An incident breaks out on the east side of a building.
A guard radios for backup, but the transmission is unclear, and the receiving guard can’t determine the exact location.
The delay leaves everyone scrambling to figure out where to respond, and the incident escalates.
This isn’t a rare scenario, and poor radio communication is one of the most common mistakes made by new security guards. It’s also one of the fastest ways to lose the confidence of your supervisor and your team, which is why it’s important for all guards, regardless of experience level, to know the dos and don’ts of using radios at work.
If you’re preparing for your first shift or looking to sharpen your radio etiquette and skills, this guide covers everything you need to communicate clearly and professionally over the radio.
Why Security Guards Need Proper Radio Etiquette
When an emergency unfolds, there is no time to ask someone to repeat themselves three times or wait for clarification when a guard trips over their words.
Every second of delay caused by poor communication is a second the situation can get worse.
A guard who can’t relay their location clearly or describe what they’re seeing creates confusion for the entire team, compromising the team’s response to a security incident.
Security radio etiquette isn’t only about emergencies either, and you’ll be expected to communicate on the radio during routine operations, including check-ins, patrol updates, and access requests.
Unlike many other skills that only become visible in specific situations, radio communication happens constantly and is heard by everyone on the channel, including your supervisor.
Guards who demonstrate strong radio discipline early are the ones trusted with more responsibility, as appropriate usage can be the difference between a coordinated response and unnecessary damage or harm on a client’s premises.
For example, during the 2025 Bondi Junction stabbing inquest, the shopping center’s chief security warden said one of the biggest lessons from the incident was the need for better radio communication after responders struggled with incomplete and conflicting information. The confusion delayed key decisions, including a public emergency announcement, and made it harder to maintain a coordinated response.
This is exactly why so many serious guards choose not to wait for on-the-job experience to teach them. Instead, they may choose independent training through online Radio Procedures courses or self-study to give them the foundation to walk onto any site and communicate confidently.
The Risks of Unclear or Improper Radio Communication
If you fail to communicate properly using radios, you can create serious issues, including:
- Delayed emergency response: Garbled or vague transmissions mean backup takes longer to arrive, giving incidents more time to escalate.
- Miscommunication between guards: If instructions aren’t clear, guards may respond to the wrong location or take the wrong action entirely.
- Hindered coordination with law enforcement: Police and emergency services need to be contacted in serious situations and rely on clear information from security guards, and when there is miscommunication, contacting them may be delayed.
- Missed incidents: Guards who don’t listen actively or confirm receipt of messages can miss critical updates happening elsewhere on a client’s site.
- Accidental information leaks: Open mics or careless transmissions can broadcast sensitive information to anyone within earshot or on the channel.
- Loss of supervisor trust: Poor radio habits are noticed immediately and can affect how much responsibility you are given by your supervisor.
- Legal and documentation issues: Unclear radio logs make it harder to reconstruct events accurately if an incident goes under investigation.
- Reduced team morale and confidence: If guards can’t rely on each other to communicate clearly, it creates nervousness and hesitation during high-pressure situations.
- Equipment channel congestion: Unnecessary or overly long transmissions block the channel for other guards who may have urgent messages waiting.
Rookie Mistakes in Security Radio Communications [& What to Do Instead]
Every security guard starts somewhere, and you’re not going to instantly use radios exactly how you’re supposed to.
The good news is that bad habits are all fixable once you know what to look out for.
Here are the most common mistakes new guards make and what to do instead:
1. Talking Too Fast
Nerves and adrenaline make people speed up. On a radio, talking too fast means your message gets misheard, and you’ll end up spending more time repeating yourself, which wastes time and clogs the channel.
What to Do Instead: Slow down each word you speak, especially when relaying important information, such as descriptions or incident details. We suggest taking a deep breath before transmitting to give you a moment to organize your thoughts and settle your nerves.
2. Leaving the Mic Open
One of the most disruptive things a guard can do on a shared channel is accidentally leave their mic transmitting. Background noise and private conversations can block the entire channel and prevent urgent messages from getting through.
What to Do Instead: Make checking your radio a habit every time you finish a transmission. A quick glance to confirm you’re not still broadcasting takes two seconds and can save serious problems or awkward moments.
3. Using Codes Nobody Else Knows
10-codes sound professional but are not known by every guard. Different sites and companies use entirely different codes, meaning what means one thing to you could mean something completely different to the guard on the other end.
What to Do Instead: Unless your site has officially adopted a code system, stick to ordinary language. But, if codes are used on your site, study and learn them all before your first shift.
4. Filling Transmissions With Unnecessary Words
Phrases like “uhh”, “you know”, “basically”, or long-winded scene-setting have no place on a radio channel. Every unnecessary word is time wasted and channel space taken up.
What to Do Instead: Before transmitting, take a second to mentally structure what you need to say, such as who you are, where you are, what is happening, and what you need. Then say exactly that and nothing more.
5. Talking Over Other Transmissions
Talking over another guard’s message creates interference and can cause important information to be lost or misheard.
What to Do Instead: Always listen before you speak. If the channel is active, wait for a clear pause before transmitting. If your message is urgent, wait for the briefest gap and then identify yourself clearly so others know to stand by.
6. Saying “Repeat” Instead of “Say Again”
This one catches out a lot of new guards. In military and professional radio communication, “repeat” is a specific command used to call for another round of fire or action. Using it casually to mean “I didn’t hear you” can cause serious confusion, particularly if you ever work alongside law enforcement or military personnel.
What to Do Instead: Always use “Say Again” when you need a transmission repeated. It is the correct pro-word and eliminates any risk of misunderstanding.
Quick Reference – Radio Communication Checklist
Screenshot or print this checklist and run through it at the start of every shift until these habits stick:
- Listen before transmitting
- Identify yourself and your location
- Keep transmissions short
- Check your mic is off when not in use
- Use plain English unless your site uses an official code system
- Always close with Over or Out
- Slow down when transmitting, especially during emergencies
- Wait for a clear pause before speaking on an active channel
- Say “Say Again” not “Repeat” when you need something repeated
- Confirm receipt of important messages before acting on them
- Find a quiet location before transmitting whenever possible
- Never share sensitive information over an unsecured channel
- Test your radio equipment at the start of every shift
- Report any radio malfunctions to your supervisor immediately
- Learn your site-specific codes before your first shift
- Never use the radio for non-duty conversation on active channels
- Match the urgency of your voice to the urgency of the situation
- Follow up after a transmission if you are unsure your message was received
- Keep a mental note of which channel to use for different situations
Essential Pro-Words Every Security Guard Should Know
A pro-word (short for procedural word) is a standardized word or phrase used in radio communication to replace longer instructions or confirmations.
For instance, instead of saying “I have received your message and I understand what you said” every time, you just say “Roger” to save time and reduce the chance of misunderstandings.
Pro-words originated in military communications and were adopted by law enforcement and security because they reduce confusion under pressure. Each replaces a longer phrase with a concise and more reliable alternative.
| Pro-Word | Meaning | Example Usage | Common Mistake |
| Roger | Message received and understood | “Roger, heading to floor 2 now.” | Many guards use this to mean “yes,” but it only confirms you have received and understood a message, nothing more. |
| Wilco | Understood and will comply | “Wilco, en route to the main entrance.” | Saying “Roger Wilco” is redundant since Wilco already includes understanding. |
| Over | Transmission finished, awaiting reply | “Suspect heading east toward car park, Over.” | Pairing “Over” with “Out” in the same transmission is a common error, as they mean opposite things. |
| Out | Conversation finished, no reply needed | “Situation contained, returning to post, Out.” | Saying “Over and Out” together is a Hollywood myth that sounds unprofessional to anyone with radio experience. |
| Say Again | Please repeat your last transmission | “Say Again, your location was unclear.” | Saying “Repeat” instead is one of the most common mistakes new guards make, as it carries a different meaning in professional radio communication. |
| Standby | Wait for further instructions | “Standby, checking the situation now.” | Many guards put someone on standby and forget to follow up, which leaves the other person waiting with no update. |
| Affirmative | Yes | “Affirmative, I am at the north entrance.” | Using casual alternatives like “yeah” or “yep” sounds unprofessional and can be misheard. |
| Negative | No | “Negative, the door was already open on arrival.” | Using informal responses like “nope” sounds unprofessional and can be unclear in noisy environments. |
| Break | Separating two distinct messages in one transmission | “Suspect is male, mid-thirties – Break – heading toward exit B.” | Not using Break when delivering a long transmission causes messages to blur together and become difficult to follow. |
| Mayday | Life-threatening emergency distress signal | “Mayday Mayday, guard down at the east stairwell.” | Using Mayday for non-life-threatening situations undermines its seriousness and can cause unnecessary panic across the channel. |
How to Structure a Radio Transmission
One of the most valuable things a new guard can learn is that every radio transmission follows the same basic structure. Once you’re used to using this format, you’ll sound confident and professional on the radio, even in high-pressure situations.
