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Retail loss prevention audit

Audit a store's loss prevention controls against your own policy, area by area. Forty named checks cover the entrance and tagging gates, CCTV coverage, recording and signs, high-risk lines and security cases, till procedures, the stockroom and deliveries, the cash office and safe, staff procedures, key control, and waste and damages. Sample refunds, voids, no-sales and price overrides from the till data, scanning the receipt barcode, and mark each in line with the procedure or an exception. Each area gets a score, and the store gets an overall score and rating. The form gives no advice on stopping, detaining or searching anyone.

For loss prevention managers, area managers, store managers and retail auditors who review shrinkage controls in stores and need evidence, scores and actions.

The checks work in any store. The CCTV and fire exit notes refer to UK guidance and law; elsewhere, follow local rules on surveillance and escape routes.

  • Forty named checks in nine areas, from tagging gates and CCTV to key control and damages
  • A sample review of refunds, voids, no-sales and overrides, with the receipt barcode by label scan
  • Empty packaging found, with photos, and photos for every area
  • A score per area, an overall score with a rating band, and areas under 75%, as live tiles
  • A Walk Cam walk-round of the store, then actions with a priority, owner and due date
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What is a retail loss prevention audit?

A loss prevention audit is useful when each control is tested rather than asked about, the till sample is drawn from real exception reports, and each gap has an owner and a date. It records facts about controls, not accusations about people.

Last updated . Facts checked by the SiteSurvey team on 28 October 2026 against ICO, video surveillance guidance: complying with the data protection principles, ICO, video surveillance guidance: checklist for limited CCTV systems and Regulatory Reform (Fire Safety) Order 2005, article 14, emergency routes and exits.

How to do a retail loss prevention audit

Pull the till exception reports for the period before you arrive.

  1. Set the scope

    Record the store, the policy version you are auditing against, the till data period and the last known loss figure.

  2. Walk the store

    Film a Walk Cam walk-round of the entrance, high-risk bays, tills, fitting rooms, stockroom, cash office and bins. Film the store, not customers.

  3. Check each area

    Test the tagging gates with a live tag, check the CCTV views and signs, the security cases, the stockroom and delivery checks, the safe and the key register.

  4. Sample transactions

    Pick refunds, voids, no-sales and overrides from the till data, scan the receipt barcode and check each against the procedure. Use operator IDs, not names.

  5. Score and agree actions

    Review each area score and the rating, agree the actions with the store manager with an owner and date, and sign.

What makes a loss prevention audit useful

Transactions sampled

Refund TX-EXAMPLE-40817, till 2, operator OP-EXAMPLE-19, £64.00. No receipt and no supervisor code; policy needs a code for any refund without a receipt. Exception. Two more no-receipt refunds on the same operator ID in the period, passed to the area manager.

Fictional example. Record the actual evidence and approved arrangements for your job.

A common recording mistake

Naming staff or customers in the record, or marking the tagging gates acceptable without walking a live tag through each pedestal.

What happens next

Fix the same-day items before leaving, agree the rest with the store manager, and book a follow-up audit for stores rated under 75%.

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Every question in the retail loss prevention audit template

A retail loss prevention audit in nine areas, each scored: entrance and tagging gates, CCTV coverage, recording and signs, high-risk lines and security cases, till procedures with a sample review of refunds, voids, no-sales and overrides, stockroom and deliveries, cash office and safe, staff procedures, key control, and waste and damages. Walk Cam walk-round, overall score with a rating band, actions and sign-off. 8 sections and 176 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.

Make it your own: every question is editable

This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.

Details you only enter once

Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.

  • Project: the project name
  • Store address: the site address, from the space or the project
  • Retailer or brand: the project's customer

Store and audit scope

  • ProjectShort answer

    Filled in from the project in SiteSurvey.

