Basic security guard training Unit 1 Lesson (C)

Writing a notebook is recording crucial information that you observe, statements of individuals, and evidence of incidents, in a clear, precise, and organized manner.

The objective of note-taking;

• Good note-taking aims to help the security guard record daily incidents in their notebook accurately and concisely.
• Notebook is an integral part of the security equipment you should manage, maintain, and handle your notebook professionally, you may need to present it to the supervisor, law enforcement officers, and judges in the court hearing.
• During your duties, you will encounter various situations and people. Since recalling everything is impossible, write down information in your notebook that requires further action.
• A notebook is a valuable tool for a security report. Accuracy is inevitable in your writing because a security report is considered testimony at the trial.
• If you take note while the incident happening. You can reference the precise time in the security report which is primarily used as evidence in the court hearing.

In this lesson, the security trainees will learn the importance of maintaining the notebook, tips to record the information, and how to use the notebook to write a comprehensive security report.

What is The purpose of writing a notebook?

The notebook is not only used by security guards but also maintained by police officers, law enforcement personnel, investigators, and other professionals. In this context, the purposes of writing a notebook can vary, but some important ones are highlighted below.

1. To Recall Incident Details:

The notebook plays a crucial role in helping you remember details of an incident. As time passes, your memory fades, and the gap between the incident and a possible trial is typically at least five to six months. Without recording the incident in your notebook, you risk forgetting critical details.

Information such as the location, time, description of objects, and names and addresses of witnesses may become inaccurate or incomplete if not noted down. To preserve the accuracy of the vital information you are required to write the notebook as soon as possible.

2. Provide accurate testimony:

Due to the nature trial, you may be called to testify in court as a witness. You can not impress the judges or jury when you start remembering the incident scene. At this point, your credibility is a stake.

Carrying a well-maintained notebook ensures you don’t forget important events or scenes, allowing you to provide accurate and reliable testimony

When requested by the judge, presenting a detailed notebook not only strengthens your testimony but also demonstrates your professionalism and diligence in note-taking.

Failing to recall the sequence of events without a notebook could lead you to responses like “I don’t remember,” “I don’t know,” or “I have no idea,” which may weaken your testimony. To avoid this, document the details in your notebook as the incident is progressing.

3. To demonstrate your work and ability:

Many people can review your notebooks such as your supervisor, manager, client representative, police, lawyer, and even judge. The quality of your notebook reflects your professionalism and ability to perform as a competent security guard.

A well-maintained and detailed notebook supports your credibility, while a poorly written one reflects your carelessness and lack of professionalism.

An efficient and well-organized notebook always reflects your organizational skills and ability. The information you document also demonstrates your understanding of the law and your ability to handle offenses effectively.

Ultimately, the quality of your notebook reflects the effort and diligence you put into your work, leaving a lasting impression on those who review it.

3. To Write a Security Report:

The information in your notebook serves as the foundation for writing a complete and accurate security report, as it records the chain of events that occurred during the incident.

A comprehensive security report should rely on the detailed notes you recorded in your notebook. Since the report is often written after the incident, it is easy to forget the sequence of events if they are not documented promptly.

By noting even small details of the scene as the incident progresses, you can recall the entire picture of what happened when preparing your security report. This ensures your report is detailed, accurate, and reflective of the incident.

4. To help in the investigation:

Your notebook plays a crucial role in organizing the material you have gathered. Arranging your notes in chronological order not only assists in writing a detailed security report but also provides valuable facts during the police investigation.

You never know if someone you deal with today might be involved in criminal activity in the future. Recording details about the individuals you dealt with can be crucial for future life.

If a person is later found involved in wrongdoing, your notes about their past actions can offer insight into their history. This information becomes a useful reference for building a case or supporting an ongoing investigation.

Your notebook essentially becomes a tool for connecting past events to present circumstances, enhancing the overall investigative process.

