LOGBOOK AND REPORT WRITING for security guards improvement
- 1. STANDARD LOGBOOK WRITING AND INCIDENT REPORT WRITING TECHNIQUES Michael F. Onia, CSP, CST, SO2
- 2. Training Objectives 1. List the purposes of writing and using field notes to effectively capture information. 2. Determine the four purposes of report writing and writing valuable information in security logbooks. 3. Identify the six characteristics of a good report. 4. Demonstrate how to effectively write a narrative report using who, what, when, where, how and why as the questioning strategies.
- 3. Notes Can Be Permanen t Notes provide a greater degree of accuracy than memory Retain your notes for at least 1 – 2 years Check Company policy for retaining/destroying notes Notes Can Be Permanent
- 4. Notes are an Aid in the Investigative Process Failure to take notes result in inability to recall facts relating to the incident Note all the activities, information, evidence or other facts discovered during the investigation They help the investigators to pinpoint other facts to prompt re- examination of the scene Notes are an Aid in the Investigative Process
- 5. Security guard’s notes should Include: Your arrival and departure time Victim statements Witness statements Evidence found Suspect information Detail of the crime Crime Scene Diagram Weather conditions Lighting conditions Security Guard’s Notes Should Include:
- 6. Notes can aid in Courtroo m Testimony Your notes become a form of evidence Statements are made, names and addresses are obtained, descriptions are given, and measurements are taken Testimony should not be based on memory alone Important details could be forgotten or cause you to give inaccurate information Notes Can Aid in Courtroom Testimony
- 7. Your Field Notes can be used as a log Record events and circumstances that happened during your shift. Daily Activities should be put in chronological order. Your field notebook becomes a primary source of documentation of your activities and observations while at work. Your Field Notes Can Be Used as a Log
- 8. Helpful Note Taking Hints Write what happened in chronological order. Include all names, positions, titles, etc. Include addresses, telephone numbers, etc. Explain in simple terms what happened Use your notes, not memory, to write the report Write the report as soon as possible Helpful Note Taking Hints
- 9. To Record To Record Accurate reports reduces the chance of misunderstanding an error Do not use pronouns such as “he” or “she” Use Proper Names: Mr. Jones, Sally Smith Never trust to memory what can be recorded on paper, events, dates, times, etc., can be forgotten
- 10. To Demonstrate Alertness ● Your report informs your supervisor and client of the job you are doing and maintains a positive image. To Demonstrate Alertness This Photo by Unknown Author is licensed under CC BY
- 11. Characteristics of a Good Report Clear Legible Complete Accurate Objective Prompt
- 12. Clear This Photo by Unknown Author is licensed under CC BY-SA Be The language and structure must be simple and to the point Follow Facts presented must follow a logical order Use Use simple words to clarify Avoid Avoid using words that may have double meanings, slang, jargon, and unnecessary abbreviations Write in Write in the first person, use “I” instead of “This writer” or “this officer”
- 13. Legible
- 14. Complete All facts should be included Omitting facts could result in legal actions/problems The following questions should be answered: • Who • What • When • Where • How • Why Complete
- 15. Accurate Reports must be based on facts. Opinions and theories are proper only when requested and clearly labeled as such. Names, phone numbers, etc. Should be double-checked for correctness.
- 16. Objective Don’t be influenced by emotion, prejudice or opinion Report should be based on facts alone This Photo by Unknown Author is licensed under CC BY
- 17. Six Elements of a Report Who What When Where How Why Characteristic of Report
- 18. WHWO? WHO did it? WHO is the victim? WHO witnessed? WHO is the owner? WHO was notified? WHO made the notification? WHO?
- 19. WHAT happened? WHAT evidence is present? WHAT elements of a crime are present? WHAT property is missing? WHAT damages or injuries occurred? WHAT did you do? WHAT?
- 20. • Time • Day of the week • Date WHEN did it occur? WHEN was it reported? WHEN?
- 21. WHERE? WHERE did the incident occur? WHERE did it start/finish? WHERE were the witnesses or/and suspect? WHERE?
- 22. HOW? HOW was entry gained? HOW was the person injured? HOW was the damage done? HOW?
- 23. WHY? WHY was the person injured? WHY did the accident occur? WHY was the person in an unauthorized area? WHY was the item taken? WHY?
- 24. Logbook Entry: SG Juan Dela Cruz Lemon Square Plant, #96 Brgy. Libtong, Meycauayan, Bulacan 0700H-1900H 03 August 2021 0700H – Assumed Post Duties and Responsibilities from outgoing Guard SG Pedro Penduco, including the following equipment, Documents, instructions and valuable information, such as: One (1) Caliber 9mm, ARMSCOR, S# 1626104 with 5 live ammos Chamber empty, magazine out, cleaned and in good condition One (1) Handheld Radio “Motorola GP 3188”, S# CA26261004, with Charged battery, working charger, and in good condition Instruction from PM that visitors from Head office will expected to Arrive today, assist them courteously and allow them to park in Parking slots B001 and B002. Expected contractor of Hyundai to conduct Preventive Maintenance on PE1 and PE2. One envelope of document to be picked-up by the company Messenger, namely Jereamy Bisalda. Name of Guard Company Address Time of Duty Date Assumed Post Duties and Responsibilities and list of equipment assumed with remarks
- 25. LOGBOOK ACTIVITY WRITING IN CHRONOLOGI CAL MANNER 0710H – SO RAUL LUCIO CONCERNING FEMALE EMPLOYEE MS. EUDORA CHIU COMPLAINT IN THE SLIPPERY FLOOR, THAT SHE SLIPS AND ALMOST FELL AT THE GROUND. ACTION TAKEN: CALLED THE ATTENTION OF THE HOUSEKEEPING TO DO NECESSARY ACTIONS. TEMPORARILY, CAUTION SIGNAGE PLACED THEREIN.
- 26. 1900H – POST DUTIES AND RESPONSIBILITES ARE PROPERLY TURNED-OVER TO INCOMING GUARD Guard SG Pedro Penduco, including the following equipment, Documents, instructions, and valuable information, such as: One (1) Caliber 9mm, ARMSCOR, S# 1626104 with 5 live ammos Chamber empty, magazine out, cleaned and in good condition One (1) Handheld Radio “Motorola GP 3188”, S# CA26261004, with Charged battery, working charger, and in good condition Remarks: One (01) incident of Illegal Parking Ms. Sofia Andres of Unit 203 has an instruction to let her visitor to proceed on her unit. Ms. Hidilyn Diaz SG Pedro Penduco SG Juan Dela Cruz Incoming Guard Outgoing Guard
- 27. Questions?