Security guards deal with all kinds of situations — some routine and some serious. Writing a clear, factual incident report helps protect your company, keep clients informed, and support follow-up action when needed. 

In this guide, we’ll walk through security incident report examples, show you what to include, and share practical tips for writing reports that actually help your team.

In this article, we’ll cover: 

• What an incident report is and why it matters
• Common pain points 
• Key components of an incident report
• Examples of security incident reports
• How to improve your security guard incident reports

Let’s start by taking a look at what a security incident report is.

What is a security incident report?

A security incident report is a written account of something unusual, unsafe, or against policy that a guard sees or responds to while on duty. It documents what happened, when and where it occurred, who was involved, and how the situation was handled.

It’s not a place for opinions, guesses, or dramatic storytelling. A security officer’s report should stick to facts that can be verified or backed up. There are different kinds of incident reports for security guards, but they all serve the same core purpose — giving supervisors and clients a clear, accurate picture of what went down.

Why clear incident reports matter more than ever

A solid report protects your company, your officers, and your clients. Here’s why it matters:

• Legal documentation: A clear report can help defend your team in case of lawsuits or liability claims.
  
• Supervisor handoff: When shifts change, a report tells the next officer exactly what went down.
  
• Client communication: Reports show your client what they’re paying for and how your team handled the situation.
  
• Operational follow-up: A good report helps managers spot patterns, fix weak spots, and prevent repeat issues.

It’s a big deal when reports are missing or delayed, because teams lose visibility fast. That’s why many companies now use tools like Belfry. With Belfry, guards can log reports right from their phones, even mid-shift, so nothing important gets forgotten.

What are some common security reporting pain points? 

Even experienced officers run into the same reporting problems over and over. Here are the most common ones:

• Filed too late: Reports written at the end of a shift (or later) often miss important details.
  
• Inconsistent formats: If every guard writes reports their own way, it slows down reviews and increases the chances of missing key info.
  
• Handwritten notes: Paper reports get lost, damaged, or end up being unreadable, especially during busy shifts.
  
• Delayed submissions: If reports don’t get logged right away, it can throw off compliance checks and slow down insurance claims or client updates.
  
• Missed details: Officers may forget to note things like EMS involvement, police case numbers, or who witnessed the event.

Guard companies are leaning on digital tools to clean this up. Platforms like Belfry help teams write faster, stay consistent, and submit reports while everything’s still fresh.

How does Belfry make incident reporting easier?

Belfry takes all the usual headaches out of incident reporting by giving guards the tools they need to file accurate reports right when things happen. It’s designed to save time, cut down on errors, and give supervisors more visibility.

Here’s what makes it work:

• Mobile-first templates: Guards can report straight from their phones during or right after an incident. No waiting until shift end, so no memory gaps. This helps catch critical details while they’re still fresh.
  
• Live syncing with supervisor dashboards: As soon as a report is submitted, it appears on the supervisor’s dashboard in real time. That means no more chasing reports or waiting until the next day to figure out what happened.
  
• Offline save with auto-upload: If a guard’s working in an area without signal, like a basement or remote site, Belfry stores the report locally and uploads it automatically once they’re back online. That means guards can write and submit their reports even when they have no connection, leaving no excuse for forgetting.
  
• Custom templates by client, post, or job type: You can set different report formats depending on what the site needs. That keeps guards from having to scroll through irrelevant fields and helps standardize reporting across teams.
  
• Optional EMS/police info fields: Guards can quickly note if first responders were contacted, what the case number was, or any follow-up actions taken. This makes the report more complete and easier for clients or managers to act on.
  
• Instant visibility for urgent reports: Serious incidents don’t get buried in email. They show up right away in Belfry’s Bell Tower dashboard, where supervisors and decision-makers can review them fast.

Key components of an incident report

A strong security report needs to be clear, factual, and complete. These are the core elements every guard should include:

• Date, time, and location: Be specific. Vague entries like “evening” or “back lot” don’t cut it. A better example would be, “Incident occurred on April 10, 2025, at 19:42 near the north entrance of Building B at 123 Commerce Blvd.”
  
• People involved: List names, roles, and contact details for anyone directly involved or who witnessed the incident. If someone refuses to share their name, describe them as accurately as possible. For example, “Male, approx. 6’2”, black hoodie, left scene before ID was confirmed.”
  
• Objective description of the incident: Stick to what happened, not what you think happened. Instead of writing “suspicious-looking man tried to break in,” say, “Officer Smith observed an unknown male attempting to enter through a restricted door. The male left the area after being asked to leave. No physical contact occurred.”
  
• Actions taken: Include every step your team took in response. For example, “Officer Smith contacted the site supervisor via radio and requested backup. The suspect left the area before backup arrived. The door was re-secured by the building engineer at 20:10.”
  
• Follow-up required: If there are any pending items or next steps, list them clearly. Something like, “Client to review CCTV footage from 19:30 to 20:15. Patrol frequency increased at the north entrance through Sunday” helps supervisors and clients stay in the loop.
  
• Sign-off or signature: Every report should end with the name of the reporting officer and the time the report was submitted. If it’s digital, the system will usually log this automatically, like “Report completed by Officer J. Smith at 20:25 via Belfry mobile app.”

