Free form template · Word

VPN Access Request

A VPN access request form lets an employee or vendor ask for secure remote access to the company network, specifying the device, network areas needed and duration. The manager approves the business need, IT security checks the device, and IT sets up the VPN profile with multi-factor authentication.

Editable Word (.docx)
Made for India
20 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the form

[Highlighted] = fill in

[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

Device Type	Owner	Asset ID / Serial No.	OS and Version	Antivirus Active	Disk Encrypted
Laptop	Company / Personal / Vendor	[Asset ID] / [Serial Number]	[OS]	Yes / No	Yes / No

4. Access Scope and Duration

Network Segment / System	Required	Justification
Email and intranet	Yes / No	[Justification]
ERP / business applications	Yes / No	[Justification]
File server / shared drives	Yes / No	[Justification]
Servers / development environment	Yes / No	[Justification]

Access from	[DD/MM/YYYY]
Access till	[DD/MM/YYYY]
Allowed time window: 24x7 / [HH:MM] to [HH:MM]

5. Approver Chain

Approver	Name	Decision	Date
Reporting Manager	[Reporting Manager]	Approved / Rejected	[DD/MM/YYYY]
IT Security (device and scope check)	[IT Security Name]	Approved / Rejected	[DD/MM/YYYY]
IT Head (vendor / server access)	[IT Head Name]	Approved / Rejected	[DD/MM/YYYY]

6. User Undertaking

I will connect only from the device listed above and keep it updated and protected.
I will not share my VPN credentials or MFA codes with anyone.
I will avoid unsecured public Wi-Fi, and will lock or disconnect my session when not in use.
I will not download company data to personal storage.
I understand VPN sessions are logged and may be reviewed.

7. IT Setup

VPN profile / user ID	[User ID]
MFA enrolled: Yes / No
Expiry set	[DD/MM/YYYY]
Configured by	[IT Executive Name] on [DD/MM/YYYY]

User
[Employee Name]
Date: [Date]

IT Department
[IT Executive Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Device to be used, preferably company-managed
Network segments or systems required, rather than full network access
Access duration and time windows
MFA requirement
Security checks such as updated antivirus and encryption
Undertaking on public Wi-Fi and session locking

When to use it

An employee moves to hybrid or remote work
A support engineer needs after-hours access to servers
A vendor needs time-bound remote access for maintenance
An employee travels and needs access to internal systems

How to customise this template

1Name your VPN client and authentication method
2List network segments, for example ERP, file server, dev servers
3Decide whether personal devices are allowed at all
4Add vendor details and contract reference for third-party access
5Set a default expiry for vendor and temporary access

HR tips

Prefer company-managed devices for VPN; restrict personal devices
Always enforce MFA on VPN accounts
Give vendors access only for the maintenance window
Review VPN users monthly against the active employee list

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

Can employees use personal laptops for VPN?+

It depends on your IT policy. Many companies allow VPN only from company-managed devices; if personal devices are allowed, they must meet security checks.

Who approves VPN access?+

The reporting manager approves the business need and IT security approves the device and network scope before IT creates the VPN profile.

Should vendor VPN access be permanent?+

No. Vendor access should be limited to the systems and time period needed, and removed after the work is complete.

All 50 it assets, admin & company property →

[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

Download .docx

[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]

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

Download .docx

[Company Logo][Company Name]
FACILITY ACCESS REQUEST FORM
Request No.:
[Reference Number]
Date of Request:
[Date]
Facility / Site:
[Work Location]
Access Type:
After hours / Weekend / Holiday / Other site / Special area
1. Requester
Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Mobile Number [Mobile Number]
Supervising employee on site [Employee Name]
2. Access Details
Date(s) [DD/MM/YYYY] to [DD/MM/YYYY]
Time [HH:MM] to [HH:MM]
Areas required [Floor / Room / Warehouse / Training Hall]
Purpose [Purpose]
3. People Entering
Form · Word
Facility Access Request
Download .docx

Date(s)	[DD/MM/YYYY] to [DD/MM/YYYY]
Time	[HH:MM] to [HH:MM]
Areas required	[Floor / Room / Warehouse / Training Hall]
Purpose	[Purpose]

[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

Download .docx

[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
Download .docx

Card No.	Card UID / Serial	Physically Returned	Condition	Disposal
[Card Number]	[Serial Number]	Yes / No	Good / Damaged	Reuse / Destroy

[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

Download .docx

[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

Download .docx

VPN Access Request

Preview of the form

1. User Details

2. Reason for Remote Access

3. Device Details

4. Access Scope and Duration

5. Approver Chain

6. User Undertaking

7. IT Setup

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates