Generally, we have seen security personnel obtaining access by signing a manual record. This type of security system is no longer secure for any firm, particularly in big companies where a lot of movement takes place every day. The gate pass system is used by companies to keep track of visitors that come and exit from their premises. A gate pass can be used to permit the movement of individuals, materials and machines to and from the organization’s grounds. It helps in monitoring and tracking all movements inside an organization.
In this blog, you will understand the importance of gate passes, points to consider while creating a gate pass format and find the best gate pass format and simple gate pass in different formats.
What Is a Gate Pass?
A gate pass is a printed document that must be filled out by the individual who wants to leave the office premises. To obtain approval, the individual must fill out the essential information, including the objective of the visit. Typically, approval is done by authorized personnel who simply sign off the completed gate and will pass paperwork if the reason for moving out or into the organization is relevant. The security personnel in charge of the gate inspect the allowed gate pass paperwork and they will only allow activity if they see the permitted gate pass.
Types of Gate Pass
There are two kinds of gate passes. Employee and material pass. As most of the movement is either people coming in or out or things being sent in or out, two distinct gate passes can be created for these objectives.
Employee Gate Pass
It is intended for employees who wish to resign. It can be for personal or professional reasons. In any case, the employee must complete the employee gate pass and submit it for approval to the Head of Department (HOD). If the HOD approves the reason, he will accept and the pass will be sent to HR. After marking down the movement, the HR department will sign off on the form. Afterwards, the employee can exit by submitting the papers at the gate. This is an efficient method of preventing unauthorized movement.
Materials Gate Pass
Three copies of the gate pass are created for transporting items. The authorized person signs the passes. Two copies of the pass are handed to the person in charge of the movement typically the driver and one copy is kept by the security team at the gate. The driver will keep the other copy until the package arrives at its destination.
Features of a Gate Pass
The following are a gate pass’s prominent features.
- Attendance Entry: This is the Employee entry that requests information such as Name, Attendance Type (in / out / permission / OD / Lunch), Date and Time.
- Gate Entry: Check-in/check-out, Vehicle Type & Number, Driver Name, Materials, Customer Name, Quantity and Bills are used to make vehicle entries.
- Vehicle Movement: This field gathers information such as Trip Type, Date & Time, Customer Name, Transporter Name, Driver Mobile, Expected Distance, Rate/Km, Hours Charge, Start & End Point and so on.
- Visitor Pass: The Visitor Pass screen requests the following information- Visitor Name, Company Name, Email, Phone Number, Visit Purpose and Person To Meet.
Why Do Businesses Need To Implement the Gate Pass System?
Offering Gate Passes can prove to be the most beneficial aspect for businesses for the following reasons:
Increased Security
The gate pass approach decreases the hazards of foreign intervention in the workplace. All visits and appointments are pre-registered and the database stores information on products or guests who are issued ID proofs for security. It monitors all access and departure points and supports security officers in inspecting visitor gate passes, ID cards, materials for visitors, company vehicles and data entry.
Time-Efficiency
The gate pass helps complete duties such as registering, scrutinizing, printing, visitor management and database access more quickly and efficiently.
Easy Maintenance and Accurate Records
The Gate pass approach is far more efficient and can quickly interface with the administrative record to verify the eligibility of visitors. Makes it simple for workers to enter data effectively. The data input procedure using this gate pass is simple and it correctly records every detail about the new visitors while preventing data redundancy.
Sample Gate Pass Format Designs
Sample 1: Material Gate Pass Format
Business Name
|
INWARD GATE PASS |
Date & Time: |
|||||
|
Undermentioned Goods Taken in By: |
IGPNO: |
|||||
|
Supplied By: |
Type: |
Date: |
||||
|
Truck/Tractor Trolly/Railway Wagon No. |
Bill#. |
|||||
|
Prepared By: |
Status: |
Passed: |
||||
|
PO No. |
Description |
Unit |
Qty |
Remarks: |
||
|
Total: |
0 |
0 |
||||
Sample 2: Gate Pass Format for Incoming & Outgoing Goods
Internal Gate Pass
Company Name & Logo
Sr.# _______
Mr./Ms. _______________ En.Code: ______ Dep: _______ Date: _________
Allowed to take the following items/articles Out/In Form: ______ To: ______
| Sr.# | Item Code | Description | Unit | Quantity | Remarks |
| 1 | |||||
| 2 | |||||
| 3 | |||||
| 4 | |||||
| 5 | |||||
| 6 |
| Prepared By Received By Head of Department | Pass IN/OUT Security In charge |
Sample 3: Gate Pass Format for Vehicles with Meter Reading
Company Name & Logo
Travelling/Transport Gate Pass
Date: ____________
| Name: _____________ Department: ___________ Places to Go:____________ Duration(Approx.): ____________________ Signature: _________________________ |
| Vehicle No: __________________ Driver: __________________ Senior Manager Admin: ___________ |
| Meter Reading at Depar: _____________ Time Out: ________________ Meter Reading at return: _______________ Time In: __________________ Distance Covered: ______________ Driver signature: ________________ |
Things To Consider While Issuing Gate Passes to Employees and Visitors
The following is a list of important points to keep in mind while issuing gate passes to employees:
- Always instruct your security agents on the necessity of gate passes.
- Never forget to acquire the visitor’s phone number and signature.
- After the visit, ensure the staff has collected the guest’s signature.
- Even though the employee is known to face still gate pass is compulsory.
- Check that the right in-time and out-time are listed on the gate pass.
- Check that the security official signs the gate pass after reviewing the visitor’s information.
- Keep the gate pass records for at least a year.
FAQs Gate Pass Format
Here are a bunch of important Frequently Asked Questions on gate passes.
What is a material gate pass?
A gate pass is a basic document that lists the specific products being moved outside of the warehouse. Its purpose is to safeguard outgoing transactions and guarantee a more intelligent method of managing and keeping track of the inventory for goods that have not been sent out to fulfil orders.
Who prepares the employee gate pass?
Usually, general managers and above sign gate pass. Each gate pass, however, must first be signed by the HOD before being sent to the GM for final confirmation.
What are the benefits of using a gate pass?
If a gate pass system is implemented in a company, there are several benefits. In addition to preventing unauthorized movement on the organization’s property, the gate pass also enables the organization to keep track of the time of each movement and identify the person who was in charge of it. A gate pass for materials prevents theft and unauthorized carrying. Additionally, it helps the organization’s internal discipline.
What is a gate pass?
The Gate Pass system is recommended for implementing security and reliability in businesses. You can use the gate pass format to track all company activities, track the number of people coming and departing your workplace, print ID cards, visitor gate passes and material passes, record vehicle and driver data and more.
Is the gate pass system recommended?
Definitely! Implementing gate passes is one of the best ways to improve a company’s hold on its security, which is why it is surely recommended.
With the help of the gate pass format, you can efficiently manage the surveillance and security processes. You will save time and effort. You will notice an increase in workplace efficiency and a sense of ease in the workplace premises.
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