"Professional security begins with professional conduct."
Report Writing and Documentation
Instructor Sele: If it is not written down, it did not happen. In security work, your written record is your legal protection, your client's evidence, and your company's reputation. This module will make you a professional documentarian.
Section 1 — Why Documentation Matters
Security reports are legal documents. They may be used in police investigations and court proceedings, insurance claims and civil lawsuits, internal disciplinary hearings, and client contract reviews. A poorly written report can be challenged in court. An accurate, factual, timely report is your best professional protection.
Section 2 — Types of Reports
Daily Occurrence Log (DOL) — a running record of all events, checks, and observations during a shift. Incident Report — a detailed account of any significant event. Vehicle Log — records all vehicle entries and exits. Visitor Log — records all visitor details.
Section 3 — The Principles of a Good Report
Use the 5W + H framework: Who, What, When, Where, Why, How. Write in plain, factual language. No opinions, no emotion, no speculation. "The subject appeared angry" is an observation. "The subject was angry because of the traffic" is speculation. Write what you saw, heard, and did.
Section 4 — Common Mistakes to Avoid
Leaving time gaps in the DOL. Using vague language like "a man" instead of a full description. Writing after a long delay — write while details are fresh. Correcting errors by scribbling — instead draw a single line through, initial, and rewrite.
- •Every significant event must be documented — immediately, accurately, factually
- •Use the 5W + H framework for every incident report
- •Never speculate in writing — record only what you directly observed
- •Reports are legal documents — errors and omissions have consequences
- •Correct mistakes with a single line and initial — never scribble or use correction fluid
"I once saw a guard's incident report dismissed in court because it contained the word 'obviously.' The judge said: 'Nothing is obvious in a court of law.' Write facts. Facts only. Your job is to record, not to judge."
When writing an incident report, a guard should: