Preparing clear, concise reports for prosecution
Introduction
In retail security, a well-written report can be the difference between a conviction and a case being dropped.
Your report is not just for your manager — it’s often used by police, lawyers, or even a court. That’s why it must be clear, factual, and legally sound.
In this lesson, you’ll learn how to write reports that are:
Professional and compliant with UK standards
Useful to police and Crown Prosecution Service (CPS)
Easy to understand by non-security readers (like solicitors or magistrates)
Let’s break it down and make report writing a powerful tool in your role.
Why Reports Matter in Prosecution
Follow the “5 Ws and H” approach:
| Element | What to Include |
|---|---|
| Who | Name or description of individuals involved (including you) |
| What | What happened, step by step |
| When | Exact date and time of the incident |
| Where | Precise location (e.g. store aisle, entrance, CCTV zone) |
| Why | Reason for your involvement or action taken (if known/applicable) |
| How | Method used (e.g. how the offence was carried out or how you detained someone) |
Key Principles of a Good Report
Factual – Only write what you saw, heard, or did. Do not include opinions.
Clear – Use plain English, short sentences, and avoid jargon.
Concise – Stick to the point. Remove unnecessary detail.
Chronological – Write events in the order they occurred.
Objective – Avoid emotional language or assumptions.
Example of a Poor Statement:
“I saw the guy acting dodgy and decided to stop him because he looked like a thief.”
Example of a Good Statement:
“At 14:05, I observed a male approximately 5ft 10in, wearing a black jacket and jeans, place two bottles of alcohol into a rucksack. He passed all points of sale without attempting to pay and exited through the main entrance. I approached, identified myself, and informed him of the reason for the stop.”
Common Documents You May Complete
Incident Report Form (internal use)
MG11 Witness Statement (used by police/CPS)
Evidence Log (to track chain of custody)
CCTV Request Form (to document footage being reviewed or downloaded)
These must all align with:
BS 7499 – Standard for security operations and documentation
NSI Guidance – For quality assurance
GDPR – Ensure reports do not include excessive personal data
Real-World Example
Scenario:
A customer attempts to leave with unpaid goods. You detain them and complete a report.
Your Report:
– Clearly describes the actions observed
– Lists exact times and locations
– Notes any witness involvement
– Confirms handover to police at 14:27
– States your name, badge number, and the date the report was completed
Result:
The case proceeds with no need for further clarification — the statement is accepted as reliable evidence.
Did You Know?
According to CPS guidance, one of the top three reasons retail theft cases collapse is “poor or unclear evidence statements from first responders”.
A 2022 YouGov survey showed that 62% of UK security officers felt unsure about whether their reports would stand up in court.
Your Legal Responsibilities
| Law/Standard | Relevance to Reporting |
|---|---|
| SIA Code of Conduct | You must keep accurate records of incidents and cooperate with investigations |
| BS 7499 | Requires factual, legible, and timely reports |
| GDPR (UK) | Protects individuals’ data; only necessary information should be included |
| PACE 1984 | Helps ensure statements and evidence are collected fairly and lawfully |
Consequences of Poor Reporting
Evidence may be inadmissible in court
Offender may be released without charge
You may be questioned or discredited in court
Your employer may face reputational or legal risk
You could face investigation by the SIA for misconduct
Top Tips for Report Writing
Use 24-hour clock for all times
Check spelling and grammar – especially names and locations
Always sign and date your report
Keep your notebook entries consistent
Write it ASAP – while the details are fresh
