If your guards don’t know exactly what’s expected of them at each site, things can fall apart fast. That’s where security post orders come in. These written instructions outline everything from daily duties to emergency protocols, so guards aren’t left guessing and clients aren’t left exposed.

In this guide, you’ll learn what security post orders are, what to include, and how to make them clear, specific, and easy for your team to follow.

In this article, we’ll cover:

• What security post orders are
• 8 components to include
• How Belfry can help
• Tips on creating effective post orders

Let’s start by looking at what security post orders are.

What are security post orders?

A security post order is a security guard’s go-to guide for making sure they understand exactly what’s expected of them and how to handle different situations with confidence. It lays out everything they need to know to do their job at a specific site, from their daily tasks to what to do in an emergency.

Post orders act as the job manual for each location. When they’re written clearly, guards follow the same procedures every time, which cuts down on misunderstandings and keeps things running smoothly.

Detailed post orders also help your company meet legal and contract requirements by documenting your procedures in one place. That way, you’re covered if questions ever come up during audits or reviews.

In the past, post orders were printed out, stuffed into binders, and often forgotten. Now, more teams are switching to digital formats, so updates happen in real time and guards can pull them up right from their phones.

8 components to include in post orders for security

Post orders should be clear, site-specific, and easy for any guard to follow, whether it’s their first day or their fiftieth. Here’s what you’ll want to include:

1. Post description: Give a quick overview of the site and the guard’s general role. This sets the scene and helps clarify the purpose of the post.
2. Duties and responsibilities: List the daily jobs the guard is expected to handle. This might include monitoring access points, greeting visitors, or logging activity reports.
3. Patrol procedures: Explain how often the guard should patrol, where they should go, and what to check. Include any tools they’ll need to use, like a tour tracking system.
4. Emergency procedures: Outline exactly what to do in case of fire, medical emergencies, suspicious activity, or evacuations. Be specific.
5. Reporting procedures: Describe how and when guards should report incidents, complete daily logs, or escalate issues to a supervisor.
6. Communication protocols: Let the guard know who to contact, how to reach them, and when to check in. Include radio codes or app-based tools if you use them.
7. Access control procedures: Cover the rules for letting people in or out. This can include visitor check-ins, key control, and restricted area policies.
8. Special instructions: Use this space for anything unique to the site, like scheduled deliveries, known building quirks, or client preferences.

How Belfry helps teams manage post orders

Most software platforms stop at scheduling. But post orders need just as much attention. Belfry gives guard companies a better way to manage post instructions across every site without juggling PDFs or printing new binders every time something changes.

With Belfry, you can upload post orders and assign them to specific sites or posts. Guards get the right set of instructions straight in the mobile app and can’t start a shift without acknowledging them first. That way, you know they’ve read what’s expected before clocking in. 

You can also make real-time updates, which push out instantly to the right people. And for compliance or internal tracking, Belfry logs every view and confirmation so you can see exactly who read what and when.

Tips on creating the most effective security post orders

Even the best guards can’t read minds. If post orders are unclear or outdated, you’re setting people up for mistakes. These tips can help you create clear, reliable instructions that actually get followed:

• Conduct a thorough site assessment: Walk the property, take notes, and identify any site-specific risks, access points, or expectations.
  
• Gather input: Talk to supervisors, experienced guards, and the client. They’ll help you understand what should be included and where confusion tends to happen.
  
• Draft the post orders: Write everything in simple, direct language. Avoid vague terms like “monitor area” and be specific about what the guard should do.
  
• Review and revise: Once drafted, go over the post orders with others who know the site. Catch any gaps or inconsistencies before rolling them out.
  
• Implement and train: Make sure guards know where to find post orders, how to use them, and who to ask if they have questions.
  
• Monitor and update: Sites change. Update post orders when hours, procedures, or layouts shift, so guards aren’t working with outdated info.

Examples of security post orders

A strong post order should feel like a simple checklist that the guard can follow without second-guessing anything. They should be brief, but remain clear so that guards know what to do with just a glance at the instructions. Here’s an example layout to show what that might look like:

Post description

Start with the basics. This section outlines where the post is, who’s in charge, and how the guard can be reached. Include details like:

• Post name: Lobby – Building A
  
• Site address: 123 Main Street, City, State
  
• Guard shift hours: 6:00 a.m. to 2:00 p.m.
  
