Last Updated on March 27, 2025 by James R. Cole
A security notebook is an essential tool for all security staff. It is also crucial for accurately recording daily events, incidents, and shift details.
Depending on the country and organization’s policy, security personnel may be issued an official security guard notebook or security officer notebook. It is your responsibility to keep it safe, secure, and properly managed.
When on duty and in uniform, you must always carry your notebook. This ensures immediate documentation of any occurrence, incident details, and relevant information during your shift.
Issuing and Returning the Notebook
Every security notebook issued typically has a serial number to track and control its use. Once the notebook is filled with records, you must return the security notebook to your company or supervisor.
Remember, the security officer notebook is considered a controlled item and legal document.
Security personnel must treat their notebooks with care and respect. In case of serious incidents or accidents, the entries recorded in the security notebook might become critical evidence presented in court proceedings. Therefore, never tear out pages, erase, or damage entries.
Properly Making Entries in a Security Notebook
The security notebook is used for multiple purposes, including completing security reports, preparing incident or accident reports, and providing court evidence. When documenting information, ensure your entries follow these standards:
- Clear: Record the exact details and circumstances of incidents or observations.
- Concise: Use only necessary words to describe situations clearly.
- Consistent: Maintain a uniform format for all notebook entries.
- Complete: Provide all required information without leaving details out.
- Factual: Include only verified facts and avoid assumptions or opinions.
What Should You Include in Your Security Guard Notebook?
Each shift entry in your security guard notebook must clearly state:
- Date
- Day of the week
- Duty post
- Equipment received
- Shift supervisor’s name
- Start and finish time of shift
- Weather conditions (if duty is outdoors)
In addition, record anything unusual, noteworthy, or potentially important for future reference or requiring further action.
Recording Tips for Security Notebook Entries:
- Avoid leaving blank pages or spaces.
- Always use a black pen for better readability and legal compliance.
- Use the margins to document the exact time of each entry.
Standard Method of Entry in Notebook
Follow a standard and consistent method when recording an entry in your security officer notebook. Include the following points systematically:
- Date
- Time
- What happened?
- What observed?
- Who involved? (Clearly list all involved individuals.)
- Where did it happen?
- Why did it happen?
- What actions were taken?
- Were additional actions required?
- Response taken
- Was support requested?
- What was the outcome?
- Was a resolution achieved?
- Were there consequences or follow-ups?
Make entries promptly after any incident. If unable to write immediately due to ongoing circumstances, mentally note details and record them clearly at the earliest possible moment. Prompt recording prevents inaccuracies caused by delayed entries.
Example Format of Entry in Security Notebook
Here’s a standard example of how entries in your security guard notebook should look:
| Date & Time | Entry Detail |
|---|---|
| 01/01/2025 20:00 hrs | During an accident, two cars were involved. Mr. John Smith was driving a black Toyota Camry (registration 345). Tom Cruze was driving a white Nissan (registration 431). The crash occurred at the front entrance due to the Nissan turning without signaling in front of the Toyota Camry. |
| 02:01 hrs | Directed drivers to park vehicles in the parking lot. |
| 02:03 hrs | Contacted police and control room supervisor Mr. Jony. |
| 02:10 hrs | Police arrived at the scene. |
| 02:15 hrs | Both drivers provided documents to the police. |
| 02:30 hrs | Police left the premises. |
| 02:40 hrs | Both vehicles departed the location. |
| 02:45 hrs | Normal duties resumed. |
Conclusion
Your security notebook serves as more than a mere record-keeping tool—it acts as a legally significant document that may recall incident details years into the future.
Proper documentation in your security guard notebook or security officer notebook ensures accuracy and reliability in case of legal proceedings, supporting both the integrity and effectiveness of your security responsibilities.
