For Security Guards ·
What you'll accomplish
By the end of this guide, you'll have a two-step process that turns a 90-second voice memo — recorded right after an incident while details are fresh — into a complete, professional incident report. No more trying to remember what happened an hour later.
What you'll need
The moment the incident is secured and you're safe, open your phone's built-in Voice Memos app (on iPhone) or Recorder app (on Android). Tap record and verbally describe what happened in your own words. Don't worry about format — just talk through it like you're telling a coworker:
"At 11:47 PM, I got a radio call about a disturbance in the north parking garage. I arrived at level P2. Two males were arguing next to a gray Toyota. I separated them. One male, heavyset, about 5'11", refused to give his name. I told him he needed to leave. He complied after about two minutes and drove away in the Toyota. The other male, who gave his name as James Watkins, said the other driver had hit his car. No injuries, no physical contact between the two. I took Watkins's contact info and logged the vehicle description."
That's it — hit stop. The whole thing took 90 seconds.
What you should see: A saved voice recording with a timestamp.
Troubleshooting: If your phone doesn't have a voice recorder app, download the free Google Recorder (Android) or just use the default iPhone Voice Memos. Any recorder works.
Open your phone's keyboard and use the built-in speech-to-text feature to transcribe your memo:
Alternatively, if you have the Google Recorder app on Android, it transcribes automatically in real time — tap your recording and tap the transcript.
What you should see: A rough text transcript of your verbal description — punctuation may be missing, it may be messy, but the facts are there.
Open ChatGPT on your phone (chatgpt.com or the app). Paste your transcript and type this request above it:
"Format this as a formal security incident report in third person, professional language. Add headers for: Date/Time, Location, Persons Involved, Incident Description, Officer Actions, and Outcome. Here's my verbal description: [paste transcript]"
Hit send.
What you should see: A complete, professionally formatted incident report with all the information from your voice memo — organized and polished.
Troubleshooting: If the report has the wrong voice ("I did..." instead of "The officer..."), add to your prompt: "Use strictly third-person language throughout — no 'I' statements."
Read the generated report carefully. Every fact needs to match what actually happened — AI occasionally rephrases something in a way that shifts the meaning. Correct any errors manually. Add anything that got left out.
When it's accurate, copy the final text and paste it into your employer's incident report form, email it to your supervisor, or type it into GuardTek/GoCanvas.
What you should see: A professional incident report that took under 10 minutes total from incident resolution to submission.
Format this voice transcript as a formal third-person security incident report: [paste transcript]
Rewrite this incident report in more professional language while keeping all the facts exactly the same: [paste draft]
I need to add a witness statement description to this report. The witness said: [describe]. Insert it into the appropriate section.