29/07/2026
GITGD SECURITY ACADEMY
SECURITY AWARENESS TRAINING SERIES 2
LESSON 012
Training Code: GITGD-S2-012
REPORT WRITING & INCIDENT DOCUMENTATION
Theme:
"If it isn't documented, it didn't happen."
Facilitator:
CDT. AMB. Olamilekan Ajewole (LEKKY) Founder & Director of Training GITGD Security Academy
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Introduction
Every day, security officers observe activities, respond to incidents, interact with visitors, and protect lives and property. However, these responsibilities are incomplete without proper documentation.
A professional security officer must not only act correctly but also document events accurately. A well-written report provides a clear record of what happened, supports decision-making, assists investigations, and may be used as evidence in disciplinary or legal proceedings.
Good report writing is therefore an essential skill for every security professional.
> "A professional security officer protects with action and preserves the truth through accurate documentation."
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Learning Objectives
At the end of this lesson, participants should be able to:
1. Define report writing and incident documentation.
2. Explain the importance of security reports.
3. Identify the different types of security reports.
4. Understand the qualities of a good report.
5. Write clear, accurate, and professional incident reports.
6. Avoid common mistakes in report writing.
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1. What is Report Writing?
Report writing is the process of preparing a clear, factual, and organized written account of an event, observation, activity, or incident that occurred during the course of duty.
A report should contain only facts—not opinions, assumptions, or emotions.
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2. What is Incident Documentation?
Incident documentation is the systematic recording of any unusual event, accident, emergency, crime, security breach, or observation that occurs within an area of responsibility.
Proper documentation ensures that important information is preserved for future reference and investigation.
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3. Importance of Security Reports
Security reports help to:
Provide an official record of events.
Assist investigations.
Support management decisions.
Serve as legal evidence when required.
Improve accountability.
Identify security weaknesses.
Promote professionalism.
Improve communication between shifts.
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4. Types of Security Reports
A. Daily Occurrence Report (DOR)
Records routine activities carried out during a shift.
B. Incident Report
Records accidents, theft, fights, fire outbreaks, injuries, or other unusual occurrences.
C. Patrol Report
Documents patrol observations and inspections.
D. Visitor Report
Records visitor activities and movements.
E. Maintenance Report
Reports damaged equipment, faulty locks, broken lights, or security defects.
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5. Qualities of a Good Security Report
A professional report should be:
Accurate
Clear
Objective
Concise
Complete
Neat
Timely
Truthful
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6. Basic Questions Every Report Must Answer
A good report should answer:
Who was involved?
What happened?
When did it happen?
Where did it happen?
Why did it happen? (If known)
How did it happen?
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7. Tips for Writing Professional Reports
Write immediately after the incident.
Use simple and professional language.
Record facts only.
Avoid abbreviations unless approved.
Check spelling and grammar.
Record the exact time and date.
Sign every report.
Never alter or falsify information.
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8. Common Mistakes to Avoid
❌ Guessing or making assumptions.
❌ Including personal opinions.
❌ Using disrespectful language.
❌ Omitting important details.
❌ Submitting reports late.
❌ Altering or falsifying records.
❌ Writing illegibly.
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Sample Incident Report
Date: 29 July 2026
Time: 10:15 AM
Location: Main Gate
Incident: Unauthorized Entry Attempt
Report:
> At approximately 10:15 AM, a male visitor attempted to enter the premises without presenting valid identification or evidence of an appointment. He claimed to know a member of management but could not verify his identity. Access was politely denied in accordance with access control procedures, and the incident was reported to the Security Supervisor. The individual left the premises without further incident.
Reported by: Security Officer ___________________
Signature ___________________
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Key Principle
> "A report should tell the truth, the whole truth, and nothing but the truth."
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Class Activity
Scenario
While on patrol, you discover that a rear exit door has been left unlocked after business hours. There are no signs of forced entry, and no unauthorized person is found nearby.
Question: Write a brief incident report describing what you observed, the actions you took, and who you informed.
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Review Questions
1. What is report writing?
2. What is incident documentation?
3. Why are security reports important?
4. Mention five qualities of a good report.
5. List five types of security reports.
6. What six basic questions should every report answer?
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Conclusion
Professional security depends not only on effective action but also on accurate documentation. Every report becomes part of an organization's security history and may influence future decisions, investigations, and legal proceedings.
As a security professional, remember that your report reflects your integrity, attention to detail, and commitment to excellence.
> "A well-written report protects both the organization and the officer who wrote it."
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GITGD SECURITY ACADEMY 🛡️
EDUCATE. PREVENT. PROTECT.
SECURITY IS BEYOND UNIFORM.
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