Lesson 5 of 7 · 3 min read
Writing a clear report
If it isn't written down, it didn't happen. A good report is factual, complete and written promptly.
Why reports matter
Reports are used by your supervisor, the client, insurance companies, the police and sometimes the courts, often months later. A clear report protects you and helps everyone understand what happened.
Two common kinds
- Daily activity report: a log of your shift, such as patrols, checks, visitors and anything notable, with times.
- Incident report: a full account of one event, such as an injury, theft, damage, disturbance, trespass or emergency.
Cover the basics
Answer who, what, when, where and how. Leave out why unless someone told you directly; then quote them.
- When and where: date, exact times, exact location.
- Who: names if known, descriptions if not, and witnesses with contact details.
- What and how: what you saw and heard, in order, and what you did.
- Who you notified: supervisor, client, police (with any report or case number).
Write it well
- Facts, not opinions. "He shouted and pushed the door hard enough to crack the glass," not "He was out of control."
- Exact words in quotes when someone says something important.
- First person, past tense, plain words. "I saw," "I called."
- Write it soon, before the end of your shift.
- Don't change it later without following your company's process for corrections.
Before and after
| Weak | Clear |
|---|---|
| "Suspicious guy hanging around, told him to leave." | "At 2:15 PM I saw a man (white T-shirt, black jeans, red backpack) standing at the loading dock door for about 10 minutes. I asked if I could help him. He said, 'I'm waiting for my friend,' and left on foot toward Main Street at 2:20 PM." |
Key points
- Reports may be read months later by supervisors, clients, insurers, police or courts.
- Answer who, what, when, where and how. Quote people; don't guess at why.
- Facts, not opinions, in first person and past tense.
- Write it before your shift ends, and don't change it outside your company's process.
Picture it
An office lobby. A visitor slips on a wet floor near the entrance at 9:05 AM, says her wrist hurts, and declines an ambulance.
Your report should give the time, the exact spot, the weather and floor condition, whether a wet-floor sign was out, what she said in her words, who saw it, who you notified and what she decided. Photos, if your company allows them, help too.
Resources
- FEMA IS-906: Workplace Security Awareness
A free online federal course on workplace security. FEMA issues its own certificate when you pass the final exam.