Filling In The Blanks: The Basics Of Report Writing

Sep 1, 2003 12:00 PM, Thomas W. Leo

A report is a recording of facts onto a permanent, formal document or record — initially it may be in verbal form. It may be used in criminal or civil court proceedings, internal disciplinary actions, or to refresh a person's memory, and it may provide the basis for further action. A report provides details of an incident or an accident, documenting action taken because of that event, and providing continuity during an investigation.

The best possible report is one that leaves no questions in the mind of the reader.

THE REPORT MUST BE:

1. Clear.

   The reader must be able to know exactly what happened by reading what you wrote, since the chances are that you will not be there later on to answer questions.

2. Concise.

   Limit yourself to just the facts, no opinions unless attributedto a named witness.

3. Complete.

   All relevant facts must be in the report. There may not be another opportunity to gather facts first-hand, after you leave the scene.

THE FOLLOWING CRITICAL QUESTIONS MUST BE ANSWERED TO MAKE A REPORT COMPLETE:

Who?

Names and addresses, including phone numbers, of those involved, those contacted.

What?

Describe what happened, what was done, and what you did.

Where?

What was the location of the incident? Draw a diagram if appropriate.

When?

Dates, times of what happened.

Why?

What were the reasons it happened?

How long?

What was the time period involved, how long had the condition existed?

REMEMBER, WHEN YOU WRITE A REPORT AND SIGN YOUR NAME, YOU ACCOMPLISH TWO THINGS:

1. You define yourself as being either professional or non-professional within your field; and

2. You reflect — to anyone who reads that report — the competency of your employer, your firm and yourself.

ABOUT THE AUTHOR

Thomas W. Leo is a graduate of the United States Military Academy at West Point and has more than 30 years of experience in the security industry. His Delaware-based consulting operation services the business, government and legal communities. He is a lifetime CPP and has served on the Board of Directors of ASIS International. E-mail him at thomasleo@mindspring.com.

Share your story…

Every month, we are offering information about managing guard services and leading in-house staff. Among other things, this page will offer an opportunity for readers to share the management lessons they have learned and to provide other helpful information to their peers in the industry. To offer suggestions, or to contribute to this page, contact Jennifer Pero at (770) 618-0135 or e-mail jpero@primediabusiness.com

Want to use this article? Click here for options!
© 2008 Penton Media Inc.

This month in Access Control

• Opening Up About Door Closers
• An Enterprise Approach
• The Framework For Open Systems
• On A Higher Plane
• More from April's issue