Maintaining the notebook

• Notebooks are an essential tool: Your notebook is an essential tool for recording incidents, observations, and other critical information.
• Retain filled notebooks: Always store your notebooks securely, even when they are full, as we may need them for future reference.
• Make corrections properly: If you need to correct an entry, do so clearly and professionally. Avoid scratching out or making the entry illegible.
• Never tear out pages: Never remove pages or sections from the notebook, as doing so compromises its integrity and professionalism.
• Keep your notebook secure: Always control your notebook and store it safely to prevent unauthorized access.
• Avoid public access: Do not leave your notebook in areas where the general public can access it.
• Maintain professionalism: Never use profanity or unprofessional language in your notebook, as it reflects poorly on your conduct and professionalism.

Why Writing a Notebook is important?

•  It shows professionalism
•  It helps you justify your action
• Noting down is an efficient way to remember
• your notes may be required by a court
• It shows you followed proper policies and procedures

Why do security guards use the notebook?

• Ensure accountability
•  Help you to remember an important event
•  Helps with writing
•  Assist others in investigations

Tips for writing a notebook Professionally.

• Start with the basics: Begin each entry with the date, day, and time.
• Follow chronological order: Record events as they happen or in the order they occurred.
• Stick to facts: Write only what you have seen or heard, ensuring accuracy and avoiding manipulation.
• Avoid erasures: Use only a pen, never a pencil. Do not erase, overwrite, or make messy corrections.
• Keep it neutral: Avoid including personal opinions or guesses.
• Fill every space: Do not leave blank spaces, lines, or pages in your notebook.
• Ensure readability: Make sure all entries are legible for easy reference.
• Avoid abbreviations: Write in full sentences without using shorthand or abbreviations.
• Use a fresh heading daily: Start each day with a new heading, including key details.
• Document key details: Record the time, date, weather conditions, and location of the incident.
• Maintain consistency: Complete the notebook in the same format every time to ensure uniformity.
• Include incident nature: Specify the type of incident being recorded.
• Base on facts: Include factual information such as names, addresses, and other relevant details.
• Draw diagrams if needed: Add sketches or diagrams to clarify complex scenes or layouts.
• Answer key questions: Always include details addressing Who, What, Where, When, Why, and How.

Following these guidelines ensures that your notebook remains professional, accurate, and a reliable record of events.

What should you include in your note?

1. Names of the parties involved:
   • Including aliases and nicknames
   • If possible, addresses
   • Telephone numbers,
   • Dates of birth.
2. Descriptions of individuals:
   • Clothing
   • Age
   • Height
   • Weight
   • Sex (Male, Female, or Other)
   • The color of hair and eyes
   • Ears
   • Nose
   • Scars and tattoos
   • Other distinguishing characteristics.
3. Description of the property:
   • Serial number
   • Size of damage
   • Color
   • Years of Made
   • Other identifying features

You should write a notebook in the following situation.

• The time you receive the call.
• If the complaint is made.
• If the evidence is found.
• When you make statements about the victim.
• When you observe something that is not usual.
• At the scene of the incident and accident
• When the police arrive at your site.

When Should You Record in the Notebook?

Answer: Record in the notebook during the event, immediately after it occurs, or as soon as possible.

The sample Notebook writing

Date: 25th January 2025
Time: 08:30 AM
Location: Main Gate, XYZ Building

Incident Details:

At approximately 08:15 AM, I observed a suspicious individual loitering near the main gate.

Description:

• Gender: Male
• Approximate Age: 35 years
• Clothing: Black hoodie, blue jeans, white sneakers
• Distinguishing Features: Short beard, tattoo on the left wrist

The individual appeared to be looking around and checking parked vehicles.

Action Taken:

• I approached the individual at 08:20 AM and asked for identification.
• The individual stated he was waiting for a friend who works in the building.
• Informed him that loitering near the gate is not permitted without prior notice.
• The individual moved away from the gate at 08:25 AM.

Additional Notes:

• Checked the security cameras to verify his activity—no unusual behavior was recorded.
• Notified the building supervisor about the incident at 08:30 AM.

Witnesses (if any):

None

Reported by:

Ranga, Security Guard

Signature:

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