Guides · Written by Robert Bevis, Illinois licensed private detective · Updated October 31, 2026
The nine sections of a surveillance report
- Administrative header: client, claim or file number, Subject, dates of surveillance, investigator.
- Reported facts of loss: what the client told you, in present tense.
- Investigation objectives: what you were asked to establish.
- Preliminary investigation: database checks, residence and vehicle confirmation before surveillance.
- Summary: a short overview of the results. Write it last.
- Details: the chronological narrative, organized by day, in past tense.
- Additional investigation: canvasses, social media, records.
- Recommendations: further investigation only, never conclusions about the claim.
- Attachments: photo log, video log, time and expense sheet.
Describe people and vehicles in the standard order
Adjusters and attorneys read hundreds of reports; a consistent order lets them find details fast and makes omissions obvious.
| Describing | Order |
|---|---|
| A person | Race, sex, age, height, weight, hair, facial hair, marks, complexion, build, clothing, medical devices |
| A vehicle | Color, year, make, model, plate (STATE # XXXXXX), location, marks or damage, DMV information |
Identify the Subject the first time you see them
Use first-sighting language that describes the person and then ties them to the Subject:
At 9:14 A.M., an unidentified white male, approximately 40 years of age, 5'10", 190 pounds, with short brown hair and a full beard, wearing a gray hooded sweatshirt and blue jeans, exited the residence. The male fit the description of the Subject and will be referred to as such hereafter.
Describe movements, not conclusions
"The Subject was observed gardening" tells the reader nothing about physical capacity. Describe what the body did:
The Subject was observed bending at the waist, lifting potted plants with both hands, and kneeling on the ground to place them along the walkway. The Subject stood and knelt down several times without apparent difficulty. No medical supports or braces were observed.
Terminology to avoid
| Don't write | Write instead |
|---|---|
| We lost the Subject | Contact was broken due to traffic conditions |
| I made a pretext call | A telephone inquiry was placed |
| The Subject is clearly faking | (Nothing. Never give an opinion on the claim.) |
| The claim should be denied | (Nothing. Never recommend denial or settlement.) |
| 09:14 or 9:14am | 9:14 A.M. |
| No activity. No activity. No activity. | Vary it: no movement was observed at the residence; the vehicle remained in the driveway |
Sample details entry
Monday, October 27, 2026 6:02 A.M. — The Investigator departed the base of operations to initiate investigative efforts. 6:41 A.M. — The Investigator arrived in the area of the Subject's residence and established a stationary surveillance position with a view of the front door and driveway. A black 2021 Ford F-150 bearing Illinois registration ABC 1234 was parked in the driveway. 8:15 A.M. — The garage door opened. The Subject exited, carrying a black lunch cooler in the right hand, and entered the driver's seat of the Ford F-150 without apparent difficulty. (PHOTO #1)
Checklist before you send it
- Every time is in 12-hour format with A.M. or P.M.
- Subject, Investigator and Client are capitalized throughout
- First or third person is used consistently
- Every photo referenced in the narrative is in the photo log
- Nothing in the report goes beyond what you observed or recorded
- The summary matches the details
Let the software do the formatting
PIwitness applies every rule on this page automatically: you log observations in the field, and it writes the report in this structure from your notes, without adding anything you didn't record.
Frequently asked questions
Should a surveillance report be written in first or third person?
Either is acceptable if it's consistent. Many carriers prefer third person ("the Investigator observed"); some agencies use first person. Never mix them.
What tense do I use?
Past tense for events ("the Subject exited"); present tense for the reported facts of loss and for descriptions of what something is.
Should I give my opinion on the claim?
No. Report observations only. Never state whether a claim is valid and never recommend denial or settlement.