Proper Use of Two-Way Radios for Security Personnel Communication

Effective communication is the foundation of every successful security operation. Two-way radios give security teams the ability to coordinate instantly, respond to incidents efficiently, and maintain situational awareness across an entire facility or site.

But having a radio clipped to your belt is only the beginning. How you use that radio the discipline, protocol, and professionalism you bring to every transmission determines whether communication becomes a genuine tactical advantage or a source of confusion and noise.

Proper Use of Two-Way Radios for Security Personnel Communication

This article outlines the proper use of two-way radios for security personnel, covering everything from basic operating technique to advanced communication protocols used by professional security teams.

Understanding Your Radio Before You Transmit

Before any officer keys up their radio, they must be fully familiar with the device in their hands. Proper radio use starts with proper radio knowledge.

Every security officer should know how to power the radio on and off, adjust the volume to an appropriate level for the environment, switch between assigned channels, use the Push-to-Talk (PTT) button correctly, and activate the emergency button if their radio has one. Officers should also know how to connect and use an earpiece or remote speaker microphone (RSM), as these accessories are standard in professional security environments and allow for discreet, hands-free communication.

Before every shift, each officer should conduct a radio check with dispatch or a fellow officer to confirm the device is functioning, on the correct channel, and at adequate battery level. A radio problem discovered at the beginning of a shift is a minor inconvenience. The same problem discovered during a critical incident can have serious consequences.

Channel Discipline and Assignment

One of the most important structural elements of radio communication is channel organization. Security teams should never have all personnel sharing a single channel without a clear organizational reason. Proper channel assignment typically follows a structure like this:

The primary operations channel is used for all general patrol communication, status updates, and routine coordination between officers and dispatch. A command channel is reserved for supervisors and senior personnel coordinating the response to major incidents.

A secondary or tactical channel may be used for specific units handling a particular task such as the team responding to an alarm while the rest of the force maintains normal patrol. Some operations also maintain a liaison channel for coordinating with external parties such as law enforcement, fire departments, or event organizers.

Every officer must know which channel they are assigned to, when to switch channels, and how to return to the primary channel once a situation is resolved. Unauthorized channel switching or failure to monitor the assigned channel is a breakdown in radio discipline that can cost critical time during an emergency.

The Proper Technique for Radio Transmissions

The mechanics of how an officer transmits are just as important as what they say. Poor transmission technique is one of the most common and correctable problems in security radio communication.

Wait and listen before transmitting. Before pressing PTT, pause and listen to confirm the channel is clear. Transmitting over another officer's message known as "doubling" garbles both communications and can cause critical information to be lost.

Press PTT, then pause before speaking. When the PTT button is pressed, most radios take a fraction of a second to fully open the transmission. Speaking immediately often causes the first word to be clipped. Press the button, pause for one beat, then begin speaking.

Hold the radio correctly. The microphone should be held two to three inches from the mouth and positioned at a slight angle rather than directly in front of the lips. This reduces the "popping" effect of hard consonants and improves audio clarity. In noisy environments, cup the microphone slightly with your hand to block background sound.

Speak clearly and at a moderate pace. Radio audio is compressed and may be slightly distorted. Speaking deliberately neither too fast nor too slowly ensures the message is understood the first time. There is no need to shout, even in noisy environments. Raising your voice typically distorts the audio. Instead, move to a quieter position if possible, or use a radio with active noise cancellation.

Release PTT promptly after speaking. Holding the button down after finishing your message blocks the channel and prevents others from responding. Release the button as soon as your transmission is complete.

Radio Communication Protocol and Terminology

Professional security radio communication uses a standardized format and terminology that keeps transmissions efficient, clear, and unambiguous. Every officer on the team should be trained on these standards and use them consistently.

The Standard Transmission Format

Every radio transmission should follow a simple three-part format: identify who you are calling, identify yourself, and deliver your message.

"Dispatch, this is Unit 4, I have a report of an unsecured door at the north entrance. Requesting confirmation. Over."

This format ensures that the receiving party knows immediately who the message is for, who it is from, and what action, if any, is needed.

Essential Radio Terminology

Security personnel should be fluent in the following standard radio terms:

Over I have finished transmitting and am waiting for your response. Use this at the end of any transmission that requires a reply.

Out I have finished this conversation and no response is needed. Use this to formally close a radio exchange.

Copy / Roger I have received and understood your message. "Copy" is slightly more common in security contexts; "Roger" is more traditional but widely accepted.

Say Again Please repeat your last transmission. Never say "repeat" on a security or public safety radio channel, as "repeat" has specific artillery connotations in military communication and can cause confusion in joint operations.

Stand By I acknowledge your message and will respond shortly. Use this when you cannot respond immediately but want the caller to know you received their transmission.

Go Ahead I am ready to receive your message.

Negative No.

Affirmative Yes. Avoid saying simply "yes" or "no" on the radio, as these short sounds can be misheard or lost in transmission.

Disregard Ignore my previous transmission or cancel the previous request.

Units on scene Officers who have arrived at a specific location.

Code [number] Many security operations use a code system for common situations (Code 1 for routine, Code 3 for emergency response, etc.). Every team should train officers on their specific code system, and codes should be used consistently.

The Phonetic Alphabet

When spelling names, license plates, badge numbers, or any critical identifier, security officers should use the NATO phonetic alphabet to prevent letters from being confused with one another. For example, "B" and "D" can sound identical on a radio. "Bravo" and "Delta" cannot.

