Report Writing, Observation, and Communication
Observation that survives scrutiny
The exam tests whether the guard can describe an event the way a camera would: time, place, people, actions, words, and sequence. Perception is selective, so write what was seen, heard, smelled, or said, and separate that from inference. Identify people by full description - sex, approximate age, height, build, hair, clothing, marks, and direction of travel - and record exact words in quotation marks when they matter.
Report structure and language
- Open with date, time, location, and who is reporting; identify others by full name and role when known.
- Use chronological order: what happened first, next, and last. Include your own actions and the actions of others.
- Write in plain, objective language. Replace conclusions with observed facts: not 'the man was intoxicated' but 'the man had slurred speech, bloodshot eyes, and an unsteady gait, and I smelled alcohol.'
- Include witnesses, evidence, medical response, police notification, and disposition. Note what was not done only if relevant.
- Correct errors with a single line through the error, your initials, and the date; never erase or backdate. Do not add late facts as if they were original.
- Radio and phone messages should be brief: identify yourself, give location, state the problem, request the resource, and confirm.
Worked example
A visitor falls in a parking lot. A weak report says: 'The victim was careless and fell.' A defensible report says: 'At 14:32, I observed a woman later identified as J. Doe lying on the pavement near the east entrance. She stated, I tripped on the curb. The curb was cracked and the lighting was dim. I called 911 at 14:33, did not move her, and kept traffic clear until EMS arrived at 14:41.' Reasoning: the second version records observations, a quotation, time, conditions, and actions without deciding fault.
Traps that cost marks
Opinions and labels; hearsay written as fact; missing times; vague descriptions; 'I think' or 'probably'; altering a report after review; putting confidential information in an unsecured log; failing to note evidence or chain of custody; arguing with a person instead of documenting. A report is evidence, so every guess and gap becomes a weakness others can attack.