Free letter template · Word

Software Access Approval

A software access approval is the formal written confirmation from IT to an employee that their request for a software tool or role has been approved, and on what terms. It states the software, role, licence, validity and conditions, and gives both sides a clear record of what was authorised.

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[Company Logo][Company Name]

SOFTWARE ACCESS APPROVAL

Ref. No.:: [Reference Number]
Date:: [Date]
Request Ref.:: [Request Number]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Company Name], [Work Location]

Subject: Approval of Access to [Software Name]

Dear [Employee Name],

With reference to your request dated [DD/MM/YYYY], we are pleased to confirm that access to the software mentioned below has been approved for your official work, subject to the conditions in this letter.

Item	Approved Details
Software / Edition	[Software Name] – [Edition]
Role / Permission	[Role Name]
Licence Type	[Licence Type] (company-owned)
Approved Device(s)	[Asset ID] / [Serial Number]
Valid From	[DD/MM/YYYY]
Valid Till / Review Date	[DD/MM/YYYY]
Approved By	[Reporting Manager], [IT Head Name]

Conditions of use:

The licence is owned by [Company Name] and is assigned to you only for official work. It may not be transferred or used for personal or freelance projects.
Use the software only on the approved company device and log in with your official account.
Do not export, upload or share company or client data from the software beyond what your role requires.
Do not install plug-ins or extensions that are not approved by IT.
Inform IT when you no longer need the access, so the licence can be reassigned.
Access will be reviewed on the review date and may be withdrawn if it is no longer required or if these conditions are not followed.

For installation, login issues or training, please contact the IT helpdesk at [Email ID] or [Mobile Number], quoting the reference number above.

We wish you productive use of the tool.

Yours sincerely,

For [Company Name]
[IT Head Name]
IT Department

Acknowledged by
[Employee Name]
Date: [Date]

cc: [Reporting Manager]; Application Owner; Software Asset Register

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What this template includes

Reference to the original request number
Exact software, edition and role approved
Licence ownership remains with the company
Validity period and review date
Conditions such as no data export or approved devices only
Contact for support and renewals

When to use it

Confirming approval of a software licence or access request
Approving a one-time installation of non-standard software
Granting time-bound access to a tool for a project
Recording an exception to the standard software list

How to customise this template

1Quote the request number from the licence or access request form
2Edit the conditions to match the tool's risk
3Add a training or onboarding note if the tool needs it
4Copy the reporting manager and application owner
5Send as a letter or email on letterhead

HR tips

Be precise about what is approved and what is not
Mention the end date even for long-term access
Note any exception to policy and who approved it
Keep the approval with the licence record for audits

For HR & hiring managers

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Frequently asked questions

Is a written approval needed for software access?+

It is good practice. A written approval shows that access was authorised, by whom and on what terms, which helps during audits and licence reviews.

Can a software access approval be sent by email?+

Yes. Use the same wording in an email from the IT team's official ID and keep it with the request record.

What if the software is approved only for a project?+

State the project name and the end date in the approval, and remove the access when the project ends.

All 50 it assets, admin & company property →

[Company Logo][Company Name]

DATA ACCESS APPROVAL

Ref. No.:: [Reference Number]
Date:: [Date]
Request Ref.:: [Request Number]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Approval for Access to [Dataset Name]

Dear [Employee Name],

Your request dated [DD/MM/YYYY] for access to [Dataset Name] has been reviewed. As the data owner, I approve the access described below, strictly for the purpose of [Purpose] and subject to the conditions set out in this letter.

Item	Approved
Dataset / System	[Dataset Name]
Classification	Confidential / Restricted
Fields approved	[Field Names]
Fields not approved	[Field Names]
Period of data	[DD/MM/YYYY] to [DD/MM/YYYY]
Masking required	[e.g. mobile numbers masked, last 4 digits only]
Form of access	One-time extract / Read-only database view / Recurring report
Approved storage	[Company Drive / Folder Path]
Access valid till	[DD/MM/YYYY]

Conditions of approval:

Letter · Word

Data Access 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

Form · Word

Access 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
Form · Word
Access Card Return Form
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Card No.	Card UID / Serial	Physically Returned	Condition	Disposal
[Card Number]	[Serial Number]	Yes / No	Good / Damaged	Reuse / Destroy

