Security Guard Agency Checklist: What to Check Before Hiring a Security Guard Agency

This security guard agency checklist will help you pick a guard provider in Bihar without relying on the lowest quote or a friendly sales call. Whether you run a bank branch in Arrah, a school in Muzaffarpur, a factory near Hajipur or a housing society in Patna, the costly mistake is the same: hiring an agency whose paperwork, guards and pricing do not hold up.

Bihar tightened its rules in 2025 and revised wage rates on 1 April 2026, so checking matters more now.

Quick answer: Choose an agency with a valid PSARA licence covering your district, training and character papers for every guard, and an itemised quote showing wages, EPF/ESI, service charge and GST separately. Then test it with a site visit and a paid trial before signing long.

Key Takeaways

• A PSARA licence is the starting point, and in Bihar it names the district(s) or whole state covered.
• Entry-level guards need at least 100 classroom and 60 field training hours under the Bihar rules.
• A quote far below the wage floor means wages or registrations are being skipped.
• Put replacement guards, supervision and reporting in a written SLA.
• Always run a site visit and a 2 to 4 week trial.

The security guard agency checklist: 10 steps

Steps 1 to 3 take about ten minutes: One phone call and a request for documents on WhatsApp. If an agency drags its feet here, you have learned something.

1. Verify the PSARA licence for Bihar

No one may run a private security agency without a licence under the PSARA Act, 2005. In Bihar, the Home Department issues it under the Bihar Private Security Agency Rules, 2025. Ask for a copy and check that the agency name matches the contract and GST papers, the expiry date is in the future, and the licence covers your district. DO NOT ACCEPT “Application Submitted“.

Expiry is a real risk. A snapshot of the national portal, psara.gov.in, showed about a third of Bihar’s issued licences as expired (1,602 of 4,803). Our guide to how to check a PSARA licence covers online and offline checks.

2. Ask for each guard’s training proof

Bihar’s 2025 rules require entry-level guards to complete at least 20 working days of training, including 100 classroom and 60 field hours. Ex-servicemen and former police take a shorter course (40 classroom, 16 field), so “all our guards are ex-army” is no substitute for certificates.

Check that certificate dates add up; one dated the day the guard joined is a warning sign. Also ask for the last medical check, which the rules require every 12 months.

3. Check guard verification and ID

Each guard should have a character certificate, affidavit and agency certificate on file, and wear a photo ID card showing agency name, employee number and validity. Pick five files at random and match them to ID cards and the agency’s guard register. Mismatches point to ghost guards.

4. Look at supervision and local reach

Bihar’s rules set one supervisor per 15 guards, tightening to one per six where guards are dispersed. Ask for the supervisor’s name, base town and vehicle. A Patna agency promising guards in Gaya or Bhagalpur with no local supervisor or relief pool will struggle when a guard falls sick.

5. Do the wage-floor price check

From 1 April 2026, Bihar’s unskilled minimum wage is Rs 436 a day (about Rs 11,336 a month on 26 days); semi-skilled is Rs 452. Confirm which category applies to guards and whether a later revision exists.

Now add employer EPF and ESI, bonus, service charge and 18% GST. Our own security guard cost per month in Bihar guide shows a semi-skilled example near Rs 19,000 and puts an unarmed residential guard at Rs 15,000 to 23,000. That is our guide, not an official rate. The point stands: a quote far below Rs 15,000 to 16,000 per guard leaves no room for statutory costs.

6. Ask for EPF and ESI proof

Request monthly EPF and ESIC receipts before clearing invoices, and confirm wages go by bank transfer. A principal employer can be pulled in when a contractor defaults on dues, so ask your CA how this applies to you, and write a right to withhold payment into the contract.

7. Lock in replacement guards and SLAs

Ask for the reliever ratio and replacement time; two hours is a common benchmark. Write down:

• Guards per post and shift length
• Supervisor visits, including one at night
• Incident reports within 24 hours, with an immediate call for serious events
• An escalation contact above the site supervisor

8. Read the insurance and contract clauses

Ask which policies exist (fidelity guarantee, public liability, employee compensation) and request certificates with limits. Contracts often cap liability for property loss, so read that clause. Also look for a notice period, a short cure period for serious breaches, your right to reject any guard, and wage-revision pass-through.

9. Test technology and reporting

The Bihar rules do not require a control room, GPS or biometric attendance, so anything promised must be written into the contract. Ask how attendance, patrols and incidents are recorded. If cameras matter, compare manned guarding vs remote monitoring and see our security monitoring services.

10. Call references, visit, then run a trial

Call two or three clients, ideally in your district or sector. Visit a live site, then run a paid trial of 2 to 4 weeks with a day-30 review. An agency that refuses either is telling you something.

Sector-specific tips

• Banks and ATMs: Armed guards need a separate arms licence, which the agency must verify. Ask about bank-client experience.
• Schools: Insist on character-verified guards and a conduct code, and women guards where needed.
• Factories and warehouses: Check gate passes, vehicle logs and night patrols. Use our warehouse security checklist to audit the site.
• Residential societies: Visitor registers and fast replacements matter. See how RWAs evaluate and onboard a security company.
• Construction sites: Posts shift and contracts are often short, so check how flexible the agency is. Ask about fire and safety services too.

Mistakes and red flags to watch out for

• Choosing the lowest quote.
• A licence from another state, or only an application receipt.
• One guard on a 24-hour post; it needs roughly three shifts plus weekly-off relief.
• Cash wages and no EPF/ESI numbers.
• Credentials that stop at an online listing, with no licence copy or references.
• No written post orders, duty chart or SLA.
• Assuming the agency’s insurance covers your property. Guards deter; they do not insure.

Why clients in Bihar talk to Rajray Securex

Rajray Securex Pvt. Ltd. is a Patna-based security company serving businesses across Bihar since 2006, with 180+ clients served and 250+ trained, screened guards. We provide PSARA-certified manpower with 24/7 coverage and support, share our licence details on request, and give a free, itemised quote so you can compare us with any other agency.

Explore our security guard services or talk to Rajray Securex at +91 9835292245 or info@rsplindia.in. You can also visit our office at 507, 5th Floor, Brindavan Kunj, Exhibition Rd, Patna, Bihar 800001.

Conclusion

The best security services in Bihar are not defined by size or the lowest rate, but by paperwork you can verify, guards you can identify and a contract that survives a bad night. Work through the ten steps, score each agency, and let the visit and trial settle close calls. An agency that welcomes the checks is usually a good sign.

FAQs