Is a visitor log legally required in Australian workplaces?

There is no single regulation that mandates a visitor log by name. However, the WHS Act 2011 Section 19 requires a PCBU to ensure, so far as reasonably practicable, the health and safety of other persons at the workplace. Maintaining a visitor log is widely regarded as a reasonably practicable control to manage that duty, particularly for emergency evacuation accounting under AS 3745.

How long should visitor log records be retained?

There is no single prescribed retention period. Best practice is to retain visitor logs for a minimum of two years. For construction sites, records should be kept for the project duration plus five years. If visitor records relate to a notifiable incident, they must be preserved until the regulator advises otherwise.

What privacy obligations apply to collecting visitor information?

Under the Privacy Act 1988 and the Australian Privacy Principles, organisations must only collect personal information that is reasonably necessary, inform visitors of why the information is being collected and how it will be used, and store it securely. Do not collect unnecessary details. A brief privacy notice near the sign-in point is considered best practice.

Can a digital visitor management system replace a paper log?

Yes. Digital visitor management systems offer advantages including automatic time-stamping, photo capture, pre-registration, instant notifications to hosts and real-time emergency roll calls. The key requirement is that the system reliably records the same information as a paper log and that records can be retrieved quickly during an emergency or audit.

Should delivery drivers and couriers sign the visitor log?

Any person who enters the workplace beyond the public reception area should be recorded. This includes delivery drivers, couriers, maintenance contractors and utility workers. If they remain in a designated loading dock area only, a simplified delivery log may suffice, but they should still be accounted for in an emergency.

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Free visitor log template (PDF-ready). Capture visitor name, company, host, badge, arrival and departure times. Australian WHS compliant. Download now.

Jarrod Milford

Commercial Director

Updated 3 May 2026

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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.
Automatically get alerts when faults are identified.
Link every form digitally as a PDF to the relevant asset, location or person.
Receive a digital PDF copy with every submission to your email.
Ability to share forms digitally.
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.
Restrict permissions (who can view, complete or approve).
Build forms with AI (describe what you need and MapTrack suggests the form).
Escalate critical hazards instantly to safety managers via push notification.
Maintain an auditable safety register that satisfies WHS regulator requests.
Correlate incident trends across sites with built-in safety analytics.

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What to include in a visitor log template

This visitor log template covers 10 key areas:

Visitor details: full name, company or organisation, contact phone number.
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.
Vehicle details (optional): vehicle registration and parking bay if applicable.
Arrival time: date and time of sign-in, recorded by the visitor.
Departure time: date and time of sign-out, recorded by the visitor when leaving.
Induction status: confirmation that a visitor safety briefing or induction was provided.
Emergency contact: visitor emergency contact name and number (for high-risk sites).
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 date and 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.

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How 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. For construction sites, retain visitor logs for the life of the project plus five years in line with WHS record-keeping obligations.

Safe Work Australia guidance recommends that visitor records be retained for at least seven years to support incident investigations and workers compensation claims. Organisations with frequent visitor traffic should review the log process quarterly to ensure sign-in, escort and sign-out procedures are being followed consistently.

Frequently asked questions

Is a visitor log legally required in Australian workplaces?: There is no single regulation that mandates a visitor log by name. However, the WHS Act 2011 Section 19 requires a PCBU to ensure, so far as reasonably practicable, the health and safety of other persons at the workplace. Maintaining a visitor log is widely regarded as a reasonably practicable control to manage that duty, particularly for emergency evacuation accounting under AS 3745.
How long should visitor log records be retained?: There is no single prescribed retention period. Best practice is to retain visitor logs for a minimum of two years. For construction sites, records should be kept for the project duration plus five years. If visitor records relate to a notifiable incident, they must be preserved until the regulator advises otherwise.
What privacy obligations apply to collecting visitor information?: Under the Privacy Act 1988 and the Australian Privacy Principles, organisations must only collect personal information that is reasonably necessary, inform visitors of why the information is being collected and how it will be used, and store it securely. Do not collect unnecessary details. A brief privacy notice near the sign-in point is considered best practice.
Can a digital visitor management system replace a paper log?: Yes. Digital visitor management systems offer advantages including automatic time-stamping, photo capture, pre-registration, instant notifications to hosts and real-time emergency roll calls. The key requirement is that the system reliably records the same information as a paper log and that records can be retrieved quickly during an emergency or audit.
Should delivery drivers and couriers sign the visitor log?: Any person who enters the workplace beyond the public reception area should be recorded. This includes delivery drivers, couriers, maintenance contractors and utility workers. If they remain in a designated loading dock area only, a simplified delivery log may suffice, but they should still be accounted for in an emergency.

Applicable regulatory standards

This template aligns with the following regulations and standards:

WHS Act 2011 s 19 - Primary duty of care
WHS Regulations 2017 Reg 39 - WHS management plan requirements
AS 3745:2010 - Planning for emergencies in facilities
Privacy Act 1988 - Australian Privacy Principles (collection of personal information)

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