Checklist template

Security patrol and incident log for hotels

A ready-to-use checklist with 118 items in 6 sections, covering Patrols, Cameras, Access points, Parking, Incident log, Follow-up. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 118 Items
  • 100 Yes / No checks
  • 6 Scored ratings
  • 130 Points

Use this template How audits work

1. Patrols 20 items

  1. A written patrol route covers every guest floor, stairwell, back-of-house corridor and the building exterior Yes / No 1 pt
  2. Checkpoints are recorded with an electronic tour system or a signed checkpoint sheet Yes / No 1 pt
  3. Tour records for the last 7 nights show every checkpoint reached on each round Yes / No 1 pt
  4. Overnight rounds are made at the frequency set by company policy Yes / No 1 pt
  5. The start times of rounds vary from night to night Yes / No 1 pt
  6. Missed checkpoints are explained in the shift log Yes / No 1 pt
  7. The person on patrol carries a radio or phone that reaches the front desk from every floor Yes / No 1 pt
  8. A radio check with the front desk is recorded at the start of each shift Yes / No 1 pt
  9. The patrol master key is signed out and back in on the key log each shift Yes / No 1 pt
  10. Guest room doors found ajar are checked, closed and recorded with the room number Yes / No 1 pt
  11. Rooms showing "Do not disturb" beyond the period set by company policy are reported for a welfare check Yes / No 1 pt
  12. Noise complaints are attended in person and recorded with the room number and the time Yes / No 1 pt
  13. Stairwell landings are checked on each round for loiterers Yes / No 1 pt
  14. Roof, mechanical room and electrical room doors were found locked on the round walked during the visit Yes / No 1 pt
  15. Meeting rooms and ballrooms not in use were found locked Yes / No 1 pt
  16. The pool and the fitness center are checked after their closing hour Yes / No 1 pt
  17. People on guest floors who cannot show a key are escorted to the front desk Yes / No 1 pt
  18. The outgoing and incoming shifts hold a handover, and it is noted in the shift log Yes / No 1 pt
  19. Rounds completed last night Number
  20. Patrol coverage shown by the tour records Rating
    • Every round complete 5 pts
    • Some rounds or checkpoints missed 3 pts
    • Rounds not recorded 1 pt

2. Cameras 21 items

  1. Cameras on the camera list Number
  2. Cameras not showing a live image at the time of the visit Number
  3. The front entrance is covered by a camera Yes / No 1 pt
  4. The front desk and its cash drawers are covered by a camera Yes / No 1 pt
  5. The ground-floor elevator lobby is covered by a camera Yes / No 1 pt
  6. The employee entrance is covered by a camera Yes / No 1 pt
  7. The loading dock is covered by a camera Yes / No 1 pt
  8. The luggage storage room is covered by a camera Yes / No 1 pt
  9. The date and time on the recorder are within one minute of the actual time Yes / No 1 pt
  10. Days of recorded video available on the recorder Number
  11. Recorded video is kept for the number of days set by company policy Yes / No 1 pt
  12. Playback of a camera chosen by the inspector, from 7 days earlier, gave a usable image Yes / No 1 pt
  13. Night images of the parking area are clear enough to recognize a face Yes / No 1 pt
  14. No lens is dirty, blocked or turned away from its intended view Yes / No 1 pt
  15. The recorder is kept in a locked room or cabinet Yes / No 1 pt
  16. Recorded video can be viewed only by the positions named in company policy, each under a personal login Yes / No 1 pt
  17. Video given to the police or an insurer is logged with the date, the requester and the case number Yes / No 1 pt
  18. Signs at the entrances give notice of video recording as required by local regulation Yes / No 1 pt
  19. Camera failures are reported by work order on the day they are found Yes / No 1 pt
  20. Date of the last camera system service Date
  21. Condition of the camera system Rating
    • All cameras working and recording 5 pts
    • A few cameras down or poor images 3 pts
    • Key areas not covered or not recording 1 pt

3. Access points 20 items

  1. Side and rear guest entrances lock at the hour set by company policy Yes / No 1 pt
  2. The key card reader at each locked entrance opened the door when tested with a guest key Yes / No 1 pt
  3. No exterior door was found propped open during the walk Yes / No 1 pt
  4. The employee entrance is controlled by a card reader or an attendant Yes / No 1 pt
  5. Employee bags are inspected at the employee entrance as company policy provides Yes / No 1 pt
  6. Contractors and vendors sign in and wear a visitor badge Yes / No 1 pt
  7. Alarmed exit doors sounded when opened during the test Yes / No 1 pt
  8. The bell or intercom at the night entrance reached the front desk when tested Yes / No 1 pt
  9. No exterior door was found with its latch taped or its strike plate blocked Yes / No 1 pt
  10. Employees asked said they challenge or report a person without a badge or uniform in back-of-house areas Yes / No 1 pt
  11. Doors between the hotel and tenant spaces (restaurant, shops) are locked when the tenant is closed Yes / No 1 pt
  12. The panic button at the front desk reached security or the monitoring station when tested Yes / No 1 pt
  13. The device used to read a guest room lock's entry record is on site and working Yes / No 1 pt
  14. Doors of 5 guest rooms sampled closed and latched by themselves from the fully open position Yes / No 1 pt
  15. The deadbolt and the secondary latch worked in each guest room sampled Yes / No 1 pt
  16. Connecting doors between the rooms sampled were locked on both sides Yes / No 1 pt
  17. Ground-floor windows and sliding doors in the rooms sampled have a working secondary lock Yes / No 1 pt
  18. Elevators require a key card for guest floors during the hours set by company policy Yes / No 1 pt
  19. Bags are released from the luggage storage room only against a claim tag Yes / No 1 pt
  20. Control of access points Rating
    • All doors and keys controlled 5 pts
    • Minor gaps 3 pts
    • Doors open or master keys unaccounted for 1 pt

