To legally operate in the security industry, getting your private security company license and registration is a must. This guide explains the specific steps to comply with state regulations.

In this guide, we’ll cover:

• The importance of a private security company license and registration
  ‍
• Steps to obtain a private security license 
  ‍
• How to avoid delays and overcome challenges

Let’s start with an overview. 

‍

What is a private security company license and registration?

Licensing is getting official permission from the government to operate your security business. It's a way for the state to check that you meet specific standards and are qualified to provide security services. 

Registration is more about making your business known to the authorities. It helps them keep track of who's operating in the private security industry. In some cases, it might also involve registering your security guards with the state.

An analogy to explain private security company license and registration would be:

Licensing is like earning a seal of approval, while registration is more like putting your business on the official map.

‍

Why do you need a license and registration for a private security company?

Going through the private security company licensing and registration process is vital. Primarily, it helps in:

• Keeping things legal: Private security is a regulated industry with rules at the local, state, and even federal levels. Having the proper license and registration shows that you are committed to compliance and are playing by the rules.
  ‍
• Protecting your business and clients: Licensing and registration often come with insurance requirements. This means you'll need to have liability insurance in place to cover any potential damages or injuries that might occur while your guards are on duty. 
  ‍
• Building trust and credibility: When potential clients see that you have the required private security company license and registration, it signals that you are a legitimate and reliable business. 

‍

Key steps to obtaining a private security company license

‍

Step 1: Research the specific licensing requirements in your state

Remember, each state has its own unique set of rules and regulations when it comes to private security company license and registration. It's crucial to do your homework and familiarize yourself with the specific requirements in your state.

While there will be variations, here are some common licensing requirements you might encounter:

• Business entity formation: You may need to formally establish your business as a corporation or LLC with your state. 
  
  In California, if you provide security services to clients, you must register as a Private Patrol Operator (PPO). However, if you employ security guards to work exclusively for your company (and not for other clients), you must register as a Proprietary Security Employer (PSE).

• Experience and qualifications: Some states require owners or managers to have a certain level of experience or specific qualifications in the security industry. 
  
  For instance, Georgia mandates at least two years of experience in the security industry or equivalent qualifications.

• Background checks and fingerprinting: If operating in California, be prepared to undergo thorough background checks through the California Department of Justice (DOJ) and the FBI. This includes submitting fingerprints and paying associated fees.
  ‍
• Training and examinations: In some states, you or your designated Qualified Manager might need to complete specific training courses and pass examinations on security laws and regulations. 
  
  For example, in California, the Qualified Manager needs to pass a two-hour multiple-choice exam covering topics like the Private Security Services Act and business knowledge.

• Insurance and bonds: Almost universally, you'll need to obtain liability insurance, often with a minimum coverage of $1 million. Some states might also require surety bonds.

‍

Step 2: Prepare the necessary documentation

Once you know what's required, it's time to gather all the necessary documents. Again, the specific documents will vary by state, but here's a general idea of what you might need:

• Completed application form: Fill out the official application form provided by your state's licensing agency. Pay close attention to any specific instructions or required notarizations.
  ‍
• Proof of business entity formation: If applicable, provide your Articles of Incorporation or equivalent documents filed with the Secretary of State.
  ‍
• Proof of experience or qualifications: This could include resumes, certificates from training programs, or letters from previous employers verifying your experience.
  ‍
• Background check and fingerprinting results: Keep copies of your Live Scan forms and any other documentation related to your background checks.
  ‍
• Financial statements: If your state mandates it, prepare and submit financial statements demonstrating your business's financial health.

‍

Step 3: Submit your application

With all your documentation in order, it's time to submit your application. Most states allow you to apply online or by mail.

• Online application: Many states, like California, encourage online applications through platforms like BreEZe. This streamlines the process and often leads to faster processing times.
  ‍
• Mail-in application: If you prefer to apply by mail, carefully follow the instructions provided by the licensing agency. Make sure to include all required documents and the application fee, typically paid by check or money order.

Once you've submitted your application, the processing time can vary. In California, you might expect a turnaround time of a few weeks if you apply online, but it could take longer if you apply by mail or if there are any issues with your application. 

In Georgia, the standard processing time is around 20 business days, but it can vary depending on the complexity of your application and the current workload of the licensing board.

‍

Additional registration requirements for private security companies

Private security companies often require extra licenses for specialized services, such as firearms permits or advanced security roles. Let’s look at some specific examples:

• Texas: Armed security officers must hold a Level III license, while personal protection officers (PPOs) require a Level IV license. Both licenses require additional training in firearms use and de-escalation techniques.
  ‍
• New York: Armed guards need a New York State Pistol License and must complete an 8-hour pre-assignment training course, followed by annual 8-hour in-service training to maintain certification.
  ‍
• Illinois: Armed security personnel are required to obtain a Firearm Control Card (FCC) and complete a 40-hour firearms training program. Annual renewal is required to maintain these credentials.
  ‍
• Florida: Companies providing private security services need employees licensed with a Class "D" security officer license for unarmed guards and a Class "G" firearm license for armed guards. 
  ‍
• Washington State: Security guards in Washington must be licensed under the Department of Licensing (DOL) and complete both pre-assignment and ongoing training. 

‍

The importance of ongoing compliance

Regularly renewing licenses and certifications is critical to avoid penalties. For instance, in Pennsylvania, armed guards must renew their Act 235 Lethal Weapons Training certification every five years, including refresher training and background checks.

In New Jersey, under the Security Officer Registration Act (SORA), guards must renew their certifications every two years and complete refresher training during the renewal process.

‍

Common challenges when applying for a private security company license

While securing your private security company license and registration is achievable, it's important to be aware of potential challenges you may face. Here are some common pitfalls and potential solutions to navigate them:

• Long processing times: The processing time for your application can take anywhere from a few weeks to several months, depending on your state and the volume of applications they're handling. 
  
  ‍Solution: Be patient and plan. Submit your application well in advance of when you plan to start operating your business.

• High fees: Application fees, licensing fees, and fingerprinting fees can all add up. The cost of obtaining a private security company license can vary significantly from state to state, and it's essential to factor these costs into your budget. 
  
  ‍Solution: Research the fee structure in your state beforehand and make sure you have the necessary funds available.

• Strict background check requirements: Background checks are a critical part of the licensing process, and even minor offenses can potentially disqualify you or your key personnel. 
  
  ‍Solution: Be upfront and honest about any past issues. If you have concerns, consider consulting with an attorney to understand how your record might impact your application.

• Meeting insurance requirements: Securing the necessary liability insurance can be challenging, especially if you have a limited budget or your business involves higher-risk activities. 
  
  ‍Solution: Shop around for insurance quotes and compare coverage options. Consider working with an insurance broker who specializes in the security industry.

‍

How Belfry can help with license tracking and compliance

Now you know the ins and outs of getting your private security company license and registration. 

There's one more crucial element you should consider: An all-in-one security management platform like Belfry.

Belfry streamlines your security operations and helps you stay on top of critical compliance requirements. Here’s how we help:

• Proactive license tracking: With Belfry, you'll never miss a license renewal. The platform automatically tracks certifications, sending proactive alerts well before expiration dates to keep your team fully compliant.
  ‍
• Automated compliance updates: Stay ahead of the curve with Belfry's automated compliance updates. The system ensures your officers maintain the necessary licenses and training, safeguarding your business from potential fines.
  ‍
• Peace of mind during audits: Should an audit occur, Belfry's meticulous record-keeping and compliance features provide you with the documentation you need to show your commitment to upholding industry standards.

Schedule a Free Belfry Demo.‍