Please see below some of the points that I think we need to mention:
- Please clarify where and to whom the keys need to be given; as you have only mentioned “security department” this might lead to confusion and ambassadors might tend to think that they have to bring it to your office.
- Please mention that everybody needs to have his nominative key and that the key needs to be handed back personally
- How will the ambassador be identified by the security person? Do they need to show their passport?
- Please mention as well that both, mechanic as well as card key needs to be returned
- Who will contact the ambassador in case that the key has not been returned? What happens if the ambassador cannot be contacted?
- How is the box with the keys secured when there is nobody around?