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Security Guard Form

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Agreement to Provide Security Guard Service

Security guard service agreement made on the day of , , between , d/b/a , of (street address, city, county, state, zip code), referred to herein as Owner, and , a corporation organized and existing under the laws of the state of , with its principal office located at (street address, city, county, state, zip code), referred to herein as Contractor.

I. Service to be Performed

Contractor will furnish properly equipped uniformed guards to perform security service for Owner at (street address, city, county, state, zip code), in accordance with the guard assignment schedule attached as Exhibit A, which schedule is made a part of this agreement by this reference. The number of guards to be provided, the location of their posts, the hours of duty, the rates of compensation, and any special instructions describing the nature and scope of their duties, is specified in the attached guard assignment schedule.

II. Commencement and Duration of Agreement

The term of this agreement will commence on (date), which will be the effective date of this agreement, and will continue until (date), subject to the right of either party to terminate this agreement on days' written notice to the other.

III. General Duties of Contractor

Contractor agrees as follows:

A. Contractor will equip and maintain an organization capable of furnishing the highest type of public relations and security service.

B. Contractor will instruct each member of Contractor's staff to continually improve knowledge of all phases of security and protection, and to apply this knowledge in the interest of Owner.

C. Contractor will keep all members of Contractor's organization informed of new methods and procedures through educational programs.

D. Contractor will keep abreast of legislative and other matters pertaining to security and keep owner informed, if necessary.

E. Contractor will maintain new and practical techniques in protection.

F. Contractor will select Contractor's personnel with utmost care and maintain records of the background of each member before joining the organization, and a record of that person's conduct and accomplishments while a member of Contractor's organization.

G. Contractor will maintain employer-employee relationships that will promote the greatest efficiency from each individual member of Contractor, in the interest of Owner.

H. Contractor will maintain records of the activities of Contractor's personnel while on duty so as to be able to furnish management with an accurate account of the activities of the security guards assigned to each location.

I. Contractor will conduct Contractor's services in a manner in which each property protection unit will be under maximum control of the management and at the same time require of management a minimum of administrative effort.

IV. General Duties of Guards

In addition to the duties described in the guard assignment schedule, the security guards of Contractor must perform the following general security duties:

A. Conduct regularly scheduled tours of owner's building, checking all gates, doors, windows and lights;

B. Report any unusual incidents or hazardous conditions as soon as practical to persons designated by Owner; and

C. Make out a written report covering all incidents or hazardous conditions at the conclusion of each tour.

V. Specific Duties of Security Guards

A. Specific duties describing the nature and scope of security guards' duties will be specified in the guard assignment schedule. Generally, they will include physical protection of the grounds, equipment, and property of owner; prevention of burglary, vandalism, pilferage, and robbery; enforcement of rules and regulations of owner; quelling of disorders; verification of identifications; and logging of employees in and out of Owner's buildings.

B. The security guards will act on their own initiative at the direction of authorized personnel of Owner and on orders from Contractor. Their personal appearance, attitudes, and manner of performance, at all times, will reflect a favorable public image, both for Owner and Contractor. Guards will be under constant scrutiny by Contractor's security supervisor, duty officers, and staff. This supervision will include inspection, control checks, and continual re-evaluation to insure top performance from each security guard and supervisor.

VI. Supervision of Guards

Contractor agrees that Contractor will be responsible for the direct supervision of the security guards through Contractor's designated representatives at the premises to which this agreement relates.

VII. Security Standards

Contractor agrees that the security services covered by this agreement will be performed in accordance with acceptable security practices and standards.

VIII. Training of Security Guards

All security guards employed by Contractor and assigned to protect the building of Owner will have received training in observation, human relations, vandalism, traffic control, report making, emergency fire equipment and its use, firearms, spontaneous fires and their prevention, the policies, rules and regulations of Owner, the premises of Owner, legal problems, identification of persons and hazards, and preservation of evidence.

IX. Reports of Security Guards

A. Each security guard, at the end of the tour of duty, will prepare a report to be turned over to Contractor's security supervisor. The report will contain the name of the security guard; hours of shift; activity during each shift, including any unusual happening, hazards, or other circumstance; any emergency presented; any irregularity or unusual activity requiring a separate report; and a completed physical property hazard check-off.

