Site SOP and Post Orders

This is the document that decides how a stand-in guard behaves at 3am, and it is the one most agencies copy from the last contract. Ours is written after a walk of your property.

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01Documentation

The Document Everything Else Depends On

Ask every agency you shortlist for a sample post order. If what comes back names posts, hours, escalation contacts and the building’s own by-laws, they write them. If it comes back as a page of general duties that would suit any block in Malaysia, they do not, and every promise in the proposal behind it rests on nothing.

Post orders are why a relief guard is not a downgrade. He is not improvising from a memory of some other condominium in Puchong. He is reading the instructions the regular guard signed, which removes most of what committees complain about after a manpower change. This is the document that makes static guarding and incident response repeatable.

It also protects the property. When an incident is disputed at a general meeting or in front of the Commissioner of Buildings, what the guard was instructed to do in writing is the difference between a defensible position and an argument about what everyone assumed.

Supervisor briefing guards on written post orders before a shift

At a Glance

Post-by-post duties
Escalation contacts
Your by-laws
Shift and handover procedure

02Scope of Work

What Goes Into the Document

Post-by-post duties

The pondok, the lobby and the pedestrian gate each get their own written instructions instead of one shared list.

Escalation contacts

Who to call, in what order, for a medical case, a fire alarm, a break-in, a lift entrapment or an unruly visitor.

Your by-laws

Visitor policy, renovation hours, parking rules and facility hours as your Joint Management Body or Management Corporation has set them under the Strata Management Act 2013.

Shift and handover procedure

What must be checked, written in the buku log and passed on before a guard leaves his post.

Reporting formats

The occurrence book, incident report and patrol record templates your site will use, feeding the monthly report.

Signature page

Signed by every guard at induction, relief guards included, and kept in the personnel file for audit.

03Process

How the Document Is Produced

Step 1 Site walk Every post, entry point and problem area seen in person, at the hours when they matter.

Step 2 Committee input The by-laws belong to your Joint Management Body or Management Corporation. Our job is to write them down accurately, not to reinterpret them.

Step 3 Draft agreed You read it before it is issued. Anything that misstates a house rule gets corrected before a guard is trained on it.

Step 4 Reviewed and revised Updated when the property changes, the risk changes or the committee changes a rule, rather than filed and forgotten.

04Suitability

Who This Matters To

Committees changing agency

The handover is far less painful when the new agency arrives with the property's procedures already written.

Properties with high guard turnover

Written duties are the only thing that keeps a rotating deployment consistent.

Sites with a disputed incident history

A written instruction is a defensible position. An assumption is not.

05Common Questions

Questions About Site SOP and Post Orders

Do we get a copy of the post orders?

Yes. The property keeps a copy and so does your managing agent. It is a document about your building, written from your by-laws, and an agency that treats its post orders as confidential intellectual property is telling you how generic they are.

Who writes them, us or you?

We write them, from a site walk and from your committee's rules. The parts that are policy decisions, such as visitor authorisation or contractor hours, are yours to decide and ours to record accurately.

How often are they updated?

Whenever the building changes, the risk changes or the committee amends a by-law, and reviewed at least once a year alongside the contract. A post order describing a gate that was relocated last year is worse than no document at all, because guards learn to skim past it.

◆Next Step

Get Site SOP and Post Orders Quoted for Your Property

Send the property name, how many entry points you have and the shift pattern you run now. You get back a written proposal with the guard count, the roster and the monthly figure. If a smaller deployment does the job, we will say so in the same message.

Request a Site Assessment

Site visit before any quotation Post orders written per property Direct management escalation