Gate Pass Format for Goods - Sample Free Download

Need a Gate Pass? This sample gate pass format is ideal for factories, production units, textile mills, offices, schools, organizations, and companies. You can download it for free in Excel, PDF, or Word formats. A Gate Pass is a necessary document for companies, factories, and offices to bring goods in and take goods out of the premises.

We provide four gate pass templates that can be used within a factory or office as internal gate passes, outside for moving goods/items, or as transport gate passes for vehicles.

Common gate pass types include inward gate passes and outward gate passes, typically used in production units and warehouses. If you need a customized format, please let us know in the comments.

Sample 1: Material Gate Pass Format

Company Name: ___________________

Date: ___________________________

Gate Pass No.: ___________________

Details of Goods

Item 1: ________________________

Quantity: ______________________

Description: ___________________

Item 2: ________________________

Quantity: ______________________

Description: ___________________

Authorized Personnel

Name: __________________________

Signature: _____________________

Remarks

___________________

___________________

Sample 2: Gate Pass Format for Incoming & Outgoing Items

Internal Gate Pass

Company Name & Logo

Sr. #: _______

Mr/Ms.: _______________ E.Code: ______ Dept.: _______ Date: _________

Allowed to take the following items/articles Out/In:

Sr. #	Item Code	Description	Unit	Quantity	Remarks
1	_________	_________	_________	_________	_________
2	_________	_________	_________	_________	_________
3	_________	_________	_________	_________	_________

Note: This gate pass is for internal use only.

Prepared By: ___________________ Received By: ___________________ Head of Department: ___________________

Security Incharge: ___________________

Sample 3: Gate Pass for Vehicles with Meter Reading

Company Name & Logo

Traveling/Transport Gate Pass

Date: ____________

Name: ________________ Department: ________________ Places to Go: ________________ Duration (Approx.): ________________ Signature: ________________

Vehicle No: ____________ Driver: ____________ Senior Manager Admin: ____________

Meter Reading at Departure: __________ Time Out: __________ Meter Reading at Return: __________ Time In: __________ Distance Covered: __________ Driver Signature: __________

Sample 4: Gate Pass Sample for Employees to Bring Items In and Take Out

Employee Gate Pass

Company Name: ___________________

Date: ___________________

Gate Pass No.: ___________________

Employee Name: ___________________

Department: ___________________

Items Brought In

Item 1: ___________________

Description: ___________________

Item 2: ___________________

Description: ___________________

Items Taken Out

Item 1: ___________________

Description: ___________________

Item 2: ___________________

Description: ___________________

Authorized Personnel

Name: ___________________

Signature: ___________________

Remarks

___________________

___________________

Sample Gate Pass Format for Goods

[Your Company/Institution Name]
[Address]
[City, State, ZIP Code]
[Phone Number]
[Email Address]
[Website (if applicable)]

GATE PASS – GOODS

Date: ____________

Gate Pass No.: _______ Valid Until: _______

To Whom It May Concern,

This certifies that the following goods have been approved for exit from our premises, subject to the conditions mentioned below:

1. Consignee Details:

• Name: _____________________
• Company/Organization (if applicable): _______________
• Address: _________________________________
• Contact Number: ___________________________

2. Description of Goods:

• Item 1: _____________________________
  • Quantity: _______________
  • Serial/Model Number (if applicable): _______________
• Item 2: ________________________________
  • Quantity: _______________
  • Serial/Model Number (if applicable): _________________

[Add more items if necessary]

3. Purpose of Exit: [Specify the reason for the goods' exit, e.g., shipment, repair, exhibition, etc.]

4. Date and Time of Exit:

• Date: ________________
• Time: ________________

5. Authorized Personnel:

• Name: _________________________
• Designation: ______________________
• Signature: _______________________

6. Conditions:

• The gate pass is non-transferable and valid only for the specified consignee and purpose.
• The goods must be accompanied by this gate pass throughout the exit process.
• Any damages or discrepancies in the goods' quantity or condition must be reported immediately.
• The goods must be returned to our premises by the specified "Valid Until" date if not permanently removed.
• Our company reserves the right to inspect the goods upon their return.
• The gate pass is subject to cancellation or revocation at our discretion.

7. Additional Notes (if any): [Include any specific instructions or notes relevant to this gate pass]

By signing below, the consignee acknowledges receipt of the goods and agrees to comply with the conditions mentioned above.

Consignee Signature: ___________ Date: ___________

Authorized Personnel Signature: __________ Date: __________

Issuing Authority Signature: ___________ Date: ___________

Note: This gate pass is a legal document. Unauthorized duplication, alteration, or misuse is strictly prohibited, and offenders may be subject to legal actions.

Thank you for your cooperation.

Sincerely,

[Your Name]
[Designation]
[Your Company/Institution Name]