Security incident report examples

Whether you're training new guards or refreshing your reporting standards, here are three full, real-world incident report examples your team can learn from:

1. Suspicious activity

This type of report is common during patrols and usually doesn’t involve direct confrontation, but it still needs to be documented carefully. Let’s look at the security report example:

• Situation: An unknown individual was seen loitering near a closed gate at night.
• Report excerpt: “At 22:15, I observed a male approximately 6’0” wearing dark clothing standing near the south gate of Lot C. The individual appeared to be looking through the fence. I approached and asked if he needed assistance. He said he was waiting for a friend, then left the property without incident.”

This report is clear, objective, and sticks to the facts. The officer didn’t assume the person was dangerous, just reported what happened.

2. Vandalism or property damage

One of the more common reports that guards may write is for vandalism and property damage. Here’s what a report might look like:

• Situation: Graffiti was found on the back wall of a retail store during a routine patrol.
• Report excerpt: “While conducting my patrol at 04:25, I found fresh graffiti on the rear exterior wall of the store. The paint was still wet. No one was in the area at the time. I took photos with my mobile device and reported the incident to the store manager. The damage was about 5 feet wide.”

This report includes specific details like time, location, size of damage, and follow-up steps. It also notes evidence collection, which is important for client reports and insurance.

3. Medical response or injury

Injury reports need to be extra clear since EMS, clients, and legal teams may review them. A report of this kind might look like:

• Situation: A contractor slipped on wet concrete near a construction site.
• Report excerpt: “At 13:10, I was called to the east entrance of the construction site where a contractor had slipped and fallen. He stated he had back pain but was conscious and responsive. I radioed the site supervisor and called EMS. Paramedics arrived at 13:22 and transported him to City General Hospital.”

The report clearly outlines what happened, who was contacted, and the timeline of response. This kind of detail is essential in medical-related incidents.

How to write better security reports

Strong reporting doesn’t have to be complicated. If you're wondering how to write a security incident report that’s clear, useful, and easy to review, these quick tips will help:

• Be objective, not emotional: Stick to what happened, not how you felt about it. Say “individual was yelling” instead of “individual was aggressive.”
  
• Avoid jargon or abbreviations: Write for someone who doesn’t work on-site. Instead of “PPO arrived,” say “Post supervisor arrived.”
  
• Use correct time formats: Stick to a 24-hour clock (e.g., 14:45 instead of 2:45 PM) to avoid confusion, especially during overnight shifts.
  
• Include names and job titles when possible: “Sarah Thomas, warehouse manager” is more helpful than just “Sarah.”
  
• Describe actions, not assumptions: Write what the person did, not what you think they meant. Say “individual stepped over the barrier” rather than “individual was trying to sneak in.”
  
• Submit reports promptly: Waiting until the end of a shift (or the next day) leads to missed details. Write and submit while the information is still fresh.

Frequently asked questions

How do I write a security incident report?

Start with the basics, such as the date, time, and location. Stick to the facts, describe actions (not assumptions), and submit the report as soon as possible. Use clear, simple language and include names, job titles, and any follow-up steps needed.

Can I use a template for different sites?

Yes, just make sure it’s flexible. A good template should let you add or remove fields depending on the site, job type, or client needs. For example, Belfry lets you create and assign custom templates by post or client, so each report fits the job.

What if a guard forgets to submit a report?

Delays happen, but it’s a problem if they become a pattern. Reporting software and tools like Belfry help by reminding guards mid-shift and letting them submit right from their phones, even if they’re offline.

What tools help improve report accuracy?

Mobile-friendly reporting tools, real-time syncing, and supervisor dashboards all help cut down on errors and missing info. Belfry covers all of these, plus offline saves and EMS/police fields to make reports more complete.

Are incident reports legally required?

Yes, especially if someone’s injured, property is damaged, or a claim is made. Even for minor issues, a clear record protects both the guard and the company.

How Belfry can help you standardize and speed up incident reports

If you’ve read through the security incident report examples above, one thing probably stands out — clear, consistent, and timely reporting makes a big difference. But getting reports like that isn’t just about better training. It’s also about giving your guards the right tools to do the job well.

Even experienced officers can miss a detail or delay a report after a long shift. Paper forms get lost, emails fall through the cracks, and most custom-built systems don’t match what field teams actually need. That’s where Belfry can help.

Belfry is an all-in-one security guard monitoring software that puts everything in one place, making it easier to manage your team.

Here’s how Belfry can streamline your security operations:

• Digital incident reporting: Goodbye pen and paper — guards can more easily keep you up-to-date by sending digital incident reports through the Belfry mobile app. They can even attach any evidence if needed. You can also create custom templates to make sure reports are exactly as you want them to be.
• Easy scheduling: Minimize scheduling conflicts and avoid unmanned shifts thanks to Belfry’s automated scheduling features that assign shifts based on site requirements, officer certifications, and training.
• Increased officer accountability: Belfry has GPS tracking and NFC-based guided tours to help you make sure your guards are adhering to their post orders. Geofencing alerts help alert you if a guard leaves their designated area.
• Track certifications: Prevent license compliance lapses by inputting your officers’ licenses and certifications. Belfry tracks renewal dates automatically and sends notifications when they’re coming up.
• Custom reporting: Need to create reports? Belfry allows you to design tailored reports, including incident documentation, patrol activities, and compliance status.
• Simplified payroll: Belfry automates time and attendance tracking to make payroll easier. It also tracks overtime, labor expenses, and timesheets to make financial reporting a breeze.

See how Belfry can help make it easier for your guards to submit accurate reports. Schedule a Free Demo Today.