Intervention reports are a fundamental part of a security officer’s job. They not only document events but also ensure that the officer is vigilant, responsive, and following security procedures. A good intervention report can be an important indicator of service quality, allowing the company to track actions taken and serve as proof in case of claims.

More and more clients are requesting to receive these reports, which makes them essential to maintain a trusting relationship with the client. Poor-quality reports can damage this relationship and, in some cases, lead to the loss of contracts for the agency. Reports can be created in different ways depending on the agency and client, whether through a mobile app, a Word document, or paper format.

At Charco Sécurité, the frequency of reports is at least every 60 minutes during the day and every 30 minutes at night. In this article, we will explore the 10 essential elements that every security officer’s intervention report must absolutely contain.

Arrival time and start of shift

The very first element to include in an intervention report is the time of arrival on site as well as the exact time when the shift begins. This helps to prove that you have adhered to your schedule and ensures accurate tracking. Here’s what you should include:

Arrival time on site: Specify the exact time of your arrival on the site. This can also include details like the condition of the site upon arrival.

Start of shift time: Indicate when you actually began your service, which is crucial for tracking security schedules.

This information allows management and clients to ensure that the officer arrived on time and that security tasks began as planned.

Observation upon arrival

As soon as you arrive on site, it’s important to note your observation of the state of the premises. This step establishes a clear starting point for the situation’s evolution during your shift. You should detail the following:

Site condition: Are there any anomalies or signs of incidents?

General conditions: Is the site calm, or are there any alerts to report?

A precise and detailed observation shows that the officer is attentive to their environment and ready to react if necessary.

Real-time intervention tracking

It is crucial to write down events or interventions as soon as they happen, or as soon as you become aware of them. Do not delay writing the reports to avoid forgetting important details. Here’s what to document in real-time:

Interventions and actions: Detail each intervention, whether it’s an alert, a request for assistance, or a particular security situation.

Context of the intervention: Mention the reason for the intervention, the exact location, and the measures taken.

This tracking shows that you are reactive and vigilant throughout your shift. For example, note immediately if suspicious behavior is observed and how you reacted.

Movement and breaks

Every security officer is entitled to breaks, but it’s important to document these moments in your report to ensure they are taken according to the rules. Here’s what to include regarding movement and breaks:

Specify your movements: If you move away from your post to take a break, go to the restroom, or have a meal, it is important to note it in your report.

Meal breaks and short breaks: Note the timing of your breaks. For example, “At 12:15, I left my post for a 15-minute break. I returned at 12:30.”

This allows your employer and clients to track the smooth progress of your service and ensures that you are always present during security rounds.

Details about the shift change

The shift change is a key moment in transferring information between officers. Therefore, it is crucial to indicate precisely when your relief arrives and how the handover is carried out. This ensures continuity in security measures. Here’s what to do:

Relief time: Specify the exact time your relief arrives.

Information transmission: Briefly mention the important information you’ve passed on to the relieving officer, such as events from your shift or elements to monitor.

A good shift change report shows effective communication between officers, which is essential for maintaining a secure environment.

Mention of minor but noteworthy events

Sometimes, it may seem that no significant event is worth noting, but it is essential to include even trivial details in your report. Never leave a report empty or conclude with “RAS” (Nothing to Report). Here are some examples:

Minor but important events: If a detainee is sleeping, if a patient goes to the restroom, or if an alarm goes off outside, these details must be noted. Not only does this show that you are present and attentive, but it also provides an accurate record of events, which can be useful for both you and the client.

Report noises or alerts: Even if an exterior alarm is inconsequential, it’s important to mention it. This helps track the alert management process.

The more detailed your report is, the more reliable and professional it will be.

Observations on the psychological state of individuals being monitored

Security officers are often required to monitor individuals in stressful or emotional situations. It is therefore important to document the psychological state of the individuals you are monitoring. Here’s how to proceed:

Use neutral terms: Use phrases like “seems nervous,” “seems calm,” or “seems to be in pain.” It’s important to clarify that these are just impressions, as you cannot state with certainty the state of a person.

Stay objective: Avoid subjective opinions in your reports. For example, instead of saying “the detainee is angry,” write “the detainee seems agitated.”

This will provide an accurate account without speculating on the situation.

Respect for confidentiality and anonymity

Reports must respect the confidentiality of information, especially when working with people in sensitive contexts (prisons, hospitals, etc.). Here are some tips to follow:

Use codes or general terms: For example, in a security environment, avoid mentioning specific names. Instead, use terms like “#cell” or “#intervening officer.”

Never disclose private details: For example, in a hospital or detention center, avoid mentioning personal information about the individuals you are monitoring.

Respecting confidentiality is essential to ensure the safety of all parties involved.

Use of professional and error-free language

A well-written report reflects not only your professionalism but also the rigor with which you carry out your work. Here are a few recommendations:

Spelling and grammar: Always proofread your report before submitting it to avoid any typographical or spelling errors.

Neutral and professional language: Leave no room for judgments or emotions. Remain factual and precise, using simple and clear language.

A well-prepared report demonstrates your seriousness and can positively influence your evaluation by your supervisors.

The end of the report: conclude clearly

Finally, when you finish your shift, it is important to close your report clearly. Here’s what you should include:

End time: Mention the exact time you finished your service.

Final summary: If necessary, provide a summary of actions taken, incidents reported, or important information to communicate to the relieving officer.

A well-closed report ensures that all events have been accounted for and that your relief officer has the necessary information for the next shift.

Conclusion

A well-written intervention report is proof of your professionalism and vigilance. By following these 10 essential elements, you can ensure that your reports are complete, precise, and meet the highest security standards. At Charco Sécurité, we encourage all our officers to take the time to write detailed reports, as these documents are essential not only for ensuring safety but also for reflecting the quality of your work.

With the growing demand from clients who want to regularly receive these reports, it is more important than ever to ensure they are clear and professional. Poor-quality reports can harm the agency’s reputation and, in some cases, lead to the loss of contracts. A quality report is a sign of professionalism, and it can also help you get noticed for promotions or additional responsibilities.

To learn more about the standards governing security officers, you can consult the Regulation on the Behavior Standards of License Holders Exercising Private Security Activities.

Remember, well-crafted reports can also be influenced by solid training: discover the training required to obtain private security licenses in Quebec and the importance of 5 essential personal qualities for a security officer