Security Guard Duties: A Complete Checklist for Kenyan Homes and Businesses
Clear security guard duties are the foundation of good protection. When a guard knows exactly what is expected on every shift, they stay alert, act consistently and leave a clear record of what happened. When duties are vague, even a well-meaning guard drifts into simply sitting at the gate.
Whether you employ guards through a security company or are reviewing the service you already have, this checklist sets out what a professional guard should be doing at a Kenyan home, estate, office, shop or warehouse. Use it to brief your guards, to check your provider’s standards, or to write the duty list for a new contract.
Why written security guard duties matter
Written duties protect everyone. The guard knows what they will be judged on. The supervisor knows what to check. And you, the client, have a clear standard to hold the security company to. Without a written list, disagreements after an incident become one person’s word against another’s.
A good duty list is:
- Specific: “patrol the perimeter every two hours and sign each checkpoint” rather than “patrol regularly”
- Site-based: written for your property, not copied from a generic template
- Realistic: achievable within a 12-hour shift without leaving key posts empty
- Reviewed: updated when your property, staff or risks change
Core security guard duties at every site
Some duties apply everywhere, whatever the property.
| Duty | What good looks like |
|---|---|
| Arrive on time and in uniform | Guard arrives before the shift starts, clean and properly dressed |
| Take a proper handover | Reads the occurrence book, checks keys and equipment, learns of expected visitors |
| Control access | Nobody enters without being identified and, where needed, confirmed by the host |
| Keep the occurrence book | Records visitors, deliveries, patrols, incidents and faults in clear writing |
| Patrol | Walks set routes at set times, especially at night |
| Observe and report | Notices and records anything unusual: strangers loitering, damaged fences, broken lights |
| Respond to incidents | Follows the agreed procedure for alarms, intruders, fire and medical emergencies |
| Communicate | Stays reachable by phone or radio, and reports to the supervisor and client as agreed |
| Stay alert | No sleeping, no leaving the post, no distractions such as long phone calls |
| Hand over properly | Briefs the incoming guard and records the handover |
Want guards who know exactly what to do? Call Bestcare Security
Talk to a Bestcare Security adviser now: call 0709 004 600. We answer 24/7 and the first site assessment is free.
Access control duties
Access control is the heart of most guarding assignments. The goal is simple: only the right people and vehicles get in, and there is a record of everyone who did.
- Greet and identify. Ask every visitor for their name, who they are visiting and the purpose of the visit.
- Confirm with the host. Call the resident, office or department before letting a visitor in, especially at homes and estates.
- Record the visit. Write down name, ID or phone number, vehicle registration, time in and time out.
- Check vehicles. Look inside vehicles entering and leaving, particularly at warehouses and estates.
- Issue and collect passes. Where the site uses visitor badges, issue them and collect them on exit.
- Enforce the rules. Politely refuse entry to anyone who cannot be confirmed, and call the supervisor if they become difficult.
For offices and larger sites, a structured visitor process makes this much easier. Read our guide to visitor management for offices for ideas.
Patrol duties
Patrols stop intruders from finding quiet, unwatched areas. They are especially important at night.
- Patrol the full perimeter at agreed intervals, for example every one to two hours at night
- Vary the timing slightly so a pattern cannot be predicted
- Check gates, doors, windows, padlocks and fences
- Check lights and report any that are not working
- Look for signs of tampering: cut wires, footprints, ladders, moved objects
- Record each patrol in the occurrence book or at patrol checkpoints
Patrols should never leave the main gate completely unprotected. At sites with one guard, the gate should be locked during patrols and the patrol kept short. At larger sites, a separate patrol guard is usually needed. Our comparison of mobile patrols vs static guards explains the options.
Security guard duties at a home
At a private home, a guard also becomes part of the household routine, so discretion and trust matter as much as vigilance.
| Home-specific duty | Why it matters |
|---|---|
| Know household members, domestic staff and regular visitors | Prevents strangers entering on false claims |
| Confirm every visitor with the homeowner | Stops people posing as repairmen, drivers or relatives |
| Open the gate quickly and safely for family cars | Reduces the risk of attacks at the gate |
| Watch the road before opening the gate at night | Prevents gate-crashing by following vehicles |
| Record domestic staff arrival and departure | Useful record if items go missing |
| Respect the family’s privacy | Guards should not discuss the household with outsiders |
See our residential security services for how we brief home guards.
Security guard duties at an estate or apartment block
Estates add scale: dozens of households, many visitors and more vehicles.
