Professional Communication: Writing, Radio, and Verbal Skills

Why Professional Communication Matters in Security

Security officers are observers and recorders. Courts, supervisors, insurance adjusters, and licensing boards all rely on what you write and say. A poorly worded radio call can delay emergency response. A shift log entry with missing details can cost an officer their license if an incident goes to court. A careless email can undermine your professional reputation. In this field, clear communication is a core job skill—not optional.

Radio Communication

Security radio communication follows a short, disciplined format. Every transmission has three parts: who you are calling, who you are, and your message. When the message is received and understood, the listener says "10-4" or "copy." When you finish a transmission and expect a reply, say "over." When the full exchange is done, say "out." Never say both "over" and "out" together—they mean opposite things.

The Phonetic Alphabet

When spelling names, license plates, or codes over radio, background noise can make letters sound alike ("B" and "D," for example). The NATO phonetic alphabet fixes this. Every security officer must know it:

• A – Alpha, B – Bravo, C – Charlie, D – Delta, E – Echo
• F – Foxtrot, G – Golf, H – Hotel, I – India, J – Juliet
• K – Kilo, L – Lima, M – Mike, N – November, O – Oscar
• P – Papa, Q – Quebec, R – Romeo, S – Sierra, T – Tango
• U – Uniform, V – Victor, W – Whiskey, X – X-ray, Y – Yankee, Z – Zulu

A license plate reading "BDT 492" is transmitted as: "Bravo, Delta, Tango, four-niner-two." Note: in radio communication, the digit 9 is often spoken as "niner" to avoid confusion with the German word for "no."

Common Security 10-Codes

10-codes vary by agency and region. Always use the code sheet issued by your employer. Common generic industry examples include:

• 10-4 – Message received / Acknowledged
• 10-20 – What is your location? / My location is...
• 10-21 – Call by telephone
• 10-33 – Emergency / Need assistance immediately
• 10-99 – Assignment completed

Never use 10-codes in written reports—spell everything out in plain language.

Radio Safety Note

Radios are tools for coordinating help. If you witness a physical threat, call for backup before engaging. A transmission that says "10-33, Gate 2" can bring help within seconds. Silence—because you hesitated—can cost lives.

The Shift Log Entry

The shift log is a legal document. Courts treat it as contemporaneous evidence. Write it during or immediately after events—never from memory hours later. Use the 5W+H framework:

• Who – Every person involved: name, description, ID number, badge number
• What – Exactly what happened, in plain, factual language
• When – Date and time (use 24-hour clock format to avoid AM/PM confusion)
• Where – Exact location: building name, floor, gate number, parking row
• Why – Known reason for the event (if unknown, write "reason unknown at time of entry")
• How – How the event unfolded and how you responded

Write in chronological order—earliest event first. Use complete sentences. Do not use abbreviations a court might not recognize. Do not express opinions; record only observable facts. If you made an error, draw a single line through it, initial it, and continue—never use correction fluid on a legal document.

Shift Log Example Structure

> Date: [Date] Shift: 1800–0600

> 1923 – Observed silver sedan, no front plate, parked in Fire Lane A. Vehicle idling. Occupant: male, approximate age 30, dark jacket. License plate rear: [plate spelled out]. Notified Supervisor Jones by radio (10-21 follow-up). Vehicle departed at 1931. No further action required.

Notice: one event, one block of text, times in 24-hour format, factual language only.

Professional Email

Email to a supervisor is a formal document. Use this structure:

1. Subject line – Be specific: Near-Miss Incident Report – Parking Lot B – [Date]

2. Greeting – "Dear Ms. Alvarez," (not "Hey" or no greeting at all)

3. Opening sentence – State your purpose immediately

4. Body – Use the 5W+H; keep paragraphs short; one idea per paragraph

5. Closing sentence – State what action, if any, you are requesting or have already taken

6. Professional close – "Respectfully," or "Thank you,"

7. Signature block – Full name, title, badge number, contact information

Avoid slang, emoji, and ALL CAPS. Proofread before sending—spell-check does not catch wrong words spelled correctly.

Tone and Professionalism

Whether on radio, in a log, or in an email, your tone must be neutral and factual. Avoid emotional language ("the suspect acted crazy"), racial or physical descriptors beyond what is operationally necessary, and unsupported conclusions. Write what you saw, heard, measured, or were told—and note your source.