What are the best practices for writing clear and concise security reports?

Security reports should be written utilizing only factual information. The writer needs to be sure to not include any opinions. Also, make sure to not embellish any quotes given by victims, witnesses etc. when completing the report. Reports should always be written using plain English, refrain from using highly technical terms in your report that are not easily understandable by your clients/general public. It is also recommended that you use standard time (12hr) as opposed to military time (24hrs) in your report.

To Dan's point, reporting officers should also refrain from using acronyms and "codes"(10-4). Even in a simplest of reports, it is still discoverable, even in an unrelated matter. For instance, a subpoena to produce all reports by a particular officer in the last 60 days, due to potential litigation in an unrelated incident to which that officer was a party to. I do not agree with the article comment about using a persuasive tone to highlight the value of your service. A security report is not the appropriate vehicle for that message. Rather, you may inform leadership of the same information via separate email or discussion. Highlighting your value is crucial, just not in the report.

Understanding the purpose and audience of a security report is fundamental to crafting a document that effectively communicates its message. In my experience, when writing reports for executive stakeholders, such as C-suite members or board directors, it's essential to tailor the content to address their strategic concerns and priorities. In a recent security incident report presented to the board, I focused on providing high-level insights into the impact on business operations, potential financial implications, and recommended strategic actions to mitigate future risks. By aligning the report with the board's interests and perspectives, it facilitated informed decision-making and demonstrated the value of cybersecurity investments.

Understanding your audience is critical in crafting an effective security report. A report for a technical audience will differ significantly from one presented to executives or non-technical stakeholders. In my experience, tailoring the language and level of detail to the reader's role ensures that the report is digestible and actionable. For example, C-suite executives require high-level insights and impacts, while IT teams need more granular technical details. Define the purpose early on—whether it’s for compliance, incident review, or action—so that every word contributes to that goal.

Understanding why you're writing the report and who will read it is crucial. Tailor the tone, format, and content based on the audience, whether it’s for internal supervisors or external clients. For instance, reports for supervisors should be formal and fact-based, while those for clients might need a more persuasive tone highlighting benefits and outcomes.

Reports should be written using the three paragraph format. First paragraph introduces the report, how did security become aware of the incident, who responded etc. Second paragraph is the body of your report and answers the 5Ws and 1H. Third paragraph is wraps up your report and summarizes how the incident was closed/resolved and what if any follow-up is needed.

The basics are the basics because they work. If you stick to the basics your reports will be what is needed. What are the basics? ~ Who, what, where, when, and how. Doing the report chronologically, as a timeline, is an excellent and easily followed method. Include this information based on what you know, not what you think happened. Don't fill in the gaps yourself. If someone told you some information you're including, state who told you, what their position is (manager, staff member, guest, etc.), and from where they observed the incident. Never include information from anyone but the person who witnessed it. The credibility of the information drops significantly when you are two or three people removed from who saw something.

Applying the "Who, What, When, Where, Why, and How" framework is indispensable in any security report. I’ve found that this approach not only ensures completeness but also helps structure the narrative in a logical and digestible way. When presenting incidents, this method eliminates ambiguity and paints a clear picture of the situation. For example, "Who" highlights the actors involved, "What" breaks down the incident, and "Why" provides the root cause. This framework keeps the report focused, relevant, and structured, making it easier to follow and act upon.

5W1H method should transfer facts from notes to the report. I have actually seen this done in reverse - the report written before notes are looked at - not the way to go!

Ensure your report answers who, what, when, where, why, and how. This structure helps organize information comprehensively, covering all critical aspects like involved parties, event details, causes, and resolutions.

Use clear and concise plain English. Avoid highly technical terms that are not understood by the general public/non law enforcement/security professionals. Reports should be written in first person. Using first person makes your report clearer and easier to read and understand.

Clarity and conciseness are paramount when conveying complex security concepts and findings in a report. In a recent incident response report, I employed concise language and structured formatting to enhance readability and comprehension. By breaking down technical details into digestible sections and using clear headings and subheadings, I ensured that the report was accessible to both technical and non-technical audiences. Additionally, by avoiding unnecessary jargon and acronyms, I minimized the risk of confusion and ensured that the key messages were conveyed effectively.

One rule of thumb I follow, and train my staff to follow, is to write the report like you have to defend it while sitting in the witness chair during a trial, and you are being cross-examined by the opposing lawyer. If must be factual, easily understood, and completely without opinion or supposition.

The first thing I was taught in the police academy was the KIS method (Keep It Simple). Writing reports should always be done chronologically using who, what, where, when, and why. Remember that articulation is key to a good report.

The ability to distill complex issues into clear and concise language is a skill that separates good reports from great ones. I’ve seen overly technical jargon alienate readers or obfuscate key points. Instead, focus on delivering your message using simple, direct language that avoids unnecessary detail. Bullet points and visuals, like charts, can help break up text and emphasize key findings. Aim for brevity without sacrificing clarity—each sentence should serve a purpose. By refining language and stripping away the non-essential, your reports become powerful communication tools.

