Visitor Management SOP: Procedures for Screening, Logging, and Escorting

Effective visitor management balances security with hospitality. This SOP covers the complete visitor lifecycle—from pre-registration to departure—ensuring consistent procedures that protect your facility without frustrating guests.

Scope

This procedure applies to all visitors, including but not limited to:

• Business visitors and guests
• Vendors and contractors
• Delivery personnel
• Interview candidates
• Government inspectors
• Family members of employees
• Tour groups

Pre-Registration Process

Host Responsibilities

1. Submit visitor request minimum 24 hours in advance (when possible)
2. Provide visitor's full name, company, purpose of visit
3. Specify date(s), expected arrival time, and areas to be accessed
4. Indicate if visitor requires special access or escort
5. Confirm visitor has agreed to site policies

Security Review

• Check visitor name against denied persons list
• Verify host is authorized to sponsor visitors
• Confirm requested areas are appropriate for visitor type
• Notify host of any issues prior to arrival

Arrival Procedures

Check-In Process

1. Greet professionally: "Good morning, welcome to [Company]. How may I help you?"
2. Obtain information:
   • Visitor's full name
   • Company/organization
   • Name of host (person they're visiting)
   • Purpose of visit
3. Verify pre-registration: Check visitor against expected visitor list
4. Request ID: Government-issued photo ID required for all visitors
5. Verify identity: Photo matches person, name matches registration
6. Log entry: Record arrival time, ID type/number, host name
7. Issue badge: Visitor badge with name, date, host, areas authorized
8. Provide orientation: Safety information, restricted areas, emergency procedures
9. Notify host: Contact host to meet visitor or arrange escort

Walk-In Visitors (Not Pre-Registered)

1. Follow standard check-in steps 1-5 above
2. Contact proposed host to verify visit is expected
3. If host confirms, proceed with badge issuance
4. If host unavailable or doesn't confirm, politely request visitor wait or reschedule
5. Document unverified visitors who are turned away

ID Verification

Acceptable Identification

• Driver's license (any state)
• State-issued ID card
• Passport
• Military ID
• Permanent Resident Card

Verification Steps

1. Request ID—"May I see your photo ID, please?"
2. Compare photo to person standing before you
3. Check expiration date (must be current)
4. Look for signs of tampering or alteration
5. Record ID type and number in visitor log
6. Return ID to visitor

If ID Cannot Be Verified

• Politely explain that a valid photo ID is required for entry
• Offer to reschedule the visit
• Contact supervisor if visitor becomes insistent
• Document the encounter regardless of outcome

Badge Issuance

Badge Requirements

• Visible at all times: Badge must be worn above the waist
• Date-specific: Badge valid only for date issued
• Distinguishable: Visitor badges clearly different from employee badges
• Return required: Badge must be surrendered upon departure

Badge Information

• Visitor name
• Company/organization
• Date of visit
• Host name or department
• Areas authorized (if restricted)
• Badge number for tracking

Escort Requirements

When Escort Is Required

• All visitors in sensitive/restricted areas
• Contractors working in secure zones
• Visitors without host present
• Large groups or tours
• As specified by host or security

Escort Responsibilities

• Remain with visitor at all times in authorized areas
• Prevent visitor from entering unauthorized areas
• Ensure visitor follows all site policies
• Return visitor to lobby upon departure

Departure Procedures

1. Collect badge: "May I have your visitor badge, please?"
2. Log departure time: Record in visitor management system
3. Check for belongings: Verify visitor has all personal items
4. Thank the visitor: "Thank you for visiting. Have a good day."
5. Destroy or void badge: Date-specific badges should be destroyed

Visitor Does Not Check Out

• Contact host to confirm visitor departed
• If unable to confirm, initiate search of authorized areas
• Document and report to supervisor
• Add note to visitor record for future reference

Special Visitor Categories

Contractors & Vendors

• May require orientation/safety training before work begins
• May need longer-term credentials with expiration dates
• Tools and equipment may require inspection
• Insurance verification may be required

Delivery Personnel

• Direct to designated delivery area
• Verify delivery is expected
• May not require full badge for brief deliveries
• Escort if delivery area is in secure zone

VIP Visitors

• May have expedited check-in procedures
• Pre-arranged escort by senior personnel
• Standard ID verification still applies
• Security notified in advance

Government Inspectors

• Verify credentials (badge and warrant/authorization if applicable)
• Contact legal/management immediately
• Do not obstruct but do not volunteer information
• Escort at all times and document areas accessed

Visitor Log Requirements

The visitor log must include: