Every organization, security agency, security manager, or officer prioritizes the safety and security of premises and tries to manage security incidents and threats efficiently. For that, proper documentation of any incident threatening security is the key, and one of its components is the security incident report.
A security incident report is a written document that describes any untoward incident during a guard’s shift. The incident could be any disturbance, damage, or strange activity. The content of these reports is focused on what happened, who did it, and when it happened, and is essential when it comes to maintaining safety and security, accountability, and professionalism in any organization where security is involved.
Here are some common types of security breaches or threats that a security officer/guard should immediately report:
- Unauthorized access attempts such as tailgating, piggybacking, forced entries, etc.
- Theft and burglary, or property damage
- Accidents, violence, harassment, or threats at the workplace
- Suspicious people wandering around the premises
The reported security incidents are reviewed and analyzed by security supervisors, managers, or organization administrators to get a full picture of what happened exactly to decide how they can tighten up the premises security. Any organization that operates in public spaces or is situated in high-risk areas or needs legal protection can use these report forms to document every incident with key details. Here’s how these reports are helpful:
- To authenticate the official record of what actually occurred
- To support legal investigations or insurance claims
- To ensure all legal and regulatory requirements for security protocols are met
Although the legal requirements for incident report forms vary from state to state and the type of security incident, such as injury, security, data breach, environmental hazard, or others, having an up-to-date security incident report helps with compliance with safety and security regulations.
Security Incident Report Template—Foolproof Documentation Made Easy
WordLayouts’ security incident report template is designed for businesses, organizations, or security agencies to record basic details of incidents, their descriptions, involved parties, any witnesses, evidence, and necessary actions. This template is a reliable resource when it comes to documenting security breaches and untoward incidents at any premises. It helps effectively capture the who, what, when, where, and how of any situation. With clearly marked sections for all data, it is not only easy to fill out but also perfectly straightforward for your supervisors and employers to follow up on the incident.
Let’s walk through every section of this template in detail and find out how you can use it in real-life situations:
Incident details
The top right corner of this report template offers fields to record two crucial details, i.e., the report number and date for report tracking and filing. Then there’s a section for recording the incident details, including:
- The details, such as the date, time of the incident, and location.
- Check box options to highlight the type of security threat, including injury, suspicious activity, vandalism, theft, threat, assault, or any other (can be mentioned separately)
- An ample space to describe the incident with a detailed insight into what actually happened, along with the other details.
General details
After the basic details of the incident, the second section captures general details, including basic information identifying where the incident occurred and who reported it.
Here are the details of each field:
- Building name and building number to identify the exact location of the incident (for those organizations having multiple sites or complexes)
- “Incident reported by” space to include information of a person (name) who witnessed it and reported it. It may be the security guard himself.
- The section also confirms if the security guards were on duty through Yes/No checkboxes when the incident happened.
- It also has a field to record guard details along with the name and shift. Here, two options can be added.
All these details about the specific location, the security guards responsible, and the time frame not only support an in-depth investigation of the incident but also help the security team be aware in the future.
Involved person details
Here comes the section where information about all the individuals involved (directly or indirectly) in the incident is recorded. It highlights the people, whether they are victims, witnesses, suspects, or others. One can mention their name, contact number, address, and their statement about the incident.
There are two options to include in this section; however, as this template is fully editable, more options can be added.
Here’s how you can add a statement for the victim and the witness:
Scenario:
There’s an incident of a security breach at a corporate office on the night shift, when a suspicious man tried to enter through a back door (supposed to be locked).
Victim (Office Employee)
At around 11 p.m., while I was enjoying my coffee in the back room, I noticed that someone was trying to open the back door. I immediately called the front desk security guard.
Witness (Security Guard)
I was informed by Mrs. David that someone is trying to open the back door. I immediately checked the CCTV and found an unidentified man near the door. I and my fellow security officer and I approached the back area; however, the individual left before our arrival. We immediately reported the incident to the manager.
In case the suspect is caught, here’s an example of the statement:
Suspect
I was here for an interview and was looking for the entrance door; however, I ended up in the back and thought it was the office entrance. I was mistakenly opening the wrong door.
Actions taken
This part of the template highlights all the actions taken by the security management to handle the incident. It is a crucial record documenting the measures and actions taken by those responsible for the premises’ security.
The information that must be provided here includes Yes/No checkboxes for:
- The police were informed
- Evidence was collected
- The premises were evacuated
If there were more actions taken by the supervisor or manager other than those, they can be mentioned as well. Also, a summary of all the actions taken should be reported objectively and precisely. It highlights who took the action, what steps were taken, and what the outcome was.
Here’s how an action summary would look for the scenario:
A man was trying to get in through the back door (which was supposed to be locked). I checked the CCTV footage, and my fellow officer and I rushed to the back area. However, he ran off. I immediately informed my manager and the police. The team reviewed the camera footage and made sure the lock was secure.
Supporting Documents Attached (photographs, etc.)
Here, the security officer confirms the availability of any evidence or supporting material related to the incident and whether it is attached to the report through Yes/No checkboxes.
Supporting documents are helpful for verifying what actually happened and are proof to support an investigation or recordkeeping.
Here are a few examples of documents to be attached:
- Photos related to the incident, e.g., a broken lock, damaged door handle, or a glimpse of the suspect.
- CCTV footage details (like camera location, time frame, etc.) or screenshots showing details of the incident.
- Written statements of the witness from outsiders.
- Any physical evidence, like label tags, weapons, etc.
Preventive Measures and Narrative Summary
In this field, the security officer or manager recommends or records preventive measures to avoid such incidents in the future. It’s a practical way to highlight corrective steps from a security point of view, based on what lessons were learned from the event. For example, if an intruder tried to enter through a back door, there could be recommendations for:
- Installing additional lights
- Changing the door locks
- Posting a security guard in the back area during late-night hours
Narrative Summary
The narrative summary is a brief explanation of the incident, who was involved, how it was handled, and what actions were taken. It helps the investigators capture the context of the incident quickly, as it pictures the incident thoroughly without complex information. Here’s an example of how a security office can summarize if an intruder tried to enter the premises from the back door:
Mrs. David (an employee) informed me around 11 p.m. that she had noticed a suspicious man attempting to enter through a locked back door. I immediately checked the footage and rushed to the backside with my fellow officer. However, the individual fled. I immediately reported it to my manager and informed the police. Mrs. David provided her brief statement. I checked CCTV footage and took screenshots to save as evidence. There was no harm to the door lock, confirmed by the security team.
At the end of the security incident report template, the fields for recording the details of who has submitted the report, who has received it, and the head of security are provided, along with the date and their signatures. It authenticates all information provided in the form, ensures accountability, and helps with proper recordkeeping.
How Can You Customize This Incident Report Template?
The security guard incident report template is designed while keeping flexibility in mind and is available in various formats, including MS Word, Google Docs, and ODT, so you can customize it to meet your organization’s needs.
You can modify sections and fields easily. For instance, you can rename “Involved Persons Details” to “Witness Details” or add checkboxes for Accident or Property Damage. Formatting can also be adjusted by changing fonts, colors, or spacing. Additionally, you can extend sections with tables or numbered lists and include a declaration confirming the accuracy of the reported information and acknowledging legal accountability for false claims.
To Sum Up
The WordLayouts’ comprehensive security incident report template is free to download and fully editable, helping security agencies and teams to maintain documentation and report incidents to give organization administrators and clients a clear, accurate picture of what has happened. As it is available in multiple formats, it is easy to use and ensures that you run your security operations smoothly and professionally.
