Free visitor log template
Free visitor log template (PDF-ready). Capture visitor name, company, host, badge, arrival and departure times. Australian WHS compliant. Download now.
Updated 28 Sept 2026
Visitor Log
Workplace visitor sign-in and sign-out register. Record all visitors, contractors and deliveries.
| # | Visitor Name | Company | Visiting (Host) | Purpose of Visit | Badge | Arrival | Departure | Ind. | Signature |
|---|---|---|---|---|---|---|---|---|---|
| e.g. | - | - | - | - | - | - | - | - | - |
| 1 | |||||||||
| 2 | |||||||||
| 3 | |||||||||
| 4 | |||||||||
| 5 |
The PDF includes all 20 numbered rows, ready to print or fill on screen.
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These templates are free general guides provided as-is. They do not constitute legal, safety or compliance advice. You are responsible for ensuring any form meets your specific workplace obligations, industry standards and applicable regulations.
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Short answer
A visitor log records everyone who enters and leaves a site who is not a regular worker: name, company, host, purpose, badge number, induction status, sign-in and sign-out times and signature. Reception or the site supervisor runs it for every visit and checks sign-outs daily. The log supports the emergency plan regulation 43 of the model WHS Regulations requires, by showing who is on site.
Checked against Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) on by the MapTrack templates team. How we check templates
Key takeaways
- The MapTrack visitor log template has 9 columns and room for 20 entries. Columns: Visitor Name, Company, Visiting (Host), Purpose of Visit, Badge, Arrival, Departure, Ind., Signature.
- Record every visitor's name, company, host, purpose, badge number and arrival and departure times, so wardens know who to account for at the muster point.
- Give each visitor a safety briefing before they go past reception, covering exits, the muster point, restricted areas, required PPE and who to contact in an emergency.
- Check at the end of each day that every arrival has a departure time, and follow up any visitor who did not sign out.
- No single regulation requires a visitor log by name, but the primary duty of care in section 19 of the WHS Act covers visitors too.
- No retention period is prescribed for visitor logs, so set one in your records policy, and file the log with any notifiable incident record involving a visitor, which section 38 of the WHS Act requires you to keep for at least 5 years.
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Used by construction, mining and field service teams
What is a visitor log template?
A visitor log template is a structured sign-in sheet used to record the details of every person entering and leaving a workplace, site or facility. The log captures the visitor name, company or organisation, the host they are visiting, the purpose of the visit, badge or pass number issued, arrival time and departure time. Under Australian WHS legislation, a person conducting a business or undertaking (PCBU) has a primary duty of care that extends to visitors and other persons at the workplace. Maintaining an accurate visitor log is a fundamental control that supports emergency evacuation accounting, security oversight and regulatory compliance. In an emergency, the visitor log is critical because it tells wardens exactly who is on site and who needs to be accounted for at the muster point. Without it, evacuations cannot be verified as complete. Beyond emergencies, a visitor log also provides an audit trail for security incidents, contractor management, insurance investigations and access control. This template is designed for Australian workplaces and can be used across construction sites, offices, warehouses, manufacturing facilities and any other workplace where non-regular personnel attend. WHS Act 2011, Section 19, extends the primary duty of care to all persons at the workplace, including visitors. A visitor log is the foundational record for demonstrating that visitors were tracked and accounted for.
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Benefits of using this visitor log template
- Emergency accounting: know exactly who is on site at any moment so that evacuations can be verified as complete.
- Duty of care compliance: demonstrate that the PCBU is managing visitor safety by recording and monitoring all persons on the premises.
- Security oversight: maintain a record of who entered, when they arrived, who they visited and when they departed.
- Contractor management: supplement contractor induction records with a running log of site attendance and hours.
- Insurance and incident evidence: a dated, signed visitor record provides documentary evidence if an incident or claim arises.
- Simple to implement: a paper-based visitor log requires no special software or hardware, making it suitable for any workplace.
Benefits of digitising forms in MapTrack
When you move your log / registers from paper to MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Email the right people when a form is submitted, with an automation you set up.
- File every completed form against the asset, location or person it covers.
- Download any completed form as a PDF, with failed answers listed at the top.
- Fill in forms offline; they upload when the device is back online.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Set who can view, fill in or edit forms with user roles.
- Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
- Email safety managers when a hazard report is submitted, with an automation you set up.
- Keep every hazard and incident report against the site it came from, with photos.
- Turn a hazard report into a corrective-action work order with its own review step.
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Asset Coordinator, Saunders International
What to include in a visitor log template
This visitor log template covers 8 key areas:
- Visitor details: full name and company or organisation.
- Host details: name of the person being visited and their department or area.
- Purpose of visit: brief description of why the visitor is on site.
- Badge or pass: visitor badge number or pass type issued at reception.
- Arrival time: time of sign-in, recorded by the visitor.
- Departure time: time of sign-out, recorded by the visitor when leaving.
- Induction status: confirmation that a visitor safety briefing or induction was provided.
- Signature: visitor signature confirming they have read and will comply with site rules.
How to use this visitor log template
- Position the visitor log at the main entry point with a pen and visitor badges.: The log should be clearly visible and accessible at reception, the site office or the main gate. Include a brief instruction card explaining what the visitor must fill in. Provide visitor badges or lanyards so that signed-in visitors are easily identifiable on site.
- Each visitor completes the sign-in row upon arrival.: The visitor records their full name, company, the host they are visiting, purpose of visit, arrival time, and signs the entry. Reception or the site supervisor issues a visitor badge and records the badge number in the log.
