Visitor Information Form

A visitor information form is a document prepared by an organization, hotel, hospital or government bodies to keep information and details about their visitors on a daily or a weekly basis. The information form allows the management or organizers to keep an eye on the people visiting them and keep their information in their records. To keep everything organized and under control, this form is very significant for any organization. The flow of information should be confidential in any organization and it should not be available to outsiders. Therefore, as a precautionary measure, this form is used. However, with the large size of an enterprise, it becomes a tough challenge for security officials to keep an eye on everyone who is visiting the office for any reason. To cater to this situation, a visitor information form is used which is provided at the front desk, where the visitor has to fill it in, in order to visit someone. You cannot control visitors because they can be your customers, but establishing different measures can help you to keep your information within the premises.

What is the Purpose of using a Visitor Information Form?

Visitor information forms are not only for the purpose of better growth of an organization. In certain places, such as hospitals, they are used to keep records of patients in the hospital files. This way, when the patient visits the hospital again, they don’t have to go through the whole process of providing their information again because it is already saved in the documentation. Whereas in hotels, they keep visitor information forms to keep information about the visitors that are currently staying in their residence. It allows them to have proof of the visitor’s stay. If the information form of any visitor is lacking in the documents, they are asked to leave the hotel premises.

What to Include in a Visitor Information Form?

A visitor information format is a simple document which only demands specific details about the individual who is visiting. This form is provided for visitors initially, before they enter the office premises. They are asked to fill in the form before any other documents. A general idea of what a customer information form includes is given below:

Identity: the visitor is requested to state their identification first of all. Which includes their full name, contact information; email and phone number. It must be informed to the visitor that the information they provide in this form will be saved for future use as well.

Number of visitors: it must also be specified how many people visited, if they bought any friends, family or acquaintances.

Date and timings: secondly, the visitor has to mention the date on which they checked into the residence along with the exact time. It allows the establishment to measure the time frame in which they were present inside the faculty.

Purpose: the visitor is usually also asked about the purpose of their visit inside the faculty. If it is a hospital, then the medical problem for which they visited the hospital is noted. Whereas, in companies and hotels there can be different reasons for visiting, such as to meet someone, as someone’s guest or to be the tenant (in the hotel).

What are the Benefits of a Visitor Information Form?

Keeping visitor information forms about each and every visitor that enters your businesses allows you to make sure that you don’t accidentally end up letting robbers or thieves enter your facility. It allows you to keep track and document every single visitor. In case of any mishap or calamity, you can take out the entry information forms of the visitors to be able to find the exact visitor. You will be given all of their contact information, identity and date of visit through the form. Which will make it easier for you to find the person you are looking for.