An incident report is the official record of what happened on your shift. A good one protects you, your employer and the client if there is a complaint, an insurance claim or a court case. A bad one — vague, late or full of opinions — can do more damage than the incident itself. Here is how to write one properly, with a field-by-field template.
Quick answer
- Write it immediately, before the end of your shift.
- Facts only: what you saw, heard and did — not what you think.
- Cover the basics: who, what, when, where, how, and what action was taken.
- Be specific: times, descriptions, exact quotes, names of witnesses.
- Never change a report after submitting it — add a supplemental report instead.
What to include: the incident report template
| Section | What to write |
|---|---|
| Report details | Report number, your name, badge or employee number, post/site, date and time written |
| Incident type | Theft, trespass, injury, fight, vandalism, medical, fire alarm, suspicious activity, other |
| When and where | Exact date, time it started and ended, precise location (building, floor, door) |
| People involved | Names if known; otherwise clear descriptions — height, build, clothing, distinguishing marks |
| Witnesses | Names and contact details, and a short summary of what each said |
| What happened | A step-by-step, first-person account in time order |
| Actions taken | What you did, who you notified and when (police, supervisor, medical), any force used and why |
| Outcome | How it ended, police report number, injuries, property damage |
| Evidence | Photos, CCTV camera and time references, items recovered |
| Signature | Your signature, and your supervisor’s review |
How to write the narrative
- Write in the first person, past tense: “At 22:14 I observed…”
- Go in time order. Use exact times wherever possible.
- Describe, don’t judge. Write “He was shouting and swinging his arms,” not “He was aggressive.”
- Quote people exactly when it matters, in quotation marks.
- Include what you did and why, especially any physical contact.
- Re-read it as a stranger would. Could someone who wasn’t there understand exactly what happened?
From the field — Yair Arad
A good incident report protects the guard. I learned that for real when three of us from the nightclub were called in, on a day off, to be questioned by a detective at the police station. A patron we had removed from the club had filed a complaint saying we beat him up.
When we went through our incident report from that night, it was so detailed that his complaint went nowhere. It also turned out that one of the guards he accused of beating him wasn’t even working that night. Write every report as if it will be read in a police station months later, because sometimes it is.
Common mistakes
- Waiting until the next day to write it.
- Vague times like “in the evening”.
- Opinions and assumptions instead of observations.
- Leaving out your own actions, especially use of force.
- Editing a submitted report instead of filing a supplement.
A ready-to-use, editable incident report template (Word, Google Docs and PDF) is coming soon to this page.
Good vs. bad narrative: an example
| Weak report | Strong report |
|---|---|
| “Guy was drunk and aggressive so we kicked him out.” | “At 23:42 I observed a male, approx. 30, red jacket, shouting at the bartender and slapping the bar. His speech was slurred and he was unsteady on his feet.” |
| “He swung at me so I restrained him.” | “At 23:45, after I asked him twice to leave, he swung his right fist toward my face. I stepped back and, with Officer Lee, held both arms and walked him to the front exit. Contact ended at the door at 23:47.” |
| “Police came later.” | “At 23:52 I called police. Officer Martinez (badge 4471) arrived at 00:08. Report no. 26-118402. Camera 4 (front entrance) covers 23:44–23:48.” |
Types of security reports
| Report | Purpose |
|---|---|
| Daily activity report (DAR) | A log of your whole shift: patrols, checks, visitors, anything unusual. |
| Incident report | A detailed account of a specific event — theft, injury, fight, alarm, trespass. |
| Use-of-force report | Required by many employers whenever you use physical force. |
| Supplemental report | New information added after the original report is submitted. |
| Witness statement | A witness’s own account, in their words, signed and dated. |
Words to use and words to avoid
| Avoid | Use instead |
|---|---|
| “Suspicious” | Describe the behavior you saw |
| “Aggressive” | “He clenched his fists and stepped toward me” |
| “Drunk” | “Slurred speech, smell of alcohol, unsteady” |
| “I think” / “probably” | What you directly saw, heard or did |
| “Some time later” | The exact time |
Taking witness statements
- Separate witnesses so they don’t influence each other.
