Documentation of Force Incidents
When force is used on the job, your report matters. A clear, accurate report protects you, your team, and your company. It also shows that you acted with safety and professionalism in mind.
Why Good Documentation Matters
Use-of-force incidents often lead to questions. Supervisors, clients, and sometimes law enforcement may review your report. If the report is weak or unclear, it can raise doubt. A strong report shows what happened, why force was used, and that you followed policy and local law.
“If it’s not written down, it didn’t happen.” — Common saying in security and law enforcement
What to Include in a Use-of-Force Report
- Who: Names of everyone involved. Include witnesses.
- What: What happened before, during, and after the incident.
- When: Date and exact time of the event.
- Where: Exact location, including property name and specific area.
- Why: Reason force was used (e.g., to stop a threat, defend self or others).
- How: Type of force used (e.g., hands-on, OC spray, baton).
Be specific. Say, “Subject punched me in the chest, and I used an arm-bar take down,” not “We struggled and I took him down.”
Shift Checklist: After a Use-of-Force Event
- Call for medical help if needed.
- Notify your supervisor right away.
- Secure the scene. Keep people safe.
- Write your report as soon as possible while it’s fresh.
- Stick to facts. Avoid opinions or guesses.
- Use plain language. Avoid slang or jokes.
- Attach any photos, video clips, or witness names.
- Review your report for grammar and clarity.
Keep It Professional
Your report may be read by people who weren’t there. Keep it simple and respectful. Don’t include personal feelings or blame. Avoid phrases like “He was acting crazy.” Instead, describe behavior: “Subject was yelling, pacing, and clenching fists.”
Common Mistakes to Avoid
- Leaving out key details: Don’t assume others know what you meant.
- Using vague terms: Say “open-hand strike to left shoulder,” not “hit him.”
- Guessing: If you don’t know something, say so. Don’t make it up.
- Writing too late: Delays can lead to missing or wrong info.
Quick Scenario
You’re on patrol at 10:45 p.m. A man tries to force his way into a locked office. You ask him to leave. He swings at you. You block and use a take-down. You call for backup. Later, you learn he’s an ex-employee. You write your report.
Bad report: “Guy attacked me. I took him down and called it in.”
Better report: “At 2245 hours, I observed a male (later ID’d as John Smith) pulling on the locked door of Suite 204. I gave verbal commands to stop. He turned, shouted, and threw a closed-fist punch at my head. I blocked the punch and used an arm-bar take-down to gain control. I radioed for backup and kept the subject on the ground until help arrived.”
FAQ: Use-of-Force Reports
1. Can I write the report later at home?
No. Write it on shift or as soon as possible. Details fade fast.
2. Should I include my feelings or opinions?
No. Stick to facts, actions, and what you saw or heard.
3. What if I’m not sure if it counts as use of force?
Follow your site policy and local law. When in doubt, report it and notify your supervisor.
Action Takeaway
After any use-of-force, your report is your proof. Be clear, detailed, and honest. Use simple language. Stick to facts. Write it soon. A strong report shows you acted with control and care. That protects you and your company.