Here is the basic format most professional radio transmissions follow:
1. Who You Are Calling
Always start by addressing who the transmission is for. This tells everyone on the channel whether the message is directed at them or not, and prevents multiple people responding at once.
Example: “Control, this is Unit 4…”
2. Who You Are
Immediately identify yourself so the recipient knows who is speaking and can respond directly to you. Use your name, unit number, or call sign (check your post orders for site-specific procedures).
Example: “…Unit 4 calling from the east entrance…”
3. Your Location
State your location clearly and specifically. Vague location information is one of the most common causes of delayed responses, so always be as precise as you can.
Example: “…currently at the east entrance, Level 1…”
4. Your Message
Deliver your message clearly and concisely. Stick to the facts, including what is happening, what you can see, and what you need, while avoiding unnecessary details.
Example: “…reporting a suspicious vehicle parked in a no-stopping zone…”
5. Handover
Always close your transmission with the correct pro-word. Use “Over” if you need a response, or “Out” if you are closing the conversation entirely.
Example: “…requesting a check on the registration. Over.”
Putting It All Together
A complete transmission following this format sounds like this:
“Control, this is Unit 4. Currently at the east entrance, Level 1. Reporting a suspicious vehicle parked in a no-stopping zone, silver saloon, license plate Foxtrot Romeo 2 4 Delta. Requesting a check on the registration. Over.”
Example Transmissions for Common Scenarios
Check out these examples to see how security guards are expected to communicate through radios during different situations:
Routine Check-In
“Control, this is Unit 3. Completing patrol of the north car park, all clear, no issues to report. Out.”
Requesting Backup
“All units, this is Unit 2. I am at the main entrance, Ground Floor. I have a verbal altercation between two individuals and require immediate backup. Over.”
Reporting a Suspicious Person
“Control, this is Unit 5. I am at the south stairwell, Level 3. I have eyes on a male, approximately thirty years old, dark jacket, black backpack, acting suspiciously near the fire exit. Requesting guidance. Over.”
Medical Emergency
“Control, this is Unit 1. I am at the food court, Level 2. I have a female who has collapsed and is unresponsive. Requesting emergency services immediately. Over.”
Responding to a Transmission
“Unit 2, this is Control. Backup is on the way, ETA two minutes. Hold your position. Over.”
Closing Down at End of Shift
“Control, this is Unit 4. End of shift, handing over to Unit 7. All clear across my patrol zone. Out.”
Begin Building Reliable Radio Communication Skills
Radio etiquette is not something you either have or don’t. It’s a skill that can be learned and developed through practice, repetition, and training.
The guards who stand out on the radio are not necessarily the most experienced ones on site. Rather, they are the ones who built good habits early and kept them consistent, even under pressure.
If you don’t know where to begin improving your radio communication skills, start by practicing the pro-words and transmission structure in this guide out loud.
If you’re already working as a security guard, listen carefully to experienced guards during your shifts and pay attention to how they structure their transmissions and the words they choose.
If you want to build your confidence and develop professional radio communication skills, our Radio Procedures course is a great next step. It covers everything from two-way radio operation and transmission procedures to FCC rules, the phonetic alphabet, code systems, and the Think, Press, Pause, Speak, Pause, Release method that will transform how you sound on the radio.
You can complete this and other GuardTraining courses at your own pace, then apply what you’ve learned on the job or strengthen your security guard resume to stand out to employers and advance your career.