B. A copy of each report will be scrutinized at Contractor's headquarters, and all unusual circumstances will be noted from it. Items pertaining to safety will be turned over to the security supervisor responsible, and that supervisor will report the findings to management of Contractor. All reports coming into the office of Contractor will be kept on file for at least (e.g., one year).

X. Emergencies

Any emergencies are to be reported by the security officer without delay.

XI. Insurance

A. During the term of this agreement, Contractor will carry and maintain insurance coverages in full force, evidence of which will be furnished to owner on written request.

This insurance coverage must include worker's compensation insurance as required by the laws of the state of covering all persons employed by Contractor, and general liability coverage for personal injury and property damage.

B. Liability insurance coverage must cover the risks of false arrest, false imprisonment, malicious prosecution, libel, slander, and violation of right of privacy.

XII. Indemnification of Owner

Contractor will indemnify owner from and against any and all losses or damages which owner may sustain by reason of damage to property or injury to or death of any person, or for any losses or damages sustained by Owner from false arrest, false imprisonment, malicious prosecution, libel or slander, or assault and battery or similar type of offense caused by the negligence of Contractor or Contractor's agents while engaged in the services arising out of and within the scope of the performance of this agreement, other than those that arise in part out of the contributory negligence of Owner and other than those amounts paid in settlement of any claim or litigation effected without Contractor's consent or approval.

XIII. Guards as Employees of Contractor

A. The security guards furnished pursuant to this agreement will be Contractor's employees, and Contractor will exercise complete control over their conduct and will pay all wages, expenses, social security taxes, federal and state unemployment insurance, and any similar taxes relating to the employees.

B. Contractor and Owner intend that the relationship created between them by this agreement is that of independent contractor and client. An agent, employee, or servant of Contractor shall never be or deemed to be the employee, agent, or servant of Owner.

XIV. Hiring of Guard by Owner

Owner agrees that, for a period of at least after the termination of this agreement, Owner will not hire as a security guard any persons employed by Contractor in the performance of this agreement.

XV. Governing Law

This agreement shall be governed by, and construed in accordance with, the laws of the State of . This agreement is for the benefit of and may be enforced directly by either party.

XVI. Modification of Agreement

This agreement may not be altered, modified, or amended except in writing properly executed by the parties.

XVII. Mandatory Arbitration

Any dispute under this Agreement shall be required to be resolved by binding arbitration of the Parties hereto. If the Parties cannot agree on an arbitrator, each Party shall select one arbitrator and both arbitrators shall then select a third. The third arbitrator so selected shall arbitrate said dispute. The arbitration shall be governed by the rules of the American Arbitration Association then in force and effect.

XVIII. Entire Agreement

This agreement represents the whole and entire agreement between the Parties. Contractor has made no other agreements or representations, oral or written.

WITNESS our signatures as of the day and date first above stated.

, INC.

By

(Attach Exhibit A)

Enter text✕

What the Security Guard Form Is and when it’s used

A Security Guard Form is a standardized record capturing assignment details, guard credentials, authorizations, training, background-check consent, shift logs, and client instructions for a security officer. Organizations use it to document who is assigned, their license or registration, scope of duties, start/end dates, and any special authorizations (access to keys, use of force, firearm permit). The form supports operational continuity, compliance checks, and incident investigations. Where executed electronically, an e-signature must meet ESIGN (15 U.S.C. §7001) and applicable state UETA/ESRA standards for enforceability.

Why an accurate Security Guard Form matters

A complete form reduces liability, verifies qualifications, and creates a reproducible record for clients and regulators. It supports payroll, incident response, and license audits while enabling consistent handoffs across shifts.

Why an accurate Security Guard Form matters

Who typically completes or receives this form

Accurate routing ensures the document serves operations, compliance, and billing needs without repeated manual follow-up.

  • Security company operations staff assign guards to posts, confirm credentials, and upload background-check results.
  • Facility or property managers review assignments, accept responsibilities, and keep client-facing copies for on-site compliance.
  • HR or payroll teams use completed forms to tie assignments to timekeeping and billing systems.

