Security Guard Post Order Template (Free Download + How to Write One)

A security guard post order is a written document that provides specific instructions for a guard at a particular site — including duties, patrol routes, emergency procedures, access control rules, and escalation contacts. Post orders are the foundation of professional security operations. Without them, guards are guessing what to do. With them, every guard at every post knows exactly what is expected, how to respond to incidents, and who to contact when something goes wrong.

Why Post Orders Matter

Post orders are not bureaucratic paperwork. They are the operational backbone of every security assignment.

Without post orders:

• New guards arrive at a site and don’t know what to do
• Different guards handle the same situation differently
• The client gets inconsistent service
• Your company has no documentation if something goes wrong
• Training new guards takes hours of verbal instruction each time

With post orders:

• Every guard reads the same instructions before their first shift
• Responses to incidents are standardized and professional
• Client expectations are clearly documented
• Your company has written proof of operational standards
• New guard onboarding takes 30 minutes instead of hours

The security companies that win and retain contracts are the ones with professional, detailed post orders at every site. Clients notice.

What to Include in a Post Order

Section 1: Site Information

Section 2: Guard Duties and Responsibilities

List every specific duty the guard is expected to perform at this site:

• Monitor entrance and exit points
• Verify credentials of all visitors (check ID, log entry)
• Conduct patrol rounds every hours along designated route
• Monitor CCTV cameras during stationary post periods
• Respond to alarms and investigate cause
• Document all incidents in writing
• Enforce parking regulations in designated areas
• Lock/unlock specific doors at designated times
• Report maintenance issues (broken lights, water leaks, damaged doors)

Be specific. “Monitor the property” is vague. “Walk the perimeter fence line every 2 hours, checking all gate locks and reporting any damage” is actionable.

Section 3: Patrol Route and Schedule

Include a map or diagram of the patrol route if available. Guards who can visualize the route perform better than those reading text-only descriptions.

Pro tip: If you use checkpoint tours with NFC or QR scanning, reference the checkpoint locations in the post order so guards know which markers to scan at each stop.

Section 4: Access Control Procedures

Section 5: Emergency Procedures

Fire:

1. Activate fire alarm if not already sounding
2. Call 911
3. Notify building management at [phone number]
4. Evacuate to designated assembly point at [location]
5. Account for all known occupants
6. Meet fire department at [location], provide building access
7. File incident report immediately

Medical Emergency:

1. Call 911
2. Provide first aid if trained and safe to do so
3. Do not move the injured person unless in immediate danger
4. Meet ambulance at [entrance], direct to patient location
5. Notify client at [phone number]
6. File incident report

Active Threat / Suspicious Person:

1. Do not confront armed or dangerous individuals
2. Call 911 immediately
3. Evacuate or shelter in place per building protocol
4. Lock down access points if safe to do so
5. Provide police with suspect description and last known location
6. File detailed incident report

Power Outage:

1. Activate flashlight/emergency equipment
2. Secure all access points manually
3. Notify building management at [phone number]
4. Monitor for unauthorized access during outage
5. Log time of outage and restoration

Section 6: Communication and Reporting

Section 7: Dress Code and Equipment

Section 8: Escalation Contacts

Post Order Examples by Site Type

Commercial Office Building

• Focus on access control during business hours, perimeter security after hours
• Visitor management procedures, delivery protocols
• Floor-by-floor patrol with elevator access
• CCTV monitoring integration

Construction Site

• Perimeter fence inspection every patrol round
• Equipment and materials theft prevention
• Contractor verification and logging
• After-hours lockdown procedures

Retail Property

• Visible presence during operating hours
• Shoplifting response procedures (observe, report — do NOT chase)
• Parking lot patrol for vehicle break-ins
• Closing procedures and building lockup

Residential / HOA

• Visitor and vendor verification at gate
• Noise complaint response protocol
• Pool and common area monitoring
• Resident communication etiquette

Common Post Order Mistakes

Managing Post Orders at Scale

For companies with 10+ sites, maintaining individual post orders for each location becomes a significant administrative task. Post orders need to be created, distributed, updated, and tracked.

Security guard management software like Novagems allows you to attach digital post orders to each site, distribute them to guards through the mobile app, track which guards have reviewed them, and update them instantly across all assigned guards when changes occur.

Getting Started

1. Download the template above and customize it for each of your sites
2. Walk each site and document the specific duties, routes, and procedures
3. Review with the client to ensure their expectations are captured
4. Distribute to all guards and require a signed acknowledgment
5. Schedule reviews every 6 months or after any significant change

Ready to digitize your post orders and manage them alongside scheduling, GPS tracking, and incident reporting? Start a free 14-day trial with Novagems.