The daily activity report that security guards write after each shift is more than just a log; it’s a legal record, a communication tool, and proof of the job done. These reports help track incidents, keep clients in the loop, and protect everyone involved. The key is to stick to clear, factual details when you write your report.

In this article, we’ll cover: 

• What a daily security activity report is and why it matters
• Example report
• What to include in your report + helpful tips
• Common mistakes + dos and don'ts

Let’s jump into what a daily activity report is.

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What is a daily activity report in security?

A Daily Activity Report (DAR) is a record that security officers fill out during their shift and submit once the shift is done. It details their activities throughout the day, including patrols, incidents, observations, and any other relevant security events.

They’re typically reviewed by site supervisors, property managers, and clients. If an incident occurs, law enforcement or legal teams might also review the report as part of an investigation. 

Most DARs include key details like patrol times, incident summaries, visitor logs, and equipment checks. Reports are usually filled out using standardized templates, often through digital tools or reporting software, which helps to keep the process smooth and makes information easy to find.

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Why security daily reports matter

Part of managing security guards is reading their daily reports. Here’s why it matters:

• Legal protection: A clear report can serve as evidence if anything leads to a claim or investigation.
• Operational visibility: Supervisors use reports to track patterns, spot issues, and improve coverage.
• Client communication: Reports show clients what’s happening on their property, even when they’re not there.
• Liability defense: Accurate documentation protects the guard, the company, and the client if things go sideways.
• Performance evaluations: Daily reports give supervisors a clear picture of how consistently and thoroughly each guard is doing their job. Combined with a security guard monitoring system, they make it easier to spot who's doing well, who might need support, and where things could be tightened up.

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Security guard daily report sample

If you’re unsure what your reports should look like, we’ve got a helpful example for you. Here’s what a simple, well-written daily activity report might look like:

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Date: April 12, 2025
Officer Name: R. Sanchez
Shift Time: 10:00 PM – 6:00 AM
Post Location: South Gate – Warehouse 3

10:05 PM: Began shift. Checked in via Belfry. Inspected South Gate access control panel, functioning properly.
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‍10:30 PM: Performed first patrol of perimeter. All gates secure. Observed maintenance crew finishing up at Dock B. Logged visitor badge numbers.
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‍12:15 AM: Noticed exterior light out near West fence line. Submitted maintenance ticket via app.
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‍1:50 AM: Second patrol. Unlocked East gate for scheduled delivery. Verified driver ID and bill of lading. Escorted truck to Dock A.
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‍3:30 AM: Observed unauthorized individual approaching North fence. Initiated verbal command; subject fled. No breach. Logged incident and notified overnight supervisor.

5:45 AM: Final patrol. All clear. Returned equipment. Logged out via Belfry.

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The example above is a great example of what a security activity report might look like. Here’s why it works:

• Clear timestamps: Everything is documented as it happened
  
• Objective language: No opinions or assumptions, just facts
  
• Relevant details: Includes IDs, actions taken, and notifications made
  
• Simple format: Easy to scan and understand

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What should a daily activity report security include?

A solid daily activity report security teams can rely on should cover the full scope of the shift, from patrols and incidents to equipment checks and visitor logs. Each part gives supervisors, clients, and legal teams the info they need to understand what really happened. Here’s what to include:

1. Shift details

This section sets the scene. It shows who was working, when they were on duty, and where they were assigned. These are the basics that help verify scheduling, confirm guard coverage, and track performance. Here's what to include in your security activity report:

• Start and end time of the shift: Use exact times, not rough estimates. For example, “10:00 PM – 6:00 AM,” not “overnight.”
  
  
• Names of the security personnel on duty: List everyone assigned to that shift. If guards rotate posts or cover multiple areas, make that clear.
  
  
• Assignment locations and areas of responsibility: Include specific post names (e.g. “North Entrance” or “Dock C”) and what the guard was responsible for.

