NDA for External Visitors
A one-page acknowledgement for people visiting your premises: confidentiality, photography and device rules, safety, and a visitor-log notice, with a signature and in and out times.
Free. Fill in, print, save as PDF or download as Word without an account. Saving to your account needs a free account.
Country versions
- International
- Korea *
- Japan *
- Germany *
* check with local advice
A template, not advice.
Read more
What it is
A visitor NDA is a short statement that a person signs before walking into your premises. It does two jobs at once: it asks the visitor to keep confidential whatever they see or hear, and it sets the house rules for the visit, such as where they may go, whether they may take photographs, what they may plug in, and what to do in an emergency.
Unlike a full non-disclosure agreement for a business deal, it is meant to be read and signed in a minute at reception. It names the host, the person being visited, the purpose and the areas, adds a short notice about the visitor log, and leaves room for the times in and out. The country versions adapt the wording: Korea's security pledge (보안 서약서) with the personal-information notice, Japan's 誓約書 with the addressee line and seal, and Germany's declaration with a short data notice.
When to use it
- Suppliers, auditors, customers or candidates visit a site where products, designs or processes are not public.
- Contractors or guests walk through an office, workshop or laboratory and you want the rules on photos and devices in writing.
- You already keep a visitor book and need a signature and a data notice next to it.
- A short pledge is enough and you do not need a negotiated agreement with the visitor's employer.
How to fill it in
- Fill in the host company and the person being visited; both come from your saved details when you have them.
- State the purpose and name the areas the visitor may enter.
- Choose the photo rule and the device rule that match your site, and tick whether the visitor is escorted.
- Set how long the confidentiality lasts and how long the visitor log is kept.
- Print one copy per visitor. The visitor signs before entering and the host signs after. Time in and out may stay empty and be written by hand.
Common mistakes
- Asking for a passport or ID number on the sheet. This form does not need one, and storing it only creates duties you can avoid.
- Keeping the visitor log for ever. Choose a retention period and destroy the sheets when it ends.
- Getting the signature after the tour has started. The pledge comes first.
- Listing the areas so broadly that the escort rule means nothing.
- Relying on the pledge alone: badges, escorts and locked rooms matter just as much.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
- Korea (KR): Written in Korean, English – check with local advice
- Japan (JP): Written in Japanese, English – check with local advice
- Germany (DE): Written in German, English – check with local advice
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Formal
- Executive
- Classic
- Plain (black and white)
- Minimal
- Ledger
- Modern
- Compact
- Side band
- Warm
- Boxed form
- Banner
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- Is a signed visitor NDA enforceable?
- That depends on the law that applies and on the facts, and this template is general information, not legal advice. A signed pledge shows that the visitor knew the rules and that you took steps to protect the information, which helps in most countries. For sensitive projects, ask a lawyer whether a longer agreement is needed.
- Does the visitor's employer have to sign too?
- Usually not for a short visit. If the visit is part of a larger project, also sign a normal non-disclosure agreement between the two companies and keep this pledge for the individual visitor.
- How long should the visitor log be kept?
- Around 90 days is a common choice for ordinary sites, but the right period depends on your security needs and local rules. Write the number you actually apply.
- Can visitors sign on a tablet?
- Many sites do. Print or save the signed page for your records, and check the local rules on electronic signatures before you rely on it.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 4 country versions: International, Korea, Japan, and Germany. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.