Using Who, What, Where, When, Why and How in Security Reporting

The classic six-question structure is part of Ontario’s official report-writing syllabus because it helps organize an occurrence without losing important context.

At a glance

• The ministry requires training on incorporating who, what, where, when, why and how.
• Not every “why” will be known; unknown motive should not be invented.
• Clear structure supports later review and evidence handling.

What this means in practice

The official rules establish a baseline, but a workable security assignment still needs property-specific decisions. The client and provider should turn general requirements into clear instructions about what is checked, who can authorize exceptions, what must be documented and when another authority takes over.

Questions to confirm

• Which of the six questions is still unanswered?
• Is the missing information actually necessary?
• Can the report clearly identify what remains unknown?

Picture this at your property

A rear door is found open. “What,” “where” and “when” may be known immediately. “Why” may remain unknown until the client or maintenance team investigates.

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

The strongest security process is usually the one that makes responsibilities, observations and escalation clear. That creates a service that can be understood and reviewed without overstating what security can guarantee.

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.