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Access Card Issue Form

An access card issue form authorises an RFID or proximity card that opens specific doors, floors or zones during set hours. The employee requests it, the manager and zone owner approve the areas, and security programs the card, so every door permission has a recorded approval.

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[Company Logo][Company Name]

ACCESS CARD ISSUE FORM

Request No.:: [Reference Number]
Date:: [Date]
Site / Building:: [Work Location]
Request Type:: New / Additional Access / Replacement / Temporary

1. Card Holder Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Category: Employee / Contractor / Intern / Consultant
Shift Timing	[Shift Timing]

2. Access Required

Zone / Door	Required (Yes/No)	Days	Time Window	Business Justification
Main entrance and reception	Yes / No	Mon–Sat	[HH:MM] to [HH:MM]	[Justification]
Floor [Floor] work area	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Server / network room	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Store / record room	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Parking / basement	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]

Access valid from	[DD/MM/YYYY]
Access valid till	[DD/MM/YYYY] / Until exit

3. Approval Chain

Approver	Name	Decision	Signature	Date
Reporting Manager	[Reporting Manager]	Approved / Rejected	[Signature]	[DD/MM/YYYY]
Restricted Zone Owner	[Zone Owner Name]	Approved / Rejected	[Signature]	[DD/MM/YYYY]
Admin / Security Head	[Security Head Name]	Approved / Rejected	[Signature]	[DD/MM/YYYY]

4. Card Programmed (Security use)

Card No.	Card UID / Serial	Biometric Enrolled	Programmed By	Date
[Card Number]	[Serial Number]	Yes / No / Not applicable	[Security Officer]	[DD/MM/YYYY]

5. Card Holder Undertaking

I will use only my own card and will not lend it to anyone.
I will not allow tailgating or hold secured doors open for others.
I will report a lost card immediately so it can be blocked.
I understand that access logs may be reviewed for security and attendance purposes.
I will return the card on exit or at the end of the validity period.

I have received Access Card No. [Card Number] programmed for the zones approved above and agree to follow the company's physical security rules.

Card Holder
[Employee Name]
Date: [Date]

Issued by
[Security Officer]
Security / Admin
Date: [Date]

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What this template includes

Card serial or UID linked to one employee
Zone-by-zone access list rather than blanket access
Time windows for shifts, weekends and holidays
Approver chain: reporting manager, zone owner, security
Rules on tailgating and lending cards
Validity date for temporary access

When to use it

A new joiner needs entry to the office, floor and common areas
An employee needs extra access to a server room, store or lab
Shift staff need after-hours or weekend access
A replacement card is issued after loss

How to customise this template

1Replace the zone list with your floors, doors and restricted rooms
2Set default access per role and require extra approval for restricted zones
3Add biometric enrolment if your doors use fingerprint or face readers
4Define who owns each restricted zone, such as IT for server rooms
5Set an expiry for interns, contractors and project staff

HR tips

Give least-privilege access and add zones only on request
Never program a restricted zone without the zone owner's signature
Set an expiry date on all non-permanent cards
Review access lists quarterly against the active employee list

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Frequently asked questions

Who approves access to a restricted area?+

The employee's reporting manager confirms the business need, and the owner of that area, such as IT for the server room or finance for the cash room, gives final approval before security programs the card.

What is tailgating?+

Tailgating means following someone through a secured door without using your own card. Most access policies prohibit it because it defeats the access record.

Is the ID card the same as the access card?+

In many offices one card serves both purposes. If so, use this form for door permissions and the ID card form for the printed details.

All 50 it assets, admin & company property →

[Company Logo][Company Name]
CORPORATE SIM CARD ISSUE FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Corporate Account No.:
[Account Number]
Issuing Office:
[Work Location]
Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Cost Centre [Cost Centre]
SIM Details
Asset ID Mobile Number Operator SIM Serial (ICCID) Type Activation Date
[Asset ID] [Mobile Number] [Operator] [ICCID] Voice + Data / Data only [DD/MM/YYYY]
Plan and Permissions
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Asset ID	Mobile Number	Operator	SIM Serial (ICCID)	Type	Activation Date
[Asset ID]	[Mobile Number]	[Operator]	[ICCID]	Voice + Data / Data only	[DD/MM/YYYY]

[Company Logo][Company Name]

EMPLOYEE ID CARD ISSUE FORM

Form No.:: [Reference Number]
Date:: [Date]
Type:: New / Reissue (Change in Details) / Replacement (Lost or Damaged)

Section 1: Details to be Printed on the Card

Name (as to be printed)	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Blood Group	[Blood Group]
Emergency Contact Name and Number	[Contact Name] / [Mobile Number]
Work Location	[Work Location]
Valid Till (for contract / fixed-term staff)	[DD/MM/YYYY]

Section 2: Category of Card

Permanent employee
Probationer
Trainee / Intern
Contract / Outsourced staff (Agency: [Agency Name])
Consultant

