Free form template · Word

Software License Request

A software license request form is used when an employee or team needs paid software that is not part of the standard build, such as design, analytics or engineering tools. It captures the product, edition, number of licences, cost in rupees and budget code, and goes through the manager, IT and finance for approval and purchase.

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[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

User Name	Employee ID	Licence Type	Cost per Licence (₹)	GST (₹)	Total (₹)
[Employee Name]	[Employee ID]	[Licence Type]	[Amount]	[Amount]	[Amount]
[Employee Name]	[Employee ID]	[Licence Type]	[Amount]	[Amount]	[Amount]
[Employee Name]	[Employee ID]	[Licence Type]	[Amount]	[Amount]	[Amount]

Total cost: ₹[Amount]
Renewal date (if subscription)	[DD/MM/YYYY]

4. Business Justification

[Explain the work this software is needed for, the benefit to the team, and why existing tools are not sufficient.]

Alternatives considered (free / existing tools)	[Details]
Unused licences available internally: Yes / No

5. IT Review

Compatible with standard device build
Security and data-protection terms reviewed
Single sign-on / company account supported
Not a duplicate of an existing approved tool
Added to software asset register on purchase

6. Approval Chain

Approver	Name	Decision	Date
Reporting Manager	[Reporting Manager]	Approved / Rejected	[DD/MM/YYYY]
IT Head	[IT Head Name]	Approved / Rejected	[DD/MM/YYYY]
Finance (budget)	[Finance Manager]	Approved / Rejected	[DD/MM/YYYY]
Management (above ₹[Amount])	[Authorised Signatory]	Approved / Rejected	[DD/MM/YYYY]

7. Procurement

PO No.	[PO Number]
Invoice No.	[Invoice Number]
Licence keys / seats assigned on	[DD/MM/YYYY] by [IT Executive Name]

Requested by
[Employee Name]
Date: [Date]

Approved by
[IT Head Name]
Date: [Date]

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What this template includes

Exact product, edition and licence model (perpetual, subscription, per user)
Number of licences and named users
Cost per licence and total, with GST
Free or existing alternatives considered
IT security and compatibility review
Budget code and finance approval

When to use it

A designer needs a paid design suite
A team wants a new SaaS tool with per-user pricing
An existing licence is expiring and must be renewed
More seats are needed for a growing team

How to customise this template

1Add your budget codes or cost centres
2Set approval thresholds by amount
3List approved vendors or resellers
4Include a data-protection review for cloud tools handling personal data
5Link approved requests to your software asset register

HR tips

Check unused licences in the company before buying new ones
Prefer company-owned accounts, not personal sign-ups on a company card
Record renewal dates to avoid auto-renewals of unused tools
Ask IT to review security terms for any tool that stores company data

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Frequently asked questions

Why do companies need a software license request process?+

It controls cost, avoids unlicensed use, and lets IT check security and compatibility before new software enters the company.

Should GST be included in the software cost estimate?+

Yes, show the cost including GST so finance can budget correctly, and note whether input tax credit is available.

What is the difference between a licence request and an access request?+

A licence request is about buying or allocating a paid seat. An access request is about giving a user permissions in software the company already uses.

All 50 it assets, admin & company property →

[Company Logo][Company Name]

EMAIL ACCOUNT CREATION REQUEST

Request No.:: [Reference Number]
Date:: [Date]
Requested by:: [HR Name] / [Reporting Manager]
Required by:: [DD/MM/YYYY]

1. Request Type

New employee mailbox
Contractor / consultant mailbox (time-bound)
Shared / functional mailbox (e.g. support@)
Additional alias / name change

2. User Details

Full Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Date of Joining	[Date of Joining]
Work Location	[Work Location]
Personal email for credential delivery	[Personal Email]
Mobile for MFA setup	[Mobile Number]

3. Mailbox Details

Form · Word

Email Account Creation Request

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[Company Logo][Company Name]

EMAIL ACCOUNT CLOSURE REQUEST

Request No.:: [Reference Number]
Date:: [Date]
Requested by:: [HR Name]
Priority:: Normal (last working day) / Urgent (immediate block)

1. Account Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]
Email ID	[Email ID]
Aliases / shared mailboxes owned	[Details]
Last Working Day	[Last Working Day]

2. Closure Instructions

Action	Required	Details
Block sign-in	Yes	On [DD/MM/YYYY] at [HH:MM]
Auto-reply	Yes / No	For [Number] days
Forward incoming mail	Yes / No	To [Email ID] till [DD/MM/YYYY]
Delegate access to manager	Yes / No	[Reporting Manager] till [DD/MM/YYYY]
Convert to shared mailbox	Yes / No	Owner: [Owner Name]
Remove from distribution lists	Yes	All
Transfer ownership of shared mailboxes	Yes / No	To [Employee Name]

3. Auto-Reply Text

Form · Word

Email Account Closure Request

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[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]

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

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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:

Letter · Word

Software Access Approval

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[Company Logo][Company Name]
PASSWORD / MFA RESET REQUEST
Ticket No.:
[Ticket Number]
Date and Time:
[DD/MM/YYYY] [HH:MM]
Request Received via:
Walk-in / Phone / Ticket / Manager
1. Requester
Name [Employee Name]
Employee ID [Employee ID]
Department [Department]
Registered Mobile [Mobile Number]
Reporting Manager [Reporting Manager]
2. Account to be Reset
System / Application User ID Reset Type
[Domain / Email] [User ID] Password / Unlock / MFA re-enrol
[Application Name] [User ID] Password / Unlock / MFA re-enrol
3. Reason
Form · Word
Password Reset Request
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System / Application	User ID	Reset Type
[Domain / Email]	[User ID]	Password / Unlock / MFA re-enrol
[Application Name]	[User ID]	Password / Unlock / MFA re-enrol

[Company Logo][Company Name]

DATA ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Access Type:: One-time Extract / Recurring Report / Read Access to Database / Share with Vendor

1. Requester

Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]

2. Data Requested

Dataset / system / report name	[Dataset Name]
Data owner	[Data Owner Name]
Classification: Internal / Confidential / Restricted
Period covered	[DD/MM/YYYY] to [DD/MM/YYYY]
Frequency: One-time / Weekly / Monthly

Field / Column	Needed for	Personal Data?	Masking Acceptable?
[Field Name]	[Purpose]	Yes / No	Yes / No
[Field Name]	[Purpose]	Yes / No	Yes / No
[Field Name]	[Purpose]	Yes / No	Yes / No
[Field Name]	[Purpose]	Yes / No	Yes / No

Form · Word

Data Access Request

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Software License Request

Preview of the form

1. Requester

2. Software Details

3. Users and Cost

4. Business Justification

5. IT Review

6. Approval Chain

7. Procurement

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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