Quarterly independent audit of a store's stock, cash, CCTV and access controls.
A loss prevention team audit template is the independent checklist a Loss Prevention Executive uses on a quarterly visit to test whether a store's stock, cash and security controls actually work. It checks the store's own weekly self checks, CCTV and alarms, stock integrity with blind and high-value counts, cash and billing patterns across the quarter, keys and access, people and process, and customer data. The Loss Prevention Executive fills it on a phone, ideally unannounced, and the Regional Head reviews the score out of 100. Five items are fatal because each means money, stock or evidence is missing. A fatal fail caps the audit at zero and raises a ticket with an owner and a deadline.
Free. No form. The workbook has the same columns as the table below, with the score formula and a fatal-item check in place.
Score = weight of items answered Yes ÷ weight of items not marked N/A, out of 100. Pass mark 85. A failed fatal item caps the score at zero and raises a ticket to the regional head.
| # | Item | Audit question | Answer | Photo | Weight | What good looks like |
|---|---|---|---|---|---|---|
| 1 | Weekly self checks done | Were all weekly loss prevention self checks for the quarter completed on time? | Yes / No / N/A | No | 3 | Every weekly self check submitted, none more than two days late. |
| 2 | Self check tickets closed | Were tickets raised by the store's self checks closed within their deadlines? | Yes / No / N/A | No | 3 | All self check tickets closed with after photos, no overdue tickets. |
| 3 | Incident reports complete | Is every incident report this quarter complete with CCTV reference, loss value and action? | Yes / No / N/A | No | 3 | Each report complete, with a clip reference and closure note. |
| 4 | Shrinkage trend reviewed | Has the store reviewed its shrinkage from the last stock count and acted on the top loss items? | Yes / No / N/A | No | 3 | Top loss items named, actions listed and visibly in place on the floor. |
| # | Item | Audit question | Answer | Photo | Weight | What good looks like |
|---|---|---|---|---|---|---|
| 5 | CCTV footage retentionFatal | Does the recorder hold footage for the full retention period the brand policy requires? | Yes / No / N/A | Required | 5 | Oldest footage on the recorder meets or exceeds the policy period. |
| 6 | Random playback test | Can a clip from a random date and time be found and played within five minutes? | Yes / No / N/A | Required | 3 | Clip found quickly, picture clear, time stamp on the recorder correct. |
| 7 | Camera coverage map | Does the current camera layout cover billing, the stockroom, entrances, high-value areas and the back door? | Yes / No / N/A | Required | 4 | Coverage map matches the cameras installed, no blind spot at key areas. |
| 8 | Intruder alarm test | Was the intruder alarm tested this quarter with a response from the monitoring contact? | Yes / No / N/A | No | 3 | Test logged with date, result and the time taken to respond. |
| 9 | Security gate test | Do the entrance security gates alarm on a test tag at both pedestals? | Yes / No / N/A | No | 2 | Both pedestals alarm on the test tag, gate log shows no long outages. |
| # | Item | Audit question | Answer | Photo | Weight | What good looks like |
|---|---|---|---|---|---|---|
| 10 | Blind count sample | Does a blind count of 20 random articles match the system stock? | Yes / No / N/A | Optional | 4 | All 20 articles match, or each variance is explained with a document. |
| 11 | High-value stock countFatal | Does a full count of high-value stock, such as jewellery trays, phones or watches, match the system? | Yes / No / N/A | Required | 5 | Every high-value piece accounted for against the system, count signed by both. |
| 12 | Inward process observed | If an inward happens during the visit, is it counted against the challan before signing? | Yes / No / N/A | Optional | 3 | Cartons opened and counted in front of the manager before the challan is signed. |
| 13 | Stock transfer documents | Do stock transfers out of the store this quarter have matching receipts at the other end? | Yes / No / N/A | No | 3 | Every transfer out has a receiving confirmation from the other store or warehouse. |
| 14 | Damage write-off approvals | Were damage and defective write-offs this quarter approved and supported with photos? | Yes / No / N/A | No | 3 | Each write-off approved by the right person with a photo of the damage. |
| 15 | Back door controlFatal | Is the back door locked and alarmed, with every opening this quarter logged? | Yes / No / N/A | Required | 5 | Door locked at the visit, log complete, openings match inward and waste times. |
| # | Item | Audit question | Answer | Photo | Weight | What good looks like |
|---|---|---|---|---|---|---|
| 16 | Surprise cash countFatal | Does a surprise count of the tills and the safe match the system and the cash register? | Yes / No / N/A | No | 5 | Tills and safe counted without notice, match the system to the rupee. |
| 17 | Void pattern review | Do voids over the quarter show no single cashier or time slot with an unusual share? | Yes / No / N/A | No | 4 | Void report reviewed by cashier and hour, no unexplained cluster. |
| 18 | Discount pattern review | Do manual discounts over the quarter stay within the approval rules for every approver? | Yes / No / N/A | No | 4 | Discounts by approver reviewed, none outside the rules or unapproved. |
