How To Write Perfect Security Guard Incident Reports Every Time?

How To Write Perfect Security Guard Incident Reports Every Time?

Security guard incident reports serve as one of the most vital documentations in the security industry. Reason being, they are effective in smoothly providing detailed write-ups and accurate reports of events not just to the management but also to the clients. Therefore, they are automatically considered as an essential part of every security guard’s job. But, are you sure you’re delivering the best of security guard incident reports?

To ensure you write the perfect security guard incident report every time, we’ve compiled a few necessary steps that will go a long way. Let’s take a look at them to enhance your incident report writing skills further, adding to the qualities of an effective guard that will make you stand out.

Steps To Write The Perfect Security Guard Incident Report

1. Follow Your Company’s Decorum
Every security guard company has its own set of protocols in place to deal with incidents on-site, but the procedure to fill out a report for that is almost the same. Though it may differ as in where it’s being filled. But today, paper and pen-based reports have mostly been replaced by security reporting software installed in the form of an app on the security guard’s smartphone. Guardso security company management software is one such perfect example.

So, the first and the foremost step to get this report right is ensuring, no matter what the situation, you’re prepared to begin jotting down the basic facts as soon as an incident occurs. The benefit of using such a security reporting software is that it provides an edge over the traditional method, where it can be shared with the management in real-time but the latter cannot.

  • Initially, begin with clearly stating the basic facts such as the time, date, and location of the incident. Then go on to mention what brought you to the scene of the incident and what might have happened. But remember to stick to the facts, and be objective.

2. Describe The Incident Accurately
Describing an incident, as easy as it may seem, is not an easy task to complete with utmost accuracy. But, the trick to get it done right lies in the ability to write down the facts chronologically after reporting to the incident scene. While doing so, there are a few things to keep in mind and, they are as follows:

  • The security guard incident reports you’re going to create will be read by numerous people. With that in mind, always make sure not to use texting language and texting abbreviations. Instead, strictly keep the language of the report professional. Practice using proper punctuation and capitalization if you have to. Good spellings and grammar will also help you go a long way.
  • Apart from the professional language, security guard incident reports must contain some essential elements to create thorough and factual reports. In short, they are described as 5 Ws and an H – who, what, when, where, why, and how? Not having either one of them in your report will mean it’s not complete.
  • While answering the above questions be accurate, honest, and thorough but clear and concise. Write in a first-person narrative, use full names, and if possible include a direct quote from the witness and other people involved. Do not forget to include your own role in the course of what happened.   

Answering every question required to complete the report will leave no room for people reading it to interpret something wrong.

3. Re-Check The Incident Report
The last and the final step to write excellent incident reports using the conventional method or mobile patrol app of the security company management software is to double check the basic facts listed in the reports. Once the names, the dates, times, addresses, license plate numbers, etc. are rechecked, make sure to read through the report to see if it’s coherent and easy to understand. Before submitting the report,  one last time check for spelling or grammatical mistakes. Remove the words that could be seen as subjective and hit send.

And, that’s how security guard incident reports are perfectly written every single time.

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Comments (3)

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    Leonardo Griggs Reply

    I love this blog post! The 5Ws and an H is one of the best ways to enhance our incident writing skills. I’ve tried it and, I’ve been appreciated for it. The steps provided in here with the little details to keep in mind are very accurate. I’ll definitely recommend my fellow guards to go through this post once. Thanks!

    August 22, 2018 at 5:46 am
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    Evan Jones Reply

    The report analysis should always be in-depth. It is highly recommended to state the primary cause of the incident along with the secondary cause and various other contributing factors.

    August 28, 2018 at 8:47 am
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    Christopher Gordan Reply

    The only perfect guide I found for writing incident reports every single time. The content of the article is spot on. I love it and will recommend it to others too. Thanks for sharing it, Shalini.

    September 7, 2018 at 11:13 am

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