THE IMPORTANCE OF REPORTS:
Written reports by Security Officers are essential in providing protection and safety for business and industry. Reports inform supervisory personnel and management of conditions that need correcting. Reports are used for reference purposes and general record-keeping, and as an aid in conducting investigations. Reports may concern present conditions or past occurrences, but in either case they are frequently kept as a permanent record and often are shown to top management officials.
BASIC ELEMENTS OF A REPORT: 1.WHAT? 2.WHEN? 3.WHERE? 4. WHO? 5. WHY? and 6.HOW?
ESSENTIAL CONSIDERATIONS IN REPORT WRITING:
Accuracy: state the facts as you have seen them and keep personal opinions out of the report.
Details: do not overlook date, correct time, subject, exact location, what action, if any, was taken, whether the action taken achieved results, and who wrote the report. Do not exaggerate.
Sequence: set forth the details in the report in the order in which they took place.
Brevity: be brief, but complete.
Legibility: print or write neatly and distinctly.
Neatness: correct mistakes, avoid a dirty, finger-marked report.
Spelling and Punctuation: be careful to use correct spelling and punctuation.