- Maintain a register of residents, their vehicles and approved domestic staff
- Call residents before admitting any visitor, taxi or delivery
- Check resident stickers or access cards on vehicles
- Patrol internal roads, parking areas and common facilities
- Enforce estate rules on speed, parking and noise where the committee requires it
- Provide incident reports to the estate committee or manager
Our article on gated estate security in Nairobi covers what residents’ associations should expect.
Security guard duties at an office
Office guards are often the first person a client meets, so professionalism and customer service matter.
- Manage the reception desk: greet visitors, register them and direct them
- Control access to lifts, floors or restricted areas
- Check staff identification where required
- Watch CCTV monitors in the lobby or control room
- Lock up and check the building after hours
- Follow fire and evacuation procedures, and help guide people out if needed
For more, see our office security checklist and corporate security services.
Security guard duties at a shop or warehouse
Retail and industrial sites focus on stock and goods movement.
- Search bags or vehicles on exit where company policy allows
- Check delivery notes against goods leaving the premises
- Watch for shoplifting and suspicious behaviour on the shop floor
- Secure stores and loading bays after hours
- Record vehicle movements, including registration numbers and drivers
- Report stock discrepancies and unusual activity to management
Related reading: shoplifting prevention in Kenya and preventing cargo theft in warehouses.
What guards should not do
Clear limits are as important as duties. Guards should not:
- Leave the post without informing the supervisor or client
- Sleep, drink alcohol or use drugs on duty
- Let in anyone who cannot be confirmed, whatever the pressure
- Share information about the household, business or security arrangements with outsiders
- Use force beyond what is reasonable and lawful
- Handle cash, keys or valuables beyond what is agreed in writing
Emergency duties
Every guard should know, without looking it up, what to do in the most likely emergencies at the site.
| Emergency | Guard’s first actions |
|---|---|
| Intruder or break-in | Raise the alarm, call the control room and police, do not confront armed intruders alone, observe and record |
| Fire | Raise the alarm, call the fire brigade, help evacuate, keep the gate clear for fire engines |
| Medical emergency | Call for an ambulance, give basic first aid if trained, guide responders to the scene |
| Suspicious package | Keep people away, do not touch, call the police and supervisor |
| Alarm activation | Follow the site’s alarm procedure and contact the response team |
How to use this checklist
Share this list with your security company and ask them to adapt it into written post instructions for your property. Keep a copy at the guard post. Review it with your supervisor every few months, and after any incident.
If you do not have written security guard duties at your property, or your guards do not seem to follow them, we can help. Our manned guarding services include written post instructions, guard briefings and unannounced supervision to make sure duties are carried out every shift.
How supervisors check that duties are followed
A duty list only works if someone checks it. Ask your provider how their supervisors confirm that security guard duties are being carried out. Good practice includes surprise visits at different times of day and night, checking the occurrence book for gaps or repeated entries, walking the patrol route to confirm checkpoints are being visited, and talking to the client about any concerns. Supervisors should record each visit and share the record with you on request. Our article on security guard supervision explains this in detail.
Frequently asked questions
What are the main security guard duties?
The main duties are access control, patrols, observing and reporting, keeping the occurrence book, responding to emergencies and handing over properly between shifts.
Should security guard duties be written down?
Yes. Written post instructions tell the guard exactly what to do, help supervisors check performance and give you a clear standard to hold the security company to.
How often should a night guard patrol?
At many sites, every one to two hours, with slightly varied timing. High-risk sites may need more frequent patrols or a dedicated patrol guard.
Can a guard do domestic chores at my home?
It is not recommended. Chores distract the guard from security and can create disputes with the security company. Keep the guard focused on protecting your home.
What should a guard do if an armed intruder appears?
Raise the alarm, call for help and observe safely. Unarmed guards should not confront armed intruders alone.
Can Bestcare Security write duty instructions for my property?
Yes. Call 0709 004 600 and we will visit, assess your site and prepare written post instructions for every guard.
Related reading
- Security Guard Rates in Kenya: What You Will Pay and Why
- How Many Security Guards Do I Need? A Practical Guide for Kenyan Properties
- Day Guard vs Night Guard vs 24-Hour Security: Which Do You Need?
Explore our manned guarding services or see all our security services in Kenya.
Want guards who know exactly what to do? Call Bestcare Security
Speak to our team today for honest advice and a free, no-obligation site assessment anywhere in Nairobi.
