Write an official letter to the building management saying that:
We are pleased to inform you that due to exegencies & business requirements some of our employees will be visiting our office after office hours. Request you to permit them to work, the entry will be only on submission of the company Identification cards ensure and after entering their details in the movement register kept at the security.
The list of the employees is as under:
S.No. Name of the employee Emp.No. Dept Designation Signature
Request to instruct security to check thouroughly both at the time of entry and exist, this is as per safety and confidentiality norms of the company.
With best regards,
for x x x x x x x x x x x
S./- x x x x x x x x x
Identify the employees who needs to visit office after office hours and instruct all the the employees to carry valid ID cards / if not available provided a temporary ID card and also instruct that they should undergo security check at the time of entry and exit also. Ensure that all the employees signatures on the letter, hand over the letter to the building management by obtaining an acknowledgement.
You should also ensure that the permission should be for a minimum number of people & whenever any employee leaves / change in the name, cancel the existing one ( take the existing orginal from the security, cancel it physically ) and issue a revised one.
A small piece of Paper with company seal need to be kept available for the people and the last person has to initial on the paper and seal the door and the first person who is opening on the next day should ensure the availability of the seal before opening failing which there is every possibility of misuse.
You should write an Standard Operating procedure (SOP), circulate among all the employees, obtain confirmation signatures from all the employees and initiate.
23rd April 2009 From India, Hyderabad