4. Parking 18 items

  1. Light fixtures not working in the parking areas Number
  2. Every light fixture in the parking lot or garage was working when checked after dark Yes / No 1 pt
  3. Shrubs and trees near entrances and walkways are trimmed so they cannot hide a person Yes / No 1 pt
  4. Emergency call stations in the garage connected to the front desk or security when tested Yes / No 1 pt
  5. Garage stairwells are lit and free of stored items Yes / No 1 pt
  6. The parking areas are walked or driven on every patrol round Yes / No 1 pt
  7. Vehicles without a parking permit or guest registration are recorded with the license plate Yes / No 1 pt
  8. The license plate of each guest vehicle is recorded at check-in Yes / No 1 pt
  9. Signs remind guests to remove valuables from their vehicles Yes / No 1 pt
  10. Valet keys are kept in a locked key box Yes / No 1 pt
  11. The valet key box is attended or locked at all times Yes / No 1 pt
  12. Valet tickets record existing damage to the vehicle at drop-off Yes / No 1 pt
  13. The area used for buses, trucks and trailers is lit and covered by a camera Yes / No 1 pt
  14. No broken vehicle glass was found on the ground during the walk Yes / No 1 pt
  15. Perimeter fences and gates are intact Yes / No 1 pt
  16. Each vehicle break-in report states where in the parking area the vehicle stood Yes / No 1 pt
  17. Vehicle break-ins reported in the last 90 days Number
  18. Security of the parking areas Rating
    • Well lit, patrolled and recorded 5 pts
    • Some dark or unmonitored areas 3 pts
    • Poorly lit and rarely patrolled 1 pt

5. Incident log 19 items

  1. A security activity log is kept for every shift, including shifts with no incident Yes / No 1 pt
  2. Each incident report is completed before the writer's shift ends Yes / No 1 pt
  3. Reports state the date, time and exact location of the incident Yes / No 1 pt
  4. Reports name the people involved and the witnesses, with contact details Yes / No 1 pt
  5. Reports state facts and actions taken, with no opinion on who was at fault Yes / No 1 pt
  6. Reports of loss from a guest room state the room number and describe the missing items Yes / No 1 pt
  7. The entry record of the lock is read and attached for every reported loss from a guest room Yes / No 1 pt
  8. Guest injury reports include photos of the place where the injury happened Yes / No 1 pt
  9. Witness statements are signed by the witness Yes / No 1 pt
  10. The police report number is recorded when police attend Yes / No 1 pt
  11. Trespass notices are recorded with the person's name or description and the date Yes / No 1 pt
  12. Incident reports are numbered in sequence, and no number is missing Yes / No 1 pt
  13. Incident reports are kept in a locked cabinet or a system with restricted access Yes / No 1 pt
  14. Copies of incident reports are released only with the approval of the general manager or the insurer Yes / No 1 pt
  15. Reports of damage to a guest vehicle include photos of the vehicle and of where it was parked Yes / No 1 pt
  16. Reports of a medical emergency record the time emergency services were called and the time they arrived Yes / No 1 pt
  17. Employees asked could state how to report suspected human trafficking Yes / No 1 pt
  18. Incident reports written in the last 30 days Number
  19. Quality of 5 incident reports sampled Rating
    • Complete, factual and written the same shift 5 pts
    • Written but missing details 3 pts
    • Late, vague or not written 1 pt

6. Follow-up 20 items

  1. The general manager or the manager on duty initials the security log each day Yes / No 1 pt
  2. Each open incident has a named owner and a next step Yes / No 1 pt
  3. The insurer is notified of guest injury and property claims within the time set by company policy Yes / No 1 pt
  4. Guests who reported a loss were contacted with the outcome Yes / No 1 pt
  5. Incidents are summarized each month by type and by location Yes / No 1 pt
  6. Locations with repeated incidents led to a recorded corrective action Yes / No 1 pt
  7. Work orders raised from patrol findings (lights, locks, doors) are closed within the time set by company policy Yes / No 1 pt
  8. Open security work orders older than 7 days Number
  9. Security is a standing item at the department head meeting Yes / No 1 pt
  10. The hotel has a named contact at the local police service Yes / No 1 pt
  11. Video of each serious incident is exported and saved before the recorder overwrites it Yes / No 1 pt
  12. The list of banned persons is current and available at the front desk Yes / No 1 pt
  13. A debrief with the employees involved is recorded after each serious incident Yes / No 1 pt
  14. Post orders are on site where a contract security company is used Yes / No 1 pt
  15. Contract security officers hold the license required by local regulation Yes / No 1 pt
  16. Corrective actions from the previous security inspection have been completed Yes / No 1 pt
  17. Date of the last security review meeting Date
  18. Name of the security manager or the manager on duty Short text
  19. Overall security patrol and incident reporting Rating
    • Rounds recorded, cameras working and incidents followed up 5 pts
    • Gaps in rounds, camera coverage or reports 3 pts
    • Rounds not recorded, or incidents not reported 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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