2. Patrol log

Patrols are a core part of most shifts, and this section proves they were actually done. A strong patrol security log also helps track response time and spot patterns over time. Here’s what to document:

• Detailed account of patrol routes and times: Be specific. Instead of “did a patrol,” write “Patrolled perimeter fence from 10:15 PM to 10:40 PM.”
  
  
• Checkpoints covered during the patrol: List areas checked like “Main lobby, server room hallway, rear loading dock.”
  
  
• Observations made during patrols: This could include things like “door propped open,” “trash blocking fire exit,” or “area secure, no unusual activity.”

3. Incident reports

This is where the report becomes a legal and operational asset. Every incident (no matter how small) should be clearly documented in case it becomes important later. Here’s what to include:

• Description of any incidents that occurred: Write exactly what happened using objective language.
  
  
• Time and location of the incident: Use timestamps and specific locations (“11:20 PM, East parking lot”).
  
  
• Actions taken by the security personnel: Note everything done in response, like who was notified, whether police were called, etc.
  
  
• Involvement of law enforcement or emergency services: Include badge numbers, unit names, or case numbers if applicable.

4. Equipment checks

Security jobs rely on working gear. This section shows that the guard started the shift prepared and helps flag problems before they affect safety. Here’s what to include:

• Status of security equipment: List the condition of radios, flashlights, body cams, vehicles, or other tools.
  
  
• Any malfunctions or issues reported: Be specific. For example, if a radio is malfunctioning, the guard can write, “Radio #3 not transmitting; submitted report to supervisor.”
  
  
• Inventory of equipment used during the shift: Track what was used and returned. If anything was missing or damaged, note that too.

5. Visitor and contractor logs

Guards are often the first line of access control. This section keeps a record of everyone who entered the property, when, and why. Here's what to include:

• Details of visitors or contractors: Include full names, company (if applicable), and the purpose of their visit. For example, “repair tech from Bright Electric for scheduled maintenance.”
  
  
• Time of entry/exit: Use exact times for both. This is critical for tracking and cross-referencing if needed later, and it’s especially useful in investigations.
  
  
• Check IDs and access permissions: Confirm that the person had the right to be on-site, and that the access they were granted matched what was approved.

‍6. Maintenance issues

Even though it’s not always a security issue, spotting maintenance problems can prevent safety risks and help the client stay ahead of bigger repairs. Here’s what to log:

• Report all observed maintenance issues: Examples include flickering lights, unlocked doors, standing water, or loose wiring.
  
  
• Actions taken: The guard should write down if they submitted a ticket, made a call, or spoke to maintenance.
  
  
• Notifications: Include names and times, like “reported issue to Facilities Manager at 1:05 AM.”

7. Daily observations and notes

This catch-all section is often overlooked but can be incredibly valuable. It gives your guards the space to mention anything that might not fall into other categories but still matters. Here’s what to include:

• General shift observations: This might be things like “Slow night, steady truck traffic at Dock B, no issues.”
  
  
• Unusual activities or behaviors: Anything out of the ordinary should be logged, even if it didn’t rise to the level of an incident.
  
  
• Security improvement recommendations: If the guard notices something that could improve safety or reduce risk, this is the place to mention it.

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Tips for writing a clear, professional report

Even if you’ve been doing the job for years, writing a solid report takes a little extra care. The goal is to make it easy for anyone to understand exactly what happened. Here are a few tips to help:

1. Stick to neutral, factual language: Describe only what you saw, heard, or did. Instead of “the person was acting crazy,” write “subject was pacing, shouting, and waving arms.”
2. Use third person (unless your SOP says otherwise): Most reports should be written in third person: “Officer Jones observed…” instead of “I saw…”
3. Add timestamps for everything: Include the time for each event or action. Timestamps are vital for verifying when things happened.
4. List events in order: Write your entries in the order they happened. This keeps your report clear and makes it easier to follow.
5. Stick to observable facts: Don’t include personal opinions or assumptions. If something looked suspicious, explain why, not just that it felt off.
6. Proofread before submitting: Look for spelling or grammar issues and make sure your report reads smoothly. A rushed or sloppy report reflects poorly on the whole team.
7. Use a consistent format: Whether your team uses paper forms or a digital security reporting software, stick to the template. It helps keep reports uniform and easy to review.
8. Be complete, even if nothing major happened: A quiet shift still matters. Always write a complete report, even if your shift was pretty uneventful.

