A professional
Security report writing methods
·
Security guard basic training Unit 2
Lesson (B)
A
security guard needs to write about security report along with performing his
or her duty. The Security report is an official memo for a particular guard,
security company and the client’s company as well.
In the
course of the duty, a security guard encounters thousand of incidents and
accidents. That need to pass the factual information to persons who were not
present at the actual event that the security guard witnessed.
You
should pass the information including your subordinates, co-workers, superiors,
police, and insurance companies. Additionally, in the court hearing, you may
require pass information to private investigators, defence lawyers, and the
Crown prosecutor. Therefore a security guard must take an observation and
record them in clear, concise and logical manner.
The
report is a recorded remark in which the facts of the events are included. The
report helps to learn other people just about past incidents. A security guard
must know the following things regarding the report.
·
Reports are a guard’s way of passing on information
·
Reports are generally either administrative or operational
·
reports are read by many different people
·
Reports should have an introduction, what the incident was
about, and a belief Summary about the incident at the end.
·
A good narrative has an introduction, a body, and a summary
·
Use heading what necessary
·
Remember the 5 c W’s and ‘H’ when writing a report. They are
Who, What, When, Where, Why And How
·
Avoid slang and bad language in a report
·
The report should be written in the past tense.
Categories of security report.
1.
Administrative:- The
reports are generally occurred in routine and needed some kinds of paper flows
through the office on any given working day. You have to fill the form if you
want to report either you require or going to do something.
For
example, the administrative reports include a requisition for equipment, a
visitor’s register, a temporary pass registry, a time card indicating hours
worked, requests for vacation leave, requests for training, budgets, and so on.
2. Operational:- In
another word, these are the incident reports. Incident reports are a
description of the occurrence on the duty of the security guard. After an
incident, a security guard has to write a complete report in detail.
An
operational report you need to write when you supervise a criminal offence such
as damage to property, robbery, theft, assault, fire, and shoplifting, etc.
The purpose of an operational security report.
First
and foremost, you should know the following purpose of the good security
report.
1.
to become an official record of what happened;
2. to
record the occurrence for the writer’s future reference, and
3. to
pass the facts of an occurrence on to others for a variety of uses.
Even
Though a security guard writes a different type of report in a different
scenario. A good report must include the following points.
1.
factual,
2.
accurate,
3.
objective,
4.
complete,
5.
concise,
6.
clear,
7.
correct and
8.
well organized
What should include in the good report?
Generally,
An integral formula to write the report is 5W and 1H.
1.
Who,
2.
what,
3.
when,
4.
where,
5. why
and
6. how.
1.
WHO?
“who”
uses for the person. It describes anyone who was involved. When you writing the
security report you should try to answer this question.
1.
Who was involved?
2. Who
was the complainant?
3. Who
witnessed the event?
In this
part, we can include the victim, the person who made complain, someone who asks
you to do something, the person who started the event, police if they come in
the scene. Secondly, we should use “what” in the security report.
2. WHAT?
comparatively
others, this portion includes the important part of the incident and accident.
It indicates the title of the event and provides majority substance of the good
security report. Answer these two question while you come to the point to
include the “what”.
1.
What actually happened? and
2.
What evidence is available?
Furthermore,
It includes the description of the event that was happened and the action was
taken by the people are involved. also what shreds of evidence were available
and what was done with it. Remember you should include the action taken by a
security guard in that event.
3. WHEN?
It
represents the time, day and the date of the incident that are equally
important for the good security report.
1.
When did the event occur?
Answering
the above question it completes a section of the report. You should incorporate
things like:
1.
when you last observed the area prior to the occurrence
2. when
the event began and it ended
3. when
you had contact with a witness
4. and
when police, the fire department, or the ambulance arrived.
4. WHERE?
similarly
above 3 WH questions “where” also equally important for the good security
report. Where portrays the location of the incident.
1.
Where did the event occur?
2.
Where the witnesses were located.
3.
Where the pieces of evidence discover?
4.
Where the accused was found?
In addition,
you need to describe the environment and the location you and the other
individuals were at the time.
5. WHY?
This
part of the report gives the reason for the event. Starting from “Why” we can
ask many questions at the investigation of the scene. Remember that, Some
questions may remain unanswered even after a complete investigation. Some
question you need to includes.
1.
What motive was there for the incident?
2.
Why did this particular series of events occur?
A good
security guard report does not complete along with the above “5W” altogether it
requires to include the 1H is
6. HOW?
This
portion describes how the incident took place and what action was done in
response.
1.
How did this event come to your attention?
2. How
did the event take place?
3. How
did the accused act?
4. How
did the witnesses act?
5. How
was the evidence recovered?
6. How
was the suspect/accused arrested?
Before
writing the good security report you should take time to organize the things
need to include on it and the questions to be the answered.
Explore
the best way on your writing which allows the audience easily understand the
situation.
Although
the report writing styles may vary depending on the worksite the stander format
is applicable in the security industries. Your employer or the client may have
a different format of different types of report that you need to fill up. Here
is a sample report for you to learn.
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