template is highly recommended. It helps officers include all the required information and keeps reports consistent across sites. Most patrol software platforms, including Belfry, come with customizable templates built in.

How long should a guard’s report be?

A typical incident report should be long enough to cover the full event without leaving out key details. Most reports fall between one and three paragraphs, depending on the situation. Use clear sentences and focus on facts.

What’s the best software for writing security incident reports?

The best software for writing security incident reports is a platform that combines reporting, scheduling, and guard tracking in one place. Tools like Belfry let guards file reports on-site, attach evidence, and send updates instantly. This reduces admin time and keeps everything tied to your daily patrol and security operations.

How soon should a report be filed after an incident?

Guards should file incident reports as soon as the situation is under control and it’s safe to do so. Waiting too long can lead to missing details or mistakes. With mobile tools, officers can often file reports right on-site while the information is still fresh.

How can managers ensure reports are high quality?

Managers can improve report quality by giving clear expectations, using templates, and reviewing reports regularly. Providing feedback and real-world examples during training also helps. If you’re using a reporting platform, make sure it allows for supervisor review and approval workflows.