Daily activity report
A chronological record of shift start, patrols, routine duties, observations, contacts and handoff.
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Reporting standards
Clear records. A better view of your site.
Reporting helps clients see what occurred during a shift, what was checked, which exceptions were observed and who was notified.
Three records with different purposes
Your written service scope sets out the report format and delivery timing.
Incident report
A focused record of an event, including facts observed, people notified, actions taken and available references.
Patrol record
Visit time, assigned checkpoints, exceptions found, action taken and completion status.
What a useful daily activity report can include
- Client, site, date, guard and scheduled shift
- Actual start and end time, post handoff and equipment received
- Chronological entries with times and objective observations
- Patrol or checkpoint completion
- Visitors, contractors, deliveries or access exceptions when within scope
- Unusual conditions, incidents and reference numbers
- Client, supervisor or emergency-service notifications
- End-of-shift summary and signature or approval
Objective language is more useful
Reports should distinguish what was directly observed from what another person stated. Entries should use specific times, locations, descriptions and actions instead of assumptions or emotional wording.
Escalation should not wait for the report
A written report records an incident; it does not replace immediate communication. The post orders should say which situations require a call to the client, a supervisor or emergency services and in what order.
Client-specific fields
A report can be adapted to record client priorities such as gates, doors, lighting, alarms, refrigeration, contractor activity or equipment areas, provided those checks are within the agreed security scope.
Download the blank sample template to see how a daily activity report can be organized. It contains no client records or completed assignments.
Define reporting before coverage begins.
Tell SAYAMS what your team needs to review, how quickly incidents should be escalated and where completed reports should go.