Free Security Incident Report Form.

What an incident report must include

• When and where: date, start and end time, and the exact location on the property.
• What kind of incident: theft, trespass, disturbance, medical, injury, fire or alarm, vehicle, hazard.
• Who was involved: names, roles (victim, witness, suspect, staff), contact details and physical descriptions.
• Vehicles: make, model, color, plate and state.
• The narrative: what happened, in the order it happened.
• Actions and notifications: what you did, and who you called (police case number, fire/EMS, client, supervisor) with times.
• Evidence: photos, video, damaged property.
• Signature: officer name, license number and signature, plus supervisor review.

How to write the narrative

Write in the first person and the past tense, in time order. Say exactly what you saw and heard, and what you did. Quote what people said when it matters. Leave out opinions, guesses and blame — a good report reads the same to the client, the insurer and a judge.

Sample: “At 02:14 I was on foot patrol at the north loading dock when I saw an adult male, about 6 ft, thin build, black hoodie and gray jeans, pulling on the handle of door D3. I identified myself and asked him to leave the property. He said ‘I’m just looking for my friend’ and walked east toward Riverside Dr. At 02:16 I checked D3; it was secure with no damage. At 02:18 I notified the site manager by phone. No police were called.”

Common mistakes

• Waiting until the end of the week to write it.
• Using words like “suspicious” or “aggressive” without saying what the person actually did.
• Leaving out times, or the names of people you notified.
• Erasing or whiting out. Cross out with one line and initial it.