Industry SecurityAction checklist

Vacant-Property Security and Condition Checklist

A vacant-property security checklist helps authorized owners and managers review legal access, local contacts, registration or code obligations, doors and windows, gates, lighting, utilities, fire protection, exterior conditions, hazards, patrol documentation and incident escalation. It should be customized to the property, vacancy status, insurer requirements and city or county rules. In Phoenix, specified properties vacant more than 30 days may require registration and a local contact, but requirements vary by jurisdiction. Never enter a structurally unsafe building, clear occupants, remove belongings, shut off utilities, repair electrical systems or confront suspected trespassers through this checklist. Call 911 for immediate danger or a crime in progress.

20 checks5 sectionsSources checked July 19, 2026
Why it matters

Use a system view, not a single-control view

Vacancy can reduce normal observation and delay discovery of broken openings, water intrusion, fire-system issues, dumping, vandalism and unauthorized occupancy. The person discovering a problem may not be the person with authority to fix it.

A controlled checklist establishes who may enter, who receives urgent notices and how observations reach owners, insurers, code officials, qualified trades and police without asking a guard to make legal or technical decisions.

Before you begin

How to use this checklist

  1. Confirm ownership, lawful access, vacancy status, insurer conditions and local registration or maintenance rules before beginning.
  2. Define exterior-only versus authorized interior checks and identify hazards that prohibit entry.
  3. Use two-person, communication and check-in controls when the site risk assessment requires them; never enter solely to finish the checklist.
  4. Photograph and document only under owner policy, preserving possible evidence and keeping keys, access methods and vulnerabilities restricted.
  5. Assign urgent conditions immediately and track routine findings through qualified correction and verification.
Interactive checklist

Mark each task from current evidence

Use Not applicable only when the item genuinely does not apply, and follow the site’s approved escalation process for any urgent condition.

Section 1 of 5

Authority, contacts and local requirements

No inspection should begin until lawful authority and responsible contacts are clear.

01The owner or authorized manager has documented who may access the property and what areas or actions are within scope. Priority review item

Evidence to look for: Include exterior-only limits, interior authorization, photography, keys and emergency exceptions in a controlled work order or post order.

02Current owner, local responsible party, facilities, insurer, utility and emergency contacts are available to authorized personnel. Priority review item

Evidence to look for: Verify the local contact can arrange timely correction and keep private details out of public results.

03The owner has reviewed applicable city, county, fire, registration, maintenance and insurer requirements for the vacant property. Priority review item

Evidence to look for: Phoenix has a Vacant Property Registry for specified categories, but location and property type determine applicability.

04Known structural, environmental, electrical, fire, pest and unauthorized-occupancy hazards are included in the briefing. Priority review item

Evidence to look for: A guard or routine observer should not enter an area identified as unsafe or requiring specialized protection.

Section 2 of 5

Exterior and site condition

Observe from safe, authorized locations and avoid disturbing evidence or hazardous material.

05Doors, windows, roof access and other openings show no obvious new damage, forced entry or failure. Priority review item

Evidence to look for: Compare with the prior authorized record without publishing vulnerable locations or attempting an unsafe repair.

06Fences, gates, bollards and property signs show no obvious damage, unsafe condition or unauthorized opening.

Evidence to look for: Check that emergency access is not obstructed and avoid climbing or bypassing barriers.

07Exterior grounds show no obvious dumping, combustible accumulation, standing water, graffiti, overgrowth or pest condition requiring action.

Evidence to look for: Do not touch needles, chemicals, unknown containers or suspected hazardous waste.

08Addresses, fire lanes, hydrants and responder approaches remain visible and accessible. Priority review item

Evidence to look for: Qualified fire and code officials determine detailed requirements.

Section 3 of 5

Utilities, fire protection and interior limits

Only authorized and qualified people should make technical utility or life-safety decisions.

09The approved utility status is documented, and visible leaks, sparks, odors, alarms or outages are treated as exceptions. Priority review item

Evidence to look for: Do not operate breakers, valves, generators or utility equipment unless specifically authorized and qualified.

10Required fire-detection, suppression and alarm services have a responsible inspection and impairment process. Priority review item

Evidence to look for: Security may note visible status indicators but cannot certify fire-system condition.

11Interior entry, when authorized, begins with a safe approach and ends immediately for signs of structural failure, fire, gas, chemicals, flooding or unknown occupants. Priority review item

Evidence to look for: Do not proceed deeper to complete a checklist or clear the building.

