What to do when you observe suspicious behavior: report to a supervisor and document the incident

You’re on your post, eyes alert, ears tuned to the rhythm of the building. Suddenly, someone is lingering where they shouldn’t, or moving with a pace that raises questions. What should you do first? In many security protocols, the clear answer is not to confront, not to guess, not to “wait and see.” It’s to report up the chain and log what you observed. In short: tell your supervisor and document the incident.

Let me explain why that matters and how you can do it right, every time.

Why reporting beats rushing in

When you notice suspicious behavior, you’re dealing with a moment that could go either way. Do you risk escalating a situation by stepping in directly? Do you ignore it and hope it resolves itself? The safer, smarter path is to involve the people who are trained to assess risk and coordinate a response.

• It preserves safety for everyone. A direct confrontation, even with the best intentions, can put you, bystanders, and the subject at risk. You don’t want to become a flashpoint in a tense moment.

• It keeps the decision-making in the right hands. Supervisors and control rooms have the broader view: exact location, building policies, cameras, keyholders, and contact protocols. They’re equipped to decide whether police should be involved or if there’s a need for a staged, controlled response.

• It creates a reliable record. Documentation is your best friend. A clear, factual log helps investigators understand what happened, when, and where. It can reveal patterns over time and steer future security measures.

What not to do

A and C and D—those choices—sound straightforward, but they’re risky in practice.

• A (immediately confront the person) can provoke unpredictable reactions. In a crowd or in a high-traffic zone, a direct confrontation might provoke aggression or cause others to panic.

• C (sit and wait to see what happens) leaves a potential threat unchecked. If the behavior is truly concerning, a delayed response can complicate later investigations or escalate the risk.

• D (ignore it unless it escalates) assumes you’ll only act after something goes wrong. That’s the opposite of responsible security work, which aims to prevent incidents, not just react to them.

Now, a quick reality check: you’re part of a team

Ontario’s security workforce operates within a framework designed to keep people safe and property secure. Guards are trained to follow a chain of command, to document clearly, and to act calmly and professionally. The goal isn’t superhero bravado; it’s disciplined, measured action that protects everyone involved. When you report and document, you’re contributing to that shared safety net—one that helps your organization respond consistently and legally.

How to report and document effectively

Here’s a practical, repeatable approach you can rely on. It’s not fancy, and it doesn’t require heroic feats—just good habits and clear communication.

1. Pause, assess, and ensure your safety

• Take a breath, stay visible, and avoid closing the gap on the person unless you’re required to intervene for safety reasons.

• Note your own safety first: position yourself where you can observe without becoming a target, keep clear lines of sight, and use your radio or phone to call for backup if needed.

2. Notify the supervisor or control room immediately

• Use the established channel. If you have a radio, speak clearly: your location, the observed behavior, and whether you believe there is an immediate risk.

• Don’t wait to summarize later. Short, factual notes in real time help the supervisor understand the urgency and context.

3. Document meticulously

• Time and place: record the exact location and the time you first noticed the behavior.

• Description: write a concise, objective description of what you observed. Avoid assumptions or labels. Note outfits, actions, direction of travel, and any unusual patterns (e.g., loitering near entrances, blocking access points, tampering with equipment).

• People involved: if there are bystanders or the subject, log what you can about them without making personal judgments.

• Sequence of events: capture a rough timeline of what happened, what you did, who you spoke to, and what you observed after.

• Evidence and actions: mention cameras in range, doors accessed, badges checked, or any alarms triggered. Document your own actions, any instructions you received, and the response that followed.

• Preserve the scene: avoid moving objects or disrupting evidence. If you need to handle something for safety, note that in your log and seek guidance.

4. Follow up with the supervisor

• After you’ve logged the initial observation, stay available for further instructions. The supervisor may request additional details or coordinate a security sweep, a notification to facility management, or, if warranted, a call to local authorities.

• If there’s a window for debriefing, participate. The goal is to build a clear, actionable understanding of what happened and how to prevent recurrence.

5. Use the right tools

• Incident report forms or digital logging systems: keep it consistent with your organization’s process so records are easy to search later.

• Cameras and access controls: reference footage or logs if needed, but don’t take the lead on reviewing it without authorization.

• Radios and phones: keep communications concise and professional. No speculation, no hearsay.

A real-world flavor: turning a moment into a message

Imagine you’re stationed by a lobby doorway. A person keeps stepping near the emergency exit, glancing back toward the corridor, and avoiding eye contact. You don’t rush up and start a confrontation, you stay calm, keep your distance, and report what you’re seeing. Your log reads like a short, precise narrative: “1620 hours, lobby main doors, male, approx 6’1”, wearing a dark hoodie, backpack, repeatedly approaching doors, looking toward exit hallway, loitering for 2 minutes, no verbal engagement,” followed by “controller notified, awaiting further instructions.” Later, the supervisor reviews the footage, notes an unusual pattern across multiple shifts, and the building implements a revised patrol plan for that corridor. That’s not dramatic—it’s responsible security work that helps everyone stay safer.

Ontario context: rules that shape the approach

In Ontario, security guards operate under a system of standards and regulations designed to protect people and property. The emphasis on reporting and documentation isn’t just policy talk—it’s a practical safeguard. It helps ensure that when something does happen, there’s a clear trail, a consistent response, and a defensible record for any follow-up actions. It also supports privacy and civil liberties: documenting observations, rather than making snap judgments about a person’s character, is a better approach under most privacy considerations.

A few practical reminders for the road

• Stay within policy. Your organization’s procedures, especially around escalation and reporting, are your map. If you’re ever unsure, ask a supervisor. It’s better to confirm than to guess.

• Be professional, not punitive. The goal is safety and prevention, not shaming or accusations.

• Keep training fresh in your mind. Regular refreshers on reporting protocols and incident documentation help you perform with confidence.

• Balance speed with accuracy. In many cases, speed matters, but accuracy matters more. A fast, wrong action is still a mistake; a slow, careful action that’s well documented is a win.

A quick, comforting thought

Security work isn’t about being the loudest voice in the room. It’s about being the quiet, reliable voice that helps people feel protected. When you report up, log meticulously, and follow the chain of command, you’re doing the hardest part of the job well: preventing harm before it happens and preserving the safety net for everyone who uses the space.

If you’re ever tempted to skip the paperwork or to shortcut the process, pause. Ask yourself: am I trading a potential incident for a quick personal win? Usually, the answer is no. The right move—every single time—is to report to a supervisor and document the incident. It’s straightforward, it’s effective, and it’s how a well-run security team keeps people—your colleagues, the public, and even the person of interest—safer.

More than a routine, this approach is a statement: we don’t guess when safety is in play. We act with clarity, we document with honesty, and we follow the path that protects everyone involved. That’s the backbone of solid security work in Ontario, and it’s something you can count on, day after day.

So the next time you spot something off, remember the simple rule: report and log. Then let the team take it from there. You’ll find that steady, measured response builds trust, reduces risk, and makes your building a better place for everyone who passes through. If you’d like, I can help you tailor an incident-logging checklist or a quick-reference script to keep on your radio. Small tools, big impact.