- Let them write or tell it in their own words; don’t suggest details.
- Get full name, phone number and where they were standing.
- Have them sign and date their statement.
- Note in your report that statements were taken and by whom.
Final review checklist
- Who, what, when, where, how — all answered?
- Times in order, with no gaps?
- Your own actions described, including any force and why?
- Notifications listed: supervisor, police, EMS?
- Evidence noted: cameras, photos, items?
- Spelling of names and numbers checked?
- Signed and submitted before the end of your shift?
From incident to submitted report: the timeline
- During the incident: focus on safety. If you can, glance at the time and note key details in your notebook or phone.
- Immediately after: jot down times, names, descriptions and quotes before you talk the incident over with anyone else.
- Notify: supervisor, client contact, police or EMS as required, and note the time of each call.
- Secure evidence: camera numbers and time ranges, photos, recovered items, witness details.
- Write the report before the end of your shift, using your notes.
- Review and submit. Read it once as if you were a lawyer looking for gaps.
Body camera footage and your report
If you wear a body camera, your report and the footage should tell the same story. Write what you remember first, then note in the report that body camera footage exists, with the time range. Never change your report to “match” the video after watching it — if the video shows something you missed, add a supplemental report explaining what you reviewed and when. Investigators trust a guard whose report and footage line up honestly, even if the report isn’t perfect.
When your report goes to court
Reports can surface months or years later in criminal cases, civil lawsuits, insurance claims and employment disputes. You may be asked to read it aloud, explain every word, and answer questions about what you left out. That is why vague phrases, opinions and missing times hurt so much: they give the other side room to question your credibility. A detailed, factual report lets you simply confirm what you wrote.
Daily activity report: sample entries
| Time | Entry |
|---|---|
| 18:00 | On post. Received keys and radio from J. Smith. Read pass-down log: north gate lock sticking. |
| 19:30 | Patrol 1 complete. All exterior doors secure. North gate lock sticking as noted; reported to maintenance by email. |
| 21:12 | Delivery driver arrived without paperwork. Contacted night manager, who approved entry. Driver left 21:40. |
| 23:05 | Alarm, east stairwell door. Responded, found door propped with a chair. Removed chair, door secured, alarm reset. |
| 02:00 | Patrol 3 complete. No issues. |
| 06:00 | Relieved by M. Diaz. Passed on gate lock and stairwell door notes. |
Writing reports on your phone or an app
Many companies now use guard management apps for reports. They make it easier to add photos, timestamps and GPS locations, and supervisors see reports instantly. The same rules still apply: facts, times, descriptions and your actions. Don’t let short text boxes push you into short reports — if the incident needs a long narrative, write one. Check that photos are attached to the right report before you submit.
Report-writing habits worth building
- Carry a small notebook even if your company uses an app. Batteries die.
- Check the time on your watch or phone the moment something starts.
- Write names down exactly as people spell them.
- Re-read yesterday’s reports at the start of a shift to learn what is normal on your post.
- Ask your supervisor to review a few of your reports and tell you honestly what is missing.
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Frequently asked questions
When should a security guard write an incident report?
As soon as it is safe, and before the end of the shift. Reports written later are less accurate and less credible.
What makes an incident report legally useful?
Accurate times, factual descriptions, witness details, the actions you took and why, and no changes after submission.
Should I include my opinion?
No. Stick to what you saw, heard and did. If an observation matters — like a smell of alcohol — describe it factually.
What is the difference between a daily activity report and an incident report?
A daily activity report logs your entire shift. An incident report documents one specific event in detail.
Legal disclaimer: This page is for general information and education only. It is not legal advice, and reading it does not create an attorney-client relationship. Security Dogma is not a law firm. Laws, licensing rules and court decisions vary by state and change often, and what is written here may not match your situation or be current when you read it. Before you act on anything here, check the official rules from your state licensing agency, follow your employer’s and client site’s policies, and talk to a licensed attorney in your state for legal questions. See our Terms and Conditions.