Below is a practical, Malaysia‑specific checklist and step‑by‑step process you can use to find a trusted security company for a residential property (condominium, gated community, landed-development, serviced apartment, etc.).

Key things to check first (and why)

• Valid licence from the Ministry of Home Affairs (KDN / MOHA). Security agencies and guards must be licensed and registered under the Private Agency Act — KDN is the authority that issues/renew licences and sets requirements. Verify the company’s licence and guard licences. (moha.gov.my)
• Required insurance. Licensed agencies must maintain professional indemnity / public liability / group accident insurance as part of licensing and risk management. Ask to see policies. (antholagroup.my)
• Guard vetting and training (including firearms rules where relevant). MOHA requires vetting, training and age/citizenship requirements; armed guards have stricter training and permit conditions. Ask for proof of certification and refresher training schedules. (admin.moha.gov.my)
• Written SOPs, escalation procedures and a service contract with clear KPIs (attendance, response times, incident reporting, replacement guard standards). SOPs show whether the company follows consistent professional practices. (EdgeProp.my)

Step‑by‑step process to choose and appoint a company

1. Define your needs and budget

   • Decide scope: manned guarding, concierge, mobile patrols, CCTV monitoring, access control, visitor management, alarm response, armed guards (if any). Different services require different licences and skills. Estimate hours/shifts and your monthly budget.

2. Build a short list

   • Ask local JMB/MCs, neighbouring developments, property managers or real estate portals for recommended firms and referrals. Read reviews and case studies. (Local developments often share reliable vendor names.) (EdgeProp.my)

3. Verify legal and regulatory status (must do)

   • Ask each company for their KDN (MOHA) licence number and the names/IDs of guards assigned. Independently verify with MOHA (their Private Agency licence pages / eSIMS system / contact centre). MOHA web pages describe licence types and renewal duties. Keep screenshots or copies for your records. (moha.gov.my)

4. Check insurance and corporate documents

   • Request copies of: public liability, professional indemnity and group personal accident insurance; company registration (SSM), paid‑up capital evidence (if asked); and the company’s business plan or security plan summary required by MOHA. (Bestar-MY.com)

5. Assess training, vetting and workforce quality

   • Ask how guards are recruited, screened (criminal/background checks), medically checked, and whether they hold the Certified Security Guard (CSG) or other KDN‑recognised certificates. Confirm language/communication ability for frontline staff. Request copies of training certificates and refresher course schedules. (admin.moha.gov.my)

6. Review SOPs, incident reporting and technology

   • Ask for written SOPs for common scenarios (unauthorised entry, fire, break‑in, medical). Check their incident reporting format (time‑stamped logs, photos, follow‑up). If you expect tech integrations (CCTV, access control, visitor management), confirm compatibility and who supports/elevates system faults. (SECOM.com.my)

7. Ask about management, supervision and replacement

   • How often are supervisors on site? Who is your point of contact 24/7? What is their replacement policy for absent guards? How quickly can they scale up or down? Ask for SLA / KPI clauses in the contract (punctuality, misconduct, drill frequency).

8. Check references and do site visits

   • Visit at least two existing client sites (preferably similar residential developments). Speak with the property manager / JMB about reliability, responsiveness, and any claims or problems. Observe guard behaviour and uniforms during the visit. (EdgeProp.my)

9. Compare proposals and contracts

   • Get written proposals from multiple firms that include staffing plan, training, equipment, insurance, escalation contacts, notice periods and clear pricing (overtime, replacement, relief). Beware very low bids — they often cut corners on training, insurance or staffing levels.

10. Trial period and KPIs

• Insist on an initial trial (30–90 days) with daily/weekly reports and an agreed KPI scorecard (attendance, incident response times, patrol logs, customer satisfaction). Include penalties for repeated failures and clear termination clauses. Document everything.

11. Ongoing monitoring and reviews

• Hold monthly performance meetings, do random audits, review patrol logs and incident trends, and require regular refresher training evidence. Keep MOHA licence/insurance copies updated in your records.

Practical red flags (reject or probe immediately)

• Company can’t produce a valid KDN licence or guard licences. (moha.gov.my)
• No proof of insurance, or only very low coverage. (antholagroup.my)
• Guards lack ID cards, uniforms, or can’t demonstrate training certificates. (admin.moha.gov.my)
• Vague or no SOPs, no 24/7 escalation contact, or long notice‑periods for replacements. (SECOM.com.my)

Useful Malaysian resources (start here)

• Ministry of Home Affairs (KDN / MOHA) — Private Agency / licence information and contact (verify licences / eSIMS). Use MOHA pages for up‑to‑date licence rules and contact. (moha.gov.my)
• Industry articles and property portals (EdgeProp, local property managers) — practical tips and local experiences. (EdgeProp.my)

What I recommend you do right now

1. Ask your top 3 shortlisted firms for: KDN licence number, copies of insurance, training certificates for assigned guards, SOP summary, and two local references.
2. Verify the licence and cross‑check references; arrange a site visit to at least one of their current residential clients.
3. Sign a 30–90 day trial contract with clear KPIs and an exit clause if standards aren’t met.

If you want, I can:

• Draft a short checklist/email template you can send to shortlisted companies requesting the documents above, or
• Help you review one or two proposals/contracts if you paste the key parts here.

(Status note: I checked MOHA guidance and recent industry coverage to ensure the regulatory and practical points above are current as of MOHA updates and industry articles.) (moha.gov.my)