A security patrol report should do more than confirm that a patrol took place. It should give the client a clear record of attendance, what was checked, what was found, what action was taken and whether anything needs follow-up.
For many businesses, patrols are used out of hours, during closure periods, around vacant or exposed properties, or as part of a wider security model. In those situations, the report is often the only evidence the client has that checks were completed properly.
A strong report supports confidence, accountability and better decision-making. It also helps identify recurring issues before they become larger problems.
If you are reviewing patrol arrangements, SPS provides Mobile Patrols, Client Reporting and Visibility, Keyholding and Alarm Response and Vacant Property Security across Yorkshire and Lincolnshire. The Business Security SOP Generator can also help create a draft patrol or site check procedure.
Why patrol reporting matters
Mobile patrols are often carried out when the client is not on site. That means the report becomes an important part of the service.
A good patrol report helps answer:
- Did the officer attend?
- When did the patrol take place?
- Which areas were checked?
- Were any issues found?
- Was the site secure?
- Was evidence captured?
- Was anything escalated?
- Is follow-up required?
Without clear reporting, a patrol can become difficult to evidence. The client may know a visit was scheduled, but not what was actually checked or whether anything changed.
What is a security patrol report?
A security patrol report is a written or digital record completed after a patrol visit or site inspection. It should provide a structured account of the visit and any observations made.
Depending on the site, it may include:
- attendance time
- officer or patrol reference
- areas checked
- doors, windows, gates and access points
- external areas, yards or car parks
- alarm, CCTV or lighting observations
- signs of damage or forced entry
- health and safety concerns
- photographs where appropriate
- incidents or exceptions
- escalation actions
- confirmation that the site was secure on departure
The exact content should match the patrol purpose. A vacant property inspection report will usually need more condition evidence than a routine external patrol report.
1. Date, time and attendance evidence
The report should clearly show when the patrol took place.
This may include:
- date of visit
- arrival time
- departure time
- duration on site where relevant
- officer or patrol team reference
- site name or location
- GPS or checkpoint evidence if available
Attendance evidence is important because it confirms the patrol was completed and allows the client to compare the visit against the agreed schedule.
For larger or higher-risk sites, technology such as patrol checkpoints, GPS logs or digital reporting can improve visibility.
2. Site areas checked
A patrol report should not simply say "site checked". It should identify the areas or check points covered.
Typical areas may include:
- main entrance
- rear entrance
- fire exits
- shutters
- gates and barriers
- external doors
- windows
- loading bays
- yards
- car parks
- plant areas
- storage areas
- vacant units
- perimeter fencing
- CCTV or alarm indicators where visible
The report should make it clear whether the patrol was external only, internal where authorised, or a combination of both.
3. Access points and perimeter condition
Many patrols focus on whether a site remains secure out of hours. The report should capture the condition of important access points.
This may include:
- whether doors appear secure
- whether gates are locked or damaged
- whether windows are broken or open
- whether shutters are secure
- whether fencing is damaged
- whether locks, chains or barriers appear tampered with
- whether emergency exits are obstructed or damaged
If something cannot be checked, the report should explain why.
4. Observations and exceptions
A useful patrol report separates normal checks from exceptions.
Examples of exceptions include:
- damaged door or window
- insecure gate
- signs of forced entry
- graffiti or vandalism
- fly-tipping
- suspicious vehicles
- evidence of rough sleeping
- water leak or flooding
- lighting failure
- alarm sounder activation
- CCTV camera damage
- unauthorised access
- contractor or staff presence outside agreed hours
The report should record the issue clearly and objectively. It should not exaggerate or make unsupported assumptions.
5. Photographic evidence
Photographs can be very helpful when they add context.
They may be used to show:
- damage
- unsecured access points
- fly-tipping
- vandalism
- leaks or flooding
- forced entry indicators
- hazards
- completed temporary actions
- site condition on arrival or departure
Photographs should be relevant, dated where possible, and linked to the patrol record. They should also be handled responsibly, especially if people, vehicles or neighbouring properties are visible.
6. Incident and escalation actions
If a patrol identifies an issue, the report should explain what happened next.
