Post Orders Template

How to use this template

Post orders are the written instructions for a specific post: what the officer does, where, when, and what happens when something goes wrong. Price Protection writes a set with every client from a walk-through before the first shift, and every officer reads and signs them before working the property. Use this template to prepare for that walk-through, or to check what your current orders cover. Replace every bracketed item; delete sections that do not apply.

1. Property and contacts

Item	Entry
Property name and address
Property type and size	[e.g. garden community, 12 buildings, 2 lots, pool, package room]
Post	[e.g. courtesy patrol, unarmed, foot and vehicle]
Hours	[days and times]
Client contact, day	[name, role, phone]
Client contact, after hours	[name, role, phone]
Maintenance on-call	[phone]
Security company dispatch and supervisor	[phones]

2. Duties by time

Time	Duty
Start of shift	Check in with dispatch, read pass-down, walk the first full round
[time]	[e.g. close the pool and fitness room, lock gates]
[time]	[e.g. check the package room and mail kiosk]
Every [interval]	Patrol round in varied order, all checkpoints
End of shift	Pass-down, final round, close the daily activity report

3. Access rules

• Residents and tenants: [how identified; what the officer does for a lockout]
• Visitors: [gate policy; whether logged; hours]
• Contractors and deliveries: [check-in, list, hours, where they park]
• Trespassers: [approach, notice, when to call police]
• Keys and codes held at the post: [list, where kept, never written in the log]

4. Patrol route and checkpoints

Checkpoint	What to check	Notes
[e.g. pool gate]	Locked after hours, lights on, furniture in place	Close at [time]
[e.g. package room]	Door latched, no packages left outside
[e.g. Lot B]	Vehicles, lighting, fence line	Dark corner near dumpster
[e.g. Building 7 stairs]	Doors latched, no loitering

5. Closings and openings

• [Amenity]: closes [time], opens [time], who has keys
• [Gate]: locked [time], unlocked [time]
• [Office or clubhouse]: alarm set by [whom], code held by [whom]

6. Incident procedures

• Medical emergency: call 911, then dispatch and the client contact; first aid within training; log
• Fire or alarm: call 911, follow the building’s evacuation plan, meet the fire department at [location]; log
• Crime in progress or violence: call police; do not intervene beyond self-defense; observe and report; log
• Disturbance or noise: courteous contact, request compliance, escalate per the trespass and police rules above; log
• Property damage, vandalism, water leak: photograph, notify maintenance on-call and the client contact; log
• Suspicious person or vehicle: observe, log description and plate, contact if the orders allow, call police if warranted

7. Escalation

Situation	Call first	Then
Life safety	911	Dispatch, client after-hours contact
Crime	Police	Dispatch, client contact
Maintenance	Maintenance on-call	Log for the daily report
Questions about the orders	Supervisor

8. Reporting

• Daily activity report: every round, check, contact and incident, entered as it happens; sent to [client contact] by [time]
• Incident report: for every incident in section 6, before the end of the shift, with photographs
• Monthly: supervisor review with the client; orders updated and re-dated

9. Site-specific instructions

[Anything that belongs only to this property: the resident who needs a welfare check, the gate that sticks, the neighbor’s dog, the construction phase, the event calendar.]

10. Acknowledgment

Version date	Approved by (client)	Officer name	Officer signature	Date

Notes on filling it in

Write the route from a walk at night, not from a site plan; the dark corner by the dumpster is only visible after dusk. Section 6 is where most orders are too vague: “handle appropriately” is not an instruction, “call 911, then dispatch, then the after-hours contact, and log it” is. Keep codes out of the log and the orders out of public view. Every change gets a new version date and new signatures. The post orders article explains each section in depth, and the daily activity report template is the report the orders feed.