A useful security handover is brief, factual and easy for the next person to act on. It records what matters at the end of the shift without becoming a diary of everything that happened.
This is particularly useful when a business brings in temporary shift cover. The person arriving may know the agreed duties but still need a clear picture of unresolved site matters. A sensible handover gives them that starting point while keeping decisions with the site’s authorised manager.
Decide who the handover is for
Name the person or role that should receive the handover. Depending on the site, that may be the next security worker, a duty manager or another authorised contact. Do not leave a record in a general message group just because it is convenient.
The same point applies at the start of the shift. The worker providing cover should know where the previous record is kept, who can explain an unclear entry and who can authorise a change to the normal instructions.
Record the shift details first
Start with enough information to identify the shift without relying on the filename or message timestamp. Include the site, date, working hours and the name or identifier required by the site’s process. If the shift crosses midnight, record both dates.
Note the time of the handover and who received it. This helps the site distinguish an end-of-shift position from something reported earlier in the night.
Write down open matters, not a minute-by-minute account
The next person usually needs to know what remains unresolved. Record the matter, its current position and the person who has been told. If nothing further is expected from security staff, say who now owns the follow-up.
A practical record may include:
- The site, date, start and finish time, plus the handover time.
- A short factual description of each open matter, its present position and any agreed next step.
- Who was informed, when they were informed and whether a response is outstanding.
- Any authorised change, who approved it and how long it applies.
- The operational effect of an equipment or access issue and who has taken responsibility for it, without copying sensitive access details into the note.
- Where an authorised person can find any fuller incident or site record.
Keep observations separate from assumptions
Write what was seen, heard or reported, then identify the source where that is relevant. Avoid guessing at someone’s motive or presenting an unconfirmed explanation as fact. Plain language is usually better than dramatic wording.
If accounts differ, the handover can say that the matter remains disputed and point to the fuller record. The person writing the note does not need to settle the disagreement before the shift can be handed over.
Use the site’s incident process for incidents
A handover note should not replace an incident report, accident record or other form required by the site. It can identify that a report exists, where an authorised person can find it and whether management action remains outstanding.
Health and Safety Executive guidance tells employers to record and review incidents of work-related violence and check whether further controls or action are needed. It also explains that certain injuries and occurrences have formal reporting requirements. The site’s responsible person should decide which process applies rather than leaving that judgement to a brief handover entry.
Do not delay an urgent report
A shift handover is not an emergency reporting route. Follow the site’s current procedure at the time and contact the responsible manager or emergency services when the situation requires it.
Protect personal and sensitive information
Security records can contain personal data. The Information Commissioner’s Office explains that personal data should be adequate, relevant and limited to what is necessary for its purpose. It should also be kept securely and no longer than needed.
For a handover, that means recording the information needed for the agreed follow-up, not copying unrelated personal details. Avoid informal labels, unnecessary medical information and full copies of identity documents. If a fuller record is required, use the approved system and restrict access to the people who need it.
Do not put keys, codes or detailed access instructions into an ordinary handover message. Refer to the site’s controlled handover process instead. This keeps the note useful without creating another copy of restricted information.
Confirm temporary changes with an authorised person
A verbal change near the end of a shift can easily become an accidental new routine. Record who authorised the change, when it starts and whether it applies to one shift or until a stated review.
If nobody with the right authority has confirmed it, record the request as awaiting a decision. The next person can then follow the current approved instructions until management decides otherwise.
Match any changed duties to the right licence activity
The Security Industry Authority licenses particular private security activities. Its current guidance distinguishes activities such as security guarding, door supervision, public space surveillance using CCTV and key holding. A handover should not quietly add work that falls outside the agreed role.
If a change affects the planned security activity, the business should check what licence is required before assigning it. The NJProtection guide to checking SIA licences explains how to compare the duties with current SIA guidance and use the official register.
End with a clear action list
A short closing list makes the handover easier to check. Only include actions that are still open, and name the responsible person or role where known.
- Confirm the site, shift times and handover time.
- List unresolved matters and their current position.
- Record who has been informed and any response still due.
- Point to fuller incident records rather than duplicating them.
- Remove personal details that are not needed for the follow-up.
- Keep access information within the site’s controlled process.
- Identify temporary changes and the person who authorised them.
- Give the record directly to the authorised recipient.
Sources and further reading
- NJProtection & Security Services: current services
- NJProtection: what to include in a security shift cover request
- Health and Safety Executive: reporting and learning from incidents
- Information Commissioner’s Office: a guide to the data protection principles
- Security Industry Authority: find out if you need an SIA licence
Discuss security shift cover in West Yorkshire
NJProtection & Security Services currently considers shift cover across West Yorkshire. Include the site area, date, hours and planned duties in your enquiry. Availability is checked against the request.