Are electronic signatures valid?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and reliable record retention are present.

Do I need a notary or witnesses?

Most commercial security contracts do not require notarization, but state-specific rules or counterparty preferences may require notarization or witnesses for certain acknowledgements.

What if a signer’s name differs from ID?

Mismatched names can create enforceability issues. Update the document to reflect the signer’s legal name or include a confirmed alias; verify identity and correct records before finalizing.

Can I correct a signed agreement?

Post-signature changes require an amendment signed by all parties. Do not alter a signed copy; instead prepare a clear, signed amendment that references the original agreement.

Is HIPAA relevant to these contracts?

Only if guards access protected health information. If PHI is involved, include a Business Associate Agreement and comply with HIPAA retention and privacy rules.

How do I cancel a signed contract?

Follow termination provisions in the agreement, including notice requirements and any cure periods. If no termination clause exists, seek legal advice on remedies under state contract law.

Electronic Signature
Templates
Miscellaneous
Office Guarding Agreement

Office Guarding Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Office Guarding Agreement

This Office Guarding Agreement ("Agreement") is entered into effective as of by and between Client Name: and Security Company Name: .

Client Address Security Company Address

RECITALS

WHEREAS, Client operates office premises and desires professional guarding services to protect persons, property, and assets located at the Service Location(s); and

WHEREAS, Security Company is duly licensed, trained and equipped to provide security guard services and represents that it will furnish personnel in accordance with applicable law and the terms of this Agreement; and

WHEREAS, the parties desire to set forth the scope, compensation, obligations and protections applicable to the services to be provided.

SCOPE OF WORK

Detailed description of security services to be provided Service Location(s)

Security Personnel: Security Company shall furnish trained and licensed personnel who shall at all times be employees or authorized contractors of Security Company. Security Company is responsible for supervision, payroll taxes, workers' compensation, benefits and disciplinary actions for its personnel. Minimum qualifications, uniform standards, identification requirements, and any post orders are:

Guarding Modality: Armed Unarmed

SCHEDULE AND PERFORMANCE

Scheduled Hours and Shifts: Security Company shall provide coverage in accordance with the following schedule: Shifts: Frequency of patrols and random inspections:

Substitutions and Overtime: Security Company shall provide substitute personnel when necessary and shall notify Client of any expected overtime. All overtime rates shall follow the payment terms below.

PAYMENT TERMS

Monthly Base Fee

Billing Schedule and Terms: Invoices shall be issued and are payable within days of invoice. Late payments shall incur a late fee of on any past due balance, and Security Company may suspend services after providing days' written notice.

Overtime and Additional Services: Work beyond scheduled hours, special events, or emergency call-outs shall be billed at rates agreed in writing prior to performance.

TERM AND TERMINATION

Term: The term of this Agreement shall commence on and continue until unless earlier terminated in accordance with this Agreement.

Termination for Convenience: Either party may terminate for convenience upon written notice of days to the other party. Termination for Cause: Either party may terminate immediately for material breach that remains uncured for days after written notice.

CONFIDENTIALITY

Confidential Information: Each party may disclose proprietary or confidential information in connection with this Agreement. Recipient shall hold such information in confidence and not disclose it to third parties except as required by law. Security Company shall ensure guards do not disclose security plans, incident reports, or access codes. Confidential information excludes information that is publicly known or rightfully received from a third party without restriction.

INSURANCE, LIABILITY AND INDEMNIFICATION

Insurance: Security Company shall maintain commercial general liability, employer's liability, and workers' compensation insurance with limits sufficient for the services provided. Evidence of insurance and additional insured endorsement shall be provided to Client upon request.

Minimum Liability Limits

Liability and Indemnity: Security Company shall be liable for loss or damage caused by its negligent acts or omissions. Security Company shall indemnify, defend and hold harmless Client from claims arising out of Security Company's performance, except to the extent caused by Client's gross negligence or willful misconduct.

COMPLIANCE AND BACKGROUND CHECKS

Compliance: Security Company shall comply with all applicable federal, state and local laws, regulations, licensing, and permit requirements. Security Company shall ensure that all personnel assigned are lawfully authorized to work and possess required licenses or certifications.

Background Checks and Training: Security Company shall conduct criminal background checks and drug screening consistent with applicable law and maintain training records for personnel. Background checks have been completed: .

ACCESS, KEYS AND EQUIPMENT

Access: Client shall provide Security Company with reasonable access to premises and any keys or access cards required. Security Company shall maintain a key log and shall not duplicate keys or transfer access without Client's prior written consent.

