How security guards and managers should write incident reports — what to include, common mistakes, and a simple structure clients and insurers trust.
Category: Operations · Published: 2026-06-14
A strong incident report protects your officers, your firm and your client relationship. A weak one creates liability. Here's how to get them right — and a structure your team can reuse.
Incident reports are the record that clients, insurers and sometimes courts rely on. They demonstrate that your firm acted professionally and provide evidence if a dispute or claim arises.
A good report answers who, what, where, when and what happened next:
The usual failings are vague timings, opinion presented as fact, missing photos, and reports written hours later from memory.
Capturing the report in the moment, on a phone, with photos attached, removes most of these problems.
Standardising incident types and severity levels across sites makes reports consistent, comparable and far easier to analyse for patterns — which in turn helps you prevent repeat incidents.
At minimum: date, time, location, people involved, an objective description, actions taken, who was notified, and any supporting evidence such as photos.
As close to the event as possible. Reports written from memory hours later are less accurate and less credible.
No. Reports should be factual and objective — record what was observed, not assumptions or conclusions.
Officers log incidents with type, severity and photos from the mobile app; managers track them to resolution and export client-ready PDF reports.
Pulcify turns the checks described above into an automated workflow: licence and vetting status tracked per operative, expiry alerts before anything lapses, and audit-ready evidence packs generated on demand.
Book a demo or see pricing — 14-day free trial, no credit card required.