HOW TO

REPORTS INCLUDE:

D A I L Y A C T I V I T Y R E P O R T S

T R U C K & V I S I T O R L O G S

P A R K I N G V I O L A T I O N S

P A S S O N L O G S

I N C I D E N T R E P O R T S

M A I N T E N A N C E R E Q U E S T S

E Q U I P M E N T L O G S

O T H E R R E P O R T S

S o m e w o u l d a r g u e t h a t t h e m o s t

i m p o r t a n t o f t h e s e r e p o r t s i s t h e

o f f i c e r ’ s d a i l y a c t i v i t y r e p o r t ( D A R ) .

T h e D A R i s t h e m o s t c o m m o n o f

a l l s e c u r i t y g u a r d r e p o r t s

b e c a u s e o n e i s c o m p l e t e d b y

e v e r y o f f i c e r , e v e r y s h i f t .

S E C U R I T Y O F F I C E R S

A C T A S T H E E Y E S

A N D E A R S O F T H E

C U S T O M E R .

IT IS CRITICAL THAT YOUR OFFICERS

PROVIDE YOUR CUSTOMERS WITH

RELEVANT AND VALUABLE

INFORMATION.

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Every report should bebranded with yourcompany name and logo. Branding helps yourcustomers associateyour organization withhigh quality products.

Building your brand helpsbuild incredible value foryour organization.

BRANDING IS

IMPORTANT

When your officers submityour reports every report:

MAKE SURE REPORTS

ARE TIME STAMPEDThis is critical in maintainingthe evidentiary value ofreports if used in court.

Should be time stamped

Contains the location that thereport pertains to

Records the officer whosubmitted the report

At the start of the officer’sshift there are many detailsthat the officer should berecording.

INCLUDE SHIFT

START NOTES

1) The shift that the officer is working

2) Any special instructions that theofficer receives from the client, or asupervisor

3) An inventory of the items that theofficer receives and the condition ofthose items

When your officers write a

daily activity report they

should make it easy for the

reader to quickly find the

information that they are

looking for. MAKE INFORMATION

EASY TO FIND

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http://officerreports.com/

Every observation should be

accompanied by the time that

the officer is making that

observation.

If you are using DAR software,

this time stamp will help

demonstrate to your customers

that your officers are active

throughout their shift.

In addition, if the DAR has legal

significance an accurate

detailing of activities will be

important.

SHOW CONSISTENT

ACTIVITY

Keep in mind that the phrase

“Made rounds all secure”

is unacceptable and demonstrates

a lack of effort on the part of the

security officer.

BE DESCRIPTIVE:

WHO, WHAT, WHEN,

AND WHERE

How long it took to complete a patrol

People that the officer sees or talks to

What the officer has observed

Things that the officer hears

An officer’s observations

should be concise, descriptive,

and factual.

Additionally, unless the officer

knows something as a fact they

should always refrain from

stating their opinions or making

speculations.

The report should contain

NOTHING but the facts.

THE K.I.S.S.

(KEEP IT SIMPLE STUPID)PRINCIPLE

Unless instructed

otherwise, security officers

should refrain from using

10 codes, unfamiliar

abbreviations, or any

terminology that would

make the report hard to

understand by a civilian

reader. See #7…

USE COMMON

LANGUAGE

The officer should also:INCLUDE IMAGES

"A PICTURE IS WORTH

A THOUSAND WORDS"

If your officers are using

reporting software be sure

that they include photos

and images as applicable.

Reference the images in the report

Include a timestamp

Indication of who took the image

Information that comes to

the officer or the customer

after the report is

submitted should be

accurately time stamped

and logged.FOLLOW UP

If you are using paper reports

consider using the back of your

reports for this information.

W h e t h e r y o u r o r g a n i z a t i o n h a s

i m p l e m e n t e d d i g i t a l r e p o r t i n g o r i s

s t i l l u s i n g h a n d w r i t t e n r e p o r t s ,

i f y o u r o f f i c e r s u n d e r s t a n d h o w t o

w r i t e a d a i l y a c t i v i t y r e p o r t y o u r

r e p o r t s w i l l b e p r o f e s s i o n a l .

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