Key and Access Handling Policy (summary)

AUDITS, REPORTING AND INCIDENTS

Reporting: Security Company shall submit incident reports to Client within of an incident. Client reserves the right to audit performance and review logs during normal business hours upon prior notice.

GOVERNING LAW; ENTIRE AGREEMENT

Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws rules.

Entire Agreement: This Agreement, including any attached schedules or addenda signed by both parties, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior negotiations, proposals, representations and agreements, whether written or oral. No amendment shall be effective unless in writing and signed by both parties.

MISCELLANEOUS PROVISIONS

Severability: If any provision of this Agreement is held invalid, the remainder shall continue in full force and effect. Waiver: Failure to enforce any provision shall not constitute a waiver of future enforcement. Notices: All notices shall be in writing and delivered to the addresses set forth above or to such other addresses as the parties may designate in writing.

Client Name:

By:

Date:

Security Company Name:

By:

Date:

What an Office Guarding Agreement Covers

An Office Guarding Agreement is a written contract that defines security services provided at an office location, including scope of duties, staffing levels, schedules, access controls, and incident reporting. It records responsibilities for both the security provider and the client, payment terms, insurance and indemnity clauses, performance standards, and termination rights. The agreement helps clarify expectations, reduce disputes, and create an enforceable framework for on-site security operations during the contract term and any renewal periods.

Why a Written Agreement Matters for Office Security

A formal Office Guarding Agreement documents scope, liabilities, and service levels to reduce ambiguity and support contract enforcement under state law and general contract principles. It provides evidence of agreed obligations, pricing, insurance limits, and dispute resolution mechanisms in case of incidents.

Who Typically Prepares and Signs This Agreement

Facility managers, corporate procurement teams, building owners, and security contractors commonly prepare or request an Office Guarding Agreement before services begin.

Facility Manager — Documents expected patrols, access restrictions, and reporting format for security staff.
Corporate Procurement — Ensures insurance, indemnity, and vendor performance criteria are in contract terms.
Security Contractor — Confirms staffing, equipment, and compensation; documents subcontracting and training requirements.

Parties should confirm authorized signers and verify insurance certificates and licenses before the service start date.

Typical Signers and Their Roles

Facility Manager

Often the client-side executor with authority to approve operational requirements, change orders, and acceptance of completed work. This person verifies performance against service-level metrics and coordinates access for security staff.

Security Contractor

Company officer or authorized contract manager signs for the vendor, certifying staffing, licensing, insurance coverage, and agreement to indemnify as specified in the contract.

Core Elements to Include in the Agreement

A professional Office Guarding Agreement groups operational, legal, and financial terms so both parties can enforce expectations and measure performance.

Scope of Services

Define patrol frequency, access control duties, desk coverage, event staffing, and any special tasks like escorting personnel or monitoring CCTV.

Staffing & Qualifications

List minimum guard numbers, required certifications, background checks, training standards, uniform requirements, and supervisor ratios.

Schedules & Shifts

Specify shift start/end times, holiday coverage, overtime rules, on-call procedures, and required handoff reports between shifts.

Performance Standards

Include KPIs such as response time targets, incident reporting timelines, inspection checklists, and penalties for missed standards.

Fees & Invoicing

Detail hourly or flat fees, billing cycle, invoice requirements, late payment remedies, and any pass-through expenses.

Liability & Insurance

State required insurance limits, worker compensation coverage, indemnity clauses, and limits on consequential damages.

Step-by-Step: Completing the Agreement

Follow these sequential steps to prepare, review, and execute an enforceable Office Guarding Agreement.

01

Prepare Draft: Populate party names, effective date, and scope exhibits.
02

Confirm Staffing: Attach roster, qualifications, and supervisor contacts.
03

Review Terms: Check insurance, indemnity, and liability limits carefully.
04

Execute: Obtain signatures from authorized representatives and date the document.

How to Configure a Digital Signing Workflow

Set up a clear e-sign workflow to route the agreement for signature and capture an audit trail automatically.

Field Mapping and Templates	Create a template with signature, date, initials, and checkbox fields to ensure consistent capture across contracts.
Signer Order	Set signing sequence to route from client approver to vendor signatory to executive review as needed.
Authentication Level	Select email link, SMS code, or stronger ID verification depending on risk and regulatory needs.
Notifications	Enable reminders and completion notifications to speed execution and maintain an audit trail.
Storage Destination	Configure automatic saving to the corporate repository or contract management system for retention compliance.

Typical Routing for an Office Guarding Agreement

A straightforward signing flow reduces delays and preserves evidence of consent and execution.

Upload Document: Place the finalized draft into the signing platform.
Assign Fields: Add signature, date, and initial fields for each party.
Send to Signers: Route in defined order or via a secure signing link.
Archive: Save executed copy with audit metadata for recordkeeping.

Technical Considerations for eSigning and Storage

Confirm the signing platform supports required authentication, audit trails, and storage integrations before e-signing.

Integrations: Salesforce, Microsoft 365, NetSuite
Formats: PDF, DOCX, HTML, XLSX
Security: TLS in transit; AES-256 at rest

Choose platform features aligned to your compliance needs and retention policies; verify BAA availability if handling protected health information.

Key Dates and Notice Periods to Record

Record critical dates in the agreement and calendar them to trigger renewals, inspections, and termination rights.

Effective Date:

Date services begin and obligations are binding for both parties.

Renewal Notice:

Specify notice period for nonrenewal, commonly 30–90 days before term end.

Termination Notice:

State required notice for termination for convenience or cause, often 30 days.

Service Start:

Date guards will first report on site; align with onboarding and access credential delivery.

Invoice Due Date:

Indicate payment due timeline, for example Net 30 from invoice receipt.

Milestone Timeline From Negotiation to Active Coverage

Track milestones to ensure staffing, insurance, and site access are ready before the service start date.

01

Contract Negotiation

Finalize scope and price, then agree on exhibits and SLAs.

02

Insurance Verification

Confirm certificates and additional insured endorsements before start.

03

Onboarding & Training

Complete site orientation, keys, and communication protocols for guards.

04

Go-Live

Begin active guarding and start incident reporting cadence.

Common Preparation Errors to Avoid

Vague scope descriptions that omit specific patrol routes or duty frequencies leading to disputes over performance.
Incomplete insurance clauses or missing certificate requirements that expose the client to liability for on-site incidents.
Failing to document authorized signers and contact information, causing execution delays or invalid signatures.
Omitting data privacy requirements when guards handle visitor logs or personal data, which can trigger regulatory issues.

Risks and Contractual Consequences of Errors

Liability Exposure: Client or contractor faces uninsured losses if insurance requirements are not met.

Service Interruptions: Failures in staffing or access arrangements can halt security coverage and increase risk.

Payment Disputes: Unclear billing terms may result in withheld payments and collection actions.

Regulatory Penalties: Privacy or labor violations can trigger fines and enforcement actions.

Contract Invalidity: Improperly authorized signatures can render the agreement unenforceable.

Reputational Harm: Security failures or public incidents damage both client and contractor reputations.

eSignature Platform Pricing and Feature Snapshot

Compare typical starting prices and core features relevant to signing and storing Office Guarding Agreements; signNow is listed first per vendor comparison conventions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Trial varies by plan	Trial varies by plan	Trial varies by plan	Trial varies by plan
Bulk Send	Yes (available by tier)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes (BAA available)	Yes (BAA available)	Varies by plan	Varies by plan
Envelope Cap	No envelope cap	100 envelopes/user/year cap	Varies by plan	Varies by plan	Varies by plan

Real-World Examples of Office Guarding Agreements in Use

Two client scenarios illustrate how organizations use tailored agreements to manage on-site security operations and responsibilities.

Martin Properties

A regional property manager uses a standard guarding agreement for all assets

Guards must complete daily reports and key logs
This reduced dispute time and ensured consistent vendor accountability across multiple properties by standardizing SLA metrics and insurance requirements.

BIS (Business Integrator Services)

An enterprise client required vendor staff to integrate with their badge system

Contractor provided trained guards and API access for incident logs
The agreement spelled out integration responsibilities, data handling, and escalation rules to protect both parties and streamline incident reviews.

Frequently Asked Questions About Office Guarding Agreements

Answers to common questions on validity, notarization, digital signing, and corrective steps when issues arise during execution.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and reliable record retention are present.
Do I need a notary or witnesses?
Most commercial security contracts do not require notarization, but state-specific rules or counterparty preferences may require notarization or witnesses for certain acknowledgements.
What if a signer’s name differs from ID?
Mismatched names can create enforceability issues. Update the document to reflect the signer’s legal name or include a confirmed alias; verify identity and correct records before finalizing.
Can I correct a signed agreement?
Post-signature changes require an amendment signed by all parties. Do not alter a signed copy; instead prepare a clear, signed amendment that references the original agreement.
Is HIPAA relevant to these contracts?
Only if guards access protected health information. If PHI is involved, include a Business Associate Agreement and comply with HIPAA retention and privacy rules.
How do I cancel a signed contract?
Follow termination provisions in the agreement, including notice requirements and any cure periods. If no termination clause exists, seek legal advice on remedies under state contract law.

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