Do security guards provide reports?

Two documents, two purposes

The daily activity report records the whole shift in timed entries: each round and the checkpoints it covered, each gate or door checked and its condition, each visitor, contractor or delivery admitted where the post controls access, each call and how it was resolved, each maintenance finding, and the handover to the next officer with both names. It reaches the client at the end of the shift, so an overnight post’s report is in the manager’s inbox before the office opens.

The incident report records one event in the detail an insurer, an attorney or a police officer needs: the time, the place, the people by name or description, the narrative in sequence without opinion, witnesses with contacts, actions taken with times, who was notified, and the attachments: photographs, the camera and time stamp, a copy of a trespass notice. It is written the same day, signed by the officer, reviewed by a supervisor and sent to the client, with a line in the daily report pointing to it.

How clients use them

Community managers read the daily report first thing and forward the maintenance lines. Regional managers compare properties month to month. Superintendents use the gate log when a tool crib is short. Fire watch clients hand the log to the fire marshal. Everyone uses the incident report when a resident, an insurer, an attorney or a lender asks what the property did on a given night, because the answer is on the page with a time beside it.

How we use them

A supervisor reads every report against the post orders every day. A missed round, a thin report on a night that was not quiet, a checkpoint never mentioned: each is a conversation with the officer the next day. Patterns in the reports change the post orders, and a season of reports is the basis of the renewal conversation. The templates for both documents are on this site: the daily activity report template and the incident report template.

Delivery

Reports are sent by email at the end of each shift, in the format the client prefers, and combined into one document where a property has more than one post.