Visitor register format: what to record
Whether you keep a paper book or use software, a good visitor register has the same columns.
| Column | What it holds |
|---|---|
| Serial number and date | Numbers each entry and records the day of the visit |
| Visitor name | Full name of the guest |
| Mobile number | So you can reach them and send updates |
| Company or address | Who the visitor represents, or where they are from |
| Person to meet | The host or department being visited |
| Purpose of visit | Meeting, delivery, interview, maintenance, audit |
| ID proof and vehicle number | Optional, used at factories, societies and secure sites |
| Time in and time out | Recorded automatically at check-in and check-out |
Need a printable copy while you switch? Download the free visitor log template or the visitor sign-in sheet.
Problems with a paper visitor book
At most Indian offices someone at reception writes the visitor's name and number in a register book, then phones the host. Handwriting is hard to read later, entries are missed when it is busy, and every visitor can see the numbers of the people before them. A book costs about ₹215 to ₹975 and still cannot tell anyone a visitor has arrived.
How CheqIn keeps the register automatically
Guests are invited with a QR code on WhatsApp or email, or scan your reception QR when they walk in. Name, mobile number, host and times are captured for you, and the host approves from their phone. The result is a digital visitor log you can search by name, date or host. A register book costs ₹215 to ₹975 and fills up. CheqIn is free for 50 visitors a month, then ₹999 a year (about ₹83 a month) for unlimited visitors.
Related: digital visitor gate pass · what is a visitor management system? · CheqIn home
Frequently asked questions
- What is the visitor register format?
- A standard visitor register has serial number, date, visitor name, contact number, company or address, person to meet, purpose of visit, ID proof or vehicle number, time in, time out, and signature. CheqIn captures all of these except the handwritten signature.
- Is a digital visitor register accepted instead of a register book?
- A digital register records the same details with timestamps and is easier to search. Rules differ by company, building and industry, so confirm any compliance requirement with your own policy or auditor.
- Can I try a free visitor register app?
- Yes. CheqIn's free plan lets you register up to 50 visitors a month with QR check-in and WhatsApp notifications. No credit card is needed.