Principal signers and reviewers

Contract Security Manager

Manages multiple guard rosters and signs assignments on behalf of the company; responsible for verifying licenses, training certificates, and background-check clearances prior to deployment.

Facility Director

Client-side approver who confirms site-specific instructions, access codes, and contact points; retains the client copy for incident response and compliance audits.

Essential data fields to include

Full Name: As on government ID
License Number: State-issued guard/license ID
Training Records: Course & expiry dates
Background Consent: Signed authorization on file
Shift Details: Date, start/end times
Assignment Location: Address and client contact

Step-by-step: filling out the Security Guard Form

Follow these steps in order to create a complete, auditable assignment record.

  • 01
    Identify Parties: Enter employer, guard, and client names
  • 02
    Verify Credentials: Record license, training, and background status
  • 03
    Specify Assignment: List duties, hours, and client contacts
  • 04
    Sign and Date: Obtain required signatures and timestamps

Where completed forms go and how they travel

A typical routing sequence ensures review, acceptance, and archival across stakeholders.

  • Employer Review: Operations confirms credentials and authorizes deployment
  • Client Acceptance: Client signs or acknowledges assignment instructions
  • Central Archive: Records are stored for audits and incident response
  • Payroll & Billing: Completed form links to invoicing and timekeeping

Recommended digital workflow settings

Configure your e-submission workflow to enforce verification steps and retention policies automatically.

Field Configuration
Authentication Method Email + SMS code for signer verification
Field Validation Require license format and MM/DD/YYYY dates
Routing Order Operations → Client → Payroll sequential approval
Notification Settings Auto-reminders for unsigned forms

Distribution and technical compatibility

Ensuring compatibility with core systems shortens processing time and improves traceability across operations and client records.

  • Integrations: Salesforce, NetSuite, Microsoft 365 integrations supported
  • Storage Options: Box, Google Drive, Egnyte for long-term retention
  • File Formats: PDF, DOCX, and HTML accepted for imports

Key elements of a professional Security Guard Form

A standardized form should capture operational, legal, and contact information to be useful across shifts and audits.

Assignment Details

Describe duties, restricted areas, expected rounds, and any special instructions so expectations are clear and enforceable.

Guard Credentials

Record license numbers, issuing state, expiration dates, and copies of the credential to speed verification during audits.

Training History

List completed training courses, certification IDs, and renewal dates; include firearms or de-escalation training where applicable.

Background Checks

Note consent date, scope (criminal, driver), and clearance status; retain supporting documentation for compliance.

Shift Log

Include start/end times, supervisor handoff notes, and space for incident entries to preserve operational continuity.

Emergency Contacts

Provide client emergency numbers, supervisor contacts, and escalation procedures for rapid incident response.

Consequences of incomplete or incorrect forms

Invalid Authorization: Access rights may be unenforceable
Compliance Fines: Regulatory penalties possible
Insurance Gaps: Coverage disputes on claims
Operational Delays: Deployment or payroll holds
Liability Exposure: Increased tort risk
Contract Breach: Client penalties or termination

Common errors to avoid

  • Missing or mismatched legal names that prevent background-check matching and delay clearance.
  • Omitted license expiration dates or training renewals that leave guards noncompliant on duty.
  • Unsigned or undated forms that create ambiguity for insurance and incident investigations.
  • Incomplete client instructions or contact information that slows incident escalation and response.

Timelines and typical processing expectations

Track timing for checks, renewals, and submissions to keep posts staffed and compliant.

Assignment Submission:

Submit completed form before the guard’s start date to avoid deployment delays

Background Checks:

Initiate checks early; some vendors require several days to return results

License Renewal:

Monitor expiry and renew at least 30 days prior to avoid lapses

Training Recertification:

Schedule recurring training per employer or state requirements

Record Retention:

Archive signed forms according to retention schedule and legal obligations

Typical vendor pricing and core capability snapshot

Compare base costs and selected capabilities across common eSignature vendors; signNow is listed first per vendor order 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 Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (Business Premium) Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA required) Varies by plan Varies by plan Varies by plan Varies by plan

Frequently asked questions about the Security Guard Form

Answers to common questions about execution, e-signatures, notarization, and retention for the Security Guard Form.


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