Incident Reports and Witness Statements

After a serious incident, such as an active shooter event, accurate incident reports and witness statements help law enforcement and investigators understand what happened. Security guards must document key details clearly and correctly to assist in the investigation.

Writing an Incident Report

1. Use Clear, Factual Information

• Stick to the facts only—do not include opinions or guesses.
• Write in simple, clear language so anyone reading it can understand.
• Example: Instead of “The suspect looked dangerous,” say “The suspect was holding a black handgun and pointing it at civilians.”

2. Include These Key Details

• Date and Time – When the incident happened.
• Location – Exact place where the incident occurred.
• People Involved – Names and descriptions of those involved (suspect, victims, witnesses).
• What Happened – A step-by-step explanation of what you saw or were told.
• Actions Taken – What you did in response (called 911, directed people to safety, locked doors, etc.).
• Law Enforcement Response – When police arrived and what they did.
• Any Evidence Collected – If law enforcement took photos, weapons, or other materials.

3. Keep It Organized and Professional

• Write in chronological order (the order events happened).
• Use short sentences and paragraphs for easy reading.
• If unsure about a detail, say so instead of making something up.

Collecting Witness Statements

1. Ask Open-Ended Questions

• Instead of “Did you see the shooter?”, ask “Can you describe what you saw?”
• Instead of “Was the suspect tall?”, ask “How would you describe the suspect’s height?”

2. Record Important Details

• Get the witness’s name and contact information if allowed by law enforcement.
• Write down exact quotes when possible.
• If the witness is unsure about something, note it down—do not force them to guess.

3. Do Not Influence the Statement

• Never suggest what someone might have seen.
• Let the witness speak freely without interruption.
• If multiple people give statements, keep them separate to prevent influence.

What NOT to Do

• Do not guess or assume details—only write what you know.
• Do not include emotions or opinions—just facts.
• Do not delay writing the report—do it as soon as possible while details are fresh.

Incident reports and witness statements help law enforcement, investigators, and employers understand what happened. A security guard’s job is to document facts clearly, collect witness information, and provide an accurate record of events. Writing a detailed and professional report ensures that important details are preserved for the investigation.