Guide · Template
Hotel incident report template
A hotel incident report has one job: let someone who was not there understand exactly what happened, what was done and what is still open. This template lists the fields a complete report needs, with a short note on why each one matters.
The template, field by field
- Reference number
- A unique ID so the report can be found, cited and audited later.
- Date and time
- When the incident happened, and separately when it was reported if different.
- Exact location
- Room number, floor, outlet or area — “lobby” is weaker than “lobby seating, east side”.
- Category and severity
- What kind of event it was (theft, injury, access, damage…) and how serious, on a scale the whole team uses.
- Persons involved
- Guests, staff and third parties by role and, where policy allows, by name or room.
- Description of facts
- What was seen, heard and done, in the order it happened — facts only, no opinions.
- Actions taken
- First aid, escalation, CCTV review, area secured, police or ambulance called.
- Who was informed
- Duty manager, night manager, GM, police — with the time each was informed.
- Evidence
- CCTV references, photos, key-card audit, witness statements and where they are stored.
- Follow-up
- Open actions with an owner and a due date, and who signs the report off.
How to write the description
Write in the order events happened, in plain sentences. Record what you observed and what you did, not what you assume. “The guest said the wallet was in the safe” is a fact; “the wallet was stolen by housekeeping” is an assumption.
If you do not know something — the guest's name, the exact time, whether CCTV covers the area — say so. A clearly flagged gap is far more useful to management than a guess that later turns out to be wrong.
The gaps managers most often find
- No exact time, or only the time the report was written
- Location described too vaguely to check CCTV or key-card logs
- No record of who was informed, and when
- Actions mentioned without saying who did them
- No follow-up owner, so nobody closes the loop
- Opinions or conclusions mixed into the facts
Keeping every officer's reports consistent
A template only helps if every officer, on every shift, fills it in the same way. In practice reports are written at the end of a long shift, often in a second language. Security Report AI lets the officer describe the event by voice or text, keeps their account verbatim, fills the template fields only from what was said and lists anything missing — so the report is consistent without inventing facts.
Try it on a sample incident
Pick a sample scenario, generate the report and see what is flagged as missing — on fictional data, no account, nothing stored.