Security reports are meant to be a condensed history of events that have happened during a specific time period. These reports are to document a traumatic event that has affected someone or something. Due to the serious nature of these incidents, a lot of care needs to be given to the initial investigation as well as to your report writing. You can never over-train when it comes to writing a good security report.
Items you will need
- Security report form
- Black ink pen
Writing the Report
Retrieve a security report form, black ink pen and a dictionary. It's a good idea to start your report with a rough draft since reports are generally not acceptable if they have mistakes. If a few grammar mistakes happen, you can cross out words by drawing a single line through them. Never use Wite-Out.
Carefully fill out all of the "detailed information" boxes that are usually found at the top of the report page. They contain information such as date and time, type of incident, location of incident, victim and witness names, description of subjects, stolen or damaged property and an indication of whether emergency services were notified. If a box is not relevant or you do not have the appropriate information, write "N/A" OR "UNK" inside the box.
Write your summary of events in the "narrative" section. Make sure you are fully documenting the "who, what, when, where, how and why." Always write your report clearly and objectively with only the facts presented.
Refrain from using emotionally charged words or opinions. However, you can document slurs or threats made by individuals if they are absolutely necessary. Document all pertinent actions taken by your security team as well as by all other individuals involved.
Finish the report by stating "End of Report" as your last sentence so no one else can tamper with your documentation. Make sure to sign and date the bottom of the page to make it an official document.
This article has been written as if a security officer was actually writing out a security report. The same basic steps to writing your report can also be used when typing a computer-generated form. The only difference would be that you would check your spelling using the computer's spell check feature.
Not only can your report be utilized in a court of law, your security notes can be subpoenaed as well. If you keep your notes, make sure you can easily read what you wrote and that they match the facts on your report. If you do not clearly write the facts as they happened, you and your security company can easily be discredited on the witness stand.
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