12Emergency exits and routes within authorized, safe inspection areas show no obvious obstruction. Priority review item

Evidence to look for: This visual observation is not a fire-code inspection and should not require moving unknown or hazardous material.

Section 4 of 5

Unauthorized activity and incident response

Observers should report and preserve safety, not perform removals or make legal occupancy decisions.

13Signs of current or recent unauthorized entry, occupancy, vandalism or theft follow a written owner and police notification process. Priority review item

Evidence to look for: Do not enter to identify or remove people and do not assume legal status from appearance or belongings.

14Possible evidence is left in place and protected from unnecessary handling until police or the owner provides direction.

Evidence to look for: Document objective observations from a safe position and preserve available video and access records.

15Security personnel do not remove occupants, belongings, vehicles or animals through routine checklist authority. Priority review item

Evidence to look for: Ownership, tenancy, animal control, towing and removal questions require the appropriate legal and public-authority process.

16After-hours alarms and calls have verified responder, keyholder and escalation procedures. Priority review item

Evidence to look for: Do not enter alone after an unexplained alarm unless the approved plan and current conditions support it.

Section 5 of 5

Records, weather and follow-up

A consistent history helps owners recognize change and act before damage grows.

17Each visit records date, authorized scope, general conditions, exceptions, notifications and follow-up without exposing access details.

Evidence to look for: Use consistent photo locations only in the restricted owner system and protect neighboring and personal information.

18The property has a pre- and post-severe-weather review plan appropriate to local hazards.

Evidence to look for: Address wind, rain, flooding, heat, wildfire or freezing conditions as location requires without sending personnel into active hazards.

19Every open finding has an owner, priority, due date, interim measure and closure verification.

Evidence to look for: Escalate recurring damage or overdue critical controls to the owner, insurer or authority as appropriate.

20The visit frequency and scope are adjusted when incidents, weather, vacancy status or property condition changes.

Evidence to look for: Avoid publicly predictable schedules and base changes on owner-approved risk review.

Current result

Complete the checklist to see a summary

Results are informational and do not certify compliance or eliminate risk.

Common mistakes

What can weaken the review

  • Entering without documented authority or despite known structural, environmental or occupancy hazards.
  • Assuming a guard can remove occupants, belongings, vehicles or animals.
  • Turning off utilities or handling alarm, fire or electrical equipment without qualification.
  • Publishing key, access, patrol, camera or vulnerability details.
  • Using a generic checklist without checking local registration, code and insurer requirements.
Practical questions

Frequently asked questions

Does a vacant property have to be registered in Phoenix?

Phoenix says specified non-residential properties, unimproved land over 10,000 square feet and residential properties with 50 or more units that are vacant more than 30 days must register. Confirm current applicability directly with the City because property facts and rules matter.

Should a security guard enter after finding a broken door?

Not automatically. Treat forced entry as a possible crime scene, remain safe, call police for a crime in progress or credible danger, notify the owner and follow the written post orders.

Can security remove a person found inside a vacant building?

This checklist does not authorize removal. Do not confront or attempt to clear the building. Move to safety, call 911 for an immediate threat or suspected crime and let the owner, police and counsel use the lawful process.

How often should a vacant property be checked?

Set frequency with the owner, insurer and qualified risk reviewers based on location, property condition, systems, incident history and weather. Adjust after material changes and avoid publishing a predictable schedule.

Can Arrow Security support every vacant-property assignment?

Service availability depends on the property condition, location, requested duties and whether a safe, lawful scope can be defined. Contact Arrow directly to confirm whether a specific assignment fits its current services.

Sources and evidence baseline

These references support the general planning baseline. Site-specific decisions still require the responsible organization and appropriate qualified professionals.

  1. Vacant Property RegistryCity of Phoenix Neighborhood Services Department

    Current Phoenix registration categories, local contact purpose and owner resources.

  2. Security Assessment at First EntryCybersecurity and Infrastructure Security Agency

    Structured facility observation, existing practices, vulnerabilities and mitigation prioritization.

  3. Emergency PlansReady.gov

    Emergency contacts, response, continuity and recovery planning.

  4. A.R.S. 32-2634: Authority; LimitationsArizona State Legislature

    Arizona private-security authority boundary and private-citizen status.

Source links checked: July 19, 2026

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