In Tennessee's security environment, writing effective emails and reports is as crucial as your on-site presence. As a licensed guard under T.C.A. § 62-35, you not only protect people and property but also create the official record that keeps your team informed and ensures legal compliance.

This is a core requirement. The Tennessee Department of Commerce & Insurance (TDCI),which governs your license, mandates that training include "Field note-taking and report writing." This guide, based on TDCI requirements and ASIS International best practices, shows how to write strong emails and reports to build trust and advance your career.

Why is Good Writing a Core Skill for Security Guards?

Clear writing is a fundamental part of your job, not an optional "extra." 

Here's why it's critical:

• Builds Professional Trust: A clean email or report demonstrates your professionalism. As ASIS International notes, clear documentation signals competence and builds trust with supervisors, clients, and law enforcement.
• Creates a Legal Shield: Your incident reports are official business records used in court. Clear, objective facts protect you and your employer. Vague or subjective reports create serious legal risks.
• Ensures Operational Efficiency: Clear reports help teams resolve issues faster and prevent dangerous misunderstandings or security lapses.
• Drives Career Advancement: With security jobs growing in Tennessee (per the BLS),officers with strong writing skills are consistently first for leadership, training, and specialized roles.

How Do You Write a Professional Security Email?

Emails are a daily tool. Follow these steps to keep them professional, brief, and clear.

1. Make a Strong, Specific Subject Line

A weak subject line ("Update," "Hey") gets lost in a busy inbox.

• Bad: Report or Question
• Good: Incident Report - West Garage - Oct 21, 2025
• Good: Maintenance Needed: Broken Lock on Door 7B
• Good: Shift Handover Notes - 3rd Shift - Oct 21, 2025

2. Follow a Professional 5-Part Structure

• Greeting: Use a professional salutation.
  • Examples: Dear Sgt. Ramirez, Good morning Team,
• Start: State your purpose in the first sentence.
  • Example: I am writing to report a noise complaint at the south fence at 2:15 AM.
• Main Part: Keep it concise. Use bullet points for key facts.
  • *Example: `At 10:00 PM, I observed an unauthorized vehicle in the visitor's lot.
    • Make/Model: Blue Honda Civic
    • License: Tennessee [Plate Number]
    • Action: I informed the driver they needed to move, and they complied.`*
• End: Use a professional closing.
  • Examples: Thank you, Regards,
• Your Info (Signature):
  • Johnathan Lee
  • Security Officer, #TN-12345
  • ABC Guard Services
  • (615) 555-0199

3. Keep the Voice Pro and Check It

Your tone should be as professional as your uniform. Use tools like Grammarly to check for errors.

Pro Tip: Read your email out loud. It's the fastest way to catch errors and awkward phrasing.

What Are the Steps to Write a Legally Sound Security Report?

Your incident report is a permanent legal record. It must be 100% factual, clear, and objective. A bad report causes operational failures and legal liabilities.

What are the 5 W's and H for a Security Report?

Your report is incomplete if it doesn't answer these six questions.

Why is Objectivity Important in Security Reports?

ASIS International guidance is clear: reports protect you in court. Be an impartial witness; report facts, not feelings.

• Bad (Opinion): He was drunk and looked mean. (This is a guess, not a fact.)
• Good (Fact): The individual was unsteady on his feet, slurring his words, and speaking in a loud voice.
• Bad (Opinion): The door looked like it was messed with.
• Good (Fact): I observed deep scratches, approximately. 3 inches long, around the keyhole.

What is the Best Format for a Security Incident Report?

Avoid long, dense blocks of text. Use a standard format with clear headings.

Name: Incident Report: Break-In - Volunteer Plaza - Oct 21, 2025

Case #: TN-2025-04567

Date/Time of Incident: Oct 21, 2025, 02:30

Date/Time of Report: Oct 21, 2025, 06:30

Quick Summary:

At 02:30, I discovered an unauthorized person inside the perimeter. I escorted the individual off the property without incident. No injuries or property damage.

What Happened (Chronological Narrative):

02:30: While on patrol, I observed a broken chain-link fence panel (See Photo A).

02:32: I identified an unknown male walking near the storage sheds.

02:33: I made contact and issued a verbal trespass warning.

02:35: I notified Shift Supervisor Sgt. Torres escorted the individual off the property.

People Involved:  Name/Description | Role | Contact Info Unknown Male, 5'10", gray top | Subject | N/A (Refused to identify)  Sgt. Elena Torres | Supervisor | (901) 555-0123 (Notified)

What You Did & Proof:

Called the non-emergency line; logged the incident in the company's Silvertrac software. See attached Body Camera Video B (02:32-02:35).

End & Next Steps:

Site is secure. Submitted work order for fence repair by 08:00. No further action needed at this time.

What Tools Can Improve Security Report Writing?

Apps: Use approved reporting software (Resolver, SafetyCulture, Silvertrac). They provide templates and timestamps for accuracy.

Learning: For advanced training, explore resources from ASIS International and the International Foundation for Protection Officers (IFPO).

Traps to Skip: Avoid jargon, slang, or 10-codes. Use plain English so clients, lawyers, and insurers can understand it.

Conclusion: Professional Writing as a Career Tool

• Mastering written communication transforms routine tasks into career opportunities. By writing clear, objective reports, you meet TDCI professional standards, keep people safe, and build trust.

Action Required: What's your biggest report-writing challenge? Share in the comments! Subscribe for more guidance for TN security professionals.

Frequently Asked Questions (FAQ) for TN Security Guards

1. What is the most critical part of a Tennessee security report? Objectivity. Your report must be 100% verifiable facts (what you saw, heard, and did). It must be suitable for review by your company, client, and courts. Avoid personal opinions or guesses (like "mad" or "fishy").
2. What's the difference between factual and subjective language? A factual statement is verifiable: "The door was open for two minutes." A subjective statement is an opinion: "The door looked messed up." Stick to facts for legal and operational support.
3. How can I quickly improve my report writing? Use the 5 W's + H (Who, What, When, Where, Why, How) as a checklist for every report. This ensures you don't miss details. Also, proofread out loud to catch errors.
4. Should I use 10-Codes in my Tennessee reports? No. Use plain English. Your report must be clear to clients, attorneys, and insurers who don't know security jargon.
5. How long should my report be? As long as it is necessary to be complete. Focus on covering all facts (the 5 W's + H) clearly. Do not add "filler" words, but don't leave out essential details. Clarity and completeness matter more than word count.
6. How does email safety fit with Tennessee rules? As a TDCI-licensed professional, you must handle client and incident information securely. Follow company data protocols (e.g., use work email, encrypt sensitive files). Mishandling data is unprofessional and a severe liability.

Alliance Training and Testing is a Tennessee state-approved training provider under the Department of Commerce & Insurance, Private Protective Services. We are dedicated to empowering Tennessee's protectors with responsible, practical, and legally sound training.