Free tool
Security incident report template
Use this security incident report template when an officer needs a clean record of what happened on a post. Fill in the facts, download a PDF, or print a blank form. The file is built in your browser. We do not upload it and we do not store it.
Written by the Strong Securing America operations team. Last updated: November 2026.
This is a planning aid. It is not a quote, a formal security assessment, or legal advice. Results depend on the site, the duties, and the contract. Confirm licensing questions with the Texas Department of Public Safety Private Security Program. Texas DPS Private Security Program.
How to use this security incident report template
Write the time the way a supervisor can find it later: date, clock time, and whether you mean when it started or when you arrived. Name the location so a person who has never seen the site can picture the door, the lot, or the floor. The coaching line under each long field is there on purpose. State what you saw and what you did. Leave opinions in your head.
Download the completed PDF when the fields are filled, or download the blank template if you want paper on the post. Either file is created on this device. Closing the tab clears the form. If you need us to see it, send it yourself. The optional review box on this page is for a planning question, not for storing the report.
How to write a report someone else can use
A useful report answers five things without a phone call: when, where, who was there, what you saw, and what you did next. Names beat "a guy." "Left the lobby at 9:14 p.m. and walked to the south stair" beats "subject fled." If you did not see it, say who told you. If police or EMS came, write the case number in the field that exists for it, not in the middle of the story.
Write it before the shift ends. Memory gets polite and vague after a drive home. If you correct a line later, add a note with the time of the correction. Do not quietly replace a sentence and hope nobody notices the change.
A fictional sample
This sample is made up. It is not a client, not a case, and not a record from our posts. At 18:40 on a Tuesday, Officer Rivera was at the loading dock of a sample warehouse. A driver who was not on the vendor list tried to enter with a bill of lading for a different address. Rivera refused entry, called the site manager, and stayed with the driver until the manager arrived at 18:52. No one was hurt. No property was damaged. Police were not called. Follow-up: manager will update the vendor list before the Thursday delivery.
Notice what is missing on purpose. Rivera does not call the driver suspicious. Rivera does not guess why the address was wrong. The times are specific. The action is something another officer could repeat.
Six mistakes that ruin a report
- Opinions written as facts. "He was drunk" is a conclusion. "He smelled of alcohol, slurred two sentences, and leaned on the desk" is what you observed.
- Missing times. "Later" is not a time. Write when it started, when you arrived, and when it ended.
- Vague descriptions. "By the building" is not a location. Name the door, the aisle, or the row in the lot.
- Late reports. A report written the next afternoon from memory will drop the detail a client or an investigator asks for.
- Edits without a note. If you change a name or a time, say so at the bottom with the clock time of the edit.
- Leaving out who was notified. If you called police, EMS, or the client, the report is incomplete until that call and any case number are in it.
Officers who want the habit, not just the form, can read how we talk about the job on the training page. Property managers who need the duties written down before an incident should build post orders for that site.
Questions we hear
What does a security guard incident report example look like?
The fictional sample above is the shape: time, place, names, what was seen, what was done, and who was told. Copy the shape, not the story. Your report should describe your post.
How do I write an incident report without getting in trouble?
Stick to what you saw and did. Do not diagnose, do not insult, and do not skip the notification. If you are unsure whether to call police, follow the post orders and then write what you decided.
Is this incident report form stored on your server?
No. The PDF is made in your browser. We do not receive the narrative unless you download it and send it to us yourself.
Can I print a blank form for the clipboard?
Yes. Use the blank template button. It has the same headings with empty lines so an officer can write on paper and type it later if the site wants a file.
What if someone was hurt?
Get medical help first. Then write the injuries as observed, the time EMS was called, and the case or incident number if you were given one. Do not guess a diagnosis.
Should every argument become a report?
If you took an action, called someone, or a person was refused entry, write it. A short true report is easier to defend than a memory. Ask your supervisor which minor notes belong in the daily log instead.