[Company Logo][Company Name]

SYSTEM ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New / Modify / Temporary / Elevated
Ticket Ref.:: [Ticket Number]

1. Requester Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Existing User ID (if any)	[User ID]
User type: Employee / Contractor / Vendor engineer

2. Access Requested

System / Server / Resource	Role or Group	Access Level	From	To	Business Justification
[Domain / Active Directory group]	[Group Name]	Read / Write / Admin	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]
[File server / shared drive path]	[Folder]	Read / Write	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]
[Server name / IP]	[Role]	Read / Admin	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]
[Database]	[Schema / Role]	Read / Write	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]

3. Approver Chain

Form · Word

System Access Request

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[Company Logo][Company Name]

SYSTEM ACCESS REMOVAL FORM

Request No.:: [Reference Number]
Date:: [Date]
Trigger:: Exit / Transfer / Contract End / Access Expiry / Access Review Finding
Effective Date and Time:: [DD/MM/YYYY] [HH:MM]

1. User Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Department	[Department]
Primary User ID	[User ID]
New Department (if transfer)	[Department]
Requested by	[HR Name] / [Reporting Manager]

2. Access to be Removed

System / Resource	User ID / Role	Action	Removed On (Date / Time)	Removed By
Domain / directory account	[User ID]	Disable / Delete / Remove group	[DD/MM/YYYY HH:MM]	[IT Executive Name]
File server / shared drive	[Folder / Group]	Remove	[DD/MM/YYYY HH:MM]	[IT Executive Name]
Server / cloud console	[Role]	Remove	[DD/MM/YYYY HH:MM]	[IT Executive Name]
Database	[Role]	Remove	[DD/MM/YYYY HH:MM]	[IT Executive Name]
Remote access / VPN	[User ID]	Revoke	[DD/MM/YYYY HH:MM]	[IT Executive Name]

3. Access to be Retained (transfers only)

Form · Word

System Access Removal Form

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[Company Logo][Company Name]

VPN / REMOTE ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New / Extension / Vendor / Temporary (travel)

1. User Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager / Vendor Coordinator	[Reporting Manager]
Vendor Company and Contract Ref. (if vendor)	[Vendor Name] / [Reference Number]
Mobile for MFA	[Mobile Number]

2. Reason for Remote Access

Approved hybrid / remote work arrangement
On-call or after-hours support
Business travel
Vendor maintenance or support
Other: [Specify]

3. Device Details

Form · Word

VPN Access Request

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[Company Logo][Company Name]

APPLICATION ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New User / Additional Role / Change in Limit / Remove Role

1. User Details

Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Branch / Location	[Work Location]
Reporting Manager	[Reporting Manager]
Official Email	[Email ID]

2. Application and Role Details

Application	Module	Role (from catalogue)	Data Scope (Company / Branch / Territory)	Approval Limit (₹)	Justification
[ERP / Accounting Software]	[Module]	[Role Name]	[Company Code / Branch]	[Amount]	[Justification]
[CRM]	[Module]	[Role Name]	[Territory]	-	[Justification]
[HRMS / Payroll]	[Module]	[Role Name]	[Entity]	-	[Justification]

Access required from	[DD/MM/YYYY]
Access required till: Permanent / [DD/MM/YYYY]
Licence type: Full / Limited / View-only

Form · Word

Application Access Request

Download .docx

[Company Logo][Company Name]

SOFTWARE LICENSE REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New Purchase / Additional Seats / Renewal / Upgrade

1. Requester

Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]
Cost Centre / Budget Code	[Cost Centre]
Reporting Manager	[Reporting Manager]

2. Software Details

Software name and edition	[Software Name] – [Edition]
Publisher / vendor	[Vendor Name]
Licence model: Perpetual / Annual subscription / Monthly / Per user / Per device
Deployment: Installed / Cloud (SaaS)
Required by	[DD/MM/YYYY]

3. Users and Cost

Form · Word

Software License Request

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Software Access Approval

Preview of the letter

Subject: Approval of Access to [Software Name]

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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