How to Write a Security Report: Complete SIA Reporting Guide

Picture this: you're on duty at a Leeds shopping centre when a store notifies you of suspected shoplifting. You arrive to find a teenager detained by the staff for attempting to steal a pair of wireless earbuds.

You manage the situation swiftly, detain the individual appropriately, and hold the crowd back. Since the store decides to pursue the matter legally, you alert the police, and they arrive shortly and collect statements.

Once the situation is handled, your job isnt done. As the responding door supervisor, your next task is just as critical, which is Writing a Security Report.

Its your official written account of the situation, and it may be used as part of the police investigation or your companys internal review.
But what exactly is a Security Report, and why does it matter so much?

What Is a Security Report?

A Security Report is a standard incident reporting document widely used across the UK security industry.

Its designed for SIA-licensed professionals to formally log events that happen on duty.

This report isnt just a formality. It serves as a legal and professional record.

Your security report may be reviewed by:

• The police

• Your site manager or company head office

• Insurance providers

• Court representatives (in rare but serious cases)

Your report should clearly show:

• What happened

• When and where it happened

• Who was involved

• What actions you took

• What was the result

The format is standard across many companies, but the quality of your report depends on how clearly and objectively you write it.

If you're working or planning to work in security, there are a few other things you need to be clear on.

For example, do you know what separates a door supervisor from a security guard? Or what youre actually allowed to do in a conflict?

Find out more, read our article:

• Difference Between Door Supervisor and Security Guard

• What Security Guards Can and Cannot Do

When and Who Should Write a Security Report

Now that you know what a Security Report is, the next step is understanding who should write it and when.

If you're a door supervisor, security guard, or CCTV operator, reporting incidents is a part of your professional duty.

Any time you respond to a situation, whether minor or serious, youre responsible for documenting it accurately.

It creates a formal record that may be referred to days, weeks, or even months later.

You should write a report if:

• Youve responded to theft, damage, injury, or violence

• The police have been involved

• There was a safety risk, even if no one was harmed

• CCTV footage captured a serious event

• A manager or officer asks you to provide a statement

It is crucial for you to write your report straight after the incident to ensure accuracy.

Delays can often lead to lost detail, which can impact future investigations.

How to write a Security Report

Now that you understand when to write a report, lets talk about how to do it properly.

Poorly written reports can lead to confusion or even legal complications. Thats why its essential to follow a clear structure and keep your report factual and easy to understand.

Heres how to get it right:

Keep it neutral and factual

Say what the person did, not what you think they were trying to do. Example: individual raised their voice rather than individual was being rude.

Avoid internal jargon and unclear abbreviations

Someone reading the report may not work in your environment. Replace terms like DS with door supervisor, and PPO with site supervisor, and use simple, easy-to-understand language.

Use 24-hour time format

This helps avoid confusion in handovers or late-night incidents. For example, use 22:30 instead of 10:30 PM.

Add full names and roles

This makes it easier for others to identify who was involved. Write Jack Morgan, Cleaning Staff, not just Jack.

Describe only what you witnessed

Dont guess someones intentions. If you didnt see it happen, dont include it.

Do not delay submitting your report

Delays can lead to missing or inaccurate details. Aim to write your report shortly after the incident.

In the modern world, reporting tools allow you to type your report directly into a secure system to avoid any confusion or formatting issues. Its cleaner, easier to review, and reduces errors. Since these incident logs contain sensitive personal data, it is also crucial for security personnel to maintain strong password hygiene and periodically verify their credentials on a service like have I been pwned to ensure their digital accounts remain secure.

To understand how technology is transforming the security industry, read our article

Role of Technology in Modern Security.

Format of a Security Report

To ensure your report is professional and easy to process, it's important to follow a standard format used across the UK security industry.

Heres what a typical structure looks like:

Following this structure ensures your report is both professional and compliant, helping avoid confusion, legal issues, or gaps in communication.

Door Supervisor Incident Report Example

To demonstrate how a professional security report should be structured, lets take the previously discussed shoplifting incident at the Leeds shopping centre as a reference and draft a clear, factual, and compliant report.

Security Report:

Incident Number: 0067-LSC-2025

Date: 22/06/2025

Time of Incident: 15:40

Location: Leeds Shopping Centre TechStore (Ground Floor)

Reporting Officer:

Name: Noah Smith

Position: Door Supervisor

SIA Licence No: 123456789

Other Persons Involved:

Jamie Thornton (Suspected individual, male, approx. 16 years old)

Laura Grant (TechStore staff member reported the incident)

PC R. Morgan (West Yorkshire Police Badge No. 78932)

Store CCTV Operator (footage reviewed but not saved at the time)

Description of Incident:
At approximately 15:40, I was called via radio by Laura Grant (TechStore staff) regarding a suspected shoplifting incident. Upon arriving at the scene, I observed a male teenager, later identified as Jamie Thornton, being held at the customer service area. Store staff stated he had attempted to leave the premises with a pair of wireless earbuds concealed in his hoodie pocket.

I calmly intervened, asked the individual to remain on-site while I contacted the police, and positioned myself between the scene and a small gathering of onlookers to maintain order. The teenager did not attempt to flee and complied with instructions.

Actions Taken:

• Maintained calm and professional demeanour

• Contacted West Yorkshire Police via control

• Isolated the area to manage bystanders

• Awaited police arrival and provided full account upon request

• Ensured CCTV was noted for future evidence

• Assisted police in identifying the individual and staff involved

Outcome:

Police arrived at 15:57. Jamie Thornton was formally cautioned and removed from the premises by PC R. Morgan. No injuries were reported. Incident deemed resolved by 16:10.

Additional Notes:

CCTV footage available via TechStores internal security for 22/06/25 between 15:3016:00.

Report Submitted By:

Noah Smith

Time of Report Submission: 16:25

Signature: N. Smith

This report offers a useful reference for anyone looking to improve their incident reporting skills and demonstrates whats expected from SIA-licensed professionals.

By following this example, you can ensure your reports are professional, compliant, and ready to support investigations, internal reviews, or legal processes.

Conclusion

The format outlined above is widely accepted across the UK security industrybut in more complex situations, its worth going a step further and adding details such as the type of incident, its severity, or any follow-up actions taken. These details show that you're not just responding to incidents, but learning from them.

For SIA-licensed professionals, incident reporting is more than a task; its proof that you acted with clarity, control, and professionalism when it mattered most.

A well-documented report shows that you took the right steps, followed procedure, and acted in the best interest of public safety.If you're ready to sharpen your skills or step into more senior roles, explore Huraks certified SIA security training courses.

FAQs

What is a Security Report?

A Security Report 60 is a standard incident reporting format used in the UK security industry, particularly by SIA licence holders, such as door supervisors.

When should a security guard write a report?

You should write a report immediately after an incident involving theft, injury, police involvement, or safety concerns.

What should be included in a Door Supervisor incident report?

It should include the following: time, date, location, people involved, actions taken, outcome, and evidence.

Can I handwrite a security report?

Yes, but typed reports are preferred for clarity, accuracy, and professional record-keeping.

How do you write an incident report example?

Use clear language, avoid assumptions, and stick to factual descriptions. Include all relevant details and follow a standard format.