May 9 / Kennedy Kao

5 Tips for Writing a Security Report

A male Flex Point Security guard seated at a desk in a client's building writing a security report
There’s more to being a security guard than enforcing rules and protecting property. As a security guard, you will be tasked with writing security guard reports. While it sounds simple, you might wonder how to write one. 

Maintaining accurate records of all security-related incidents and activities that occur during your shift is crucial. Here are some 5 tips on how to write a security guard report effectively.

Tip #1: Start with the Basics

Your security guard report should begin with basic information, such as the incident's date, time, and location. You should also include your name, job title, and employee identification number. Sometimes, getting the easy stuff out of the way makes the more difficult writing less daunting. 

Tip #2: Describe the Incident

Make sure to provide a detailed description of the incident, including what happened, who was involved, and what actions were taken. Be as specific as possible, and include any relevant details, such as the time the incident occurred, the location of the incident, and any witnesses. If you are unsure of specific details of the incident, don’t lie about any information. Instead, ask your witnesses for clarification or write down your uncertainty about what happened. 

Tip #3: Use Objective Language

When writing a security guard report, it is essential to use objective language. Objective language means sticking to the facts and avoiding using subjective language or opinions. For example, instead of saying, “An angry-looking person was trying to break in,” you can describe what he was wearing and his exact behaviour. Using objective, simple and straightforward language ensures the report is unbiased, along with being easy to read and understand.

Tip #4: Follow the Security Report Template

Most security guard organizations have a template their security guards must follow when filling out a report. When writing in your notebook, make sure to stay within the boundaries of the template and not add any unnecessary information. Carefully read what each section asks for and complete the report as best as possible. 

Tip #5: Be Timely

It is important to write your security guard report as soon as possible after the incident. The details will be fresh in your mind, which ensures that the report will be more accurate. While sitting down and filling out some paperwork might not seem attractive, it’s imperative you get to it ASAP. 

Bonus Tip: Make Sure To Use Correct Grammar and Spelling!

Your security guard report needs to be professional and well-written. Use correct grammar and spelling, and avoid using colloquial language or slang. A well-written report demonstrates attention to detail and professionalism–not to mention saving you the embarrassment of spelling mistakes. 

Writing Security Reports is an Important Part of Security Guard Work

By following these tips, you can ensure that your reports are accurate, objective, and professional. A well-written report can provide valuable information to law enforcement, management, and other stakeholders and help improve security measures and prevent future incidents. 

At Flex Point Academy, we offer security guard training courses detailing how to write a security report correctly. Visit our security guard training homepage and start your journey with Flex Point Academy.