Checklist template

Contractor sign-in and site security

A ready-to-use checklist with 114 items in 6 sections, covering Sign-in, Identification, Escort and supervision, Work permits, Tool control, Sign-out. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 114 Items
  • 97 Yes / No checks
  • 6 Scored ratings
  • 127 Points

Use this template How audits work

1. Sign-in 18 items

  1. Contractors enter the building through one designated entrance Yes / No 1 pt
  2. A sign at the contractor entrance tells contractors where to sign in Yes / No 1 pt
  3. The contractor log records the name, company, person visited and area of work Yes / No 1 pt
  4. The time of arrival is written in the log by the receptionist or guard, not by the contractor Yes / No 1 pt
  5. Each member of a crew signs in individually Yes / No 1 pt
  6. 3 contractors found working during the visit were all in today's log Yes / No 1 pt
  7. The work order or purchase order number is recorded at sign-in Yes / No 1 pt
  8. The site contact confirms the visit is expected before the contractor is admitted Yes / No 1 pt
  9. Unscheduled contractors wait at reception until the facility manager approves the visit Yes / No 1 pt
  10. Contractors sign an acknowledgment of the site rules on restricted areas and photography Yes / No 1 pt
  11. The license plate of a contractor vehicle parked inside the fenced perimeter is recorded Yes / No 1 pt
  12. Contractor vehicles are parked in the designated area, away from dock doors and dumpsters Yes / No 1 pt
  13. Contractors arriving after hours check in by phone with security or the on-call manager before entering Yes / No 1 pt
  14. Completed log pages are kept out of sight of other visitors Yes / No 1 pt
  15. Contractor logs are kept for the period set by company policy Yes / No 1 pt
  16. Contractors on site at the time of the visit according to the log Number
  17. Contractors found on site who were not in the log Number
  18. Sign-in practice at the contractor entrance Rating
    • Every contractor logged with complete entries 5 pts
    • Logged with gaps in the entries 3 pts
    • Contractors on site without signing in 1 pt

2. Identification 19 items

  1. A government or company photo ID is checked at sign-in Yes / No 1 pt
  2. The name on the ID is compared with the names sent in advance by the contractor company Yes / No 1 pt
  3. An approved contractor list is available at reception or the security desk Yes / No 1 pt
  4. A contractor whose company is not on the approved list is refused entry until the facility manager approves Yes / No 1 pt
  5. Each contractor is given a dated contractor badge Yes / No 1 pt
  6. Contractor badges are a different color from employee badges Yes / No 1 pt
  7. Contractors seen during the visit wore the badge where it could be read Yes / No 1 pt
  8. The badge shows whether the contractor must be escorted Yes / No 1 pt
  9. Long-term contractor badges carry the holder's photo Yes / No 1 pt
  10. Contractor crews wear a uniform or vest that identifies their company Yes / No 1 pt
  11. Subcontractors brought in by a contractor are declared at sign-in Yes / No 1 pt
  12. Screening confirmation required by company policy is on file for contractors who work unescorted in sensitive areas Yes / No 1 pt
  13. Employees asked said they would stop and question a person without a badge in a staff-only area Yes / No 1 pt
  14. No person without a badge was seen in staff-only areas during the visit Yes / No 1 pt
  15. Blank badges are numbered Yes / No 1 pt
  16. Blank badges are kept in a locked drawer or cabinet Yes / No 1 pt
  17. Contractor badges issued today Number
  18. Badges missing from the numbered stock Number
  19. Identification of the contractors seen during the visit Rating
    • All badged and identifiable 5 pts
    • Some badges missing or hidden 3 pts
    • Contractors could not be identified 1 pt

3. Escort and supervision 18 items

  1. Company policy lists the areas where contractors must be escorted (cash office, server room, records, high-value storage) Yes / No 1 pt
  2. The list of escort-required areas is available at reception or the security desk Yes / No 1 pt
  3. Each contractor has a named site host recorded in the log Yes / No 1 pt
  4. Contractors working in an escort-required area during the visit had an escort with them Yes / No 1 pt
  5. The escort stays within sight of the contractor for the whole job Yes / No 1 pt
  6. The host checks on unescorted contractors at the interval set by company policy Yes / No 1 pt
  7. Contractors seen during the visit were inside the area named in their work order Yes / No 1 pt
  8. Doors to rooms outside the scope of work stay locked while the contractor is on site Yes / No 1 pt
  9. No exterior door was propped open by a contractor during the visit Yes / No 1 pt
  10. A dock door opened for contractor work is attended by an employee Yes / No 1 pt
  11. Work above the ceiling of a secure room is watched by an employee Yes / No 1 pt
  12. Contractors working after hours are supervised by an employee or a guard Yes / No 1 pt
  13. Alarm zones outside the work area stay armed during after-hours work Yes / No 1 pt
  14. The janitorial crew on site matches the roster supplied by the cleaning company Yes / No 1 pt
  15. A janitorial supervisor is on site or reachable while the crew works Yes / No 1 pt
  16. Contractors do not use company computers or connect devices to network ports without approval from IT Yes / No 1 pt
  17. Unescorted contractors found in escort-required areas during the visit Number
  18. Supervision of contractors on site Rating
    • Hosted and escorted as policy requires 5 pts
    • Hosted but escorts not always present 3 pts
    • Left unsupervised 1 pt

