Tidy your theft and abuse notes into a factual incident log and a short summary for the police

ACS describes a gap between the crimes retailers record and the crimes police record, and says significant under-reporting remains. A log with the same few facts every time (what, when, where, what was lost or damaged, who was working, what was kept as evidence) makes a report quicker to give and easier to follow, and it shows patterns that a pile of memories does not. AI can put your own notes into that layout and a short neutral summary. It must never identify or describe anyone, judge guilt, or tell you what to do at the time: it only tidies the facts you typed after the incident, once everyone is safe.

A free AI chat tool, then your own email or messaging app

Steps

1. After an incident, once everyone is safe and any injured person has been looked after, write your own notes in plain words: date, time, where in the shop, what happened, what was taken or damaged and its value, who was working (initials).
2. Add what the police were told and when, any crime or incident reference number they gave you, and what you have kept (for example, that CCTV for that time has been saved). Do not describe the footage or anyone's appearance.
3. Paste the notes into the prompt. Keep out names, descriptions, vehicle details, photographs and anything a staff member told you about their health.
4. Check the log row and the summary against your original notes. The facts must match and no sentence should say a person committed an offence or give a motive.
5. Give the police the identifying detail yourself, in the way they ask for it, from your original notes and recordings. The AI summary is only a tidy cover sheet.
6. File the log row in one place so you can look back at dates, times and products over a month.

The exact prompt

I own an independent convenience store in the UK. Using ONLY my notes below, turn them into one row for an incident log and a neutral summary I can read to the police or send through their own reporting channel.
You must NOT identify, name or describe any person, guess at anyone's motive, say that an offence was committed or who committed it, comment on the law, or give advice about how to respond to an incident. Refer to people as 'a customer' or 'a member of staff'. Do not add any fact I did not give. If a field is missing, write [not recorded].
My notes: [text, with initials only for staff and no descriptions of customers].
Produce: (1) a table row with these fields: date; time; area of the shop; what happened in neutral words; items lost or damaged and value; staff on shift (initials); police contacted (yes or no, and when); reference number; what has been kept (for example, CCTV saved, yes or no); (2) a summary of no more than 120 words, in order of events, using only my facts; (3) a list of fields still [not recorded] that I may need to fill in from my original notes.