PROPER REPORT WRITING
Writing the report is one of the key components of the security guard’s job. In addition to diligently performing your patrols, noting everything in you notebook and dealing with the clients, general public and sometimes vagrants and other criminal element during your shift - you get to write it all down! It is a crucial part of your shift as the report will end up in the hands of the account manager and eventually the client. Your report is your way of explaining what happened on the site at a given time, what you noticed and also why you chose a certain course of action when you had to deal with an issue on the site.
· If you did not write it in the report it did not happen – If you forgot, or chose not to put some information in the report the client will not know about it. You are the client’s eyes and ears on the property and you do not want to leave him blind.
· Always err on the side of caution – Even if you know for a fact that the client knows about some issue always refer to it in your report. You found the same graffiti on the wall for the umpteenth time? Mention it in your report for the umpteenth time then.
· Be factual in your report writing – Do not go into speculation in your reports. While you should occasionally explain your course of action in the report (you heard a noise from one side of the building and went to investigate, etc…) you should not make the report your personal diary.
· Note your every step – If you did find a problem on the site make sure to write down exactly what you did, who you contacted and your reasoning behind those actions. The best way to deal with problems on the site is to consult the post orders and to contact the Control. Do so and write down that you did so.
· Always close the loop – When you find something out of order on the site note what happened in your report from start to finish. Remember, the client is going to read this report the next day and he will not know what happened with that leaky pipe or the vagrant that you had to deal with if you do not write it down. He will not know that you spoke with the emergency repair or your supervisor unless he can read it in the report. You are writing a report, not a mystery novel, so do not end it in a cliffhanger.
· Be punctual in your reports – Always write down the exact time when something occurred. Supervisor visiting the site? Write down when he came on the site and when he left. You spoke with the client? Note what she said and what you spoke about and when the conversation occurred. When was the police on site? When did the police leave? What time did the maintenance show up? All of it should be answered in your report.
Writing reports can seem like a necessary hassle to some but it is actually a great tool that you can and should use for your benefit. We are security guards and we have a set of duties and responsibilities when we step on the property in our uniforms. Those responsibilities are numerous, but are finite. If you find yourself in a situation that requires a locksmith or maintenance personnel, you should help but only if it doesn’t interfere with your guard duties. For example, a leaky pipe that you found on your patrol will require a call to maintenance but no one is expecting of you to go and fix it yourself. As long as you notified the proper personnel about the problem - your job is done. Your report will protect you from any accusations if the damage spreads – you notified maintenance, tried to shut off the valve (for example), noted all the times… it is not your fault that the damage spread because the repair crew got to the site late.
YOUR REPORT IS THERE TO PROTECT YOU