- Deliver or confirm a visitor safety briefing before granting access.: Before the visitor proceeds past reception, provide a brief safety orientation covering emergency exits, muster point location, restricted areas, mandatory PPE (if applicable) and who to contact in an emergency. Mark the induction column as complete in the log.
- The visitor signs out and returns their badge upon departure.: When leaving, the visitor records their departure time in the same row and returns their visitor badge. The receptionist or supervisor should verify the badge is returned. Incomplete sign-outs should be followed up at the end of each day.
- Review and archive the log daily, following up on any incomplete entries.: At the end of each business day, check that every arrival has a corresponding departure time. Follow up on any unsigned-out visitors. Completed log sheets should be filed and retained for a minimum of two years for audit and insurance purposes.
In MapTrack, you can digitise safety inspections and compliance forms. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full visitor log template as a PDF.Back to download formHow often should you complete this log / register?
A visitor log should be completed for every visit, every time. There is no threshold below which recording can be skipped. The log should be reviewed daily by reception staff or the site supervisor to identify any incomplete sign-outs. Completed log sheets should be archived at least monthly. Retention periods vary, but a minimum of two years is recommended to cover insurance claim windows. If a visitor was involved in a notifiable incident, keep the log with the incident record, which the model WHS Act requires to be kept for at least five years from the day the regulator is notified.
Organisations with frequent visitor traffic should review the log process quarterly to ensure sign-in, escort and sign-out procedures are being followed consistently.
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Frequently asked questions
Applicable regulatory standards
This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.
| Standard | Edition | Clauses this template relies on | Source |
|---|---|---|---|
| Model Work Health and Safety RegulationsThe workplace emergency plan, including evacuation; the log shows which visitors wardens need to account for. | Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| Model Work Health and Safety Act (Model Work Health and Safety Bill)The primary duty extends to other persons at the workplace, and notified incident records are kept for at least 5 years. | Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| Planning for emergencies in facilitiesPlanning for emergencies in facilities, including the emergency control organisation whose wardens use the log at the muster point. | AS 3745-2010 (incl. Amd 1:2014, Amd 2:2018) |
| Standards AustraliaSold by the publisher |
| Privacy Act 1988For organisations the Act covers: collect only necessary details, take reasonable steps to tell visitors why, and to keep the records secure. | Compilation C2026C00227, effective 2026-06-04, registered 2026-06-17; current as at 2026-10-26 (Federal Register of Legislation) |
| Commonwealth of Australia (Federal Register of Legislation) |
Model Work Health and Safety Regulations
Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)
The workplace emergency plan, including evacuation; the log shows which visitors wardens need to account for.
- reg 43: A PCBU must prepare, maintain and implement an emergency plan for the workplace, including evacuation and testing.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
Model Work Health and Safety Act (Model Work Health and Safety Bill)
Edition: Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)
The primary duty extends to other persons at the workplace, and notified incident records are kept for at least 5 years.
- s 19: Primary duty of care: a PCBU must ensure, so far as is reasonably practicable, the health and safety of workers and others, including safe plant, systems, training and supervision.
- s 38(7): A PCBU must keep a record of each notifiable incident for at least 5 years from the day notice of it was given to the regulator.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
Planning for emergencies in facilities
Edition: AS 3745-2010 (incl. Amd 1:2014, Amd 2:2018)
Planning for emergencies in facilities, including the emergency control organisation whose wardens use the log at the muster point.
- 5: Emergency control organisation: positions, numbers, authority and duties
Standards AustraliaSold by the publisher
Privacy Act 1988
Edition: Compilation C2026C00227, effective 2026-06-04, registered 2026-06-17; current as at 2026-10-26 (Federal Register of Legislation)
For organisations the Act covers: collect only necessary details, take reasonable steps to tell visitors why, and to keep the records secure.
- APP 3: Limits collection of solicited personal information, with extra conditions for sensitive information.
- APP 5: Requires reasonable steps, if any, to notify individuals of collection matters or otherwise make them aware.
- APP 11: Requires reasonable steps to secure personal information and to destroy or de-identify it when no longer needed, unless law requires it kept.
Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.
Check the current source
Visitor log template preview
The numbers behind this visitor log template
The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.
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Run an industry blog, trade association site, or training resource? Drop a preview of this free visitor log template straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.
<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
<p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
<p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Visitor log template</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Visitor details: full name and company or organisation.</li>
<li style="margin:4px 0;">Host details: name of the person being visited and their department or area.</li>
<li style="margin:4px 0;">Purpose of visit: brief description of why the visitor is on site.</li>
<li style="margin:4px 0;">Badge or pass: visitor badge number or pass type issued at reception.</li>
<li style="margin:4px 0;">Arrival time: time of sign-in, recorded by the visitor.</li>
<li style="margin:4px 0;">Departure time: time of sign-out, recorded by the visitor when leaving.</li>
</ul>
<p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/visitor-log-template" style="color:#071D49;font-weight:600;text-decoration:none;">Visitor log template</a> by MapTrack</p>
</div>Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.
Cite this template
Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.
The MapTrack visitor log template has 9 columns and room for 20 entries.
- Short attribution
- MapTrack Visitor log template, https://www.maptrack.com/templates/visitor-log-template
- Reference list
- MapTrack. (2026). Visitor log template [Checklist template]. Retrieved from https://www.maptrack.com/templates/visitor-log-template
Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/visitor-log-template.
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