Report Writing (Shift, Incident & Traffic Collision)

Three Core Report Types

Security documentation extends beyond the notebook. A guard produces three main kinds of formal report, each serving a different purpose:

• Shift report (daily report) — A routine summary of everything notable that happened during a shift. It gives the client and the next shift a picture of the day: patrols completed, alarms, visitors, equipment issues, and any minor events.
• Incident report — A detailed account of a specific event that was out of the ordinary: an intrusion, an assault, a theft, a fire alarm activation, a removal of a trespasser. This is the report most likely to end up in court, so it must be precise.
• Traffic collision report — A specialized report completed when a vehicle collision occurs on or near the site the guard is responsible for. It captures vehicles, drivers, damage, witnesses, and a scene diagram.

---

The Principles That Apply to Every Report

Regardless of type, every report a security guard writes must follow the same standards:

• Factual — Record what you saw, heard, and did, not what you assume happened. "I observed a male in a red jacket running north from the loading dock" is factual. "The suspect was fleeing the scene" adds an assumption.
• Objective — Report without bias or emotion. Do not favour one party over another, even if the client's interests are involved.
• Concise — Say what happened in clear, plain language. Avoid jargon, padding, and repetition.
• Timely — Complete the report as soon as practicable after the event, while details are fresh. Delays invite challenges about accuracy.
• No opinions or legal conclusions — Do not write "the suspect committed burglary" or "the driver was drunk." Those are legal conclusions for the court. Write what you observed: "I observed the male place the television in the trunk of the vehicle and drive away," or "I smelled alcohol on the driver's breath and observed him to sway when standing."

---

The 5 W's (Plus How)

Every incident report answers six questions:

Note on Why: a guard rarely knows the true motive. If the person stated a reason, quote it. If not, write "no reason stated." Never invent a motive.

---

Incident Report Structure

A typical incident report follows this structure:

1. Header — Date, time, location, guard name and licence number, report reference number.
2. Summary — One or two sentences stating what happened.
3. Narrative — A chronological account, in factual terms, answering the 5 W's + How.
4. Persons involved — Names, descriptions, contact information for each person.
5. Witnesses — Names and contact information, with a one-line summary of each witness's account.
6. Action taken — What the guard did in response (called police, detained person, rendered first aid).
7. Signature — The guard's signature and the time the report was completed.

---

Traffic Collision Reports

When a vehicle collision occurs on a site a guard is responsible for, the traffic collision report captures information that insurance companies, police, and courts will rely on. The report includes:

• Vehicles — Make, model, colour, year, and licence plate of each vehicle.
• Drivers — Name, licence number, and contact information for each driver.
• Passengers and injuries — Names of passengers and a factual description of any injuries observed.
• Damage — A factual description of damage to each vehicle and any property.
• Witnesses — Names and contact information.
• Weather and road conditions — Factual observations (wet road, clear sky, darkness).
• Diagram — A simple sketch of the scene showing the approach, point of impact, and final positions of the vehicles.

Example Collision Scene Diagram

The diagram below shows the standard elements: the intersection, vehicle approach paths, the point of impact, and the final resting positions.

A Note on Objectivity

The single most common failing in security reports is the inclusion of opinion presented as fact. Phrases to avoid:

• "The suspect was drunk" → instead: "I smelled alcohol on the driver's breath and observed the driver to slur speech and sway while standing."
• "The suspect was a thief" → instead: "I observed the male place the merchandise inside his jacket and walk past the checkout without paying."
• "The injury was minor" → instead: "I observed a cut approximately 2 cm long on the left forearm with minor bleeding."

A court will accept observations. A court will not accept a guard's conclusions. Keep the two separate.