Daily Activity Report Template: Professional Documentation for Security Teams
A structured template for daily security reports that captures all essential information—incidents, observations, maintenance issues, and patrol completion.
Daily Activity Reports (DARs) are the official record of what happened on your shift. They protect the organization legally, demonstrate value to clients, and provide continuity between shifts. A well-written DAR takes minutes but provides lasting value.
Professional DARs follow a consistent structure: shift details, patrol summaries, incident logs, maintenance observations, and shift-end status. Use specific times, locations, and objective language. If it's not documented, it didn't happen.
Purpose of the Daily Activity Report
- Legal protection: Creates contemporaneous record of events
- Client accountability: Demonstrates services rendered
- Operational continuity: Informs next shift of current status
- Pattern identification: Helps identify recurring issues
- Training resource: Documents how situations were handled
Report Structure
1. Header Information
- Date: Full date (December 28, 2025)
- Shift: Start and end times
- Officer: Full name and badge/ID number
- Post/Site: Location name and address
- Weather: Conditions that may affect operations
- Relieving: Name of officer you relieved
2. Shift Start Status
Document conditions at shift start:
- Time arrived and handoff completed
- Equipment received and verified
- Any ongoing situations from previous shift
- Initial patrol observations
3. Patrol Log
Each patrol entry should include:
| Field | Example |
|---|---|
| Time | 0230 |
| Patrol Type | Interior round / Exterior perimeter |
| Areas Covered | Floors 1-5, parking garage levels P1-P3 |
| Observations | All secure, or specific findings |
| Checkpoints | All 12 checkpoints scanned successfully |
4. Incident Log
For each incident, document:
- Time: When incident occurred/discovered
- Location: Specific location within the property
- Description: What happened (objective facts)
- Persons involved: Names, descriptions, contact info if obtained
- Action taken: What you did in response
- Notifications: Who was notified (supervisor, police, client)
- Outcome: How the situation was resolved
- Follow-up needed: Any pending actions for next shift
5. Maintenance & Safety Observations
Log any facility issues discovered:
- Burned out lights (location specific)
- Water leaks or plumbing issues
- Damaged property or equipment
- Safety hazards (wet floors, blocked exits)
- HVAC issues
- Parking lot conditions
6. Access Control Log
Document after-hours access:
- Time of entry/exit
- Person's name and company
- Purpose of visit
- Badge/ID number if applicable
- Areas accessed
- Escort provided (if required)
7. Shift End Status
- Final patrol observations
- Equipment status
- Pending issues for next shift
- Name of relieving officer
- Time handoff completed
Writing Standards
Be Specific
Poor: "Checked the building. Everything looked fine."
Good: "0230 - Completed interior patrol floors 1-5. All office doors secured, no unauthorized persons observed, all checkpoint scans completed. Noted flickering light fixture in 3rd floor south corridor—reported to maintenance queue."
Be Objective
Poor: "Suspicious-looking man was hanging around the loading dock acting weird."
Good: "White male, approximately 5'10", wearing dark hoodie and jeans, observed at loading dock for 15+ minutes. Subject was looking into vehicles and checking door handles. Upon my approach, subject walked away eastbound on Main St."
Use 24-Hour Time
- 0000 = Midnight
- 1200 = Noon
- 1430 = 2:30 PM
- 2359 = 11:59 PM
Avoid
- Opinions or assumptions
- Vague terms ("some," "a few," "around")
- Slang or informal language
- Abbreviations that aren't universally understood
- Blank spaces (write "No incidents to report")
Sample Daily Activity Report
DAILY ACTIVITY REPORT
Date: December 28, 2025
Site: Riverside Office Complex, 123 Main Street
Shift: 2200-0600 (Night Shift)
Officer: J. Smith, Badge #1247
Weather: Clear, 45°F
Relieved: Officer R. Johnson at 2200
2200 - Arrived on site. Received handoff from Officer Johnson. All equipment accounted for: radio (functional), 12 keys on ring, patrol vehicle (3/4 tank). No ongoing incidents. Building secured, alarm system armed for all zones.
2230 - Completed initial exterior patrol. Parking lot lights all functional. 8 vehicles remaining in lot (normal for cleaning crew). Loading dock secured. All perimeter doors locked.
2315 - Interior patrol floors 1-5 completed. All offices locked. Cleaning crew (3 personnel) working on floor 2. Verified IDs against authorized list.
0045 - Received call from after-hours tenant. Mr. David Chen, Apt 412, reported noise complaint from Apt 414. Responded to floor 4. Knocked on 414, spoke with occupant who agreed to lower music volume. No further issues.
0130 - Exterior patrol completed. Discovered shopping cart abandoned near dumpster enclosure. Moved cart to maintenance area for proper disposal.
0215 - Interior patrol floors 1-5 completed. Cleaning crew departed at 0200 via loading dock (verified exit). All areas secure.
0300 - Observed vehicle (blue Honda Civic, plate ABC1234) parked in fire lane near main entrance. Ran plate through system—registered to building tenant. Left warning notice on windshield. Photographed violation.
0345 - Exterior and parking garage patrol completed. All levels clear. Stairwell A, P2 level: Light fixture burned out. Submitted maintenance request #4521.
0430 - Interior patrol completed. All secure.
0515 - Final patrol. Prepared for shift change. Disarmed alarm zones 1-3 for morning staff arrival per schedule.
0600 - Relieved by Officer M. Williams. Completed handoff briefing: informed of noise complaint (resolved), fire lane violation (documented), and stairwell light out (maintenance notified). All equipment transferred.
INCIDENTS: 1 (Noise complaint - resolved)
MAINTENANCE ITEMS: 1 (Stairwell light - ticket submitted)
VIOLATIONS: 1 (Fire lane parking - warning issued)
Signature: J. Smith
Date/Time Completed: 12/28/2025 at 0610
Digital vs. Paper Reports
Advantages of Digital DARs
- Automatic timestamps and GPS verification
- Instant transmission to supervisors/clients
- Searchable archive
- Photo/video attachment capability
- Reduces transcription errors
Digital Reporting Tips
- Enter information in real-time when possible
- Review for typos before submitting
- Attach relevant photos to specific log entries
- Use consistent terminology and categories
Key Takeaways
- Document in real-time—don't wait until end of shift
- Be specific: times, locations, names, actions
- Stay objective—facts only, no opinions
- If it's not documented, it didn't happen
- Review before submitting for accuracy
Written by
TeamMapTeam
TeamMap builds modern workforce management tools for security teams, helping companies track, communicate, and coordinate their field operations.
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