Request/Application Letter for Issue of Gate Entry Pass

Gate pass is required in case an employee or any other person of an organization needs permission to enter the premises through a certain Gate or Entry point of the organization, where security guards are appointed and where without gate pass, the entry is restricted.

The person has to write a formal letter to the concerned officer of the organization seeking permission to enter and for a copy of gate pass. The format of such a request letter may already be prescribed by the organization, please do check.

Otherwise, you can write a simple letter mentioning the reasons behind seeking permission for gate pass.

TEMPLATE #1

(Gate pass needed by Employee for his personal convenience) 

Date: .................

From

(Name of the Employee)

(Designation)

(Employee Code)

(Address)

(Contact No.)

To

(Name of the Officer)

(Designation)

(Name of the Organization)

(Contact No.)

Subj.: Application for issue of Gate pass for Gate # ...

Dear Sir/Madam,

I am writing to you seeking permission for issue of gate pass for every day entry through Gate #... of our company. I am currently residing at ............... The nearest Gate point of the company from my apartment is Gate # ... Hence, while coming to work if I make an entry through the Gate #..., it will save a lot of my valuable time. Otherwise, if I take an entry through the usual entry point of the company, I will waste time in taking the long route and unnecessarily spending time stuck in traffic. This will also save on my vehicle's fuel expenses.

I, therefore, kindly request you to allow me a permanent gate pass for entry through Gate # ... It will save me from many inconveniences and be of great help. I hope you will consider my application favorably.

Thanking you,

Yours faithfully,

   (Signature)

(Name of the Employee)

(Designation)

TEMPLATE #2

(Gate pass for outgoing material/goods/sample - Employee wants to take some goods from the warehouse of the Company to deliver to a client)

Date: ...................

From

(Name of the Employee)

(Designation)

(Employee Code)

(Full Address)

To

(Name of the Officer)

(Designation)

(Name of the Department)

(Contact No.)

Subj.: Application for issue of Gate pass for collecting sample of goods

Ref: (Details of prospective business deal)

Dear Sir/Madam,

I need a gate pass to enter through Gate #... and to collect the following goods from the warehouse of the company at ................., which will be delivered to (Name of the organization), (Address) as per our proposed business deal with them.

1) (Details of the goods), (Code), (Quantity)

2) Date of collection of goods from our warehouse: ............

3) Vehicle no. ............ which will be carrying the goods

4) Driver's /Representative's Name: ................

During our business meeting with the said prospective client, it was decided to supply them with the above-mentioned goods as a sample for their verification. A certified copy of the excerpts of Memorandum of Understanding on the supply of samples is enclosed herewith for your ready reference.

Therefore, I kindly request you to issue the gate pass at the earliest.

Thanking you,

Yours faithfully,

   (Signature)

(Name of the Employee)

(Designation)

TEMPLATE #3

(Gate pass for incoming material/goods/sample - One company wants to deliver some goods to another company)

Date: ..............

From

(Name of the Officer)

(Designation)

(Name of the Company #1)

(Full Address)

To

(Name of the Officer)

(Designation)

(Name of the Company #2)

(Full Address)

Subj.: Application for issue of Gate pass for delivering sample of goods

Ref: (Details of prospective business deal)

Dear Mr./Ms. ..............,

As you may already be aware that our company is in talks with your company for a business deal on supply of .......... goods for a period of ... years. We are committed to the quality norms and we look forward to supplying the goods to the agreed standards. During the business meeting on (Date), it was decided that at first we would provide a sample of (quantity) goods by (Date) for your verification purposes.

Our representative will be delivering the samples on (date) at your company's warehouse. Therefore, we are seeking necessary gate passes in this regard to avoid any kind of issues at the time of entry.

Please note the following details, as may be needed at your end to issue the Gate pass:

1) Samples goods: (Name), (Code), (Quantity)

2) Date of delivery: ...............

3) Vehicle no. ............ which will be carrying the goods.

4) Driver's /Representative's Name: ................

5) Name of our Company: .................

6) Business Proposal Reference Number: ....................

Trust the gate pass will be issued at the earliest.

Look forward to hearing from you soon.

Thanking you,

Yours faithfully,

   (Signature)

(Name of the Officer)

(Designation)

(Name of the Company #1)