What to include in a security brief for a commercial property

Make your property understandable

A security provider needs to understand a working place: the morning deliveries, the late tenant, the visitor who cannot find reception, and the manager who receives the after-hours call. Your first brief should explain that everyday reality.

Start with a few clear pages and the supporting information you already have. CISA’s Security Planning Workbook begins with an inventory of the organization, its facilities, activities, and people. For a commercial property, that gives you a practical foundation for discussing the assignment.

1. Describe the site and its people

Identify the property address, building type, number of occupied areas, and who uses them. Explain whether the site serves one business or several tenants, and whether members of the public enter regularly.

Include a simple, current map showing the areas relevant to the proposed work. Describe how employees, visitors, contractors, and deliveries normally arrive. Note any planned renovation, vacant space, or temporary arrangement that affects the property’s routine.

2. Explain why you are seeking support

State the concern in concrete terms. “We need help managing contractor access before reception opens” is a more useful starting point than “We need better security.” Describe the gap you want to address and the effect it has on daily operations.

• Summarize relevant incidents or recurring problems, including dates and locations when available.
• Separate confirmed observations from questions that still need investigation.
• Explain what your team has already tried and what remains unresolved.
• Identify the people who can clarify the history during a site discussion.

3. Set out the schedule

List normal business hours, tenant variations, delivery windows, and periods when the property is occupied outside its usual routine. Identify weekends, scheduled events, or seasonal changes that may affect the assignment.

Be explicit about the coverage you are considering and where it remains undecided. Give the desired start date and expected duration, then flag dependencies such as a tenant move or construction completion. This helps a provider distinguish a recurring need from a temporary one.

4. Describe the work and the existing arrangements

Outline the duties you want to discuss: a presence at reception, access checks, observation of agreed areas, visitor assistance, or reporting concerns to management. Keep the description focused on your needs rather than assuming a staffing plan before the site has been reviewed.

Summarize the tools and procedures already in use, such as visitor registration, access credentials, lighting, and alarm notifications. Explain who manages each system and which parts of the arrangement the proposed security team would interact with.

5. Define decisions, contacts, and reporting

Name the person responsible for the service and a backup contact. Clarify who can approve access exceptions, authorize changes to the assignment, and receive urgent reports. A telephone number is useful only when everyone understands why and when to use it.

Describe the reporting you need. A property manager may want a concise shift summary, prompt notice of specific issues, and a clear record of unresolved items. Agree on recipients, delivery methods, and how follow-up will be tracked.

6. Make the brief easy to maintain

Put an owner, version date, and review date on the document. Mark unresolved questions so they can be addressed during the walkthrough. Keep sensitive site details within an agreed sharing process; the first inquiry does not need access codes or a complete set of internal records.

Before requesting a proposal, check that the brief explains the site, the concern, the schedule, and the intended duties. Ask the provider to identify assumptions and missing information. Update the document after the conversation so both sides work from the same understanding.