Correctly Completing a Sample Incident Report
Imagine this: a visitor slips in the shopping centre foyer, paramedics are called, and later an HSE inspector asks for the incident record. What’s on that report could decide whether your employer proves compliance—or faces fines.
For you as a security officer, it’s not just paperwork. It’s evidence of your professionalism. Reports often get used in Accident Books, for RIDDOR notifications, and even in court. A weak report risks your employer’s compliance and your own SIA licence.
HSE reminder: Slips, trips, and falls account for over 30% of all major workplace injuries in the UK. That’s why every report counts.
Scenario 1: Wet Floor in Reception
It’s 3pm on a rainy afternoon. You see a customer slip near the main doors. You help them up, call first aid, and put out a wet floor sign. Later, you sit down to write your report.
How do you record it?
Weak report: “Customer slipped in reception. Assisted. Cleaner called.”
Professional report: “At 15:07, visitor Mrs Jane Smith slipped on rainwater in the reception foyer near the east entrance. She was assisted to a chair by myself and given first aid by Duty Officer. A wet floor sign was placed, and cleaners were called to mop at 15:15. Witness: Mr John Brown, shop assistant. CCTV reviewed and preserved.”
The second version shows times, actions, people, and evidence. If a claim comes in months later, you’re covered.
Scenario 2: Mat Hazard in a Quiet Corridor
It’s 11:45pm on your patrol. You notice a mat corner curling up in a corridor. Nobody’s around. You log it in the incident report as:
Option A: “Curled mat—nobody in area.”
Option B: “At 23:45 during routine patrol, I noted mat corner lifting in corridor by Fire Exit B. Area was quiet, but I reported it to control for cleaners to replace before morning footfall. Hazard noted on log, no injuries at time.”
Which one protects you better if a cleaner trips tomorrow morning?
What Makes a Good Report in Practice
Facts, not guesses – “slipped on water,” not “was careless.”
Details matter – names, times, locations, witnesses.
Your actions – what you did to help and secure the area.
Follow-up – who you told, what was fixed, CCTV preserved.
Tip: Use the “5 Ws” – Who, What, Where, When, Witnesses.
Scenario 3: Failing to Report
A colleague ignores a trailing cable on patrol. Later, a contractor trips, injures his wrist, and files a claim. The HSE asks for the report—nothing was logged.
Consequences:
Casualty injury worsened due to inaction.
Officer seen as negligent; SIA licence questioned.
Employer faces legal claims, fines, and bad press.
A few minutes of reporting could have prevented all of it.
Common Mistakes Officers Make in Reports
Even experienced officers slip up when writing reports. Some errors can make a report almost useless.
Being too vague: “Someone slipped” – but who, when, and where?
Writing opinions instead of facts: “They weren’t looking where they were going.”
Forgetting witnesses: names and contact details matter.
Delays: writing reports hours later means details get missed.
Example: An officer wrote: “Worker tripped in warehouse. Nothing serious.” Months later, the worker filed a claim for back injury. Because the report lacked detail, the company had no evidence to defend itself.
Tip: Always imagine your report being read in court. If it sounds vague or unprofessional, rewrite it.
How Good Reports Protect You and Others
A well-written report is more than compliance—it’s a shield for everyone involved.
Protects casualties by ensuring hazards are logged and fixed quickly.
Protects you by showing you acted responsibly and followed procedure.
Protects your employer from legal claims and HSE penalties.
Protects the public by helping to prevent future accidents.
Example: An officer reported a loose step in a stairwell, including time, location, and who was informed. The step was repaired before anyone was hurt. Weeks later, during an HSE audit, that report was praised as evidence of proactive safety.
Tip: Every good report you write is part of your professional reputation. Over time, managers remember who they can rely on for thorough, accurate reporting.
Key Considerations for Officers
Feeling worn out? That’s when shortcuts creep in. Slow your pace, sharpen your focus—fatigue is no excuse for missing hazards.
Crowd gathering? Step up and control the scene. Keep people safe first, then capture the details for your report.
Not sure what to do? Choose safety. Acting on a hazard has never cost an officer their licence—ignoring one might.
Think it’s “someone else’s job”? Wrong. Hazard spotting is everyone’s duty, and your report is the proof you did yours.
Tip: Before you sign off any report, ask yourself: “Would I be proud to have this read aloud in a courtroom?” If the answer’s no, polish it until it is.
Decision Point: Act or Ignore?
It’s 2am. On your final round, you notice a loose handrail in the stairwell. Nobody’s around. Do you leave it for day staff, or record and raise it?
A professional officer knows: every hazard is a choice. Choosing to act proves vigilance, professionalism, and value.
Tip: “See it, sort it, or support it.” Fix it if safe, make it safe if you can’t fix, or report it for others. But never walk past.
Your Report, Your Reputation
An incident report is never “just paperwork.” It’s the story of your judgment, your professionalism, and your commitment to safety. Every clear detail you record shields the casualty from further harm, protects your site from risk, and proves that you can be trusted when it matters most.
Tip: Think of each report as a legacy of your shift—long after the incident is over, your words are what speak for you.
