Visitor Information Form Template for Word

These days, it is essential for organizations to keep track of the information of the visitors who visit their facility for any purpose. This helps them maintain the security of the company and they also keep track of the people who come to meet them. When there are so many visitors visiting the premises of a company in a single day, it becomes difficult to keep track of all of them. Therefore, an information form is used.

What is the visitor information form?

It is a document that collects information about people who visit the company for any purpose. This form is used by people as it keeps them organized and also reminds them of who is coming into the company and for what purpose.

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What are the main uses of the visitor’s information form?

Some of the most useful purposes are:

It ensures security and safety:

Organizations that are concerned about security always want to be aware of who is coming to the company so that they can control the access. When a company is aware of who is coming, it can easily make its premises and its people secure. All those people who are not relevant are not permitted to enter. This way, all the people working in the company are sure that they are safe.

It is useful in record-keeping:

Just like other forms, the data collected from these forms is also kept in the records of the company from where it is accessed as and when it is needed. The record is good for making sure that people who are coming in have a solid reason to visit.

What information is added to the visitors’ information form?

This form includes the information that is needed by the company to keep track of the visitors. Some of the main components of the visitors’ information form include:

Date of the visit:

The date of the visit is important to mention for record-keeping purposes. An organization needs to keep tabs on which person visited the company and when.

Details of the visitor:

This form is usually given to the person who is visiting the company. Numerous fields in the form are required to be filled by the visitor. The first section of the form takes the information from the visitor that can be used to identify him.

This information includes the name, contact number, address, ID card number, etc. This information is helpful when a company wants to know the whereabouts of the visitor and wants to make sure that it is cognizant of who has visited and from where that person belongs.

Purpose of the visit:

The visitor also mentions the purpose behind visiting the company. This shows that he has a clear objective to visit a company and he is not going to waste anyone’s time.

In addition, when the form reaches the relevant person and reads the purpose, he then decides whether to let the visitor come in or not. A visitor needs to be truthful as his purpose will be kept in mind by those who are entertaining him according to what he has mentioned.

Identification details:

Some companies also collect identification details such as ID card numbers, identification numbers, fingerprints, etc. to make sure that they can identify the person accurately.

Name of the person he wants to visit:

Some information forms also ask for the name of the person you want to see. This works like a reference because it lets the company know that there is someone in the company whom the visitor wants to meet and therefore, he should be allowed to as he is not going to be harmful to the company.

Acknowledgment statement:

Some companies also add a statement to the form that includes the acknowledgment statement including the acknowledgement that a person is visiting for a said purpose and he is sure that is not a threat to the safety and security of the company.

At the end of this acknowledgment statement, the signatures of the person filling the form are taken which means that he also acknowledges this statement and he will comply with it.