How to Write an Incident Report: Step-by-Step Guide

Why Writing a Good Incident Report Matters

An incident report is a formal document that records what happened during a security incident. It may be reviewed by management, clients, law enforcement, insurance companies, or attorneys. A well-written report provides an accurate, factual account that protects everyone involved.

A poorly written report can lead to misunderstandings, liability issues, and lost contracts. Every security guard needs to know how to write an effective incident report.

Step 1: Gather Information

Before you start writing, collect all the facts:

• When: Exact date and time of the incident
• Where: Specific location (building, floor, room, landmark)
• Who: Names and descriptions of everyone involved
• What: What happened, in chronological order
• Why: If known, what caused or led to the incident
• How: How the situation unfolded and was resolved

Step 2: Use the Proper Format

A professional incident report should include these sections:

Header Information

• Report date and time
• Reporting guard's name and ID
• Site name and address
• Incident type/category
• Severity level (low, medium, high, critical)

Narrative Description

This is the main body of the report. Write in chronological order, starting from the beginning of the incident through to its resolution. Include:

• What you observed first
• What actions you took
• Who you contacted
• How the situation was resolved
• Any follow-up actions needed

People Involved

• Names and contact information
• Physical descriptions if identities unknown
• Role in the incident (victim, suspect, witness)

Evidence

• Photos taken
• Video footage referenced
• Physical evidence collected
• GPS location data

Law Enforcement Response

• Were police called?
• Time of call and arrival
• Officer name and badge number
• Report number
• Outcome

Step 3: Write the Narrative

Follow these writing principles:

Be Factual

Report only what you saw, heard, and did. Never include opinions, assumptions, or guesses.

Good: "I observed a male approximately 6 feet tall, wearing a black jacket, walking toward the north exit at 2:15 AM."

Bad: "A suspicious-looking man was lurking around the building."

Be Specific

Use exact times, measurements, and descriptions. Vague language undermines credibility.

Good: "The door was propped open approximately 8 inches with a gray wedge."

Bad: "The door was open."

Be Objective

Use neutral, professional language. Don't express emotions, judgments, or conclusions.

Good: "The individual appeared agitated and was speaking loudly."

Bad: "The guy was crazy and out of control."

Be Complete

Include every relevant detail, even if it seems minor. Small details often become important later.

Write in First Person

Use "I" statements: "I observed," "I contacted," "I secured the area." This makes it clear who took each action.

Step 4: Review and Submit

Before submitting your report:

• Check for spelling and grammar errors
• Verify all times and dates are accurate
• Ensure names are spelled correctly
• Confirm all sections are complete
• Attach any photos or evidence

Common Mistakes to Avoid

• Waiting too long: Write the report while details are fresh — ideally within 30 minutes
• Including opinions: Stick to observable facts only
• Being vague: Use specific, detailed descriptions
• Forgetting evidence: Always take photos when possible
• Not following up: Note any required follow-up actions

How ShiftGuard Can Help

ShiftGuard makes incident report writing fast and professional:

• Mobile incident reporting from the guard app
• Guided template with all required fields
• Photo attachments with automatic GPS tagging
• Severity categorization
• Automatic supervisor notification
• Review and revision workflow
• Professional formatting and delivery to clients

Start 14 day trial with ShiftGuard and improve your incident reporting.