One of the best ways to build trust in the security industry is through precise and detailed incident reports. A well-crafted, properly documented report is necessary for incident follow-ups, as well as the all-too-important legal needs that may arise following an incident. 

How do you create a detailed and accurate incident report? Is it possible to simplify the process? Absolutely. There’s no need to leave anything to change by relying on pen and paper — there’s an app for that! 

This guide will provide you with the key components of an incident report and how to write one effectively. Plus, we’ll provide you with practical security guard incident report examples to follow.

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The importance of security guard incident reports

Incident reports serve multiple core purposes, each vital to the integrity and efficiency of security operations.

Legal documentation: Reports can act as legal evidence if disputes or investigations arise. Having a detailed record of events ensures that you have all the facts straight, which can be crucial for resolving any legal matters that come up.

Accountability: It’s like a professional diary, recording what happened, who was involved, and what actions were taken. This helps in reviewing procedures and improving accountability.

Communication: Properly executed reports ensure that everyone knows what happened and how it was handled. Such transparency fosters trust and ensures you and your clients are on the same page.

Training and improvement: Reviewing incident reports is a great way to uncover training needs and areas where procedures may need adjustment. By analyzing past incidents, security firms can improve their strategies and protocols, leading to better performance and fewer issues in the future.

Client assurance: Detailed and well-maintained incident reports reassure clients that their security is taken seriously. Knowing that every incident is documented thoroughly builds client confidence in the security services provided, demonstrating a commitment to professionalism and reliability.

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Key components of an incident report

An incident report should be clear and easy to understand. It must cover several key areas, including:

• ‍Basic information: This includes the date, time, and location of the incident. It’s the “who, what, where, and when” part of the story. This sets the scene and provides context for everything that follows.‍
• Description of the incident: Provide a detailed account of what happened so that someone who wasn’t there will thoroughly understand all the details. Describe the sequence of events clearly. Use simple, direct language and include all relevant details. Avoid assumptions and stick to observable facts.
• People involved: List all persons involved, including witnesses. This is fundamental for accountability. Record names, roles, and contact information for all parties. If possible, include their statements about the incident to provide different perspectives.‍
• Actions taken: Describe what you did during and after the incident by showing how you handled the situation. Be detailed about the steps you took. Mention any immediate actions to control the situation, notify authorities, or assist those involved. Document your interactions with others during this process. Once again, stick to the facts.

Follow-up: Outline any follow-up actions or recommendations. It shows that you’re planning ahead.

Include any actions taken after the incident, such as notifying superiors and completing paperwork, or suggesting improvements. This can also involve scheduling meetings to discuss the incident and prevent future occurrences.

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Step-by-step guide to writing an incident report

1. Start with basic information

Do what you can to set the scene as accurately as possible. Provide the date, time, and location of the incident. This sets the scene and provides context for the rest of the report.

Example: "On March 15, 2024, at 10:30 PM, at the main entrance of Building A..."

Always begin with this basic information. It should provide an accurate and factual accounting of when the incident took place and where. Be precise and avoid vague descriptions.

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2. Describe the incident

Offer a detailed account of what happened. Write as if you’re explaining it to someone who wasn’t there, focusing on observable facts.

Example: "A suspicious individual was spotted loitering near the entrance, shaking the door handle in an attempt to enter the building without an access key. Upon approach, the individual attempted to flee."

Stick to the facts and only the facts. Describe the sequence of events clearly and concisely. Avoid assumptions or interpretations.

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3. Identify people involved

List everyone involved in the incident, including witnesses. Record names, roles, and contact information. This ensures accountability and provides multiple perspectives on the incident.

Example: "The individual, identified as John Doe, and two witnesses, Jane Smith and Bob Johnson, were present."

If possible, include witness statements to capture different viewpoints.

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4. Detail the actions taken

Describe step-by-step what you did during and after the incident. Explain exactly how you handled the situation.

Example: "I called for backup, pursued the individual, and apprehended him at the parking lot. The police were notified and arrived at 10:45 PM."

Remember to outline each action you took, the reasoning behind it, and the outcome. Include any assistance received and how you coordinated efforts.

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5. Include follow-up actions

Describe your actions in detail and any recommendations for future prevention.

Example: "The individual was handed over to the police. A security review of the area was conducted, and additional patrols were scheduled."

The purpose of this step is to show foresight and take a proactive approach. Recommendations could include:

• Reviewing security footage
• Discussing the incident with team members
• Implementing new security measures to prevent recurrence

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Tips for writing an effective incident report

Above all else, an incident report must remain factual, accurate, and clear. You want to convey every bit of information you possibly can in an easy-to-read format.

A few tips that can help:

• Be objective: Stick to the facts and avoid personal opinions. You’re a reporter, not a commentator. Describe only what you observed without adding interpretations or assumptions. Use clear, neutral language.
• Be clear and concise: Use simple language and be direct. This isn’t a novel; it’s a report. Avoid complex sentences and jargon. Aim for straightforward language that anyone can understand.
• Proofread: Check for errors and ensure all information is accurate. A report full of mistakes isn’t useful to anyone. Read through your report at least twice before submitting it. Check for typos and grammatical errors, and ensure all details are correct.
• Use a standard format: Follow company guidelines for incident reports. Consistency is key. Use templates or forms provided by your company to ensure uniformity. This makes reports easier to read and process.

