This document provides guidance on standard logbook writing and incident report writing techniques. It outlines the purposes of taking field notes and writing security logbook entries, which include creating an accurate permanent record of events. Notes should be taken to include details like times, statements, evidence, and descriptions. Notes can aid investigations and courtroom testimony by providing facts rather than relying on memory. Logbook entries should be written in chronological order and include details of assignments, duties, equipment, and any incidents using who, what, when, where, why, and how. Reports should have clear, legible, complete, accurate, objective, and prompt information.

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
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11. Characteristics of a Good Report
Clear Legible Complete
Accurate Objective Prompt

12. Clear
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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
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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?