What Is a Security Guard Incident Report?

What is a security guard incident report?

A security guard incident report is a formal written record of any unusual, unsafe, illegal, or policy-related event that occurs during a guard’s shift. It serves as an official account of what happened, when it happened, where it happened, who was involved, and what actions were taken.

Incident reports are legal documents. They may be reviewed by supervisors, clients, insurance companies, attorneys, courts, and law enforcement. Because of this, accuracy, objectivity, and professionalism are critical.

Purpose of an Incident Report

A security incident report exists to:

Create a permanent, factual record of an event
Protect the guard, employer, and client from liability
Support criminal investigations or civil litigation
Demonstrate reasonable action and due diligence
Identify patterns, risks, or security gaps
Provide documentation for insurance claims

If it is not documented, it did not happen from a legal standpoint.

When an Incident Report Is Required

An incident report should be completed for any non-routine event, including but not limited to:

Theft or attempted theft
Trespassing or refusal to leave
Verbal threats or aggressive behavior
Physical altercations or assaults
Use of force or restraint
OC spray or Taser deployment
Firearm discharge (including negligent or accidental)
Property damage
Injuries or medical emergencies
Police, fire, or EMS response
Suspicious persons or activity
Policy violations by staff or contractors

Routine activities (patrols, escorts, observations) belong in a Daily Activity Report (DAR). Anything abnormal belongs in an Incident Report.

What a Proper Incident Report Must Include

A complete security incident report should contain the following sections:

1. Basic Information

Date of incident
Time incident occurred
Time report was written
Exact location (address, building, area, aisle, parking lot, etc.)
Guard’s full name and license number

2. Involved Parties

Names of subjects involved (or “unknown” if not identified)
Physical descriptions (sex, race, clothing, height, build)
Employee names if applicable
Witness names and contact information

3. Detailed Narrative (Most Important Section)

This is a fact-based, chronological account written in plain language:

What the guard observed
What actions were taken
What the subject did or said
What commands were given
How the incident concluded

The narrative must answer:
Who, What, When, Where, Why, and How

Do not include opinions, assumptions, or emotional language.

4. Actions Taken

Verbal commands or de-escalation
Requests for management assistance
Police notification (include case number if available)
Medical aid provided or requested
Subject removed, detained, or released

5. Use of Force (If Applicable)

Type of force used
Reason force was necessary
Duration of force
Injuries observed or reported
Medical treatment offered

6. Evidence

Body camera footage
CCTV camera numbers or locations
Photos taken
Recovered property
Written witness statements

7. Notifications

Supervisor notified (name and time)
Client or management notified
Law enforcement involved

8. Signature and Attestation

Guard signature
Date and time signed
Supervisor review (if required)

Example: Incident Report

Date: December 12, 2025
Time: 1935 hours
Post/Location: ABC Retail Location – Front entrance, retail store

At approximately 1935 hours, I observed a male subject wearing a black hoodie and blue jeans concealing merchandise near the front entrance. I maintained visual observation and notified the Manager on Duty. When the subject exited the store without paying, the Manager on Duty requested police response. The subject fled eastbound on foot. No physical contact occurred. Law enforcement arrived at approximately 1950 hours and was provided a description. No injuries were reported. Body-worn camera was activated during the encounter.

Guard Signature

Common Mistakes to Avoid

Writing opinions instead of facts
Using slang or emotional language
Leaving out times, locations, or names
Writing days later instead of immediately
Altering reports after submission
Copying another guard’s report
Using terms like “I think” or “I believe”

Incident Report vs. Daily Activity Report (DAR)

Report Type	Purpose
Daily Activity Report (DAR)	Routine patrols, observations, escorts, normal duties
Incident Report	Abnormal events, violations, crimes, force, emergencies

Many incidents require both: a brief DAR entry and a full Incident Report.

Q & A

Q: Should an incident report be written even if police respond?
Yes. Police reports do not replace internal security documentation.

Q: Should I include my opinion on what happened?
No. Stick to observable facts only.

Q: Can incident reports be used in court?
Yes. They are commonly subpoenaed and reviewed in civil and criminal cases.

Q: How soon should an incident report be completed?
As soon as possible, preferably before the end of the shift.

Key Takeaway

A security guard incident report is not paperwork for management—it is a legal protection tool. Well-written reports protect the guard, the company, and the client. Poor or missing reports create liability.