Writing Effective Post Orders: Site-Specific Instructions That Work

Post orders are the operating manual for every security assignment—the document that tells guards exactly what to do, when to do it, and how to handle the situations they'll encounter. Good post orders create consistent service across shifts and personnel. Bad post orders create confusion, disputes, and liability. When something goes wrong, the question "what do your post orders say?" will determine whether you have a defense or a problem.

What Post Orders Must Include

Every post order document serves multiple audiences: the guards who execute the procedures, the supervisors who ensure compliance, the clients who need to know what they're getting, and potentially the lawyers and juries who may examine them years later. Complete post orders address all the information these audiences need.

Basic site information seems obvious but is frequently incomplete. The document should include the client name and complete site address, the names and contact information for key client personnel, emergency contact numbers for after-hours situations, the exact location of the guard post, and the shift hours and coverage schedule. A guard arriving for their first shift should be able to find the post, know who to contact, and understand when they're expected to be there.

Primary duties deserve clear prioritization. What are the most important responsibilities at this site? What specific tasks must be completed and how often? What are the patrol routes and schedules? What access control procedures apply? How should visitors be managed? Guards should understand not just what to do, but what matters most when everything can't be done simultaneously.

Site-specific procedures cover the unique requirements of each assignment. Opening and closing procedures differ dramatically between sites—what systems need to be activated or deactivated, what areas need to be checked, what documentation is required? Key and access card protocols prevent unauthorized duplication and ensure accountability. Alarm system operation prevents false alarms and enables proper response. The details that seem routine become critical when guards don't know them.

Emergency procedures cannot be an afterthought. Fire response, medical emergencies, active threats, evacuation routes, assembly points, and emergency contact priority lists all need to be documented clearly. When emergencies happen, guards don't have time to figure out what to do—they need procedures they've already learned and practiced.

Writing Instructions That Actually Work

The difference between useful post orders and useless ones often comes down to specificity. Vague instructions like "patrol the building regularly" tell guards almost nothing. How often is regularly? Which parts of the building? What should they check during patrols? What should they document?

Specific instructions eliminate ambiguity: "Complete interior patrol of Floors 1-3 every two hours starting at 1800. Check all stairwell doors, restrooms, and emergency exits. Document patrol completion in log book with time and observations." This instruction tells guards exactly what to do, when to do it, what to check, and what to document. There's no room for interpretation—and no room for excuse.

Clear language makes instructions accessible. Use simple, direct sentences with action verbs: check, verify, document, contact, secure. Avoid industry jargon that new guards may not know, or define technical terms when they must be used. Post orders written to impress rather than instruct fail their purpose.

Context improves execution. Guards who understand why procedures exist make better decisions when facing situations the procedures didn't anticipate. Explaining that the back door must be checked hourly because there's no camera coverage there helps guards understand the importance—and helps them recognize similar vulnerabilities elsewhere.

Handling Common Situations

Most guard interactions fall into predictable categories, and post orders should address each one specifically. Visitor procedures need to cover who can be admitted without escort, what ID verification is required, how sign-in works, whether badges are issued, how after-hours visitors are handled, and what to do when denying entry. Each of these situations creates potential conflict—clear procedures protect guards and ensure consistent treatment.

Delivery handling creates particular confusion when procedures aren't clear. Which entrances can accept deliveries? What verification is required before signing? Where should deliveries be stored or who should receive them? How are after-hours deliveries handled? Guards who don't know these answers either make up their own procedures or refuse all deliveries—neither serves the client well.

Incident response instructions determine whether guards handle situations properly or create liability. What types of incidents require what responses? When is calling 911 appropriate and when should guards handle situations themselves? What client notification is required and when? What documentation must be completed? Who in your company needs to know? Guards facing incidents don't have time to think through these questions—they need answers already in their heads.

Exception handling acknowledges that post orders can't cover everything. How should guards handle situations not specifically addressed? Who can they call for guidance? What authority do they have to make judgment calls? Clear escalation procedures prevent both paralysis and overreach.

Format and Accessibility

Post orders that guards can't find or can't navigate might as well not exist. For longer documents, a table of contents allows quick navigation to relevant sections. Logical organization—grouping related procedures together and ordering sections by frequency of use or importance—makes information findable. Numbered sections enable precise reference during training and when discussing procedures.

A quick reference summary page containing the most critical information—emergency contacts, key procedures, essential do's and don'ts—gives guards immediate access to what they need most often. The full post orders provide complete information; the summary provides immediate access to the essentials.

Accessibility means post orders are actually available when needed. They should exist at the post in both digital and paper form. Formatting should be easy to read, even in low-light conditions or while handling other tasks. Version numbers and dates should clearly identify which document is current.

Keeping Post Orders Current

Outdated post orders create liability. When procedures reference personnel who no longer work there, systems that have been replaced, or policies that have changed, guards either ignore the post orders entirely or follow obsolete instructions. Neither outcome is acceptable.

Quarterly review at minimum ensures post orders remain relevant. Any significant change—new client contacts, altered procedures, equipment changes, incident lessons—should trigger immediate updates. Client input helps identify changes from their perspective that the security company might not notice.

Change management prevents confusion when updates occur. Date and version all updates clearly. Communicate changes to all guards who work the post—not just those on shift when the update happens. Verify that guards have actually read and understood updates before returning to work. Remove outdated versions so guards can't accidentally follow obsolete procedures.

Guard input improves both accuracy and buy-in. Guards working the post know what's realistic and what isn't. They encounter situations that procedures don't address. They notice when written procedures don't match actual practice. Asking for feedback, incorporating practical suggestions, and addressing confusion makes post orders better and makes guards more likely to follow them.