| 19 | Refund mode sample | In a sample of ten returns, did every refund go back through the original payment mode? | Yes / No / N/A | No | 4 | All ten refunds match the payment mode on the original invoice. |
| 20 | Staff purchase sample | In a sample of staff purchases, was each billed by a colleague and approved by the manager? | Yes / No / N/A | No | 3 | Every sampled staff bill made by another person and approved. |
| 21 | Deposit reconciliation | Do bank deposits for the quarter reconcile with daily cash sales without gaps? | Yes / No / N/A | No | 4 | Every trading day has a matching deposit, no delayed or short deposits. |
| # | Item | Audit question | Answer | Photo | Weight | What good looks like |
|---|---|---|---|---|---|---|
| 22 | Key register audit | Does the key register match the keys physically held by each named person? | Yes / No / N/A | No | 3 | Every key sighted with its named holder, register signed this quarter. |
| 23 | Codes changed after exits | Were safe combinations and alarm codes changed after any key holder left the store? | Yes / No / N/A | No | 4 | Change date recorded for each exit, within the brand's set period. |
| 24 | Stockroom access list | Is the stockroom access list current, with only serving staff named? | Yes / No / N/A | Optional | 2 | Access list dated this quarter, no former staff on it. |
| 25 | After hours access | Were all after hours entries this quarter approved and logged? | Yes / No / N/A | No | 3 | Each after hours entry has an approver, reason and alarm log match. |
| # | Item | Audit question | Answer | Photo | Weight | What good looks like |
|---|---|---|---|---|---|---|
| 26 | Staff exit checks | Are staff exit and bag checks recorded for every shift this quarter? | Yes / No / N/A | No | 3 | Exit check log complete, no missing shifts, exceptions explained. |
| 27 | Background verification | Is background verification on file for every staff member who joined this quarter? | Yes / No / N/A | No | 3 | Verification report on file for each new joiner before they handled cash or stock. |
| 28 | Loss prevention training | Have all staff completed the loss prevention training module this year? | Yes / No / N/A | No | 2 | Training record complete for every staff member on the roster. |
| 29 | Vendor and visitor control | Is the visitor and vendor log complete for the quarter? | Yes / No / N/A | No | 2 | Every outsider visit logged with name, company, purpose and time. |
| # | Item | Audit question | Answer | Photo | Weight | What good looks like |
|---|---|---|---|---|---|---|
| 30 | Customer data exposureFatal | Is customer data protected, with no registers, bill copies or exports left open or shared on personal phones? | Yes / No / N/A | No | 5 | No customer lists on paper or personal phones, screens locked when unattended. |
| 31 | CCTV footage access log | Is every copy of CCTV footage this quarter logged with who requested it and why? | Yes / No / N/A | No | 3 | Footage requests logged with requester, reason and approver. |
| 32 | DPDP recording notice | Is the DPDP recording notice displayed at the entrance and at any recorded counter? | Yes / No / N/A | Required | 3 | Notice visible at the entrance and every counter where recording happens. |
Loaded into BorentisOps, each required photo is live, GPS and time-stamped, so a photo from yesterday or another store does not pass. Where the brand has a docket or display standard, Drishti scores the photo against it and marks the misses. Every fail raises a ticket with an owner and a deadline, and the regional head sees the store on a heat map before the next visit.
The checklist runs offline and syncs when signal returns, in Hindi, English and Hinglish, and the operations score sits next to the store's selling score from Borentis Floor on one store card. Pricing is per store, so every loss prevention executive and staff member in the store is on the app.
This template is built for a quarterly visit by a Loss Prevention Executive to every store, with extra visits to stores whose weekly self checks or incident reports show a problem. A full audit takes about two hours, most of it on the surprise cash count, the high-value stock count and the void and discount pattern reviews. It works best as an unannounced visit.
The weekly self check is the Store Manager's own review of their store. This quarterly audit is an independent check by the loss prevention team, and its first section tests whether the weekly self checks were done honestly and their tickets closed. It also adds the checks a manager cannot do on their own team, such as pattern reviews of voids, discounts and refunds across the quarter.
Five items are fatal: CCTV footage retention, the full count of high-value stock, back door control, the surprise cash count and customer data exposure. Each one means money or stock may be missing now, or that the store could not prove what happened if it were. A fatal fail caps the audit at zero in BorentisOps and raises a ticket with an owner and a deadline, visible to the Regional Head.
Yes. The Excel file has the same columns as this page and imports into BorentisOps as a checklist with weights, photo rules and fatal flags. A Borentis onboarding person maps the Loss Prevention Executive and Regional Head roles and assigns the audit quarterly. The audit works offline, useful in stockrooms without signal, and photos carry GPS and a time stamp as evidence.