Security Daily Activity Report Example + 7 Things You Must Cover
Learn how to create a detailed security daily activity report. See an example and discover 7 essential elements to cover for better accountability and tracking.
You understand how important Daily Activity Reports (DAR) are to running a successful security business. This detailed record of what your guards do and see during their shift are valuable for tracking activities, ensuring everyone is doing their job, and building trust with your clients.
DARs can also provide insight into ways to improve accountability and client satisfaction.
Here’s what a DAR is and why it matters, plus an example of a security daily activity report.
What is a security daily activity report?
A security daily activity report (DAR) is a document used by security personnel to record their activities and observations during their shift. It’s a complete record of their work, covering everything that happened while they were on duty.
DARs help keep accurate records, hold people accountable, and give insights into how well your security processes and systems are working.
The reports are used by security guards, supervisors, and management to monitor the effectiveness of security measures, track incidents, and make informed decisions about security protocols.
Having everything documented means any problems or incidents that occur are properly recorded and can be referenced later if needed.
7 things you must cover in a security daily activity report
To make a solid and thorough security daily activity report, you need to include certain important details. Here are the seven things that must be included:
1. Shift details
- Start and end time of the shift: Clearly state when the shift began and ended to maintain accurate records of work hours.
- Names of the security personnel on duty: Include the names of all security personnel who were on duty during the shift.
- Assignment locations and areas of responsibility: Specify the areas each security guard was assigned to and their responsibilities during the shift.
2. Patrol log
- Detailed account of patrol routes and times: Record the times and routes of all patrols conducted during the shift.
- Checkpoints covered during the patrol: Make a note of the exact spots you checked to make sure every area is looked after.
- Observations made during patrols: Document any observations or issues noticed during patrols, such as unlocked doors or broken windows.
3. Incident reports
- Description of any incidents that occurred: Provide a detailed description of any incidents that happened during the shift.
- Time and location of the incident: Record the exact time and location of each incident.
- Actions taken by the security personnel: Describe the actions taken by the security guards in response to the incident.
- Involvement of law enforcement or emergency services: Note if any law enforcement or emergency services were involved in handling the incident.
4. Equipment checks
- Status of security equipment: Check and report the status of all security equipment, such as radios, flashlights, and vehicles.
- Any malfunctions or issues reported: Document any equipment malfunctions or issues observed during the shift.
- Inventory of equipment used during the shift: Take inventory of all equipment used to verify that everything is accounted for.
5. Visitor and contractor logs
- Details of visitors or contractors who entered the premises: Record the details of all visitors and contractors, including their names and reason for the visit.
- Time of entry/exit: Note the times they entered and exited the premises.
- Check IDs and access permissions: Make sure to check and write down the IDs and access permissions of everyone visiting or working as a contractor.
6. Maintenance issues
- Report all observed maintenance issues: Log any maintenance problems you spot during your shift, like broken lights or damaged fences.
- Actions taken: Describe the actions taken to address the maintenance issues.
- Notifications: Record any notifications made to maintenance or management teams regarding the issues.
7. Daily observations and notes
- General shift observations: Provide a summary of general observations made during the shift.
- Unusual activities or behaviors: Document any unusual activities or behaviors observed.
- Security measures improvement recommendations: Include any recommendations for improving security measures based on the observations.
Security daily activity report example
To give you a clear idea of what a security daily activity report looks like, here’s a detailed example:
Security daily activity report
Date: 2024-07-12
Shift time: 08:00 AM - 04:00 PM
Security personnel: John Doe, Jane Smith
Assignment locations: Main Entrance, Parking Lot, Building A
Patrol log:
- 08:15 AM
Patrolled main entrance and parking lot. Verified all entry points were secure. Checked for any unauthorized vehicles or individuals. Observed normal activity; no issues found. Logged no suspicious activity.
- 09:00 AM
Conducted a thorough check of Building A. Discovered an unlocked door on the second floor near the stairwell. Inspected the surrounding area for signs of unauthorized entry or tampering. Found no signs of forced entry. Secured the door and double-checked all other doors on the floor. Reported the incident to the supervisor via radio. Logged the incident for further follow-up.
- 10:30 AM
Carried out a routine patrol of the parking lot. Inspected all parked vehicles for any damage or suspicious items. Noticed a broken window on a red sedan (license plate XYZ 123). No individuals were observed near the vehicle. Notified the vehicle owner, who was contacted via the information provided by the front desk. Also reported the incident to the supervisor. Logged details for maintenance and follow-up actions.
- 12:00 PM
Lunch break. Jane Smith remained on standby at the main entrance. No significant observations or incidents reported during this period.
- 01:00 PM
Resumed patrol. Conducted a comprehensive check of all entry points in Building A and the main entrance. Ensured all doors and windows were secure. Confirmed all security cameras were operational and recording.
