Purpose and Scope
This procedure sets out the required sequence of checks and operational tasks to open and close [Site Name] each trading day. It applies to all keyholders and staff rostered on opening or closing shifts.
It ensures the site opens on time, safely, and ready for trade, and closes secure, clean, and cashed up. This document translates company risk assessments, including duties under the Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999. Into daily operations.
Working through related paperwork at the same time? See also our US Opening & Closing Procedure Template, UK Cash Handling Procedure Template and US Cash Handling Procedure Template.
Roles and Responsibilities
- Duty Manager / Keyholder ([Role / Name]): Holds site keys and alarm codes, performs or supervises opening and closing checks, and signs off completed checklists.
- Opening Staff: Complete setup tasks for assigned operational areas before customer entry at [Time].
- Closing Staff: Complete shutdown, cleaning, and securing tasks for assigned areas; stay on site until the Duty Manager approves final lock-up.
- General Manager ([Role / Name]): Audits completed daily checklists weekly, maintains key and code registers, and owns this procedure.
Opening Procedure
- Inspect the building exterior for forced entry, vandalism, or suspicious activity before unlocking. If you suspect damage or an intrusion, do not enter. Move to a safe location and contact [Police / Keyholding Service / Manager].
- Unlock the main entrance, step inside, and disarm the alarm within [Number] seconds using your assigned personal code. Do not share codes or write them down on site.
- Walk the entire site. Confirm all areas are empty, fire exits are unlocked and clear, and there are no signs of leaks, structural damage, or pests.
- Turn on lighting, heating or ventilation, and operational equipment in this sequence: [Equipment List and Warm-Up Requirements].
- Check and log all fridge and freezer temperatures (where applicable). Report any unit operating outside safe limits to [Role / Name] before stocking or serving product.
- Count the till float ([Amount]), with a second team member witnessing where possible, and log the starting figure on the daily operational log.
- Complete and sign the opening checklist for your area. Unlock customer doors at [Time], once all checks are complete.
Closing Procedure
- Check that all customers and visitors have left, including from restrooms and auxiliary spaces, then lock public doors at [Time].
- Balance and cash up all tills following cash handling standards. Secure takings and floats in the site safe.
- Power down equipment in sequence. Make sure heating elements, machinery, and appliances are fully switched off rather than left on standby.
- Complete cleaning and sanitising tasks. Take waste to [Location] and lock the waste area.
- Do a final site walkthrough: confirm windows are latched, internal doors closed, fire exits secured, taps off, and no staff remain inside.
- Set the alarm, exit the building within [Number] seconds, lock the outer door, and test the lock handle.
- Record closing details on the daily operational sheet, noting the final lock-up time, staff on shift, and any handover notes for the next opening team.
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Security and Lone Working
- Only named keyholders receive site keys and alarm codes. The manager logs these in the key register at [Location] and collects them when employment ends.
- Revoke and update personal alarm codes immediately if a keyholder leaves or if a code might be compromised.
- Staff opening or closing alone must follow lone working safety protocols: notify [Role / Contact Number] upon arrival and upon final departure.
- If you encounter an intruder, do not challenge or engage them. Leave the building immediately and call emergency services (999).
Incident Management
- Alarm System Failure: If the alarm fails to set or triggers by mistake, contact [Alarm Company / Contact Number]. Stay on site until fixed or formally handed over, and record the event on the daily log.
- Signs of Break-in on Arrival: Do not enter the premises. Move to a safe location, call emergency services, and notify [Role / Name].
- Equipment Failure at Opening: Report the failure to [Role / Name] immediately and follow local contingency plans. Do not open the affected area for trade until cleared.
- Cash Discrepancies: Log variances on the daily sheet and follow standard cash reconciliation and reporting procedures.
Records and Review
- Store completed daily checklists, temperature logs, and cash reconciliation sheets in [System / Location] for at least [Retention Period].
- These records provide proof of compliance for safety audits, loss prevention checks, and insurance claims.
- Review this procedure [Review Frequency, e.g., Annually], after any security incident, or when trading hours, site layout, or operational equipment change.
Document Owner: [Role / Name] Next Review Date: [Date]
FAQs on an opening and closing procedure
What is an opening and closing procedure?
An opening and closing procedure sets out the required sequence of checks and operational tasks to open and close your site each trading day. It applies to all keyholders and staff rostered on opening or closing shifts.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does an opening and closing procedure include?
This template covers opening procedure, closing procedure, security and lone working and incident management.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement an opening and closing procedure with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.
