Opening & Closing Procedure template

2. Roles and responsibilities

• Duty manager / keyholder ([names]): holds keys and alarm codes, completes or supervises the opening and closing checklists, and signs them off.
• Opening staff: complete the setup tasks for their area before doors open at [time].
• Closing staff: complete the shutdown tasks for their area; nobody leaves until the duty manager confirms the close is complete.
• General manager ([name/role]): reviews completed checklists weekly, controls who holds keys and codes, and owns this procedure.

3. Opening procedure

1. 1Approach the premises and check for signs of forced entry before unlocking. If anything looks wrong, do not enter — move to a safe distance and call [police / keyholding company / manager].
2. 2Unlock, enter, and disarm the alarm within [number] seconds using your personal code. Never share codes or write them down on site.
3. 3Walk the full premises: check all areas are empty, fire exits are unlocked and unobstructed, and there are no leaks, damage, or signs of pests.
4. 4Turn on lights, heating or ventilation, and equipment in the order listed for your site: [equipment list and warm-up times].
5. 5Check and record fridge and freezer temperatures [if applicable] and report any unit out of range to [name/role] before using it.
6. 6Count the till float ([amount]) with a second person where possible and record it on the daily sheet.
7. 7Complete and sign the opening checklist for your area, then unlock the customer doors at [time] — not before the checklist is done.

4. Closing procedure

1. 1Check all customers have left, including toilets and [other areas], then lock the customer doors at [time].
2. 2Cash up each till following the cash handling procedure and store takings and floats in the safe.
3. 3Shut down equipment in the order listed for your site and confirm [fryers, hobs, heaters, machinery] are off, not just idle.
4. 4Complete the cleaning and waste tasks on the closing checklist; take waste to [location] and lock the waste area.
5. 5Do a final walk-through: windows shut, internal doors closed, fire exits secure, taps off, nobody left on the premises.
6. 6Set the alarm, exit within [number] seconds, lock the final door, and test it before leaving.
7. 7Record the close on the daily sheet: time, your name, and anything unusual to hand over to the opening team.

5. Security and lone working

Keys and alarm codes are issued only to named keyholders, recorded in the key register at [location], and recovered on their last day. Codes are changed whenever a keyholder leaves or a code may have been compromised.

Where a member of staff opens or closes alone, they follow the lone working arrangements: send a check-in message to [name/number] on arrival and on final lock-up, and never challenge intruders — leave and call 999.

6. If something goes wrong

• Alarm will not set or sounds in error: call [alarm company/number], stay until it is resolved or handed over, and log it on the daily sheet.
• Signs of break-in on arrival: do not enter; call the police, then [manager], from a safe distance.
• Equipment failure at open: report to [name/role] immediately and follow the [equipment] contingency — do not open the affected area until it is cleared.
• Till float or cash-up discrepancy: follow the cash handling procedure and record it before leaving.

7. Records and review

Completed opening and closing checklists and daily sheets are kept in [system/location] for [period]. They are the evidence that the routine happened — and the first thing to check when investigating a loss, an alarm activation, or an insurance claim.

This procedure is reviewed [frequency, e.g. annually], after any security incident, and whenever trading hours, layout, or equipment change. Owner: [name/role]. Next review due: [date].