In this article we will go over the importance of writing Officer Instructions and Report Notes in Risk and Liability terms, how to write a site or post specific Checkpoint Instruction or Report Note, and we share some common general Checkpoint Officer Instructions and Report Note examples.

Writing Officer Instructions and Report Notes in Risk and Liability Terms

Please review the article:

As highlighted in that article, you can provide your clients with heightened accountability and dynamic Reports that not only show THAT your officer was at a specific but also WHAT they did while on site in risk and liability terms.  

NOTE:  Many Security companies use law enforcement or industry terms like, "Code 4, All Clear, Or No Issue Found" to describe a Patrol, Tour or Checkpoint "Hit".

Facility and Property Managers do not use law enforcement or security industry terms, therefore it is important to familiarize yourself with their industry language and write your Checkpoint Instructions, and especially the Report Notes, in their language.  This will help them greatly when it comes to the reporting they must produce for their Regional Managers.

How to Write a Site or Post Specific Checkpoint Instruction or Report Note

The Checkpoint Instructions pop up on the handheld as soon as a Checkpoint is scanned and an Officer must acknowledge it, so imagine you get a call from an Officer calling you from that Checkpoint and asking, "What do you want me to do here?" while the Property or Facility Manager is on the line with you.  Your answer would likely be very specific and all inclusive even if it was a very basic routine Checkpoint.

The same idea applies when writing a Report Note, only this time you are writing out in detail what the Officer did based on those Instructions directly to the Facility or Property Manager

Some Common General Checkpoint Officer Instructions and Report Note Examples

Pool & Spa

Checkpoint Issue Type: Patrol: Pool & Spa

Checkpoint Instructions: Officer please check the pool & spa area for any violations to the pool rules including after hour use, alcohol/glass containers, unsupervised children, property damage, or any other unwanted activity. If you find any issues please report them with a photo included if possible. 

Checkpoint Note: Officer patrolled the pool & spa looking for violations to the pool rules including after hours use, unsupervised children, alcohol consumption, glass containers, and property damage. Officer made sure the pool area is only open during the designated hours.  Any Issues found were reported as a separate incident.

Clubhouse

Checkpoint Issue Type: Patrol: Clubhouse

Checkpoint Instructions: Officer please patrol the clubhouse and make sure each room is clear of any visitors after hours. Make sure all doors and windows are locked. Make sure that there is no improper use of the facility at any time.  Please report any issues found as a separate issue.

Checkpoint Note: Officer patrolled the clubhouse to ensure proper use of the facility and deter any unwanted activity. Officer made sure that all doors and windows are locked and secured after hours. Any Issues found were reported as a separate incident.

Laundry Facility

Checkpoint Issue Type: Patrol: Laundry Facility

Checkpoint Instructions: Make sure the laundry facilities are free from any signs of vandalism to the appliances. Check the washers and dryers and close all the lids and dispose of any trash. If you are locking the laundry room make sure you give the residents time to remove their clothes from the dryer when possible before locking the facilities.  Please report any issues found as a separate issue.

Checkpoint Note: Officer checked the laundry room for any signs of damage to appliances, disposed trash items,  and closed lids to washer and dryers to assure that appliances were empty. Officer will ensure that the doors are locked after hours. Any Issues found were reported as a separate incident.

Parking Lot

Checkpoint Issue Type: Patrol: Parking Lot

Checkpoint Instructions: Officer please patrol the parking lot looking for vehicles in violation of the community parking rules. Issue a notice of violation issue using the parking section. If you find a vehicle damaged or with personal property please note it in your report.  Please report any issues found as a separate issue.

Checkpoint Note: Officer checked the parking lot for vehicles in violation of the community parking rules. Officer also checked all community vehicles for signs of vandalism, theft, or damage. Any Issues found were reported as a separate incident.

Stairwells

Checkpoint Issue Type: Patrol: Stairwell

Checkpoint Instructions: Officer please patrol the stairs looking for any suspicious persons, graffiti, vandalism, and any safety concerns, including lights out, spills, etc. Please report any issues found as a separate issue.

Checkpoint Note: Officer checked the stairwell to make sure there were no signs of vandalism, safety hazards, lights out, or anyone loitering in the area. Any Issues found were reported as a separate incident.

