7.2 Observation, Patrol & Report Writing

7.2 Observation, Patrol & Report Writing

Quick Answer: Mandatory Course 2—Observation & Documentation—is a 4-hour BSIS skills course. It trains report writing (who, what, when, where, how, why), English-as-a-Second-Language considerations, observation and patrol techniques, asking appropriate questions, and observing suspects/suspicious activity. On the job you will live in two paperwork worlds: Daily Activity Reports (DARs) for routine coverage and incident reports for events that break the baseline.

If Course 1 is how you treat people, Course 2 is how you see, ask, and write. Courts, clients, BSIS investigations, and employers often judge your work by the quality of your notes—not by what you “meant” to remember.

Report Writing: The Six Questions

Every usable security report answers six questions with enough detail that a reader who was not present can reconstruct the event:

Facts Versus Opinions

Write in first person for your own actions (“I observed…,” “I notified…”). Quote witnesses carefully and attribute statements. Correct errors with a supplemental note—never erase in a way that looks like concealment. Spelling and grammar matter; they affect credibility even when the underlying facts are solid.

English as a Second Language (ESL) Considerations

Many California posts involve guards or members of the public for whom English is not the primary language. Course 2 flags ESL because miscommunication creates false reports and unsafe decisions.

Practical ESL habits:

1. Speak slowly and use plain words—avoid slang and idioms (“kick rocks,” “take a hike”) when giving directions
2. Confirm understanding—ask the person to repeat key instructions when safety depends on them
3. Use approved interpreters or language lines when available; do not rely on random bystanders for sensitive interviews
4. In writing, keep sentences short; stick to concrete verbs; avoid figurative language
5. Do not equate limited English with guilt, intoxication, or mental illness

If you are an ESL writer yourself, use report templates, spell-check where allowed, and ask a supervisor to review complex incident narratives before submission when policy permits. Clarity protects you legally.

Observation and Patrol Techniques

Observation is purposeful attention. Patrol is observation in motion according to post orders.

Effective observation:

• Learn the baseline—normal traffic, sounds, lighting, door status, and vendor patterns
• Notice changes—new damage, propped doors, unfamiliar vehicles, odd odors, disabled cameras
• Use all senses safely—sight first, then sound/smell; never taste unknown substances
• Vary routes and timing when policy allows so patterns are harder to predict
• Balance deterrence (being seen) with detection (quiet checks of vulnerable points)

Patrol technique checklist:

1. Review post orders and open incidents before starting
2. Check radios, flashlight, keys/access, and PPE
3. Log start time and route segments on the DAR
4. Inspect high-risk points (exits, stairwells, roofs if assigned, cash rooms, loading docks)
5. Interact professionally with occupants; do not “hide” from customer contact unless covert duty is authorized
6. Note hazards (spills, ice, exposed wiring) and escalate maintenance/safety as required

Fixed posts still require observation: camera monitoring, lobby screening, and listening for unusual sounds are active duties, not waiting for something to happen.

Asking Appropriate Questions

Questions gather information; they should not harass, coerce confessions, or invent probable cause.

Ask open questions to start (“What happened?”), then focused questions for details (“Which door?”). Stop questioning when the person requests a lawyer in a detention context, when medical crisis takes priority, or when post orders require waiting for law enforcement. Private security questioning is not a substitute for a police interview.

Observing Suspects and Suspicious Activity

“Suspicious” means behavior or circumstances inconsistent with the site baseline, not a demographic category. Examples of behavior-based suspicion:

• Repeatedly casing registers or emergency exits without shopping/working
• Trying multiple secured doors, hiding face from cameras, or abandoning bags
• Matching a specific BOLO description plus matching conduct
• Tools or devices inconsistent with stated purpose on site

When you observe suspicious activity:

1. Maintain a safe distance and good escape routes
2. Notify dispatch/supervisor per protocol—do not freelance heroics
3. Continue observation and update descriptions (clothing, direction of travel)
4. Avoid unlawful stops/searches; remember PC 837 and employer limits
5. Preserve video request times and scene conditions for responders

DARs Versus Incident Reports

Many employers also use maintenance tickets, alarm logs, and use-of-force reports. When in doubt, write the incident report and note a one-line DAR entry (“See IR #____”). Never leave a gap that suggests you were not at post.

Putting It Together for Exam Prep

Expect questions that trap opinions labeled as facts, missing times/locations, biased “suspicion,” and confusion between routine DAR entries and true incidents. Practice reconstructing a short scenario into a six-element outline before you sit for employer skills quizzes or review sessions.