    Fills in from the project name
  • Store addressShort answer
    Fills in from the site address, from the space or the project
  • Retailer or brandShort answer
    Fills in from the project's customer
  • Location (GPS)Short answer
  • Audit date*Date
  • Auditor*Short answer
  • Store name or number*Short answer
  • Store managerShort answer
  • Reason for the audit*Choose one
    • Scheduled audit
    • Follow-up visit
    • After a loss or incident
    • New store or refit
    • High-loss store review
  • Till data reviewed fromDate
  • Till data reviewed toDate
  • Known loss at the last stock count (% of sales)Number

    Optional. From the stock result, for context.

  • Loss prevention policy and version audited againstShort answer
  • CheckThis audit checks the store's loss prevention controls against the retailer's own policy. It gives no advice on stopping, detaining or searching anyone: for that, staff follow the company policy and police advice. Do not name or photograph customers in this record.

Walk-round

  • Walk Cam: loss prevention walk-roundWalk Cam video with voice-to-text

    Optional. Film a guided walk-round on the SiteSurvey app.

  • GuidanceFilm behind the scenes, not customers. Where a customer is in shot, keep moving.

Entrance, CCTV and high-risk lines

  • GuidanceA. Entrance and tagging gates
  • Tagging gates alarm when tested with a live tagChoose one

    Walk a tagged item through each pedestal. Record any gate that stays silent.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Gate alarm heard at the tills or by the floor teamChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Staff can describe the store's gate alarm responseChoose one

    Ask two colleagues. The answer should match the company policy.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Lines the policy says to tag are taggedChoose one

    Sample ten lines from the tagging list.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Detachers and deactivators secured at the tillsChoose one

    Tethered or locked away when a till is closed.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Photos for this areaPhotos
  • AcceptableWorked out by the form
  • Needing actionWorked out by the form
  • Not checkedWorked out by the form
  • A. Entrance and tagging gates: score (%)Worked out by the form
  • GuidanceB. CCTV coverage and recording
  • All cameras recording, none offlineChoose one

    Check each camera view on the recorder.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Tills, entrance, high-risk bays, stockroom and cash office coveredChoose one

    Compare the views with the camera plan.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Footage can be found and played back for a sample dateChoose one

    Pick a date inside the store's retention period.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • CCTV signs visible and readable, naming the operator, the purpose and a contactChoose one

    ICO video surveillance guidance.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Recorder secured and access limited to named peopleChoose one

    ICO: stored securely, limited number of authorised people.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Photos for this areaPhotos
  • AcceptableWorked out by the form
  • Needing actionWorked out by the form
  • Not checkedWorked out by the form
  • B. CCTV coverage and recording: score (%)Worked out by the form
  • GuidanceC. High-risk lines and security cases
  • Security cases and cabinets locked, keys held by named staffChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • High-risk lines protected as the policy saysChoose one

    For example safer cases, spider wraps, dummy packs or limited stock on display.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • High-risk bays in sight of staff or CCTVChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • No empty packaging found on the walk-roundChoose one

    Record what was found below.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Empty or opened packs foundNumber
  • Photos of empty packaging and where it was foundPhotos
    Shown only when the answers above make it relevant
  • Photos for this areaPhotos
  • AcceptableWorked out by the form
  • Needing actionWorked out by the form
  • Not checkedWorked out by the form
  • C. High-risk lines and security cases: score (%)Worked out by the form

Till procedures, refunds and voids

  • GuidancePull refunds, voids, no-sales and price overrides for the period from the till system. Sample the larger amounts and any operator with many. Use operator IDs, not names.
  • GuidanceD. Till procedures, refunds and voids
  • Till drawers closed between salesChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Cash pick-ups made at the till limitChoose one

    Watch or check the pick-up log against the store limit.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Refunds and voids need a supervisor or second person as the policy saysChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • No-sale and drawer-open reports reviewed by the managerChoose one

    Ask for the last report and who signed it.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Staff purchases served by another colleagueChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Transactions sampled
    Repeat for each transaction. Each one asks:
    • Transaction*Choose one
      • Refund
      • Void
      • No sale (drawer opened)
      • Price override
      • Staff discount
      • Exchange
    • Scan the receipt barcodeScan a label: transaction number, till, date and time, amount

      Optional. Scan the receipt or journal barcode to capture the transaction.

