Writing Notes & Reports

Writing Notes& Reports

Objectives

This unit will help you learn how to use your notebook correctly.

1. write a detailed report that is easy to read.
2. Properly secure a crime scene and preserve evidence.
3. Tell the difference between different types of evidence.
4. prepare yourself to testify in court.

 

Words to Know

The following words appear in this unit. Many of these words are used in different ways.

This list only includes the meanings that are important for this unit. Try the exercise on

the next page to see how well you know the words. You may read the meanings first to

help you with the exercise.

Detailed  - complete, includes all the important information

Guidelines  -suggestions to help someone carry out actions

Incident  -unusual event

Slang  -very informal language that not everyone understands

Testimony  -formal statement in court typical common, similar to a group

Writing Notes and Reports

One of your most important duties as a security guard is to keep a detailed, written record of

what happens during your shift. The notes you take and the reports you write will be read by

many different people for many different reasons. The following list gives the key things to

think about whenever you write something. In fact, all writing involves these four factors:

1. Audience: who you are writing to – all of the possible readers
2. Purpose: why you are writing – to record, inform, persuade, entertain, etc.
3. Format: how you will write – the style. For example: notes, report, letter, list, proposal, poem, article, short story, etc.
4. Voice: how you want it to “sound” – the tone. For example: formal/informal,
5. personal/impersonal, serious, funny, sarcastic, etc.
6. A simple example of writing is a grocery list, but even it involves these four factors:
7. Audience: yourself
8. Purpose: to remind yourself what to buy
9. Format: list
10. Voice: informal – may include slang, personal abbreviations, misspelling

What factors are involved in note taking?

Audience

Sometimes you will be the only one who reads your notes. You may have noted a suspicious

looking van in the parking lot at the beginning of your patrol, but when you finished your

patrol it was gone. No one may ever read the details about the van, but you will have a

written record in case something happens in the future.Even though you will often be the only one reading your notes, it is important to write things down as if your audience is much larger than just yourself. Many other people may read your notes. They could include co-workers, supervisors, clients, health and safety committee members, union reps, police, insurance company investigators, lawyers, the court, or the media.

Purpose

Your main reason for taking notes is to make a detailed record of things that happen on your

shift. These notes could be used for many different purposes, such as:

• To help you remember things and to write reports• to tell your co-workers about things that happened on your shift

• To show the client and your supervisor that you are doing your duties in a professional way to record any hazards or safety concerns

• To give police information to help investigators learn the truth about what you or other witnesses saw to provide evidence in court

Just as you may not know who will be reading your notes, you may not know what they will

be used for. Your notes may be used very soon after you write them. For example, you may

want to share information about a suspicious vehicle with the guard who is coming on duty

after you. Very often your notes will be used a long time after you write them. It may take

several months for the information you write in your notebook to be used as evidence in

court.

Format

Your notebook is an important tool for keeping a detailed record of what happens on your
shift. You should keep all of your notes in the notebook provided by your security company.

A typical notebook is small, so that you can carry it with you at all times.

Has many blank lined pages, so you have lots of room to record your notes is bound and the pages are numbered, so that it is easy to know if someone has removed any pages.

Includes guidelines to help you, such as how to describe someone includes other guidelines such as the 24-hour clock and phonetic alphabet. You will learn more about these in the first Check Up in this
unit has a strong cover, so your notes are protected.

With practice, you will develop your own style of taking notes. However, there are
some important things that you need to do as soon as you start taking notes, so that
they become a habit:
 

1. Write your name and other identification information at the front of the book.
2. Only use the special notebook with numbered pages that your employer gives you.
3. Write the date the book was started and finished, and the book number.
4. Use only one notebook at a time.
5. Start each day with the time using the 24-hour clock, the date, your location, your
6. supervisor, your partner, weather conditions and any unusual circumstances.
7. Record the time before each entry and arrange your notes in the order that things
8. happened (chronological order).
9. Use a pen, not a pencil.
10. Draw a single line through mistakes, and write your initials beside the line.
11. Fill each line of your notebook. If you leave a space between entries, draw a line
12. through the space, and write your initials beside the line.
13. Write or print neatly, so that others will be able to read it.
14. Use only common abbreviations, for example If you make up your
15. own abbreviations, make sure you explain them the first time you use them.
16. You must make your notes right away or as soon as possible after the incident.
17. They should always be done within 24 hours.
18. If you follow these guidelines, your notebook will look clean and well organized. It will
19. add to your image as a professional,

What kinds of things should I write in my notebook?

Get into the habit of recording anything that will help you fill out a report later. This

could include things such as:

1. Suspicious looking people or vehicles
2. Safety hazards
3. Special requests for equipment
4. Anything that looks out of place
5. A security break
6. Complaints or upset people
7. Damage to equipment or property
8. Signs of criminal activity
9. Evidence of a crime
10. Description of the scene
11. Weather conditions
12. Strange phone calls• bomb threats

                                            THANK YOU