For HOA boards and community managers
What should an HOA security report include?
Short answer
Every shift report should show officer name, arrival and departure times, the time of each patrol round, the condition of gates and amenities, any incident with who, what, where and when, the action taken, who was notified, and dated photos. A monthly summary should group incidents by type and location and recommend fixes.
Per shift
- Officer and supervisor names
- Start, end and each round, with times
- Gates, pool, clubhouse, garage and lighting status
- Vehicles and people contacted, with descriptions
- Incidents written as facts, not opinions
- Police or Sheriff incident number when one was issued
- Photos with date stamps
Per month, for the board
- Incident count by type and by location
- Patterns: the same vehicle, the same gate, the same night of the week
- Maintenance items reported and whether they were fixed
- Recommended changes to the route or hours
A quick test of your current vendor
If the last 30 reports say "all secure, nothing to report" in the same words, nobody is really looking. Ask for the round times and photos. If they cannot produce them, read about switching security companies.
This is general information from a security company, not legal advice. Laws change and details matter, so confirm anything important with your attorney.
Talk to the owner, not a call center.
Call any hour. Michael or a supervisor answers, asks a few questions, and you have a written quote within about two hours.