When writing an incident report, make it conversational and be careful with the language used. Although using police or specific terms might seem like the most professional thing to do, it can actually make the report hard to understand. Keep in mind that your report might be read by people that may not be familiar with such terms. Use proper grammar and vocabulary, and describe the incident with enough information and details. The easier it is to understand, the better.
Avoid fuzzy words, and when in doubt, use common words:
• Indicated → said, pointed, drew
• Contacted → phoned, talked to, e‐mailed
• Responded → drove, went, ran
• Observed → saw
• Detected → smelled, heard, saw
• Exited → left, got out of
Evans, Casey. “Security Guard Tips: Incident Report Writing 101” on silvertracsoftware.com, 2021.
“Report Writing” on guardtexas.net, 2015
Photo by Skitterphoto from Pexels