Shoplifting Documentation Guide

Safety first — the part most guides skip

Your job is to document, not to detain or recover. Merchandise can be replaced. Staff cannot. Most state laws limit who can detain a suspect and under what conditions, and most insurance policies and franchise agreements explicitly forbid employee intervention. Observe, document, and let law enforcement act.

1. Observation guidance

• Stay visible and at a safe distance. Never block an exit alone.
• Make polite contact ("Can I help you find anything?") if it is safe — this alone deters many incidents.
• Watch for selection > concealment > movement > passing the last point of sale. All four matter for any later report.
• Note times. "Approximately 6:42 PM" is more useful than "this evening".
• If they leave, do not follow into a parking lot or vehicle.

2. Descriptors to capture (top to bottom)

• Approximate age, height, weight, build.
• Hair, facial hair, glasses, distinguishing marks.
• Hat / hood / mask.
• Top, bottom, footwear (color, type, logos).
• Bag or container used to conceal.
• Companions and apparent roles (lookout, driver).
• Vehicle make, model, color, partial plate, direction of travel.

3. Evidence retention

• Export the video clip to a dated file the day of the incident — DVRs often overwrite within 7–30 days.
• Capture multiple camera angles when available (entry, aisle, register, exit).
• Photograph recovered items, discarded packaging, and any tools left behind (tag detachers, foil-lined bags).
• Save the transaction log, voids, and any associated refunds.
• Write down witness names and contact info before they leave the store.
• Store evidence in a single, dated case folder — digital or physical.

4. Reporting best practices

• Report meaningful losses to local law enforcement, even if you do not expect prosecution — case numbers matter for patterns and insurance.
• Provide a clean written summary and offer the video clip on a thumb drive or via email.
• For ORC (organized retail crime) indicators — multiple people, planned concealment, repeat visits — also share with your state ORC task force or regional retail association.
• Share with neighboring businesses through your local merchants group or alerts channel.
• Track repeat offenders by descriptor and behavior, not by guesses about identity.

5. Legal caution

6. Documentation workflow

7. What NOT to do

• Do not chase, grab, block, or follow.
• Do not post photos of suspects on public social media — this creates legal exposure.
• Do not name a suspect in internal documents unless verified by law enforcement.
• Do not throw away packaging, receipts, or tools recovered at the scene.
• Do not delay the report — memories degrade within hours.

Informational only. Not legal advice. Follow your local laws, your insurance carrier's guidance, and your franchise or corporate policy.

Built into My LP Portal

My LP Portal turns this workflow into a structured case — descriptors, evidence uploads, narrative, and a contact channel to law enforcement — so the documentation actually happens, even on busy nights.