1. Describe the setting in ordinary language.
Name the property type and general location. Explain whether the enquiry concerns a whole building, a tenant suite, a construction property, a community, or a scheduled event. Identify the areas your organization controls.
You do not need a detailed security plan to make the first enquiry. A short paragraph explaining the setting and the main concern is more useful than a copied list of services that may not apply.
2. Explain what is changing—or what needs attention.
Are you opening a property, reviewing an existing arrangement, preparing for an event, or responding to a change in working hours? State the reason for the conversation without disclosing private incident records or detailed vulnerabilities.
Describe the outcome in practical terms: a clearer entrance process, an agreed presence during a certain period, or a better understanding of the role. Avoid turning an aspiration into a guarantee that no incident will ever occur.
3. Separate the duties from the schedule.
List the tasks to discuss and the hours or dates separately. An assignment might concern visitor instructions, observation of shared areas, a property patrol, or event-related coordination. State which responsibilities already belong to someone else.
Compare security officers and mobile patrol when deciding what type of presence to ask about. A service name alone does not define how much of the day or property it covers.
4. Name the people who can make decisions.
Identify the property or organizational contact, the person authorized to agree to the engagement, and anyone whose approval affects the work. For an event, this may include both the organizer and the venue.
You do not need to publish a staff directory. The first message only needs a suitable contact and a clear route to the next conversation. More detailed contact arrangements can follow appropriately.
5. Flag requirements without exposing restricted material.
State whether the assignment involves particular personnel requirements, institution policies, authority instructions, or a formal procurement process. Do not upload confidential documents just to prove that the requirement exists.
Avoid sending access codes, alarm instructions, student or patient records, resident lists, employee schedules, or network information. Agree an appropriate method for any necessary detailed material later.
6. Use the brief to start a discussion, not to declare a booking.
A useful first brief ends with the question you need answered: Can this service be considered for this property and timeframe, and what information is needed next? Availability, eligibility, duties, and terms still require confirmation.
Use the contact builder to prepare a structured email. In the downloadable preview, you review and send it from your own email application; preparing the draft does not notify AES.
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