How to Write Security Incident Reports That Actually Get Read
Most incident reports are either too brief or too verbose. This guide covers the structure, details, and writing style that makes reports useful for clients and legal proceedings.
A well-written incident report protects your client, your company, and potentially the officers involved. A poorly written one creates problems. Here's how to get it right.
Good incident reports cover Who, What, When, and Where. Write in first person, use clear language, distinguish observations from assumptions, and document promptly. Include photos and avoid both too brief and too verbose entries.
Why Reports Matter
- Legal proceedings: Reports become evidence
- Insurance claims: Details affect coverage decisions
- Client communication: Reports demonstrate value
- Pattern recognition: Historical data reveals trends
The Essential Elements
Who
- Names of all involved parties (when known)
- Descriptions of unidentified individuals
- Witnesses and their contact information
- Responding officers and agencies
What
- What happened, in chronological order
- What actions were taken
- What was said (direct quotes when possible)
- What was observed
When
- Date and time the incident started
- Time of each significant event
- Time the incident was resolved
- When report was written
Where
- Specific location within the property
- Direction of travel (if applicable)
- Fixed reference points
Writing Style
Do
- Write in first person ("I observed...")
- Use plain, clear language
- Be specific about observations vs. assumptions
- Include relevant details
- Use chronological order
Don't
- Include opinions or conclusions unless clearly labeled
- Use vague language ("around," "approximately")
- Leave out unfavorable details
- Add information you didn't personally observe
Photos and Evidence
- Take photos before anything is moved
- Include wide shots for context and close-ups for detail
- Document damage, injuries, and positions
- Note what couldn't be photographed and why
Common Mistakes: Too brief ("Responded to alarm. Nothing found."), too verbose (burying important facts), delayed writing (memory fades), and missing follow-up (initial report without resolution).
Key Takeaways
- Reports become legal evidence—accuracy protects everyone
- Cover Who, What, When, Where in chronological order
- Write in first person and distinguish observation from assumption
- Document promptly with photos before anything is moved
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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