Only put facts in your report. Be clear and describe only what you observed at the scene. Avoid things such as diagnosing injuries "the victim had a broken leg" instead describe what you observed, "The victim was holding her left leg and complaining of severe pain near her left ankle. EMS was called and transported the victim to the hospital for further examination and treatment." Always check grammar and spelling before turning in a report, avoid repetitive words and make sure you have included a clear beginning, middle and end to your report.

Objectivity is very important. Do not fall into the trap of explaining what you think or feel. This introduces bias and it will come across more qualititiave than quantitative.

The security report must include a logical narration of events that takes into account the chronological order, briefly and without prejudice to accuracy…

Do not editorialize statements in you report. Your goal is to collect information - not to make commentary on the 'whys and wherefores' of an event.

Accuracy and objectivity are non-negotiable in security reports. In my experience, even a small error or subjective comment can undermine the credibility of the report. Always back your observations with verifiable data and resist the urge to speculate or introduce bias. Include logs, timestamps, and screenshots where applicable to support your conclusions. Stick to the facts, and avoid emotional language or assumptions. This approach fosters trust and ensures that your report can stand up to scrutiny, whether by internal teams, legal counsel, or regulatory bodies.

Reports should always be completed in a timely manner providing your clients with the information as soon as possible. If supplemental information needs to be added, it can be collected at a later date and added. Failure to complete a report and provide details to your client in a timely manner often creates further problems for the client as they are often required to file their own company reports on the incident as well as provide details to building ownership/tenants etc. It is very important to provide factual information to the client by completing the incident report before the client begins to be contacted by others who were not present for the incident but have heard rumors and speculation from others.

As a former Marine Corps Infantryman I reviewed and sent reports as a function of my duties. I would receive inaccurate or late reports all the time causing delays in a unit commander's decision or at worst,inaction. This was always unacceptable to me. As a former Infantry Operations Chief it was vitally important to me that the information that was pushed to the Commander was timely and accurate so I would spend hours mentoring and coaching subordinate leaders & their operations centers during training to ensure we got it right on "game day". The company I work for now has a feature in its application that ensures reports are being generated in real-time by security guards & LEOs, so they are able to accurately recall the crisis event.

The longer you wait to begin, the less accurate your report will be. Start writing as soon as you can. This doesn't have to be your final report, nor should it be. Take notes: names, times, events. As soon as the event has completed, or your role has ended, then lay out the report in a timeline sequence, write it up (check for grammar and spelling), and submit it.

Timeliness and completeness are essential aspects of writing effective security reports, particularly in fast-paced and dynamic environments. In a recent security assessment report delivered to a client, I prioritized prompt delivery to ensure that actionable insights could be implemented promptly. By adhering to established deadlines and leveraging standardized reporting templates, I streamlined the reporting process and minimized the risk of delays. Additionally, by conducting thorough research and analysis to ensure the completeness of the report, I provided the client with a comprehensive overview of their security posture and actionable recommendations for improvement.

Timeliness is critical when reporting security incidents, especially when the report may influence urgent decisions or compliance obligations. From my perspective, a security report that is incomplete or delayed can compromise recovery efforts and future prevention strategies. Establish a clear timeline for when reports need to be delivered, and ensure that all relevant data is included. If gaps exist due to ongoing investigations, note them transparently. This demonstrates diligence and keeps stakeholders informed, helping to maintain trust in your security processes.

Your company may have guidelines that you have to follow. That being said. I was trained to write reports in the third person. On (date) at (time) Officer Smith (on viewed or was dispatched) to 1111 Third St regarding a burglary in progress. Upon arrival… You should be able to fill in the blanks from here. If you can’t, someone failed you.

Report writing training should be standard for all security professionals. Too often security officers are hired, placed at a site and given only minimal OTJ training. Security reports have a legal, historical and statistical importance. A well written report also helps to limit liability and provides information that can be used to make policy decisions, change operations, enhance staffing etc. Report writing is a learned skill, never rely on an officer's educational background alone. Initial report writing training and ongoing evaluation and retraining if necessary is important.

One additional consideration when writing security reports is the importance of fostering transparency and accountability. In my experience, maintaining open communication channels with stakeholders and providing regular updates throughout the reporting process can help build trust and credibility. For instance, in a recent compliance audit report, I actively engaged with key stakeholders to gather feedback and address any concerns or questions promptly. By fostering a collaborative approach and demonstrating a commitment to transparency, I facilitated a more constructive dialogue and enhanced the overall effectiveness of the reporting process.

All reports will be a reflection on you and your security group. Assume that corporate executives/legal representatives may read the reports.

While focusing on the content is important, don't overlook the report’s presentation. Well-structured reports with clear headings, summaries, and visual aids enhance readability and engagement. In my experience, incorporating an executive summary at the beginning can give decision-makers the high-level insights they need, while appendices can house more granular data for those who require it. Lastly, consider integrating lessons learned and action items into the report, which encourages continual improvement and strengthens the organization’s overall security posture.