BBQ & Picnic Area

Checkpoint Issue Type: Patrol: BBQ & Picnic Area

Checkpoint Instructions: Officer please patrol the BBQ & Picnic area to ensure proper use of the facility. Make sure that anyone using the grills is doing so safely without presenting any hazards to the community. Make sure there are no open alcohol containers, illegal substances, or any unauthorized activity.  Please report any issues found as a separate issue.

Checkpoint Note: Officer checked the BBQ & Picnic area to ensure proper use of the facility and to deter any safety hazards. Officer will also check for any open alcohol containers or illegal substances.  Any Issues found were reported as a separate incident.

Residential Building #1

Checkpoint Issue Type: Patrol: Building 1

Checkpoint Instructions: Patrol all floors of building one walking down all walkways and stairwells checking for any noise disturbances, trash in the walkways, towels or clothes on the balcony, or any unauthorized activity.  Please report any issues found as a separate issue.

Checkpoint Note: Officer checked each floor, walkway, and stairwell of building one looking for any noise disturbances, trash in the walkways, towels or clothes on the balcony, or any unauthorized activity. Any Issues found were reported as a separate incident.

Leasing Office

Checkpoint Issue Type: Patrol: Leasing Office

Checkpoint Instructions: Check all windows and doors to make sure they are locked after 7pm. Please note any vandalism or signs of forced entry.  Please report any issues found as a separate issue.

Checkpoint Note: Officer checked all doors and windows to make sure they were locked and secured after hours. Any Issues found were reported as a separate incident.

Lighting Inspections

Checkpoint Issue Type: Conducted Lighting Inspection

Checkpoint Instructions: Check all the lights in this zone and make sure they are in normal working condition. Note any dull or burnt out lights under the "Light Out" maintenance issue and include photos with an audio file describing which light it is. Be as descriptive as possible with your audio file and note because maintenance teams are only on site during the day. Please report any issues found as a separate issue.

Checkpoint Note: Officer checked the lighting zone to make sure that all lights were working and that the area was well lit.  Any lighting concerns will be noted.  Any Issues found were reported as a separate incident.

Loading Dock

Checkpoint Issue Type: Tour: Loading Dock

Checkpoint Instructions: Officer please check the loading dock area for any safety hazards or concerns including obstructions to the loading dock, improper use of the area, fire hazards, or other issues of concern. Please note all issues under the appropriate issue type.

Checkpoint Note: Officer patrolled the loading dock checking for safety issues including improper use of the area, vehicles obstructing truck access, or unauthorized access.  Any Issues found were reported as a separate incident.

Gas Station

Checkpoint Issue Type: Tour: Gas Station

Checkpoint Instructions:
Officer please patrol the Gas Station looking for signs of property damage, loiterers, maintenance issues, disruption to the normal flow of business, and suspicious activity.  Please report any issues found as a separate issue.

Checkpoint Note: Officer patrolled the gas station looking for property damage, loiterers, maintenance issues, and suspicious activity. Officer remained highly visible to the tenant and guests without disrupting the normal business flow.  Any Issues found were reported as a separate incident.

Dumpster Area

Checkpoint Issue Type: Patrol: Dumpster Area

Checkpoint Instructions:
Please make sure the trash compactor is not being used after 2200. If you find trash compactor being used after 2200, request that the store manager secure the trash compactor. If tenant refuses, contact Security Dispatch and Property Management to notify them of the situation.  Please report any issues found as a separate issue.

Checkpoint Note: Officer checked for any signs of illegal dumping and made sure the tenants were not using the large trash compactors in rear of building after 2200.  All issues have been reported under the appropriate issue type. 

Tenant Space

Checkpoint Issue Type: Tour: {tenant space}

Checkpoint Instructions: Officer please patrol the Exterior looking for signs of property damage, loiterers, maintenance issues, disruption to the normal flow of business, and suspicious activity. Please report any issues found as a separate issue.

Checkpoint Note: Officer patrolled the {tenant space} Exterior looking for property damage, loiterers, maintenance issues, and suspicious activity. Officer remained highly visible to the tenant and guests without disrupting the normal business flow. Any Issues found were reported as a separate incident.

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