How Do You Track Passport Issuance to Employees in the Gulf? Seeking Format Suggestions

Good afternoon everyone, I work as an HR professional in the Gulf, and as per company policy, we retain the passports of employees and return them whenever needed. I am looking to establish a record of when passports are issued to employees and would appreciate a format for this purpose.

Thank you.

It is advisable to open a register and maintain it in the following format with the columns mentioned below:

Open a page for every employee based on the employee strength of your company.

- Name of the Employee
- Employee ID No.
- Designation
- Passport No.
- Place of Issue/Date of Issue

Passport Record Management

1) Sl No.
2) Passport In-date with the company.
3) Signature of Incharge.
4) Passport Out-date (issued to passport holder).
5) Reasons for handing over (required reasons).
6) Signature of passport holder.

When an employee joins your company for the first time, record it in column No. 2. Subsequently, columns 4 to 6 are required when the employee needs to hand over their passport. Record this in the respective columns. When the employee submits the passport again, update column No. 2.

I hope this meets your requirements.

Regards,