The occurrence book is one of the simplest and most valuable tools in private security, yet many clients never look at it. It sits at the guard post, usually a hardbound notebook, and records what happens at your property shift by shift. When it is kept properly, it tells you who came and went, what the guards saw, and whether anything unusual happened while you were asleep or away.

This guide explains what an occurrence book is, what guards should record in it, how to read it, and why a well-kept book protects you, your guards and your security company.

What is an occurrence book?

An occurrence book (often shortened to OB) is a written log kept by security guards at a site. Every shift, the guard records events in date and time order: shift start, patrols, visitors, deliveries, incidents, faults and handover.

It serves three purposes:

1. A record of events that you, the security company and, if needed, the police can rely on
2. A management tool that supervisors use to check guards are doing their jobs
3. A handover tool that tells each incoming guard what happened on the previous shift

What should be recorded in the book?

Each entry should include the time, a short factual description and, where relevant, names and vehicle registration numbers.

What makes a good occurrence book entry?

Good entries are:

• Timely: written as events happen, not at the end of the shift from memory
• Factual: what was seen and done, not opinions or guesses
• Specific: names, times, registration numbers and locations
• Legible: clear enough for anyone to read
• Honest: mistakes crossed out with a single line and initialled, never torn out or covered over
• Complete: no long gaps without an entry, especially at night

Warning signs in the book

When you look at the book, watch out for:

If you see several of these, raise them with your security company. Our article on security guard supervision explains what supervisors should be checking.

Why you should read the occurrence book

Many clients assume the book is for the security company only. In fact, reading the book regularly is one of the easiest ways to stay in control of your security.

• You learn what really happens at night. Who visits, when patrols happen and what the guard notices.
• You spot problems early. A broken light or a repeated stranger may be a sign of planning by criminals.
• You check the service. Blank pages or copied entries tell you your guards are not being managed properly.
• You build evidence. If there is an incident, a clear record helps the police and your insurer.

A quick look once a week takes five minutes. After any incident, read the book immediately.

The occurrence book after an incident

If there is a break-in, theft, attack or other serious event, the book becomes important evidence. Make sure:

1. The guard records the incident as soon as it is safe to do so
2. The book is kept safe and not altered
3. The security company makes a copy for its own records
4. The police are told the book exists if they are investigating
5. Your insurer receives a copy if you make a claim

A well-kept record often makes the difference between a quick insurance settlement and a long dispute.

Paper vs digital records

The traditional hardbound occurrence book remains common in Kenya because it is simple, cheap and works without power or network. Some companies now also use digital logs on phones or tablets, which add timestamps, photos and GPS locations.

Many sites use both: a paper book on site, supported by digital check-ins or reports.

Who owns the occurrence book?

This is worth clarifying in your contract. At many sites, the book stays at the property as a record of events there. When you change security company, agree what happens to past books, since they may be important records of incidents at your property. Our guide on how to change security company without a gap covers handover details.

How guards should be trained to keep records

Guards should be taught:

• What must be recorded and what must not (for example, never write down alarm codes)
• How to write clear, factual entries
• How to correct mistakes properly
• How to record incidents step by step
• How to hand over using the book

At Bestcare Security, record-keeping training is part of our guard induction, and supervisors check the book on every visit. Learn more about our manned guarding services.

What to record at different sites

Homes: focus on visitors, domestic staff movement, patrols and faults. See our residential security services.

Estates: add resident vehicle movements, deliveries to each house and any rule-breaking reported to the committee.

Offices and shops: add staff arrivals after hours, contractor access, key issues and alarm events. See our corporate security services.

Warehouses: add vehicle registration numbers, driver names, delivery note numbers and seal numbers where used.

A weekly five-minute review routine

You do not need to read every line. A short weekly routine is enough to stay on top of what happens at your property:

1. Flip to the start of the week and check that every shift has a start and handover entry.
2. Scan the night entries for patrol times. Are they spread through the night or bunched together?
3. Look for any incidents, faults or alarm activations, and check they were followed up.
4. Count supervisor entries. Were there any after midnight?
5. Check visitors against what you expected. Were any unfamiliar names or vehicles let in?
6. Sign and date the book yourself, so guards know you read it.

That last step is simple but powerful. When guards know the client reads the book, standards rise.

Common mistakes clients make

Even clients who care about security make a few common mistakes with guard records. Some never ask to see the book, so poor habits go unnoticed for months. Others read it only after an incident, when it is too late to fix gaps. Some ask guards to record sensitive information, such as alarm codes or where valuables are kept, which should never be written down. And some allow the book to leave the site, where it can be lost or altered. Keep the book at the post, read it regularly, and keep sensitive details out of it.

Frequently asked questions

What is an occurrence book in security?

It is a written log kept at the guard post, recording every shift’s events: patrols, visitors, deliveries, incidents, faults, supervisor visits and handovers.

What should a guard write in the occurrence book?

Every significant event, with the time, a factual description and relevant names or vehicle numbers. Entries should be made as events happen.

Can I read my guard’s occurrence book?

Yes, and you should. Reading it regularly helps you understand what happens at your property and whether your guards are doing their jobs.

What if pages are missing from the occurrence book?

Missing pages are a serious warning sign. Raise it with your security company immediately and ask for an explanation.

Is the occurrence book useful for insurance claims?

Yes. A clear, accurate record of events can support police investigations and insurance claims after an incident.

Should alarm codes be written in the occurrence book?

No. Never record codes, passwords or key safe combinations in the book.

Can Bestcare Security set up proper records at my site?

Yes. Call 0709 004 600 and we will explain how our guards keep and supervisors check occurrence records.

Related reading

• Security Guard Rates in Kenya: What You Will Pay and Why
• How Many Security Guards Do I Need? A Practical Guide for Kenyan Properties
• Day Guard vs Night Guard vs 24-Hour Security: Which Do You Need?

Explore our manned guarding services or see all our security services in Kenya.