Security Guard Daily Activity Report: What to Include

A security guard daily activity report (DAR) should include the officer’s name, the site, the date and shift times, a time-stamped log of patrols and observations, any incidents or maintenance issues, visitor and vehicle activity, and the handover to the next shift. It should be factual, in time order, and clear enough that someone who was not there understands what happened.

For a property manager, the DAR is the proof that the service you pay for was delivered. This guide explains each section, shows a sample, and lists what to expect from your security provider.

What Is a Daily Activity Report?

A daily activity report is the written record a security officer completes during every shift. It lists what the officer did, saw and reported, with the time of each entry.

It is different from an incident report. The DAR covers the whole shift, including routine patrols when nothing happened. An incident report gives full detail on one specific event, such as a break-in, injury or trespasser.

Why the DAR Matters to Property Owners

• Accountability. Time-stamped entries show that patrols and checks were completed.
• Early warning. Repeated notes about a broken gate or a loitering vehicle reveal problems before they grow.
• Evidence. Reports support police reports, insurance claims and legal matters.
• Maintenance. Officers often spot leaks, failed lights and hazards first.
• Better decisions. Patterns in the reports help you adjust hours, posts and patrol routes.

9 Things Every Daily Activity Report Should Include

1. Officer and site details. Officer name, site name and address, post or patrol route.
2. Date and shift times. Start and end time of the shift, including breaks and relief.
3. Start-of-shift handover. Notes received from the previous officer, keys and equipment checked.
4. Time-stamped patrol log. Each patrol round with the time and the areas checked.
5. Observations. Anything unusual, even if it turned out to be nothing, such as an unlocked door or an unfamiliar vehicle.
6. Incidents. A brief summary of any incident, with a reference to the full incident report.
7. Visitor, vendor and vehicle activity. Who came and went, deliveries, parking issues and any citations or warnings given.
8. Maintenance and safety issues. Lights out, damaged fencing, spills, blocked exits, alarm faults.
9. End-of-shift handover. Open issues for the next officer and who was notified.

Photos add a lot of value. A picture of the open gate or the broken lock removes any doubt about what the officer saw.

Sample Daily Activity Report

The sample below is fictional and shows the level of detail to expect.

Site: Example Business Park, Building A. Officer: J. Smith. Date: Tuesday. Shift: 10:00 PM to 6:00 AM.

Time	Entry
10:00 PM	On duty. Received keys and radio from Officer Lee. No open issues reported.
10:15 PM	Exterior patrol of Building A completed. All doors secured.
11:02 PM	Light out above north loading dock door 3. Photo taken. To be reported to property manager.
12:30 AM	Interior patrol completed, floors 1 to 3. No unusual activity.
1:47 AM	White van parked near east fence, engine running, no markings. Plate recorded. Vehicle left at 1:55 AM when approached.
3:00 AM	Exterior patrol completed. East gate found unlatched. Secured gate. Photo taken.
4:20 AM	Cleaning crew of 3 arrived and signed in. Badges checked.
5:45 AM	Final patrol completed. All secure.
6:00 AM	Off duty. Briefed Officer Garcia on dock light and east gate.

How to Write a Good Report

• Stick to facts. Write what was seen and heard, not opinions or guesses.
• Use exact times. “1:47 AM” is useful. “Around 2” is not.
• Answer the basics. Who, what, when, where, and what action was taken.
• Write in plain language. Short sentences, no slang or unexplained codes.
• Record as you go. Notes made at the time are more accurate than a summary written at the end of the shift.
• Describe people and vehicles carefully. Clothing, height, direction of travel, make, color and plate.
• Note who was told. If a supervisor, manager or the police were contacted, record the name and time.

Common Reporting Mistakes

• Entries such as “all clear” repeated for every hour with no detail
• Missing times or gaps of several hours
• Reports filled in at the end of the shift from memory
• Opinions about people instead of descriptions of behavior
• Maintenance issues noticed but not written down
• Incidents mentioned in the DAR with no separate incident report

If you see these in your reports, raise it with your provider. Thin reports often point to thin supervision.

Paper Reports vs. Digital Reporting

Many security companies now use reporting software on a phone or tablet. Digital reports offer several advantages:

• Entries are time-stamped automatically
• Checkpoint scans or GPS records confirm patrols took place
• Photos attach directly to entries
• Reports reach the client by email soon after the shift
• Past reports are easy to search when you need them

Paper logs can still work for small sites, but they are harder to verify and share.

What to Ask Your Security Provider

1. Can I see a sample daily activity report and incident report?
2. How soon after each shift will I receive reports?
3. How do you confirm that patrols were completed?
4. Who reviews the reports before they reach me?
5. How quickly am I told about a serious incident?

These questions fit well alongside our 7 questions to ask before hiring a security guard company.

Clear Reporting From Griffin Protection Services

Griffin Protection Services provides unarmed security officers and patrol services in San Jose, Santa Clara and across the Bay Area. Our officers document every shift, and our supervisors review reports so clients know what is happening on their property. We have served local businesses and communities since 2005 (PPO #121613).

Contact us or call 408-330-6003 to talk about your site.

Frequently Asked Questions

What does DAR stand for in security?

DAR stands for daily activity report. It is the officer’s time-ordered record of everything done and observed during a shift.

What is the difference between a DAR and an incident report?

A DAR covers the entire shift, including routine activity. An incident report gives full detail about one specific event and is written in addition to the DAR.

How often should a security guard make entries?

Officers should make an entry for every patrol, every notable observation and every incident, at the time it happens. Many sites expect at least one entry per hour.

How long should security reports be kept?

Retention periods vary by company policy, contract and legal needs. Many organizations keep reports for several years, and longer when an incident may lead to a claim.

Who should receive the daily activity report?

The property manager or client contact should receive it, along with the security company’s supervisor. Serious incidents should also be reported by phone right away.