How to Write a Security Guard Report: Step-by-Step Guide with Example

How to Write a Report as a Security Agent

Author: Montréal Élite Sécurité | May 05, 2025

Writing a clear and accurate report is one of the most important responsibilities of a security agent. Whether you’re documenting an incident, noting suspicious behavior, or filing a daily activity report, your report can be used by supervisors, police, or even in court. That’s why it’s essential to do it right.

🔹 Why Reports Matter

Security reports are official records. They:

Help supervisors and clients understand what happened
Serve as legal documentation
Protect the company and agent in case of liability

🔹 Key Elements of a Good Report

1. Be Objective and Factual
Avoid opinions or assumptions. Write only what you saw, heard, or were told.

2. Use the 5 W’s and H:
Answer:

Who was involved?
What happened?
When did it happen?
Where did it happen?
Why did it happen (if known)?
How did it happen?

3. Use Clear and Simple Language
Short sentences, simple words. Make it easy to read and understand.

4. Write in Chronological Order
Start from the beginning and describe what happened step-by-step.

5. Be Neat and Professional
Use proper grammar and spelling. Avoid slang or abbreviations.

🔹 Example (Short Incident Report)

Date: May 3, 2025
Time: 10:45 PM
Location: Club XYZ, Main Entrance
Report by: John Smith, Security Agent

At 10:45 PM, I observed a male individual (approx. 25 years old, wearing a black hoodie and jeans) arguing with another guest at the entrance. I approached and asked both individuals to calm down. The situation escalated when the male in the hoodie pushed the other individual. I intervened and separated both parties. The aggressor was escorted out without resistance. No injuries were reported. Incident was reported to the supervisor at 10:55 PM.

🔹 Final Tips

Always write your report as soon as possible while details are fresh.
Keep a calm and professional tone.
Review your report before submitting it.