Hotel Security Incident Report Template
Free PDF and Word · Updated
A hotel security incident report documents theft, guest disputes, or unauthorized access with the room number, guests involved, and any security footage reference: the standardized format hotel security teams and property insurers expect.
Hotel security has to handle a wide range of incidents involving guests, staff, and property. This template standardizes reporting for your management and insurer.
What this template includes
Every field below is part of the free template and the mobile version; nothing is locked behind a paywall for filling out a single report.
- Report number and date/time of the incident
- Location or site
- Reporter's name and role
- Severity (minor, moderate, or critical)
- Person(s) involved: name, role, contact
- Witness(es): name, phone
- Description of events
- Immediate action taken and root cause (if known)
- Up to 3 timestamped photographs
- Reporter signature
- Witness or supervisor signature
How to file a defensible hospitality report
- 1
Log the exact location and time
Record the room number or exact area of the property and the time it occurred: hotel incidents span many rooms and floors, so precision matters.
- 2
Identify everyone involved
Record guest names, room numbers, and any staff involved, plus witness contact details.
- 3
Reference supporting footage
Note the camera or footage reference number if security video covers the area: this becomes part of the case file.
- 4
Route it to management and, if needed, your insurer
A signed, timestamped report is what hotel management and property insurers expect to see attached to a claim or incident review.
Common use cases
- Theft in a room or common area
- Guest dispute or disorderly conduct
- Intrusion or unauthorized access
- Technical incident (water leak, minor fire)
Frequently asked questions
What should a hotel security incident report include?
At minimum: date, time and exact location within the property, a description of what happened, names and room numbers of guests involved, witness contact details, and any security footage or photo reference numbers.
When should hotel staff write an incident report?
Whenever something happens that a guest, the hotel or its insurer may need to account for later: a guest injury, a theft or lost property claim, a disturbance, a medical call, a fire alarm, or damage to a room. Write it the same shift, while the facts and the witnesses are still on hand.
Do guest injuries go on the hotel's OSHA 300 log?
No. The OSHA 300 log is for work-related injuries and illnesses of employees. A guest injury is documented for the hotel's insurer and records; an injury to a housekeeper, a security officer or a cook may be OSHA recordable.
For the federal recordkeeping rules referenced above, see OSHA's recordkeeping requirements.
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