A useful occurrence report explains the relevant facts of an event: who, what, where, when, why if known, how, and what actions were taken.
At a glance
- Ontario training specifically includes who, what, where, when, why and how.
- Writers should record relevant facts and circumstances, not fill gaps with assumptions.
- Confidentiality and the potential legal implications of reports should be considered.
Use this as a planning checklist
A checklist is useful only when the answers become part of the actual assignment. Record the approved process, identify who can change it and make sure the people providing coverage can access the current version.
Questions to confirm
- What was directly observed?
- What was reported by someone else, and by whom?
- What action was taken and who was notified?
Picture this at your property
A broken door is discovered at 3:10 a.m. The report should state when it was found, its condition, any earlier known condition, who was contacted and what happened next—not guess who caused the damage.
The value of the example is the decision process: identify what is known, what remains uncertain, who has authority, and what information should be preserved for follow-up.
Practical takeaway
Use the questions above before coverage starts or when the current process is being reviewed. If an answer is unclear, make the responsibility explicit in the site instructions rather than leaving it to individual interpretation.
Official sources & verification
1. Section 4: Report writing — Government of Ontario
2. Section 9: Effective communications — Government of Ontario
3. Section 7: Canadian legal system — Government of Ontario
Last reviewed: 2026-08-08. This resource is general information for security planning and service discussions. It is not a guarantee that crime, loss, injury or other incidents will be prevented, and it does not replace a site-specific assessment, client instructions, emergency plans, regulator requirements, insurer requirements or legal advice.