Physical Security Incident Reports: Here’s What You’re Doing Wrong

You’ve just witnessed a security incident at work. You sit down to write a physical security incident report — but your mind goes blank. What details should you include? How much information is enough? It’s not just frustrating; it’s risky. A poorly written report can leave your organization vulnerable to recurring incidents and legal exposure.

To understand why incident reporting often falls short, we checked out r/securityguards — a Reddit community where security professionals trade stories and advice. Guards there didn’t hold back: common frustrations include reports missing critical details, being overly wordy, or lacking clarity.

Without well-crafted incident reports, security teams face data gaps, missed patterns, and recurring risks. If you’ve struggled with incident reporting, you’re not alone. Let’s explore the seven most common mistakes and provide actionable solutions to avoid them, reduce stress, and get back to what counts: building a safer, more resilient organization.

1. Missing critical details

The goal of physical security incident reports is to document what happened in a way that’s useful for follow-ups. But when reports lack key information, they fail at this task. Consider this real-world example from a guard who received multiple reports about the same incident:

“The… report was simply: ‘Car parked in unauthorized spot.’ No identification of the car or even where it was parked. How is anyone supposed to act on that?” – Reddit user

Missing details — like exact locations, vehicle descriptions, or timestamps —leave decision-makers guessing. They also prevent security teams from taking meaningful action to prevent similar incidents in the future.

How to fix it:

• Use a standardized template that prompts for the “5 Ws” (who, what, when, where, and why). Check out our free Incident Register Template to get your started.
• Train staff to double-check reports for completeness before submitting them.
• Leverage tools like Resolver’s Incident Management Software which includes prompts to capture every important detail.

2. Overloading reports with irrelevant information

While missing details is one problem, overloading a report with unnecessary information is another common pitfall. Excessive detail can obscure the key facts that matter most.

“One guard wrote a 9-page thesis on parking policies because he got annoyed the client didn’t care about the incident. Nobody wants to read that!” – Reddit user

Long-winded reports frustrate supervisors and slow down incident analysis. They also risk burying important details under layers of irrelevant commentary.

How to fix it:

• Cover the critical facts (“5 Ws”) to create a complete picture of the incident.
• Look for tools with playbook templates to help guide users to focus on actionable details.
• Avoid opinions or emotional language. (See tip #7 below for more on this.)

3. Inconsistent reporting formats

Inconsistent formats — whether it’s handwritten notes, varying templates, or random word documents — create confusion and make it hard to compare incidents over time.

“One form asks for specific timestamps, another doesn’t even bother. How are you supposed to piece anything together?” – Reddit user

Inconsistent formats for physical security incident reports not only make them harder to analyze, but also complicate training for new team members. Without standardization, patterns and vulnerabilities may go unnoticed.

How to fix it:

• Create a centralized digital reporting system so your team can input details directly into a standardized template.
• Set up automated reminders or checklists within the system to ensure all required fields are filled out.
• Regularly review incident reports for format compliance and provide feedback to reinforce standardization.

4. Poor legibility or writing quality

For some teams, handwritten reports are still the norm. While this can work in certain environments, illegible handwriting or unclear phrasing can render a report useless.

“I don’t expect perfect penmanship, but somewhere between legible and ‘written by a squirrel on meth’ would be nice.” – Reddit user

How to fix it:

• Transition to digital reporting whenever possible.
• If handwritten reports are unavoidable, ensure that staff are trained in clear, legible writing.
• Include examples of “good” and “bad” reports in training materials.

5. Incomplete information

Even when reports are legible, incomplete information — whether it’s missing context, omitted actions, or unclear narratives — creates a fragmented view of incidents.

“Incomplete reports leave you guessing and make follow-ups almost impossible.” – Reddit user

How to fix it:

• Use guided templates, like Resolver’s Security Incident Register Template, to ensure all necessary fields are completed.
• Train staff to include enough detail to paint a full picture without overloading the narrative.
• Promptly review physical security incident reports and provide feedback for improvement when needed.

6. Failing to write timely reports

Delays in writing incident reports can result in forgotten details, inaccuracies, and gaps in the timeline.

“Details fade fast. If you don’t write the report right away, you’ll forget important parts—or worse, make mistakes.” – Reddit user

How to fix it:

• Encourage staff to write reports immediately after an incident whenever possible.
• Use mobile-friendly tools incorporated in your Incident Management Software, which allows reporting on the go.
• Set clear expectations for when reports must be submitted.

7. Lack of objectivity

Incident reports should document facts, not opinions. Subjective or emotional language can undermine the credibility of a report.

“Drop the opinions and emotional language; it’s your job to document, not editorialize.” – Reddit user

How to fix it:

• Focus on objective, fact-based observations.
• Avoid speculating about motives or outcomes unless explicitly required.
• Use tools that guide users to structure reports logically and factually.

Building better practices for your physical security incident reports

“A good template solves so many problems. It keeps everyone on the same page and makes sure nothing important gets left out.” – Reddit user. Clear, consistent, and complete physical security incident reports take them from paperwork to driving a safer organization. By fixing these common mistakes, you’ll be able to:

• Turn reports into actionable tools for your team and leadership.
• Spot patterns and fix vulnerabilities before they become larger issues.
• Stay ahead of compliance requirements while reducing liability exposure.

Tools like Resolver’s Incident Management Software make it easier to standardize and streamline your physical security incident reports. With features like guided templates, automated categorization, and real-time reporting capabilities, teams can focus on responding to incidents rather than struggling with documentation.

Ready to amp up your physical security incident reports? Watch a short, no-commitment product walkthrough video to see how Resolver can help you eliminate these common mistakes and elevate your security program.