4. Work permits 19 items

  1. Every contractor job in progress has a work order or permit to work signed by the facility manager Yes / No 1 pt
  2. The permit states the area where work is allowed Yes / No 1 pt
  3. The permit states the dates and hours when work is allowed Yes / No 1 pt
  4. A copy of the permit is kept at the work area Yes / No 1 pt
  5. All permits seen during the visit were within their dates Yes / No 1 pt
  6. Work that disables an alarm zone, camera or door lock has separate written approval from security or loss prevention Yes / No 1 pt
  7. The alarm monitoring company is told before a zone is bypassed for contractor work Yes / No 1 pt
  8. Devices disabled for the work are listed on the permit Yes / No 1 pt
  9. After-hours work is approved in writing before the day of the work Yes / No 1 pt
  10. Roof access is authorized for each job Yes / No 1 pt
  11. Work in the server or telecom room is authorized by IT Yes / No 1 pt
  12. Work on locks or cylinders is authorized by the key controller Yes / No 1 pt
  13. A change in the scope of work is approved before the work continues Yes / No 1 pt
  14. Work that opens a wall, ceiling or floor of the cash office, server room or high-value storage is approved by loss prevention before it starts Yes / No 1 pt
  15. Openings made for the work (removed doors, windows or wall panels) are secured at the end of each shift Yes / No 1 pt
  16. Ladders and scaffolds standing against the building are removed or locked overnight so they give no access to the roof or upper windows Yes / No 1 pt
  17. Construction fencing and site gates are locked when the crew leaves Yes / No 1 pt
  18. Open permits at the time of the visit Number
  19. Control of permits to work Rating
    • Every job permitted and within scope 5 pts
    • Permits exist but are incomplete or expired 3 pts
    • Work under way without a permit 1 pt

5. Tool control 20 items

  1. Contractors on multi-day jobs hand in a list of the tools and equipment they bring on site Yes / No 1 pt
  2. Contractor tools are marked with the name of the contractor company Yes / No 1 pt
  3. Company tools lent to a contractor are signed out on a log Yes / No 1 pt
  4. The log shows company tools lent to contractors were returned Yes / No 1 pt
  5. Contractors enter the maintenance shop or tool crib only with an employee present Yes / No 1 pt
  6. Contractor gang boxes are locked when unattended Yes / No 1 pt
  7. No contractor tools were left unattended in public areas or corridors during the visit Yes / No 1 pt
  8. Keys are removed from contractor lifts and powered equipment when they are unattended Yes / No 1 pt
  9. Cutting tools, pry bars and ladders are locked up or taken away at the end of the day Yes / No 1 pt
  10. Materials delivered for a contractor are received by an employee Yes / No 1 pt
  11. Contractor materials are stored in a designated area, separate from company stock Yes / No 1 pt
  12. Scrap copper, cable and removed equipment leave the site only with a signed property pass Yes / No 1 pt
  13. The work order states who keeps equipment and scrap removed during the job Yes / No 1 pt
  14. Company equipment taken off site by a contractor for repair has a signed property pass Yes / No 1 pt
  15. A sign at the contractor entrance states that bags, toolboxes and vehicles may be inspected on exit Yes / No 1 pt
  16. Exit inspections of contractor vehicles are carried out at the frequency set by company policy Yes / No 1 pt
  17. No contractor waste container stands beside an exit door or a dock door Yes / No 1 pt
  18. Contractor waste containers are looked into before they are hauled away Yes / No 1 pt
  19. Company tools signed out to contractors at the time of the visit Number
  20. Control of tools and materials Rating
    • Tools, materials and removals logged, with property passes 5 pts
    • Logs or property passes kept for some jobs only 3 pts
    • Nothing logged in or out 1 pt

6. Sign-out 20 items

  1. Each contractor signs out when leaving the site Yes / No 1 pt
  2. Every entry in yesterday's log has a time out Yes / No 1 pt
  3. The badge is collected at sign-out Yes / No 1 pt
  4. The badge count is reconciled at the end of each day Yes / No 1 pt
  5. Keys and access cards issued for the job are collected at sign-out Yes / No 1 pt
  6. The host inspects the work area before the contractor leaves Yes / No 1 pt
  7. Doors, hatches and panels opened for the work are confirmed locked before sign-out Yes / No 1 pt
  8. Alarm zones bypassed for the work are confirmed restored before sign-out Yes / No 1 pt
  9. The contractor leaves a service report signed by a site employee Yes / No 1 pt
  10. The hours on 3 service reports sampled agree with the times in the log Yes / No 1 pt
  11. Contractors who leave the site during the day sign out and sign in again on return Yes / No 1 pt
  12. The log is checked at closing to confirm no contractor is still in the building Yes / No 1 pt
  13. Contractors working after hours confirm their departure to the on-call manager or security Yes / No 1 pt
  14. Badges not returned are followed up with the contractor company Yes / No 1 pt
  15. The facility manager reviews the contractor logs each week Yes / No 1 pt
  16. Date of the last review of the contractor logs Date
  17. Entries in the last 7 days with no time out Number
  18. Name of the person responsible for contractor access Short text
  19. Overall control of contractor access Rating
    • Every contractor logged, badged, hosted and signed out 5 pts
    • Controls in place with gaps in logs, badges or escorts 3 pts
    • Contractors move through the site unrecorded or unsupervised 1 pt
  20. Corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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