Report Writing and Notebooks Course 2026
This course is for security guards who keep a notebook and write incident reports. It covers notebook rules, the 24-hour clock, the 5 Ws, writing facts instead of opinions, taking statements and keeping reports confidential.
Quick answer
This free course has about 15 minutes of lessons and a 25-question test. Score 80% or more to download a certificate of completion (private, not accredited). Checked against official sources on October 11, 2026.
What you will learn
- Keep a notebook that will stand up to review
- Record times correctly in the 24-hour clock
- Write a clear incident report using who, what, when, where, why and how
- Separate facts from opinions in your writing
- Take a simple witness statement
- Store and share reports only with authorized people
Score 80% or more to download your certificate.
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Question 1 of 25
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Answer: D. Memory fades quickly, so early notes are more accurate
Details such as times, words and descriptions are lost fast. Notes made right away are the most reliable.
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Question 2 of 25
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Answer: D. A bound notebook with numbered pages
Bound, numbered pages show that nothing has been removed or added later.
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Question 3 of 25
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Answer: D. Draw a single line through it, initial it and write the correct information
A single line keeps the original readable, which shows you are not hiding anything.
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Question 4 of 25
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Answer: B. No, never
A missing page makes the whole notebook look unreliable, even if you had an innocent reason.
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Question 5 of 25
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Answer: B. Draw a line through it so nothing can be added later
Closing off unused space shows that the entry was complete when you wrote it.
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Question 6 of 25
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Answer: D. A pen with permanent ink
Permanent ink cannot be changed without leaving a mark.
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Question 7 of 25
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Answer: B. Write their exact words in quotation marks
Exact words are strong evidence. Your summary or opinion is not.
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Question 8 of 25
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Answer: B. 19:20
For times after noon, add 12 to the hour: 7 + 12 = 19.
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Question 9 of 25
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Answer: B. 12:45 a.m. (just after midnight)
In the 24-hour clock, the hour after midnight is written 00.
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Question 10 of 25
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Answer: A. The time the report was completed
The syllabus lists date, time, location, actions or behaviours, description of individuals, observations and time of completion.
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Question 11 of 25
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Answer: B. Who, what, when, where, why and how
The 5 Ws and how make sure a reader gets the whole picture.
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Question 12 of 25
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Answer: B. The man smelled of alcohol and was unsteady on his feet
Describe what you saw, heard and smelled. Let the reader draw conclusions from the facts.
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Question 13 of 25
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Answer: D. The cause only if the facts show it, never a guess
Guessing a motive can be unfair and can damage your report. Stick to what the facts show.
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Question 14 of 25
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Answer: A. A use of force report
The syllabus names incident reports, use of force reports and witness statements.
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Question 15 of 25
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Answer: C. A person’s own account of what they saw, in their own words
A statement records the witness’s account, not yours. The witness reads and signs it.
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Question 16 of 25
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Answer: C. Let the witness tell it in their own words, then have them read and sign it
Witnesses who hear each other can mix up what they saw. Keep each account separate and in the person’s own words.
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Question 17 of 25
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Answer: C. In time order, from first to last
Time order makes the report easy to follow and matches your notebook.
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Question 18 of 25
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Answer: C. Readers who were not there may not understand them
Police, lawyers and insurers may read your report. Plain words mean the same thing to everyone.
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Question 19 of 25
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Answer: A. It may be used for audits or as evidence in court
Ontario’s syllabus notes that reports may be needed for audits or as evidence in court.
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Question 20 of 25
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Answer: C. Through your employer’s approved system, only to authorized people
Ontario’s syllabus warns about problems with emailing confidential reports. Reports often contain personal information.
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Question 21 of 25
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Answer: D. Your signature
Signing shows the entry is yours and is finished.
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Question 22 of 25
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Answer: B. Add it as a late entry with the current time and say it is late
A clearly marked late entry is honest. Squeezing notes between lines looks like tampering.
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Question 23 of 25
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Answer: B. Read it again and check that it matches your notes
A final check catches errors and keeps your report consistent with your notebook.
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Question 24 of 25
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Answer: D. About 180 cm tall, thin, short black hair, red jacket, blue jeans, white running shoes
Specific, factual details help others find and identify the person.
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Question 25 of 25
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Answer: B. Someone who was not there and knows nothing about the event
If a stranger can understand the report without asking questions, it is clear enough.
Keyboard: 1–4 to answer, Enter for the next question.
What to know before the test
- Ontario’s guard training syllabus lists the basic report elements as date, time, location, actions or behaviours, description of individuals, observations and time of completion.
- The same syllabus says reports should contain factual information only and include who, what, where, when, why and how.
- Ontario’s syllabus names incident reports, use of force reports and witness statements as types of reports, and notes that reports may be needed for audits or as evidence in court.
- In court, a witness may be allowed by the judge to refresh their memory from notes made close to the time of the event.
Frequently asked questions
Can I use my notebook in court?
Often, yes. A judge may let you refresh your memory from notes you made close to the event. That is why notes must be complete, neat and made as soon as possible.
What if I make a mistake in my notebook?
Draw a single line through it so it can still be read, write your initials, and write the correct information. Never erase, use correction fluid or tear out a page.
Should I put my opinion in an incident report?
No. Write what you saw, heard and did. Instead of “he was drunk”, describe the signs: the smell of alcohol, slurred speech, trouble standing.
What is the difference between a statement and a report?
A report is your own account as the guard. A statement is another person’s account of what they saw, in their own words, which they read and sign.
Is the certificate accredited or officially recognised?
No. It is a private certificate of completion for knowledge only. It is not recognised, accredited or approved by any government, licensing body, regulator or educational institution, and it does not replace the security licence training required in your province or territory.