The Power of Incident Reports: A Security Officer’s Shield

Recently, I had a conversation with an associate who, like me, has experience both as a security officer and as a manager in the hospitality industry. We talked about a topic that many overlook, but one that every security officer needs to understand: the importance of writing incident reports.

A few months ago, I was called in for a deposition regard

a case that happened seven years ago. Yes, seven years. My associate and I were the first responders to that incident. What saved us? Our reports.

That situation reminded me just how crucial reports truly are. Many people forget that these reports don’t just disappear. They are kept by the company, sometimes for many years, ready to be pulled if needed. They serve as vital legal documentation and can be the difference between a dismissed case and a lengthy legal battle.

By the way, my associate has since moved on to work in a completely different field. If you’d like to check out what he’s doing now, here’s his link: (DHO Studios LLC – DHO Studios LLC, the production firm and portfolio of Award winning filmmaker and visual artist Danny Holguin)

A Growing Problem in the Industry:

Sadly, in today’s security industry, most agencies are careless when it comes to reports. Throughout my long career, I’ve worked with many agencies, and honestly, only about three of them treated report writing and computer skills as essential parts of the job. The rest? They were simply focused on one thing putting bodies on posts.

Many companies now care more about filling spots than ensuring the officers are truly prepared. This short-sighted mindset puts everyone at risk—officers, clients, and even the companies themselves.

Clients Need to Prioritize Reporting Skills:

If you’re a client hiring security officers, this needs to be your priority. Don’t just focus on whether an officer carries a weapon or has tactical training. While those things have their place, the most powerful tool an officer carries aren’t on their belt

it’s their pen (or keyboard).

There’s an old saying that still holds true in this industry: "The pen is mightier than the sword.”

An officer who knows how to write clear, detailed reports is often far more valuable than one who simply looks intimidating. In the end, it’s the report that protects your business, your customers, and your legal standing.

Why Reports Still Matter:

• Protect Officers: Reports serve as written proof of your actions, protecting you from false claims or lawsuits.

• Protect Clients & Companies: They help shield businesses from legal issues by showing that correct procedures were followed.

• Preserve Facts: Over time, memories fade, but reports keep the facts alive and clear.

• Professionalism: A well-written report shows you take your role seriously.

  
  

Final Thoughts:

As security officers, we cannot afford to treat report writing as optional. It’s not just “paperwork.” It’s your shield and your voice, especially when no one else is there to speak for you.