Quick answer: A good incident report records what happened, when, where, who was involved, what was lost or damaged, and what was done about it. It should be backed by saved video clips and photos. Write it the same day, save the footage immediately (before the recorder overwrites it), store everything together in one case file, and share it securely with police or your insurer. Consistent reports turn isolated events into patterns you can act on.
Why documentation matters
- Police need clear, specific facts and evidence.
- Insurers often require prompt, detailed reports and proof.
- Employment decisions must be based on documented facts.
- Patterns become visible only when incidents are recorded consistently.
What to record
| Field | Example |
|---|---|
| Date and time | Tue, Nov 4, 2026, 9:42 PM (store local time) |
| Location | Store #3, tobacco wall / register 1 |
| Type | Theft, robbery, injury, damage, policy violation, hazard |
| Description | Factual, step-by-step; no opinions |
| People involved | Employees, customers, descriptions of suspects |
| Witnesses | Names and contact details |
| Loss or damage | Items, quantities, estimated value |
| Actions taken | Police called (report #), manager notified, first aid |
| Evidence | Clip times, photo files, receipts, POS records |
| Reported by | Name, role, signature |
Step-by-step
- Make everyone safe first. Call 911 in an emergency.
- Preserve the scene where possible.
- Save the video immediately. Note the camera, start and end time, and export the clip before it's overwritten.
- Take photos of damage, empty shelves and broken locks.
- Write the report the same day, while memories are fresh.
- Collect supporting records: POS transactions, schedules, inventory counts.
- Store everything in one case file.
- Share securely with police or insurers, with access limited and logged.
- Review and fix the process gap that allowed the incident.
Writing tips
- Stick to facts: "the man placed two razors in his jacket," not "the thief stole."
- Use times from the camera, and say which time zone.
- Describe people by clothing, height, build and vehicle, not assumptions.
- Keep the language neutral; the report may be read by police, insurers or a court.
Organizing evidence
An evidence case groups clips, photos, the written report and related records under one incident number. Good practice:
- one case per incident;
- consistent naming (date, store, type);
- a retention policy (how long you keep evidence);
- secure, expiring share links instead of emailing large files.
Frequently asked questions
How soon should I write an incident report?
The same day. Delays lead to lost footage and fuzzy memories.
How long should I keep incident evidence?
At least until the matter is fully closed with police and insurers. Many businesses set a fixed retention policy.
Who should see incident reports?
Only those who need to: management, HR, police and insurers. Keep access limited and logged.
Key takeaways
- Record the who, what, when, where, loss and actions in factual language.
- Export the video immediately and keep everything in one case file.
- Share securely and fix the process gap.
Next step: Digital EYE's platform turns monitored incidents into organized evidence cases with PDF reports and secure share links. See how.