Security Company Employee Handbook Template

Running a security company means managing high-liability situations while ensuring compliance with state licensing requirements. A security company employee handbook helps you document use of force policies, patrol procedures, and the standards that protect your officers, clients, and business.

This guide covers everything you need to include in a security-specific handbook, plus a free template to get you started.

Why security companies need a specialized handbook

Generic employee handbooks don't address the unique legal and operational requirements of private security. Your company has specific needs that standard templates miss:

• Use of force liability — Clear policies protect officers and the company
• State licensing — Guard cards, armed permits, and ongoing requirements
• Client contracts — Post orders and site-specific procedures
• Incident documentation — Proper reporting for legal protection
• Armed vs. unarmed — Different rules for different officer types
• Coordination with law enforcement — When and how to involve police

A security-specific handbook addresses all of these while helping you avoid lawsuits, licensing violations, and client complaints.

Download the template

Get started with our free employee handbook template. It includes all the standard sections, which you can customize with security-specific policies.

This is our general template. Add the security-specific sections outlined below to make it complete for your company. Need help? See our step-by-step handbook guide. Also check out our hotel handbook template for additional guest-facing service policies.

Key sections for security handbooks

Beyond standard handbook content, security companies need these specialized sections:

Use of force policies

Use of force is the highest-liability area for security companies. Your handbook must document clear, legally defensible policies:

Force continuum

• Presence: Professional appearance and demeanor as deterrent
• Verbal commands: Clear, calm instructions to gain compliance
• Soft control: Guiding touch, escort holds (if trained)
• Hard control: Defensive techniques (only when necessary)
• Intermediate weapons: OC spray, baton (if authorized and trained)
• Deadly force: Firearm use (armed officers only, last resort)

Core principles

• Use only the minimum force necessary to control the situation
• Force is permitted only in defense of self or others from imminent harm
• De-escalation must be attempted before physical force
• Retreat is preferred over confrontation when safe to do so
• Security officers are NOT law enforcement — authority is limited

Prohibited actions

• No chokeholds or neck restraints
• No strikes to head, neck, spine, or groin except in deadly force situations
• No handcuffing except where explicitly authorized by client and state law
• No pursuit of suspects off-site
• No use of personal weapons

Licensing requirements

Most states regulate private security. Your handbook must address licensing compliance:

Guard registration

• All officers must possess valid state guard card/registration
• Guard card must be carried on person while on duty
• Company verifies license status before assignment
• Officers responsible for maintaining current registration
• Renewal must be completed before expiration — no grace period

Armed officer requirements

• Separate firearms permit required in addition to guard card
• Must qualify at range per state requirements (typically annually)
• Only company-approved firearms may be carried
• Ammunition must meet company specifications
• Firearm must be inspected by supervisor before each shift

Background checks

• Initial background check required for all officers
• Disqualifying offenses as defined by state law
• Ongoing obligation to report arrests or convictions
• Periodic re-checks per company policy

Patrol and post procedures

Consistent patrol procedures protect clients and provide documentation of service delivery:

Patrol requirements

• Follow assigned patrol route per post orders
• Complete all checkpoints at required intervals
• Document patrol completion via checkpoint system or log
• Report any irregularities immediately
• Vary patrol timing to avoid predictability

Access control

• Verify identity before granting access to secured areas
• Follow client-specific access procedures
• Maintain visitor logs as required
• Challenge unidentified persons professionally
• Report access control violations to client and supervisor

Post orders

• Read and understand all post orders before assuming duty
• Post orders supersede general handbook procedures when more specific
• Report any conflicts between post orders and handbook to supervisor
• Do not deviate from post orders without supervisor authorization

Template vs. digital handbook

Security officers work at multiple sites and need access to policies anywhere. Post orders and procedures must be instantly accessible:

Frequently asked questions

What should be in a security company employee handbook?

A security company handbook should include licensing requirements, use of force policies, patrol and post procedures, incident reporting protocols, uniform and appearance standards, client confidentiality policies, emergency response procedures, and conduct expectations for armed vs. unarmed officers.

What licensing do security guards need?

Requirements vary by state. Most states require security guards to complete training, pass a background check, and obtain a guard card or license. Armed guards typically need additional firearms training, qualification, and separate permits. Employers must verify all licenses are current.

What use of force policies should security companies have?

Security companies must have clear use of force policies that define when physical force is permitted (typically only in defense of self or others), prohibited actions, de-escalation requirements, reporting procedures, and the distinction between armed and unarmed officer authority. These policies must comply with state law.

Can security guards detain people?

This varies by state and situation. Some states allow "shopkeeper's privilege" or citizen's arrest in limited circumstances. However, improper detention can result in false imprisonment lawsuits. Your handbook should clearly define when, if ever, detention is authorized — and when to call law enforcement instead.

How do I get security officers to acknowledge the handbook?

Have each officer sign an acknowledgement form confirming they've received and read the handbook. For high-liability policies like use of force, require separate acknowledgments and consider periodic re-acknowledgment to demonstrate ongoing training.