Include 10 Essential Elements in Criminal Incident Report

Include 10 Essential Elements in Criminal Incident Report

Safety for members and staff in a planned community or condominium is one of the most important items on a manager’s or management company’s agenda. Tight security provides a sense of safety so that members can enjoy day-to-day life in the community without worrying about being victimized. And staff members feel that they are working in a secure environment. Plus, preventing certain types of crimes, like graffiti, saves the association time and money on repairs.

But even the best security sometimes isn’t enough to prevent a crime. And if a crime victim sues your association for negligence, claiming that your security precautions are inadequate, you could be on the hook for explaining why certain things, such as lighting in common areas or more security patrols, weren’t implemented. Completing a comprehensive incident report for every crime or attempted crime in the community can save the day by demonstrating that the crime was unforeseeable and, therefore, not preventable by the association. Here are 10 essential items to consider when putting together an incident report form. You can use the following items to upgrade your current incident report form or draft a new template if your association doesn’t already have one.

  • Date and time
  • Description of lighting conditions
  • Weather conditions
  • Photos and videotapes
  • Victim’s identity
  • Victim’s comments
  • Medical assistance
  • Extent of injuries and property loss
  • Police information
  • Investigator/reporter

For more tips on how to defeat false and exaggerated claims and how to carefully craft an incident report form for your community, see "Limit Premises Liability with Comprehensive Criminal Incident Report,” available to subscribers here.