Free security incident report template
A printable incident report for security officers that captures the facts insurers, police and clients ask for. Print it, or save it as a PDF.
How do you write a security incident report?
Write a security incident report as soon as possible, in the first person and in time order. Record what happened, when and where, who was involved and who saw it, injuries and damage, whether police attended (with their reference number), the actions you took and the follow-up needed. Stick to facts you saw or heard, then sign and date it.
Section by section
When and where
The date and time the incident happened and when it was reported, the site and the exact location.
What happened
A factual account in time order: what you saw, heard and did. Who, what, when, where and how.
People involved and witnesses
Names, roles and contact details, with physical descriptions where names are unknown.
Injuries and damage
Who was hurt, first aid given, and any property damaged or missing.
Police and emergency services
Whether they were called, when they arrived, officer names or numbers and their reference number.
Evidence and follow-up
Photos, CCTV and items retained, the actions taken and what still needs to happen.
Incident report template
Use your browser's print dialog to print it or save it as a PDF; only the template is printed.
Report details
Type of incident
☐ Theft ☐ Trespass ☐ Damage / vandalism ☐ Injury / medical ☐ Fire / alarm ☐ Disturbance ☐ Other: __________
What happened (who, what, when, where, how)
People involved
| Name | Role (staff, visitor, suspect…) | Contact / description |
|---|---|---|
Witnesses
| Name | Contact details | Statement taken? (Y/N) |
|---|---|---|
Injuries and first aid
Police / emergency services
Property damage or loss
Evidence
☐ Photos ☐ CCTV ☐ Items retained Details: __________
Action taken and follow-up required
Sign-off
Free template from ForceVera · forcevera.com/templates
Writing reports clients and courts trust
- Write the report as soon as it is safe to, while details are fresh.
- Use plain facts and the first person: "I saw…", "I asked…". Avoid opinions and guesses.
- Describe people you cannot name: height, build, clothing, direction of travel.
- Note exact times, and the time the report was written.
- Keep photos and CCTV references with the report and give them to police if asked.
Skip the paper: reports that write themselves
In ForceVera, officers report from their phone with photos, clock-ins and patrol scans are recorded automatically, and each client gets a daily report in your branding. See incident & daily reports in ForceVera.
Questions, answered
What are the 5 W's of an incident report?
Who was involved, what happened, when it happened, where it happened and why or how it happened. A good security incident report answers all five, plus what action was taken.
When should a security officer write an incident report?
As soon as possible after the incident, once the scene is safe and any emergency has been handled, so details are accurate.
Who gets a copy of the incident report?
Usually the security company's supervisor or manager and the client; police and insurers may request it.
Can incident reports include photos?
Yes, and they should where possible. In ForceVera, officers attach photos to incident reports from the guard app, and supervisors see new incidents immediately.
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