• Reporting supervisor: John Simmons
  
• Guard contact number: (555) 123-4567

Primary responsibilities

This list covers the core jobs the guard is expected to complete throughout their shift. This is where you can mention all the duties the guard is expected to cover while at their post. List things like:

• Greet and log all visitors and contractors
  
• Monitor CCTV feeds every 30 minutes
  
• Patrol exterior perimeter hourly
  
• Enforce access control procedures at main entrance
  
• Complete daily activity report in real time

Emergency protocols

This section explains how to respond if something goes wrong. Outline what your guards should do in the case of fires, injuries, suspicious behavior, or evacuations. Here’s an example of how that might look:

• Fire: Pull alarm, call 911, notify supervisor, commence evacuation procedures
  
• Medical: Call emergency services, document incident, and provide first aid if possible
  
• Suspicious activity: Notify the onsite supervisor and log details immediately
  
• Evacuation: Follow posted exit procedures and assist occupants with evacuation

Reporting procedures

Clear reporting steps help the guard document issues properly and keep supervisors in the loop. Here are examples of instructions for reporting procedures:

• Use Belfry mobile app to log all incidents
  
• Submit end-of-shift report via Belfry’s reporting dashboard
  
• Notify supervisor immediately for any unusual activity
  
• Use the correct template for each type of event

Site-specific notes

Every location is a little different. This section highlights any quirks or special rules tied to the site, such as:

• Cleaning staff arrives at 10:00 p.m. — verify credentials
  
• Construction crew may use service entrance before 7:00 a.m.
  
• Do not permit ride-share pickups in fire lane
  
• Employees must use the back entrance

Frequently asked questions

What is the best software for managing post orders?

Belfry is one of the best tools out there for managing security guard post orders. It lets you upload and assign post orders by site, make real-time updates, and track which guards have seen and confirmed them. Everything happens in one place, and it’s built to keep things simple for both guards and admins.

What should be included in a post order?

A well-written post order should include a full description of the post, the guard’s main responsibilities, patrol and emergency procedures, reporting instructions, communication protocols, access control procedures, and any other special site-specific notes. Each one should be clear, detailed, and tailored to the location it covers.

How do digital post orders improve guard performance?

Digital post orders are easier for guards to access and follow, since they can view everything on their phones. That makes it easier to stay on track, especially when supervisors make changes on the fly. You also get a digital log showing who’s seen and acknowledged the orders, which makes oversight and compliance simpler.

Can guards view post orders on their mobile devices?

Yes, especially if your team uses a tool like Belfry. Guards receive post orders directly in the mobile app, including any files that they may need to read. Supervisors can require acknowledgment before the shift even starts. That way, everyone’s on the same page before the job begins.

How Belfry can help support your entire operation

Running a guard company means juggling licenses, site coverage, reports, and of course, security post orders. Without clear systems in place, even small missteps can lead to coverage gaps, compliance problems, or unhappy clients. That’s where the right tools come in. 

A strong security platform doesn't just manage schedules or reports. It supports your entire operation from start to finish, helping your team stay organized, responsive, and on top of every shift. Belfry brings all of that into one system so you can stop piecing things together.

Belfry is an all-in-one security guard software that puts everything in one place, making it easier to manage your team.

Here’s how:

• Easy scheduling: Minimize scheduling conflicts and avoid unmanned shifts thanks to Belfry’s automated scheduling features that assign shifts based on site requirements, officer certifications, and training.
• Increased officer accountability: Belfry has GPS tracking and NFC-based guided tours to help you make sure your guards are adhering to their post orders. Geofencing alerts help alert you if a guard leaves their designated area.
• Digital incident reporting: Goodbye pen and paper — guards can more easily keep you up-to-date by sending digital incident reports through the Belfry mobile app. They can even attach any evidence if needed.
• Track certifications: Prevent license compliance lapses by inputting your officers’ licenses and certifications. Belfry tracks renewal dates automatically and sends notifications when they’re coming up.
• Custom reporting: Need to create reports? Belfry allows you to design tailored reports, including incident documentation, patrol activities, and compliance status.
• Simplified payroll: Belfry automates time and attendance tracking to make payroll easier. It also tracks overtime, labor expenses, and timesheets to make financial reporting a breeze.

See how Belfry can streamline your security operations and make admin work easier. Schedule a Free Demo Today.