- 02:30 PM
Assisted a visitor, Mr. Michael Johnson, with directions to Building B for a scheduled meeting. Verified his ID and cross-checked his appointment with the visitor log. Provided a visitor badge and escorted him to the reception area in Building B. Logged his entry and purpose of visit.
- 03:45 PM
Final patrol of the day. Conducted a detailed inspection of the main entrance, parking lot, and Building A. Verified all doors were locked and secure. Checked for any remaining maintenance issues. Concluded patrol with no additional incidents. Logged the final status as all clear.
Incident reports
- Time: 09:00 AM
Location: Building A, second floor
Description: Discovered an unlocked door near the stairwell. Conducted an area search for any signs of unauthorized access or tampering. Secured the door and ensured all other doors on the floor were locked.
Actions taken: Secured the door, reported the issue to the supervisor via radio. Logged the incident for further investigation.
Involvement: No law enforcement or emergency services involved.
- Time: 10:30 AM
Location: Parking Lot
Description: Observed a broken window on a red sedan, license plate XYZ 123. No individuals were present around the vehicle at the time of discovery.
Actions taken: Notified the vehicle owner through front desk contact. Reported the incident to the supervisor. Logged the details for maintenance and further follow-up.
Involvement: No law enforcement or emergency services involved.
Equipment checks
- Radios: All radios were tested and found to be functioning properly at the start of the shift. Radios were then tested again at the end of shift and found to be in working order.
- Flashlights: One flashlight was found to be non-functional. Reported to the supervisor for replacement. Logged the issue for maintenance follow-up.
- Vehicles: Patrol car was inspected and found to be in good condition. Fuel levels and tire pressures were checked, and all were within normal ranges.
Visitor and contractor logs
- 10:22 AM:
Visitor John Smith entered the premises for a scheduled meeting in Building B. Verified his ID and logged his details. Issued a visitor badge and provided access to Building B.
- 1:57 PM:
Contractor from XYZ Maintenance arrived to perform scheduled maintenance on the HVAC system in Building A. Verified contractor's ID and cross-checked with the appointment log. Issued a temporary access badge and escorted the contractor to the HVAC system location. Logged the details and purpose of the visit.
- 1:25 PM:
Visitor John Smith exited the premises after his meeting. Collected visitor badge and logged his departure time.
- 3:32 PM:
Contractor from XYZ Maintenance completed the scheduled maintenance and exited the premises. Collected temporary access badge and logged his departure time.
Maintenance issues:
- Broken window
Location: Parking Lot
Description: Noticed a broken window on a red sedan (license plate XYZ 123). Logged the issue and reported it to maintenance for repair. Follow-up with the vehicle owner and supervisor.
- Unlocked door
Location: Building A, second floor
Description: Found an unlocked door near the stairwell. Secured the door and reported it to the supervisor. Logged the issue for maintenance to inspect the lock mechanism.
Daily observations and notes:
- The shift was generally calm, with no major incidents or emergencies.
- Noted an increase in visitor traffic compared to previous days, especially around midday.
- Recommending additional patrols in the parking lot during late hours to prevent potential vandalism or unauthorized access.
- Suggest checking the lock mechanisms in Building A to prevent future incidents of unsecured doors.
Why detailed reporting is essential
As you can see in our security DAR report example, being detailed and thorough is important for a few key reasons:
- Keeps everyone accountable: Writing down exactly what happens during a shift helps make sure that security personnel are doing their jobs right. It also makes everything transparent, so there's a clear record of what went on.
- Idenitfies areas for improvement: When reports are detailed, they show how well current security measures are working. Such reports can help identify what’s going well and what needs to be fixed or improved.
- Provides legal backup: If there’s ever a dispute or incident, a detailed report can serve as solid evidence. It protects both the security team and the company by showing exactly what actions were taken and why.
- Reinforces training and development: Detailed reports can be used as training tools for new security personnel. They provide real-life examples of incidents and responses, helping new team members learn from past experiences.
- Builds client trust: For security guard companies, providing detailed reports to clients demonstrates professionalism and that you can be trusted. Clients feel confident knowing their property is being closely watched and any problems are being resolved.
Streamline your reporting with Belfry
You’re already taking steps to streamlining operations by implementing DARs.
To make things even easier, you could opt for a simple and user-friendly tool like Belfry to help create security daily activity reports.
Belfry has features that help security guards quickly and accurately document their activities, making sure all the important information is recorded without any hassle.
Features you can expect from Belfry:
- Real-time reporting: Belfry's mobile app allows security guards to log activities and incidents as they happen, granting timely and accurate reporting without the need for handwritten notes.
- GPS-enabled patrol tracking: The app tracks patrol routes and checkpoints using GPS, which helps in verifying patrols and making sure all areas are covered.
- Electronic incident reporting: Guards can quickly fill out and submit incident reports electronically, eliminating the need for paper forms and reducing the risk of lost information.
- Performance tracking: Belfry makes it easy for security companies to track important metrics like the number of patrols completed, how quickly incidents are responded to, and the time it takes to resolve issues.