Passport Receipt Confirmation

Good afternoon everyone,
I am working as HR in Gulf & as per company policy we retain the passport and return to employees whenever they required.
I want to maintain record whenever they receive passport and need some format for it.
Thanks

Dear Aejaz,
It is advisable to open a register and maintain the same in the following format having the undermentioned columns in it .
Open a page for every employee based on your employee strength of your co.
Name of the Employee
Employee ID No.
Designation
Passport No.
Place of Issue/Date of Issue
1) Sl No.
2)Passport In- date with the co.
3) Signature of Incharge
4) Passport Out-date (issued to passport holderl)
5)Reasons for handing over (requirement reasons)
6)Signature of passport holder
When the employees gets into your co. for the first time, write it in the column No.2 and again when he requires the column 4 to 6 is required. and then when he again submits write in column No.2 again
Hope this will suffice your requirement.
Regards,