Free template · Visitor sign-in sheet

Free visitor log template

A printable visitor sign-in sheet with every column an auditor expects — date, visitor, company, host, purpose, time in, badge, time out and signature. Free in PDF, Excel and CSV.

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What to record

What goes on a visitor sign-in sheet

Every column in the template answers a question someone will eventually ask: who was here, who let them in, and did they leave. Landscape US Letter, 20 rows per page.

✓Date and time in — when the visitor arrived; the basis of every audit or incident review.

✓Visitor name and company — who they are and who they represent.

✓Host — the employee they came to see, and who is responsible for them on site.

✓Purpose of visit — meeting, interview, delivery, contractor work; it decides what else you need from them.

✓Badge number — ties the person to the badge they were handed, so badges come back.

✓Time out — without it you cannot say who is still in the building during an evacuation.

✓Signature — confirms the entry and, where needed, acceptance of site rules.

How to use it

How to use the visitor log template

Print the PDF and keep it on a clipboard at reception, or share the Excel version with the front desk. Ask every visitor to fill in a row on arrival and add the time out when they leave. Staff should check the host column and phone the host — the sheet won't do it for them.

Store completed sheets somewhere locked, and keep them for the retention period your compliance team sets. A visitor log contains personal data, so treat it that way.

When paper stops working

Where a paper visitor log falls short

A paper sheet is fine for a small office with a few guests a week. Past that, an electronic visitor log saves time and closes the gaps. See how a visitor management system works, or try the check-in kiosk free for 14 days.

✓Everyone can read it — each visitor sees the names and companies of everyone who signed in before them.

✓Hosts aren't told — someone has to phone around while the guest waits.

✓Illegible and incomplete — handwriting, skipped columns and forgotten check-outs.

✓No screening — nothing checks a name against a watchlist or a denied-party list.

✓Hard to search — finding one visit from last March means flipping binders.

✓Useless in an evacuation — a sheet at the front desk can't produce a live list of who is inside.

Frequently asked questions

What should a visitor log include?

At minimum: date, visitor name, company, host, purpose of visit, time in, badge number, time out and signature. Regulated sites may also need citizenship or U.S.-person status and signed agreements.

Is this visitor sign-in sheet free?

Yes. Download the PDF to print, or the Excel and CSV versions to fill in on a computer. No sign-up required.

How long should we keep visitor logs?

It depends on your industry and local law — many organizations keep them for one to three years, and export-controlled sites often longer. Set a retention period with your legal or compliance team and apply it consistently.

What is an electronic visitor log?

A digital record of visits captured at a check-in kiosk or on the visitor's phone. It keeps each entry private, timestamps check-in and check-out automatically, notifies the host and can be searched and exported in seconds.

How do I protect visitor privacy with a paper log?

Use one sheet per visitor or cover earlier entries, keep completed sheets locked away, and dispose of them securely when the retention period ends.

Ready to retire the clipboard?

Every visit logged, every host notified — 14 days free.

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