Section 3: Photograph

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ID Card Issue Form

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[Company Logo][Company Name]
ACCESS CARD RETURN AND DEACTIVATION FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Site / Building:
[Work Location]
Return Type:
Full Surrender / Partial Zone Withdrawal
Card Holder
Name [Employee Name]
Employee ID / Vendor ID [Employee ID]
Department [Department]
Reason: Exit / Contract End / Transfer / Role Change / Card Damaged
Effective Date and Time [DD/MM/YYYY] [HH:MM]
Card Surrendered
Card No. Card UID / Serial Physically Returned Condition Disposal
[Card Number] [Serial Number] Yes / No Good / Damaged Reuse / Destroy
Zone Access Revoked
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Access Card Return Form
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[Company Logo][Company Name]
FUEL CARD ISSUE FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Card Provider:
[Oil Company / Bank Name]
Customer / Account ID:
[Account Number]
1. Card Holder
Name [Employee Name]
Employee ID / Driver ID [Employee ID]
Designation [Designation]
Department / Territory [Department]
Reporting Manager [Reporting Manager]
Mobile (for transaction alerts) [Mobile Number]
2. Card and Vehicle Details
Card No. (last 4 digits) Card Valid Till Linked Vehicle Reg. No. Vehicle Type Fuel Type
XXXX [Last 4 Digits] [MM/YYYY] [Registration Number] Car / Two-wheeler / Commercial Petrol / Diesel / CNG
3. Limits and Permitted Use
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Fuel Card Issue Form
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Card No.	Card UID / Serial	Physically Returned	Condition	Disposal
[Card Number]	[Serial Number]	Yes / No	Good / Damaged	Reuse / Destroy

Card No. (last 4 digits)	Card Valid Till	Linked Vehicle Reg. No.	Vehicle Type	Fuel Type
XXXX [Last 4 Digits]	[MM/YYYY]	[Registration Number]	Car / Two-wheeler / Commercial	Petrol / Diesel / CNG

[Company Logo][Company Name]

LAPTOP ISSUE FORM

Form No.:: [Reference Number]
Date of Issue:: [Date]
Company:: [Company Name]
Location:: [Work Location]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Mobile Number	[Mobile Number]
Official Email ID	[Email ID]
Work Mode: Office / Hybrid / Remote

2. Laptop Details

Asset ID	Make / Model	Serial Number	Configuration	Condition at Issue
[Asset ID]	[Make / Model]	[Serial Number]	[Processor / RAM / Storage / OS]	New / Good / Fair – [Remarks]

3. Accessories Issued

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Laptop Issue Form

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[Company Logo][Company Name]

DESKTOP / WORKSTATION ISSUE FORM

Form No.:: [Reference Number]
Date of Issue:: [Date]
Office / Floor:: [Work Location] / [Floor]
Seat / Bay No.:: [Seat Number]

A. User Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department / Process	[Department]
Shift: General / Morning / Evening / Night
Team Leader / Reporting Manager	[Reporting Manager]

B. Hardware Components Issued

Component	Asset ID	Make / Model	Serial Number	Condition
CPU / Mini PC	[Asset ID]	[Make / Model]	[Serial Number]	[Condition]
Monitor	[Asset ID]	[Make / Model / Size]	[Serial Number]	[Condition]
Keyboard and Mouse	[Asset ID]	[Make / Model]	[Serial Number]	[Condition]
UPS	[Asset ID]	[Make / VA Rating]	[Serial Number]	[Condition]
Headset / Webcam	[Asset ID]	[Make / Model]	[Serial Number]	[Condition]

C. System and Network Configuration

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Desktop Issue Form

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[Company Logo][Company Name]

COMPANY MOBILE PHONE ISSUE FORM

Ref. No.:: [Reference Number]
Date:: [Date]
Company:: [Company Name]
Issued from:: [Work Location]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department / Territory	[Department]
Reporting Manager	[Reporting Manager]
Personal Contact Number	[Mobile Number]
Purpose of handset: Field sales / Service / On-call / Management / Other

2. Handset Details

Asset ID	Make / Model	Colour / Storage	IMEI 1	IMEI 2	Condition
[Asset ID]	[Make / Model]	[Colour / GB]	[IMEI 1]	[IMEI 2]	New / Refurbished – [Remarks]

3. Accessories

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Mobile Phone Issue Form

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[Company Logo][Company Name]

CORPORATE SIM CARD RETURN FORM

Ref. No.:: [Reference Number]
Date:: [Date]
SIM Issue Form Ref.:: [Issue Form Number]

Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]
Reporting Manager	[Reporting Manager]
Reason: Exit / Role Change / Replacement / Operator Change
Last Working Day	[Last Working Day]

SIM Returned

Mobile Number	Operator	ICCID	ICCID Matches?	Physical SIM Returned
[Mobile Number]	[Operator]	[ICCID]	Yes / No	Yes / No (eSIM deleted)

Billing Settlement

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SIM Card Return Form

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Name	[Employee Name]
Employee ID / Driver ID	[Employee ID]
Designation	[Designation]
Department / Territory	[Department]
Reporting Manager	[Reporting Manager]
Mobile (for transaction alerts)	[Mobile Number]

Access Card Issue Form

Preview of the form

1. Card Holder Details

2. Access Required

3. Approval Chain

4. Card Programmed (Security use)

5. Card Holder Undertaking

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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