Security guard incident reports serve as one of the most vital documentations in the security guard industry. That’s because they are highly effective in smoothly providing detailed write-ups and accurate reports of events not only 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 and to further add to the qualities of an effective security 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 to deal with incidents on-site, but the procedure to fill out reports is almost the same. The only difference today is that security reporting software installed on a security guard’s smartphone has replaced paper & pen-based incident reports.
Guardso security company management software is one such perfect example. The benefit of using such a security reporting software is that it provides an edge over the traditional method, where a custom incident report can be created & shared with the management in real-time, but the latter cannot.
The first step to get this report right is to ensure, no matter what the situation, you’re prepared to begin jotting down the basic facts as soon as an incident occurs.
- 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.
- 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 achieve with utmost accuracy. However, 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.
- Strictly keep the language of the report professional. Practice using proper punctuation and capitalization if you have to. Good spelling and grammar will also help you go a long way.
- All security guard incident reports must contain the 5 Ws and an H – who, what, when, where, why, and how to create thorough & factual reports. Not having either one of them in your report will mean it’s not complete.
- While answering the above questions, be clear, accurate, honest, and thorough. Write in a first-person narrative, use full names, and, if possible, include a direct quote from the witness and other people involved. Multimedia files can also be attached.
- Do not forget to include your 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 writing 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, 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!