Free security visitor log template
A printable visitor sign-in log for security officers at a gate or reception, with the details clients and auditors ask for. Print it, or save it as a PDF.
What should a security visitor log include?
A security visitor log should record each visitor's name and company, the person they are visiting, the purpose of the visit, the time in and time out, the badge or pass number issued, the vehicle registration if they park on site, and the initials of the officer who signed them in. Check it at handover for anyone not signed out.
Section by section
Who
The visitor's full name and company, checked against ID if the site requires it.
Visiting whom and why
The host they are visiting and the purpose, so the officer can confirm the visit is expected.
Times
Time in and time out, so you know who is still on site in an emergency.
Pass or badge
The pass number issued, and confirmation that it came back.
Vehicle
Registration of any vehicle brought on site.
Officer
The initials of the officer who signed the visitor in and out.
Visitor log template
Use your browser's print dialog to print it or save it as a PDF; only the template is printed.
Log details
Visitors
| In | Name | Company | Visiting | Purpose | Pass no. | Vehicle reg. | Out | Officer |
|---|---|---|---|---|---|---|---|---|
Notes
Sign-off
Free template from ForceVera · forcevera.com/templates
Keeping a visitor log that works
- Write the time in and out as it happens, never from memory.
- Check the log at every handover and follow up anyone not signed out.
- Ask the host to collect visitors rather than letting them walk the site alone, if the post orders say so.
- Keep completed log pages for as long as your contract and data protection rules require, then dispose of them securely.
- Bring the log with you at a fire evacuation: it is your list of who is on site.
Visitors in the daily report
ForceVera has no separate visitor sign-in module, but officers can record visitors and deliveries in their daily activity reports from the phone, and each client gets a daily report in your branding. See incident & daily reports in ForceVera.
Questions, answered
Why do security sites keep a visitor log?
It shows who was on site and when, helps account for everyone in an evacuation, and gives a record for investigations, audits and the client.
Is a visitor log personal data?
Yes. Names, companies and vehicle registrations are personal data, so keep the log secure, collect only what you need and keep it no longer than necessary under the data protection law that applies to you.
Who should sign visitors out?
The officer on duty, when the visitor leaves and returns their pass. Unreturned passes and visitors not signed out should be noted and passed to the next shift.
Does ForceVera have a visitor management system?
No. ForceVera does not have a separate visitor sign-in module. Officers can note visitors and deliveries in their daily activity reports from the guard app, and those reports reach the client.
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