    • Transaction number*Short answer
    • TillShort answer
    • Operator IDShort answer

      The till ID, not a name.

    • Amount (£)Number
    • Authorised as the policy requiresChoose one
      • Yes
      • No
      • Not required
    • Evidence heldChoose one
      • Receipt or proof of purchase
      • Signed refund form
      • Damaged goods note
      • None found
      • Not required
    • Result*Choose one
      • In line with the procedure
      • Exception
    • What was found*Notes

      Facts only, for the store manager to follow up.

      Shown when “Result” is “Exception”
  • Transactions sampledWorked out by the form
  • ExceptionsWorked out by the form
  • Photos for this areaPhotos
  • AcceptableWorked out by the form
  • Needing actionWorked out by the form
  • Not checkedWorked out by the form
  • D. Till procedures, refunds and voids: score (%)Worked out by the form

Stockroom, deliveries, cash office and safe

  • GuidanceE. Stockroom and deliveries
  • Stockroom door kept shut, access limited to staffChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Deliveries checked against the delivery note before signingChoose one

    Count cages or cases; note shortages on the driver's copy.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Drivers not left alone in the stockroom or yardChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Returns to supplier and claims stock held in a secure areaChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Fire exits alarmed or monitored and free to open from insideChoose one

    Exit alarms deter misuse; the door must still open easily in an emergency (RRFSO article 14(2)(f)).

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Photos for this areaPhotos
  • AcceptableWorked out by the form
  • Needing actionWorked out by the form
  • Not checkedWorked out by the form
  • E. Stockroom and deliveries: score (%)Worked out by the form
  • GuidanceF. Cash office and safe
  • Cash office door locked when not in useChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Safe locked, time delay or dual control workingChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Cash in the safe within the store limitChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Banking bags sealed, seal numbers logged and collection signed forChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Safe code changed when a code holder leavesChoose one

    Check the date of the last change against staff leavers.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Photos for this areaPhotos
  • AcceptableWorked out by the form
  • Needing actionWorked out by the form
  • Not checkedWorked out by the form
  • F. Cash office and safe: score (%)Worked out by the form

Staff procedures, keys, waste and damages

  • GuidanceG. Staff procedures
  • Staff bags and coats kept in lockers or the staff roomChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Staff purchase procedure followed, receipts kept with the goodsChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Staff know how to report a loss concern confidentiallyChoose one

    Ask two colleagues where they would report it.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Loss prevention covered in induction and refresher trainingChoose one

    Check the training record for the last three starters.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Photos for this areaPhotos
  • AcceptableWorked out by the form
  • Needing actionWorked out by the form
  • Not checkedWorked out by the form
  • G. Staff procedures: score (%)Worked out by the form
  • GuidanceH. Key control
  • Key register up to date, every key holder namedChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Keys signed in and outChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Each keyholder has their own alarm codeChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Keys and codes recovered from leaversChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Photos for this areaPhotos
  • AcceptableWorked out by the form
  • Needing actionWorked out by the form
  • Not checkedWorked out by the form
  • H. Key control: score (%)Worked out by the form
  • GuidanceI. Waste and damages
  • Damaged stock recorded before disposalChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Write-offs and markdowns authorised by a managerChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Bins and compactor checked for concealed stockChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Photos for this areaPhotos
  • AcceptableWorked out by the form
  • Needing actionWorked out by the form
  • Not checkedWorked out by the form
  • I. Waste and damages: score (%)Worked out by the form

Audit result

  • Checks acceptableWorked out by the form
  • Checks needing actionWorked out by the form
  • Not checkedWorked out by the form
  • Overall score (%)Worked out by the form
  • RatingWorked out by the form
  • Areas under 75%Worked out by the form
  • Transaction exceptions in the sampleWorked out by the form

    Shown on its own: the till procedure check that found it is already counted above.

