4.2 — The Importance of Documentation
- Reports serve as official records of all events, observations, and actions taken during a shift.
- Reports may be used as evidence in court — criminal or civil proceedings.
- Critical for audits, compliance reviews, and regulatory inspections.
- Demonstrate professionalism and accountability.
- Protect both the guard and the employer from liability.
4.3 — Note-Taking: The Foundation of Good Reports
Your notebook is a legal document — it may be subpoenaed as evidence in court.
- Always Carry and Use a Notebook — Your notebook is your primary tool for capturing information in the field.
- Follow Established Rules and Format — Use the format required by your employer for accurate, consistent notes.
- Record Events in Real Time — Record events as they occur or as soon as possible after they happen.
- Never Alter or Erase Entries — If a correction is needed, draw a single line through the error, then initial and date the correction.
- Include All Contextual Details — Record date, time, location, weather conditions, and lighting conditions for every entry.
4.4 — Types of Reports
Occurrence ReportDocuments any incident, event, or unusual occurrence observed during a shift.
Daily Activity Report (DAR)A chronological record of all activities, observations, and duties performed during a shift.
Incident ReportA detailed account of a specific incident — theft, injury, trespass, or other significant event.
Witness StatementA recorded account provided by a witness to an event, taken by the guard.
Property Loss / Damage ReportDocuments loss of or damage to property on the client's premises.
Vehicle Accident ReportDocuments any vehicle accident occurring on the premises.
4.5 — The Elements of Report Writing: The 5 W's and H
Every report should answer the following six questions:
W
WhoWho was involved? Include names, descriptions, identification numbers, badge numbers, and contact information of all persons involved.
W
WhatWhat happened? What did you observe? What actions were taken?
W
WhereWhere exactly did the event occur? Be specific — building, floor, room number, area.
W
WhenWhen did the event occur? Record the exact date, time (24-hour format), and duration.
W
WhyWhy did the event occur? State the apparent cause or reason if known. If unknown, state "cause unknown."
H
HowHow did the incident occur? How was it resolved? What procedures were followed?
4.6 — Content Standards
- Factual Information Only — Do not include opinions, assumptions, or speculation.
- Written in Third Person — "The guard observed…" — not "I saw…"
- Avoid Emotional Terms or Introspection — State what was observed, not how you felt.
- Clear, Concise, and Chronological — Present events in the order they occurred.
- Complete and Accurate — Include all relevant details; omitting information can be as damaging as including false information.
- Proper Grammar, Spelling, and Punctuation — Reports reflect your professionalism and may be reviewed in legal proceedings.
- Use Plain Language — Avoid jargon, slang, and technical terms that may not be understood by all readers.
4.7 — Legal Implications of Reports
- Reports may be subpoenaed by the courts.
- They may be used in criminal or civil proceedings.
- Reports must be factual, accurate, and complete — inaccurate reports can result in failed prosecutions or personal liability.
- Confidentiality requirements must be observed at all times.
- Proper distribution and storage of reports must follow company policy and legal requirements.
4.8 — Statements vs. Reports
Security Guard's ReportWritten by the guard, documenting their own observations and actions taken during a shift or incident.
Witness StatementAn account given by another person (a witness) and recorded by the guard. The guard does not add their own interpretation.
When taking a witness statement:
- Record the witness's own words — do not lead or suggest answers.
- Read the statement back to the witness for confirmation.
- Obtain consent before recording a statement.
- Note whether the witness agrees the statement is accurate.
4.9 — Report Distribution and Confidentiality
- Distribute Through Proper Channels Only — Deliver reports directly to your supervisor or as directed by company policy.
- Secure Electronic Delivery — Be cautious when e-mailing confidential reports — ensure encryption or secure delivery methods are used.
- Follow Retention Policies — Do not destroy or discard reports without authorization from your employer.
- Restrict Access — Reports contain personal information — access must be restricted to authorized personnel only.
Module 4 Review Questions
Test your understanding of Module 4. The correct answer for each question is highlighted.
1. What is the proper method for correcting an error in a security notebook?
- A.Use correction fluid (white-out) to cover the error
- B.Erase the entry completely and rewrite it
- C.Draw a single line through the error, initial and date the correction
- D.Tear out the page and start fresh
2. What does the "W" for "Where" in the 5 W's framework require?
- A.A general description such as "at the building"
- B.The exact location, including building, floor, and room number
- C.Only the street address of the property
- D.The city and province where the incident occurred
3. In what person should security reports be written?
- A.First person ("I observed…")
- B.Second person ("You observed…")
- C.Third person ("The guard observed…")
- D.Any person is acceptable
4. Why is a security guard's notebook considered a legal document?
- A.Because it is printed on official paper
- B.Because it may be subpoenaed and used as evidence in court
- C.Because it is signed by a police officer
- D.Because it is kept in a locked drawer
5. Which of the following should NOT be included in an incident report?
- A.The exact time and date of the incident
- B.The guard's personal opinion about the suspect's character
- C.A description of the actions taken
- D.The names and descriptions of all persons involved