The Daily Report Every Client Receives

Why a report every day

Security is bought by the hour and delivered out of sight. The daily report is how a client sees what the hours produced. Price Protection sends one to every client, every day, and reviews officer performance against it every day, because a report that is written but not read is worth very little and a report that is read on both sides keeps everyone honest.

What it contains, in order

The header names the property, the post, the officer, the shift and the handover. The body is a timed log: each round with the checkpoints covered; each gate, door or lock checked and its condition; each visitor, contractor or delivery admitted where the post controls access, with the name, company and destination; each call from the client, a resident or the alarm company and what was done; each finding that maintenance should know about, such as lighting out, a leak or a fence breach; each contact with a person who did not belong, and any warning given; and each incident, in one line, with a pointer to the separate incident report. The last entry is the handover: what the next officer was told, and both names.

How managers use it

Community managers read it first thing and forward the maintenance lines. Regional managers compare properties month to month. Construction superintendents use it to answer the question of who was on site when a delivery went missing. Fire watch clients hand the log section to the fire marshal. Everyone uses it 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 next to it.

How we use it

A supervisor reads every report against the post orders. A round that was not logged, a checkpoint that was skipped, a report that reads the same as yesterday’s on a night the client says was not quiet: each is a conversation with the officer the next day and a note in the officer’s record. The report is also how post orders improve. When the same door is found propped every night for a week, the post orders change, and so does the conversation with the client’s maintenance team.

Seeing one before you sign

The daily activity report template shows the structure with the fields explained, and the incident report template shows the companion document. Both are the same forms our officers use, and both are yours to adopt for your own staff whether or not you engage us.