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Common mistakes to avoid when writing security reports

Even the best guards slip up sometimes when it comes to writing reports. Here are a few mistakes that can make things confusing:

• Writing like it’s a journal: Saying things like “I checked the gate and everything seemed fine” sounds casual and personal. Instead, write in the third person like, “Officer checked Gate A at 10:00 PM, no issues found.” It sounds more professional and is easier for others to review.
  
  
• Forgetting timestamps: If there’s no time attached, no one knows when something actually happened. Don’t just say, “Patrolled lot.” Say, “Patrolled east lot at 1:45 AM.” Timestamps make reports way more useful.
  
  
• Skipping the “boring” stuff: Unlocking a door or checking a fire exit might feel routine, but it still matters. If something goes wrong later, showing that these things were done can really help.
  
  
• Being too vague or subjective: Phrases like “seemed drunk” or “looked suspicious” are easy to misunderstand. Instead, describe what you actually saw or heard, like “Subject was slurring speech and leaning on car” or “Individual was pacing and repeatedly glancing at parked vehicles.”
  
  
• Not mentioning small incidents: Just because something didn’t turn into a big deal doesn’t mean it’s not worth logging. Maybe someone tailgated through the gate or tripped in the lobby. Those things could come up later, and it’s better to have them in the report.

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Dos and don’ts of daily activity report writing

Writing clearly doesn’t have to be complicated. Here’s a quick look at how small wording changes can make a big difference:

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What is a chain of custody?

When something serious happens, your report might become part of a legal investigation. That’s where the chain of custody comes in. It’s the process of keeping records secure, complete, and traceable so they can be used as evidence if needed.

Daily reports are often the first step in that chain. They document what happened, when, and who was involved. If a report gets changed later, or if no one signs off on it, it can raise questions about its accuracy.

That’s why it’s important to:

• Keep reports timestamped and organized: Every entry should have a clear time and date.
  
  
• Limit edits: If a report needs to be changed, make sure it’s clear who made the edit and when.
  
  
• Have supervisors review and sign off: Even if you’re using a digital system, someone should confirm the report was completed and reviewed.
  
  
• Use tools that track changes: Some digital platforms can log edits, lock reports after submission, and show who accessed the file, making it easier to protect the chain of custody.

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How Belfry helps your team stay up-to-date

Writing a solid daily activity report security teams can rely on takes time, attention to detail, and a system that actually works. That’s where Belfry can help. 

Whether you're logging routine patrols or responding to incidents, Belfry makes it easier to write clear, accurate incident and daily reports without the paperwork pileup.

Belfry is an all-in-one security guard software that puts everything in one place, making it easier to manage your team.

Here’s how:

• Digital incident reporting: Goodbye pen and paper — guards can more easily keep you up-to-date by sending digital incident reports through the Belfry mobile app. They can even attach any evidence if needed.
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• Custom reporting: Need to create reports? Belfry allows you to design tailored reports, including incident documentation, patrol activities, and compliance status.
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• Easy scheduling: Minimize scheduling conflicts and avoid unmanned shifts. Belfry’s automated scheduling features assign shifts based on site requirements, officer certifications, and training.
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• Increased officer accountability: Belfry has GPS tracking and NFC-based guided tours to help you make sure your guards are adhering to their post orders. Geofencing alerts help alert you if a guard leaves their designated area.
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• Simplified payroll: Belfry automates time and attendance tracking to make payroll easier. It also tracks overtime, labor expenses, and timesheets to make financial reporting a breeze.

Want to see how Belfry can complement your security operations? Schedule a Free Demo Today.