Gatehouse Log Form

An educational library of workplace documents — purpose, who completes them, when they are used, typical fields, common mistakes and how they connect. Linked to workplace safety, workplace training, occupations, industries and employment documents. Informational only — template examples, not legal advice or official documents; employers remain responsible and using a document does not guarantee compliance.

What a gatehouse log form is

A gatehouse log form is the central record kept at a controlled entrance, noting people, vehicles and deliveries as they enter and leave. It gives a single timeline of movement through the gate, supporting security, site safety and accounting for who is on site.

This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides what the gatehouse records and how it is kept.

Purpose

• Record entries and exits through a controlled gate.
• Cover people, vehicles and deliveries in one timeline.
• Support security and accounting for who is on site.
• Provide a reference for any later query or incident.

Who completes it

• The gatehouse or security officer on duty.
• Supported by visitor, delivery and access records.
• The employer decides what is logged and who manages the gate.
• Personal data in the log must be protected.

When it is used

• Continuously while the gate is staffed.
• At every entry and exit of a person, vehicle or delivery.
• During an incident or evacuation, to support accounting.

Typical fields

• Date, time and direction (in or out).
• Person, company and vehicle registration.
• Reason or reference (visit, delivery, contractor).
• Pass or badge issued and returned.
• Officer on duty.
• Example fields only — adapt to your site, security plan and the applicable law.

Common mistakes

• Gaps in the log so movement cannot be traced.
• Recording entries but not exits.
• Leaving the log open and exposing personal data.
• No link to visitor, delivery and access records.

Document workflow

A gatehouse log form ties together the visitor sign-in form, delivery driver sign-in form and access control request, giving a single movement record. It supports the live list used for evacuation and may be reviewed against the key issue record; any security incident may feed an incident report.

See the related documents below for what is commonly used with a gatehouse log.

Retention (high level)

Gatehouse logs are typically kept only as long as needed for security and the employer’s obligations, then disposed of securely as they contain personal data. This page does not state a period — confirm with the applicable law and the official authority.

Completing and sharing as a PDF

Gatehouse logs are often kept digitally and exported as PDFs for records or to support an investigation. Exporting to PDF supports the record; it does not make it official or guarantee compliance.

Employer checklist

• Keep the log continuous and accurate for entries and exits.
• Link it to visitor, delivery and access records.
• Protect the personal data the log contains.
• Use it to support evacuation accounting and investigations.

Worker notes

• Follow the gate process and present your pass when asked.
• Make sure visitors and deliveries you expect are logged.
• Report anyone trying to bypass the gate.

Country considerations

Security and data-protection rules affecting gate records vary by country, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not a guarantee of validity.

Confirm current requirements with the official authority for your country and a qualified professional.

Who is responsible

The employer is responsible for site security, protecting personal data and compliance. This page is an educational overview with a template example; it does not determine your gate process and does not transfer responsibility.