  • GuidanceScores are our own measure: checks marked acceptable as a share of checks marked acceptable or action needed, per area and overall. Rating bands: 90% and over Good, 75 to 89% Needs improvement, under 75% Poor. They are not an industry standard.
  • CheckThe store scored under 75%. Agree the actions with the store manager and book a follow-up audit.
    Shown when “Rating” is “Poor”

Actions and sign-off

  • Items needing actionWorked out by the form
  • ResultWorked out by the form
  • Actions
    Repeat for each action. Each one asks:
    • Action*Notes
    • PriorityChoose one
      • Today
      • Before the store opens
      • This week
      • Next visit
    • Who will do it*Short answer
    • Due byDate
    • Status*Choose one
      • Open
      • In progress
      • Done, checked
    • Photo when donePhotos
      Shown when “Status” is “Done, checked”
  • Actions still openWorked out by the form
  • Decision*Choose one
    • No follow-up needed
    • Store to complete the actions, check at the next visit
    • Follow-up audit within 4 weeks
  • Follow-up audit dateDate
  • Summary for the store and area managerNotes
  • Auditor nameShort answer
  • Auditor signature*Signature
  • Store manager nameShort answer
  • Store manager signatureSignature

See it filled in

A completed retail loss prevention audit report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.

See completed form (PDF) ↗

Retail loss prevention audit FAQs

What should a loss prevention checklist include?

This one covers nine areas: entrance and tagging gates, CCTV coverage and recording, high-risk lines and security cases, till procedures with a refund and void review, stockroom and deliveries, cash office and safe, staff procedures, key control, and waste and damages. Each check says what to look for, and the standard is your own loss prevention policy, which you name at the start.

What does the ICO expect from CCTV signs?

The ICO's video surveillance guidance says signs should be clearly visible and readable, explain that surveillance is in operation, and include the organisation operating the system, the purpose and who to contact. Its checklist for limited CCTV systems also asks that images are stored securely for a defined period with access limited to authorised people. The guidance is under review after the Data (Use and Access) Act.

Sources: ICO, video surveillance guidance: complying with the data protection principles and ICO, video surveillance guidance: checklist for limited CCTV systems.

How long should CCTV footage be kept?

There is no set period. The ICO says UK GDPR and the Data Protection Act 2018 do not prescribe a minimum or maximum retention period for surveillance footage: your purpose sets it, and it should be the shortest period you need, written in a retention policy. The audit checks that footage can be found and played back for a sample date within the store's own retention period.

Source: ICO, video surveillance guidance: complying with the data protection principles.

Can fire exits be locked to stop theft?

No. Under article 14(2)(f) of the Regulatory Reform (Fire Safety) Order 2005, emergency doors must not be locked or fastened so that someone who needs them in an emergency cannot open them easily and immediately. Exit alarms or monitoring can deter misuse while the door still opens freely from inside. The stockroom check covers both.

Source: Regulatory Reform (Fire Safety) Order 2005, article 14, emergency routes and exits.

Does the form tell staff how to deal with shoplifters?

No. The audit checks the store's controls and records whether staff know the company's own response to a gate alarm. It gives no advice on stopping, detaining or searching anyone, and asks you not to name or photograph customers. For that, staff follow the company policy and police advice.

How is the loss prevention score worked out?

It is our own measure: checks marked acceptable as a share of checks marked acceptable or action needed, for each area and for the store. Checks not applicable or not checked are left out. The rating bands, 90% and over Good, 75 to 89% Needs improvement and under 75% Poor, are not an industry standard. Transaction exceptions are shown on their own so the same problem is not counted twice.

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