Incident Reporting and Professional Writing for Private Security: Accuracy, Objectivity, and Clarity

Why Incident Reports Matter (Purpose and Audience)

An incident report is a formal record of what you observed, what you did, and what resulted. It is written so that someone who was not present can understand the event and make decisions based on your documentation. Your report may be read by multiple audiences, each with different needs:

• Supervisors and security management: staffing decisions, performance review, policy compliance, risk trends.
• Clients/property management: operational impact, tenant/customer concerns, liability exposure, follow-up actions.
• Investigators (internal or external): leads, timelines, witness identification, evidence preservation.
• Insurers and risk managers: loss details, causation indicators, mitigation steps, documentation quality.
• Courts/attorneys (sometimes): credibility, consistency, and whether the report reflects objective observations rather than assumptions.

Because the audience may include legal and insurance reviewers, write as if your report could be read months later by someone who does not know the site, the people involved, or your usual routines.

Core Principles: Accuracy, Objectivity, Clarity

Accuracy

• Record facts you personally observed and actions you personally took.
• Use exact times, locations, and identifiers when available.
• If you do not know something, state that you do not know it (and what you did to verify).

Objectivity

• Describe behavior, not character.
• Separate observations (what you saw/heard/smelled) from conclusions (what you think it means).
• Avoid guessing motives (e.g., “trying to steal,” “angry,” “on drugs”) unless you can support it with specific observable facts or verified information.

Clarity

• Use plain language and short sentences.
• Write in chronological order.
• Define abbreviations the first time used.
• Be specific: “north entrance” is clearer than “outside.”

Standard Report Structure (Use a Consistent Template)

Use a consistent format so readers can quickly locate key information. If your employer provides a form, follow it; if not, use the structure below.

1) Header Data (Administrative Details)

• Report type: Incident Report, Suspicious Activity Report, Injury Report, Property Damage Report, etc.
• Date/time written and reporting officer name/ID.
• Incident date/time (start/end if ongoing).
• Location: site name, address, building/area, floor, room number, gate/door number.
• Case/reference number (if used).
• Weather/lighting if relevant (e.g., slip hazard, visibility).

2) Involved Parties (Who)

List people and organizations involved, using identifiers that help others locate or verify them later.

• Subject(s): name (if known), physical description, clothing, approximate age, distinguishing features, direction of travel, vehicle details.
• Complainant/reporting person: name, role (tenant, employee, visitor), contact info if policy allows.
• Witnesses: names and contact details; note where they were positioned.
• Injured party: symptoms stated, visible injuries, medical response requested.
• Responders: security staff, supervisors, police/fire/EMS (unit numbers if available).

3) Chronological Narrative (What Happened, In Order)

Write a timeline. Each key action should be anchored to a time and place when possible. If you are unsure of an exact time, use an approximate time and label it as such.

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• How you became aware (patrol observation, radio call, complaint, alarm activation).
• What you observed on arrival.
• What you did (verbal directions, access control actions, notifications, first aid within scope, scene control).
• What others did (quote or attribute statements; avoid paraphrasing in a way that changes meaning).
• How the incident ended (subject left, police arrived, hazard removed, area secured).

4) Actions Taken (Your Response and Notifications)

Document actions in a way that shows reasonableness and policy alignment without arguing your case.

• Notifications: who you notified, how (radio/phone), and when.
• Safety steps: barriers placed, area closed, escorts provided, access revoked, keys secured.
• Evidence handling: photos taken (if authorized), CCTV preserved request, found property secured per procedure.
• Transfers: to police/EMS/supervisor; include time and receiving person’s name/unit.

5) Observations vs. Conclusions (Keep Them Separate)

A practical method is to label sections or sentences clearly:

• Observation: sensory facts (saw/heard/smelled), measurements, direct quotes.
• Conclusion/Assessment: only when required by policy, and only if supported by observations (e.g., “appeared intoxicated” must be supported by specific signs).

If your report requires an assessment, keep it brief and evidence-based.

6) Follow-Up Recommendations (If Required)

Recommendations should be operational and specific, not disciplinary opinions. Tie them to risk reduction.

• Maintenance: repair broken lock, replace burned-out light, clean spill area, fix camera angle.
• Process: update visitor log procedure, adjust patrol frequency, add signage.
• Security measures: reprogram access card, review CCTV coverage, request additional lighting.

Step-by-Step: Writing a High-Quality Incident Report

Step 1: Gather Key Facts Immediately

• Record time stamps as events occur (arrival, notifications, responder arrival, resolution).
• Confirm exact location identifiers (door number, aisle, stairwell, parking row).
• Collect names and contact details per policy; note “declined to provide” if applicable.
• Preserve quotes accurately; use quotation marks for exact statements.

Step 2: Build a Timeline Before Writing Full Sentences

Draft a quick timeline in notes, then convert it into narrative paragraphs.