This may include:
- who was contacted
- whether police or emergency services were notified
- whether a manager or control room was informed
- whether access was gained
- whether the site was re-secured
- whether a temporary repair was arranged
- whether a follow-up visit is needed
- whether the incident remains open
A report that identifies a problem but does not explain the response is incomplete.
7. Alarm, CCTV and lighting observations
Patrol officers may not be responsible for maintaining systems, but they can often record visible issues.
Examples include:
- external alarm sounder activation
- alarm panel issue where authorised and visible
- CCTV camera damaged or obstructed
- temporary CCTV unit position or fault indicator
- external lighting failure
- access control door not closing properly
- intercom or gate issue
These observations can help clients identify recurring technical problems. Where needed, patrols can work alongside Control Room support, Rapid Deployment CCTV and Keyholding and Alarm Response.
8. Health and safety observations
Security patrols often identify safety or maintenance issues as well as security issues.
This may include:
- trip hazards
- broken glass
- flooding
- damaged fencing
- blocked fire exits
- hazardous waste
- exposed wires
- damaged lighting
- weather damage
- unsafe access routes
The patrol report should record these observations and escalate urgent issues according to the agreed procedure.
9. Confirmation of site status on departure
A good report should finish by confirming the status of the site when the patrol left.
For example:
- site appeared secure on departure
- issue found and escalated
- access could not be gained
- site could not be fully secured
- follow-up required
- emergency services contacted
- client contact notified
This helps the client understand whether the patrol concluded normally or whether further action is needed.
Patrol report example
A simple patrol report might include:
| Section | Example content | |---|---| | Site | ABC Business Park | | Date and time | 22:40, 4 May | | Patrol type | External mobile patrol | | Areas checked | Main entrance, rear gate, loading bay, car park, external doors | | Observations | Rear gate secure, no signs of forced entry, external light not working near loading bay | | Photos | Photo of failed light attached | | Action taken | Lighting issue reported to client contact | | Departure status | Site secure on departure | | Follow-up | Maintenance review recommended |
This kind of structure is simple but useful.
What makes a patrol report weak?
A weak patrol report may include vague wording such as:
- "All okay"
- "Checked site"
- "Nothing to report"
- "Patrol completed"
These may be acceptable only if supported by clear check points and evidence. On their own, they do not tell the client what was actually checked.
A better report is specific, structured and action-focused.
How patrol reports support vacant property security
Vacant properties often need more detailed reporting because the client may not visit regularly.
A vacant property patrol or inspection report should record:
- access point condition
- signs of forced entry
- leaks or damage
- fly-tipping
- vandalism
- fire or safety concerns
- visible system faults
- photographs where appropriate
- whether the property was secure on departure
This supports evidence, insurance discussions, landlord/tenant responsibilities and practical follow-up.
See Vacant Property Security for more on how inspections and patrols can support empty or low-occupancy buildings.
How reporting supports service review
Patrol reports can also help clients review whether the service is still right.
Over time, reporting may show:
- recurring incidents at the same access point
- repeated lighting failures
- frequent alarm activations
- repeated anti-social behaviour
- increasing vacant property risks
- areas that need CCTV coverage
- need for stronger patrol frequency
- need for guarding or dog patrol support during higher-risk periods
This is where reporting becomes more than evidence. It becomes operational intelligence.
What should a patrol SOP include?
A patrol SOP should explain:
- purpose of the patrol
- areas to be checked
- check frequency
- officer responsibilities
- reporting requirements
- exceptions and escalation
- what not to do
- evidence requirements
- review frequency
The Business Security SOP Generator can help create a draft patrol or site check procedure that includes responsibilities, exceptions, records and review actions.
How SPS can help
SPS Security provides Mobile Patrols, Keyholding and Alarm Response, Lock and Unlock Services, Vacant Property Security, Rapid Deployment CCTV, Security Dog Handling, Security Guarding and Control Room support across Yorkshire and Lincolnshire.
Our reporting approach is designed to give clients clearer visibility of attendance, checks, incidents and follow-up actions. You can learn more on the Client Reporting and Visibility page or start with a Security Review if you are unsure whether your current patrol arrangements are strong enough.