The NATO phonetic alphabet is: Alpha, Bravo, Charlie, Delta, Echo, Foxtrot, Golf, Hotel, India, Juliet, Kilo, Lima, Mike, November, Oscar, Papa, Quebec, Romeo, Sierra, Tango, Uniform, Victor, Whiskey, X-ray, Yankee, Zulu.

Every security officer should have this alphabet memorized and be able to use it fluently under pressure.

What to Say and What Not to Say

Radio communication should be operational, professional, and concise. Every transmission should have a purpose. The following guidelines help maintain channel integrity and professional standards.

Be brief. Before keying up, know exactly what you intend to say. Long, rambling transmissions waste channel time and obscure the critical information. If you need to communicate something complex, summarize the key points over the radio and follow up with a face-to-face briefing or written report.

Use plain language for critical information. While codes and terminology are useful for routine communication, in an emergency or high-stress situation, it is often better to speak plainly. "I need medical assistance at the east parking lot now" is clearer under pressure than fumbling through a code that a dispatcher may interpret differently.

Avoid using names over the air. In most security contexts, officers should refer to each other by unit designation or call sign rather than by personal name. This preserves professionalism and, in sensitive operations, protects officer identity.

Never transmit sensitive information in the clear. Unless your radios are equipped with encryption, assume that any transmission can be monitored by an unauthorized party. Avoid broadcasting personal information about individuals involved in incidents, sensitive access codes, or detailed security procedures. Use face-to-face communication or a secure line for sensitive matters.

No personal conversations. The radio channel is for operational communication only. Personal conversations, jokes, or non-work-related discussion over the radio is unprofessional, wastes channel capacity, and can mask an urgent transmission from another officer.

Handling Emergencies Over the Radio

Emergency transmissions take absolute priority over all other radio traffic. Every officer must know how to properly declare and respond to a radio emergency.

When an officer needs to declare an emergency, they should use the word "EMERGENCY" or activate the dedicated emergency button on their radio if one is available. This word or the alert tone from the emergency button signals all other officers to immediately clear the channel and listen.

The emergency transmission should include the officer's unit designation, their exact location, and the nature of the emergency, delivered as clearly and calmly as possible: "EMERGENCY Unit 6 south stairwell, Level 2 officer needs assistance, subject is combative."

All other officers should acknowledge they have received the transmission and clear the channel unless they are directly responding. The channel should remain as clear as possible to allow the responding units and dispatch to coordinate the response.

Officers should practice emergency transmissions during training so that the format becomes second nature. In a real emergency, stress and adrenaline can make even simple tasks difficult. Rehearsed habits cut through the noise.

Radio Etiquette and Professionalism

The way security personnel communicate over the radio reflects directly on the professionalism of the entire organization. Supervisors and senior officers set the tone, and their radio discipline or lack of it will be modeled by the rest of the team.

Always maintain a calm, controlled tone regardless of the situation. A panicked or aggressive voice on the radio raises anxiety across the entire team and can escalate a situation that might otherwise be contained. The more serious the incident, the more important it is to transmit with calm authority.

Acknowledge every transmission directed at you. Leaving a caller without a response creates uncertainty and can cause duplicate transmissions that clog the channel. Even a simple "copy, stand by" tells the sender their message was received.

Never argue, express frustration, or use inappropriate language over the radio. If there is a disagreement or operational issue to be addressed, do so off the air.

Correct mistakes professionally. If you transmit incorrect information, correct it immediately: "Correction the subject is wearing a blue jacket, not a red one." Don't let inaccurate information stand on the air.

Training and Ongoing Proficiency

Proper radio use is a skill, and like all skills, it requires regular training and practice to maintain. Security organizations should incorporate radio communication training into onboarding for all new officers, with refresher sessions conducted at regular intervals.

Training should include hands-on practice with the specific radio models in use, review of channel assignments and code systems, phonetic alphabet drills, mock incident communication exercises, and emergency transmission simulations. Supervisors should periodically monitor radio traffic to identify and correct poor habits before they become ingrained.

Documentation matters as well. Many professional security operations record radio traffic for quality assurance, incident review, and legal purposes. Officers should always communicate as if their transmissions are being recorded because in many environments, they are.

Conclusion

The two-way radio is one of the most powerful tools available to security personnel but only when used correctly. Proper radio technique, disciplined channel management, clear and professional communication, and consistent adherence to established protocol are what separate a high-functioning security team from one that fumbles when it matters most.

When every officer on a team communicates with clarity, brevity, and professionalism, the radio becomes a force multiplier extending the reach of each officer and the effectiveness of the entire operation. That outcome starts with training, is maintained through discipline, and is reflected in every transmission made during every shift.

Master the radio, and you master one of the most critical elements of professional security work.

William DeMuth, Director of Training

About The Author

William DeMuth, Director of Training

With over 30 years of research in violence dynamics and personal safety, William specializes in evidence-based training with layered personal safety skills for real-world conflict resolution. He holds advanced certifications and has trained under diverse industry leaders including Lt. Col. Dave Grossman and Craig Douglas (ShivWorks), and is the architect of the ConflictIQ™ program. He actively trains civilians, law enforcement, healthcare workers, and corporate teams in behavioral analysis, situational awareness, de-escalation strategies, and physical skills.