Retail reports should record observed behaviour, relevant statements, store actions, property involved and notifications without converting suspicion into fact.
At a glance
- Ontario report-writing training emphasizes factual data, circumstances and clear descriptions.
- Bias and opinion should be avoided in written communication.
- Evidence-related information should be handled and preserved appropriately.
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 and by whom?
- Which product or area is relevant?
- What happened after the observation—approach, recovery, police call, departure?
Picture this at your property
A person leaves a store after handling merchandise. If the guard did not see concealment or non-payment, the report should not state theft as a fact; it should record only the observed sequence.
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.