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Common mistakes to avoid when creating incident reports

Mistakes in an incident report are a serious no-no. Inaccuracies will only cause further headaches down the line. To save yourself from future troubles, avoid these particular mistakes at all costs:

• Omitting key details: Ensure all relevant information is included. Missing details can lead to misunderstandings. A witness interview can be a major piece of data in any incident, as can basic information such as names, dates, and locations. The more data captured on your incident report, the more it will help with the resolution.
• Using jargon: Avoid using technical terms that may not be understood by everyone. Keep it simple and easy to understand. This includes codes that indicate specific terms, actions, or meanings, unless expressly permitted by your employer.
• Being vague: Provide specific details rather than general statements.
  “The surveillance camera shows two kids spray painting a wall. They left after 10 minutes.”
  This is extraordinarily vague in reporting possible vandalism.
  
  Instead, the description should read something like:
  “On the night of October 27, 2021 at 2:33 AM, two young suspects, both wearing black hoodies, were seen on surveillance camera spray painting graffiti behind the north wall of the 7/11 convenience store. Both then proceeded to head south toward the parking lot when fleeing the scene at approximately 2:51 AM.”
  This is a much more detailed and helpful portrayal of the incident. Don’t forget that precision matters.
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• Being presumptuous: Never make assumptions on an incident report. If it’s not a fact, then it does not belong. Making assumptions can get you into hot water with stakeholders and your immediate supervisor. Present only the facts.‍
• Not finishing it in full: It’s not just the details that matter. An incident report must address all information points and be filled out completely. Leaving certain aspects of the report open-ended or without any data whatsoever is a recipe for disaster.

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Security guard incident report examples

Here are three simple examples of security guard incident reports that should help you out with crafting your own:

Security guard incident report example 1: Theft

Basic information: "On March 10, 2024, at 3:00 PM, at the Shell Gas Station on the corner of 5th and Main..."

Description: "A female customer reported a missing wallet from their purse. Surveillance footage showed a tall individual in a white t-shirt and khakis taking the wallet from the counter when the customer was distracted. The suspect appeared to be in his mid-30s, with short dark hair and a tattoo on his right forearm."

People involved: "Victim: Alice Green, Suspect: Unknown male, Witness: Store clerk John Brown."

Actions taken: "Immediately notified the store manager and began reviewing the CCTV footage. After confirming the theft, I contacted the local police department and provided them with a detailed description of the suspect along with the footage."

Follow-up: "Handed over the footage to the police for their investigation. Increased surveillance and advised all staff to be vigilant and report any suspicious behavior immediately. Conducted a briefing with staff to reinforce the importance of watching over customers' belongings."

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Security guard incident report example 2: Medical emergency

Basic information: "On April 5, 2024, at 2:00 PM, in the lobby of the Chrysler Building..."

Description: "An employee suddenly collapsed and was unconscious. The individual showed no signs of responsiveness when approached by nearby employees."

People involved: "Victim: Mark Davis, Witnesses: Several employees in the lobby including Sarah Lee and Tom Harris."

Actions taken: "Immediately called emergency services and provided first aid, including checking for a pulse and monitoring breathing. Stayed with the victim, keeping him in a safe position until paramedics arrived on the scene at 2:10 PM. The paramedics transported the employee to the hospital at 2:20 PM and reported his arrival at 2:35 PM."

Follow-up: "The employee was transported to the hospital by paramedics. Conducted a review of emergency response procedures with the team, and organized a first aid refresher course for all employees to ensure preparedness for future incidents."

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Security guard incident report example 3: Vandalism

Basic information: "On May 20, 2024, at 11:45 PM, at the north parking lot of General Motors..."

Description: "A security guard noticed fresh graffiti on the side wall of the main office building. Surveillance footage revealed two individuals in dark clothing spray-painting the wall. The suspects appeared to be teenagers, both wearing hooded sweatshirts and masks. One suspect had a distinctive limp and was carrying a large backpack."

People involved: "Witness: Security guard Jake Wilson, Suspects: Two unidentified individuals in hooded sweatshirts."

Actions taken: "The security guard called for additional security personnel, monitored the suspects from a safe distance, and notified the police immediately. The suspects left the scene before police arrival. The police arrived at the location at 12:05 am to collect evidence and gather detailed descriptions of the suspects."

Follow-up: "Provided the police with surveillance footage and detailed descriptions of the suspects. Increased patrols in the parking lot area to deter future vandalism. Coordinated with building maintenance to remove the graffiti and improve lighting and camera coverage in vulnerable areas to enhance security."

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Next steps

Boosting your security operations requires the right tools, especially for incident reporting. At Belfry, we recognize how essential detailed and accurate reports are for maintaining safety and transparency.

Our comprehensive security guard management software streamlines the entire incident reporting process, making it efficient and reliable.

Here's how Belfry can elevate your incident reporting:

• Automate reporting: Use our digital forms to ensure every detail is captured and reports are consistent.
• Improve communication: Facilitate real-time updates between guards, supervisors, and clients, ensuring everyone is informed and can respond swiftly.
• Increase efficiency: Automate workflows to notify supervisors and clients immediately, saving time and reducing manual errors.
• Enhance transparency: Provide clients with secure access to incident logs, reinforcing trust and commitment to thorough security practices.
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Belfry equips your team with the tools needed for precise and timely incident reports, enabling you to make informed decisions and strengthen your security services.

Schedule a Free Demo Today.