Home › Guides › Security Operative Onboarding — Document Checklist

Security Operative Onboarding — Document Checklist

Updated May 2026 — UK security industry best practice

Deploying a new operative without completing the correct document checks first exposes your business to criminal liability. The checklist below covers every document that should be collected and verified before an operative's first shift.

Before the first shift — the essential checklist

• SIA licence — confirm it is valid and has not expired, check the register at services.sia.homeoffice.gov.uk (do not rely on the physical card alone), confirm the licence type matches the role (door supervisor and security guard are separate licences), and record the licence number and expiry date
• Right to work — carry out the statutory check as required by the Immigration, Asylum and Nationality Act 2006; for EU Settlement Scheme holders this must be done online via the Home Office employer checking service
• Proof of identity — in addition to right to work, confirm the operative is who they claim to be; the SIA licence photograph provides a cross-reference
• First aid certificate — some clients and venues require operatives to hold a valid first aid qualification; check client contract requirements and record expiry dates if applicable
• Personal licence — if the operative will work on premises with a designated premises supervisor role, check whether a personal licence is required under the Licensing Act 2003

For operatives in specialist roles

• CCTV operators — a separate SIA public space surveillance licence is required; confirm the licence type is correct for the specific monitoring environment
• Close protection operatives — close protection is a separate SIA licence category; confirm the operative holds the correct licence
• Key holders — key holding is a licensable activity; confirm the operative holds the correct key holding licence if applicable

Client contract requirements

Beyond statutory requirements, many clients impose additional document requirements on security companies. Common client requirements include:

• Criminal Records Bureau / DBS checks carried out within the last 12 or 24 months (in addition to the DBS check done by the SIA as part of licensing)
• Five-year employment history verification
• References from previous security employers
• Specific training certifications — conflict management, fire safety, evacuation procedures
• Counter-terrorism awareness training (especially for public venue work)

Review your client contracts before deploying operatives and ensure your onboarding process captures every requirement. A client audit that reveals non-compliant operatives can result in contract termination.

Retention of records

Retain copies of all documents collected as evidence that checks were carried out. Right to work documents must be retained for the duration of employment plus two years. SIA check records should be retained for a similar period. A clear, auditable record is essential if the SIA or Home Office conduct an inspection.