20:41 Received call from lobby desk re: disturbance near elevators. 20:43 Arrived at elevator bank, Level 1. 20:44 Observed...

Step 3: Write the Narrative in Chronological Order

• Use first person for your actions (“I notified,” “I observed”) unless your organization requires third person.
• One event per sentence when possible.
• Include distances and directions when helpful (“approximately 10 feet west of Door 3”).

Step 4: Add Identifiers and Supporting Details

• People: clothing, height estimate, hair, distinguishing marks; avoid subjective labels.
• Vehicles: make/model/color, license plate, damage, direction of travel.
• Property: serial numbers, asset tags, exact item description, condition.
• Environmental: lighting, weather, floor condition, signage present.

Step 5: Separate Facts From Interpretation

If you must include an interpretation, attach the observable basis.

Step 6: Document Notifications and Handoffs

• Who was contacted, at what time, and what information was provided.
• Who took over responsibility (supervisor, police, EMS) and when.
• Any instructions you received and followed.

Step 7: Self-Review Using a Checklist Before Submission

Use the quality checklist at the end of this chapter to catch missing details and unclear wording.

Objective Language: What to Write (and What to Avoid)

Use Observable, Verifiable Descriptions

• Write: “The door was ajar approximately 2 inches.”
• Avoid: “The door looked like it had been forced.” (unless you describe damage that supports it)

Avoid Assumptions About Intent

• Write: “The subject placed two boxed items into a backpack and walked past the point of sale without paying.”
• Avoid: “The subject tried to steal merchandise.”

Attribute Information to Its Source

• Write: “Ms. Patel stated, ‘I saw him take my phone from the counter.’”
• Avoid: “He took her phone.” (unless you personally observed it)

Be Careful With Labels

Terms like “homeless,” “mentally ill,” “drug user,” or “gang member” can be inaccurate and inflammatory. If relevant, document observable conditions and behaviors instead, or cite verified information from an authorized source.

Weak vs. Strong Report Sentences (Examples)

Common Mistakes and How to Fix Them

1) Missing or Confusing Timelines

Problem: Events are listed without times, or times contradict each other.

Fix: Use a timeline draft first; include time stamps for discovery, arrival, notifications, and resolution.

2) Emotive or Judgmental Language

Problem: Words like “crazy,” “obviously,” “clearly,” “dangerous,” “sketchy.”

Fix: Replace with observable facts and direct quotes.

3) Writing Conclusions Without Support

Problem: “Forced entry,” “intoxicated,” “assaulted,” “stole” without describing what supports it.

Fix: Describe the indicators (damage type, behavior, statements, camera reference) and attribute information to sources.

4) Leaving Out Identifiers

Problem: “A car,” “a man,” “a tenant.”

Fix: Add make/model/color/plate; physical description; unit number; employee department; badge number if available.

5) Mixing Multiple Incidents Into One Narrative

Problem: A report jumps between unrelated events.

Fix: Separate incidents or clearly label sub-events with times and headings.

6) Overuse of Jargon and Abbreviations

Problem: Readers outside security cannot interpret acronyms.

Fix: Spell out the term on first use, then use the abbreviation.

7) Forgetting to Document What You Did

Problem: Report describes the incident but not your response.

Fix: Include actions taken, notifications, and handoffs with times.

Mini-Template You Can Reuse

HEADER DATA  Report Type:  Date/Time Written:  Officer Name/ID:  Incident Date/Time:  Location:  Reference #:  Weather/Lighting (if relevant):  INVOLVED PARTIES  Complainant:  Subject(s):  Witness(es):  Responders Notified/Arrived:  NARRATIVE (CHRONOLOGICAL)  [Time] How notified / what observed on arrival.  [Time] Actions taken and subject/witness statements (quoted).  [Time] Notifications made and responses received.  [Time] Resolution / handoff / scene secured.  ACTIONS TAKEN  Notifications:  Safety measures:  Evidence/CCTV:  OBSERVATIONS VS CONCLUSIONS  Observations:  Conclusions/Assessment (if required):  FOLLOW-UP RECOMMENDATIONS (if required)  

Quality Checklist (Self-Review Before Submission)

• Completeness: Who, what, when, where, and how are clearly answered.
• Timeline: Key events have time stamps; sequence makes sense.
• Location detail: Specific area identifiers included (building/door/floor/zone).
• Identifiers: Names, descriptions, vehicle info, asset tags included when available.
• Source attribution: Statements are attributed (“X stated…”); quotes are accurate.
• Objectivity: No assumptions about intent; no emotional or insulting language.
• Observation vs conclusion: Interpretations (if any) are supported by described facts.
• Actions documented: Notifications, safety steps, and handoffs are recorded with times.
• Policy alignment: Report follows site/company format and required fields.
• Clarity: Short sentences, plain language, minimal jargon; abbreviations defined.
• Consistency: Names, times, and locations match throughout the report.
• Proofread: Spelling, grammar, and numbers checked; no missing pages/attachments.