Security visitor log template
kept by the officer
A security visitor log records who entered a site, who authorized them, what credential they were given and when they left. This free visitor log template has one line per person with ten columns: time in, name, company, host, purpose, ID checked, badge issued, vehicle and plate, time out and the officer’s initials. Print it from this page. When the desk gets busy, CGuardPro keeps the same log on the officer’s phone, searchable after the shift.
What goes in each column?
Ten columns, one line per visitor.
Date and time in
Written when the visitor arrives at the post, to the minute. The time out goes in its own column later — never fill both at once.
Visitor name
Printed in full as it appears on the ID that was checked, not as the visitor spells it aloud.
Company
Who they work for or represent. "Self" for personal visits. For contractors, the contracting company, not the trade.
Host / person visited
The person or unit who authorized the visit. A visit nobody authorized is not a visit; it is a refusal or a call to the supervisor.
Purpose
Delivery, maintenance, interview, meeting, guest. Short and consistent, so the log can be filtered later.
ID checked
The type of ID seen (driver license, passport, company badge). Record only what your client and local privacy rules allow — many sites write the ID type and the last digits, not the full number.
Badge / credential issued
The visitor badge, key or access card number handed over. This is what lets you count credentials at the end of the day.
Vehicle and plate
Make, color and plate, plus the parking spot if the site assigns one.
Time out
Written when the visitor leaves and returns the credential. An empty time out at shift change is a visitor still on site — or a badge that never came back.
Officer initials
Who logged the entry. On a busy desk with two officers, it is the only column that says who let whom in.
What a good line looks like
EXAMPLE · 10/02 09:12 · Daniel Ortiz · Allied HVAC · host: Facilities, K. Reed · maintenance
Driver license (last 4: 2291) · badge V-07 · white Ford Transit, plate on file, dock 2 · out 11:40, badge returned · TL
Rules for the officer at the desk
- One line per person. A group of three is three lines, each with its own badge.
- Check the ID before writing the name, and write the name from the ID.
- Call the host before the visitor goes in, unless the client has pre-authorized the visit.
- Never hand the clipboard to the visitor to fill in: the log is the officer's record, not a guest book.
- At shift change, read every open line aloud to the relief officer — those are the people still inside.
- Do not leave the log open on the counter where the next visitor can read the names above.
The blank form
Prints on its own, without the rest of this page. Use landscape.
SECURITY VISITOR LOG
Site: ______________________ Post: ______________ Date: ____________ Page ____ of ____
| Time in | Visitor name | Company | Host | Purpose | ID checked | Badge | Vehicle / plate | Time out | Init. |
|---|---|---|---|---|---|---|---|---|---|
Open lines reviewed at shift change by: ______________ Time: ________
Questions about visitor logs
What should a security visitor log include?+
At minimum: date and time in, visitor name, company, host, purpose, the ID checked, the badge or credential issued, vehicle and plate, time out and the officer's initials. This visitor log template has those ten columns, one line per person.
Can I write down the visitor's ID number?+
It depends on your client's policy and the privacy rules where the site is. Many sites record the ID type and only the last digits. Agree it with the client in the post orders before the post opens, and do not collect more than you need.
Is this template free? Do I need to sign up?+
Free, with no sign-up. Print the blank form from this page with the button above it, or copy the columns into your own sheet and add your company name.
How is a visitor log different from a sign-in sheet?+
A sign-in sheet is filled in by the visitor; a security visitor log is kept by the officer. The difference matters when something goes wrong: the officer's log records the ID that was checked, the host who authorized the visit and the badge that was handed over.
How do we know who is still on site?+
Every line without a time out. Reviewing those lines at each shift change and at closing is the simplest way to catch both visitors who never signed out and credentials that never came back.
The same log, on the officer’s phone
Used by 600+ security companies, CGuardPro logs visitors, contractors and deliveries from the guard app with host, company, credential, reason, vehicle and plate — the plate is read from a photo — and entry and exit times from the server. Clients can pre-authorize visitors with a QR pass, and each client searches the gate log for its own sites from the client portal.