Top 7 Tips For Writing An Effective Security Guard Report

A security guard position is a job that requires many more skills than just watching over a monitor or standing in front of a door, looking intimidating. As a security guard, you will use your various skills to prevent situations from occurring and diffuse them if they should get out of hand. If a situation arises, you’ll likely find yourself tapping into a broad array of physical and mental skills with regards to trespassing, volatile behavior, any number of emergencies and other irregular incidents. Though it may often seem like there is so much to say about a certain shift or situation that you’ve encountered, there are several key factors to ensuring that your reports are consistent, accurate and succinct.

1. Keep it Simple: This refers to formatting, language and overall style. Clear, concise sentences and basic bulleted lists (when applicable) are all you should need to adequately convey your information. Choose a neutral, professional font, unless otherwise specified, and stick to it. Consistency is key to proper communication and for presenting yourself as a capable, organized employee.

2. Who: The person or people involved in your report are obviously at the heart of the story/summary that you are reporting, so be sure to establish them with as much detail as possible (i.e., if a full name isn’t available, use descriptive terms to paint a picture to whoever is reading the report). Also, be sure to mention any policemen, firemen or other official personnel who were present.

3. What: In as few sentences as possible, offer a summary of what took place (i.e., mild pushing and shoving between two people outside of the club escalated into a fight involving many more).

4. Where: This is key to establishing a location of an event or incident, so be as specific as possible; the name of a venue or business is good, but go a step further if possible and provide supporting details (i.e., the lower back patio).

5. Why: The catalyst behind most incidents that will need your attention will forever be a source of varying stories and overlapping accounts of what happened – and more importantly, why.

6. When: The time of an incident is perhaps the grounding force in solidifying hazy details or backing up multiple accounts of a story. Be sure to offer as detailed a timeline as possible.

7. How: This is the tricky part, tying it all together; your firsthand version of everything may be the blueprint that law enforcement or your superiors are using to gain clarity on what you are telling them, so before you begin your overview, make sure you are clear-headed and confident in the information you are providing. If you are unsure of something, use an asterisk or parentheses to make an official note of your uncertainty, and offer what you can to clarify the possibilities.
By Michael Garcia