Read the following incident report and let’s dive in to why this is considered a “good” report.

“At approximately 3:45 PM, a black sedan (license plate XYZ-1234) approached the main gate. I stepped out of the guard booth to speak with the driver, a male in his late 40s wearing a gray shirt and sunglasses. I politely requested identification and the purpose of his visit, per protocol.

The driver appeared agitated and responded in a raised voice, saying, “I don’t have time for this! Just let me in!” I explained that identification was required for entry and that I could not grant access without verification.

I maintained a calm and professional tone, repeating the entry requirements and asking if he had an alternative form of ID. The driver became more upset, striking his steering wheel and saying, “This is ridiculous!” For safety, I stepped back from the vehicle and informed the driver that I would call my supervisor for further assistance.

The driver eventually provided a company badge, which I verified against the access list. Once verified, I allowed the driver entry at 3:55 PM, advising him of our standard security policies for future visits.

The situation was de-escalated without incident or threat to safety. I notified my supervisor of the interaction and documented the driver’s information for record-keeping. A follow-up email was sent to the department responsible for visitor communication to reinforce entry policies.”

This report covered all of the “5 W’s” and was clear, concise and easy to understand.  The guard only put down the facts and no assumptions.  A third party would be able to read and understand this very clearly, and be able to paint a picture in their mind as to what happened.

Note:  Don’t be afraid to write down word-for-word what subjects verbally say, even if it includes vulgarity or other inappropriate language.