Foreign Person Visitor Access Request Template
A visit by a foreign national is routine in a global supply chain, but showing the wrong drawing or screen can be an unlicensed export. This form creates a written approval trail: who is visiting, why, where they may go, and what they must not see.
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Foreign Person Visitor Access Request Template
Foreign Person Visitor Access Request
Host company: Apex Precision Components Inc. Internal host: Director of Programs Visit date: 2026-11-12
Visitor
Name: Visitor full name Employer: Example Aerospace GmbH Citizenship(s): Germany Restricted party screening: Clear
Purpose and Scope
Purpose: Commercial supplier audit of machining and inspection capability for a non-defense program.
Areas to be visited: Reception, conference room B, public-facing shop floor aisle.
Off limits: ITAR cell, engineering vault, ERP screens showing defense part numbers, and any drawings marked controlled.
Controls
| Control | Confirmed | Initials |
|---|---|---|
| Visitor will be escorted at all times by Quality Manager | ||
| Controlled screens and drawings cleared from view | ||
| No export-controlled technical data discussed or shown | ||
| Phones and cameras restricted per site policy | ||
| Visitor log entry completed at reception |
Approvals
A foreign person in the ITAR and EAR sense is defined by citizenship or permanent residency status, not by employer. Releasing controlled technical data to a foreign person can be an export even when it happens inside the United States. This template is a starting point, not legal advice.
Mask controlled data on shop screens
Optional discussion of role-based views in your ERP for areas visited by outsiders.
Optional. The tool and every export work without this. No spam.
How to use it
The internal host completes the request several days before the visit. Export compliance screens the visitor and employer against the consolidated screening lists and confirms nationality. Facility security prepares the route. Print the exported PDF for the escort and keep a signed copy with the visitor log.
- Screen the visitor and the employer
- Define a route that avoids controlled areas
- Clear whiteboards, screens and drawings first
- Brief the escort on what not to discuss
Why it matters
Under ITAR and the EAR, release of technical data or technology to a foreign person in the United States is treated as an export to that person's country. A casual look at an engineering workstation can be enough. A documented route and escort limits that exposure and gives you evidence of reasonable care if questions arise later.
Reading the form
If screening shows a potential match, hold approval until compliance resolves it. If the purpose involves any controlled program, the right answer is usually to move the meeting to a neutral room and bring only approved, releasable materials. Use the off-limits field to name specific cells, systems and document classes, not general phrases.
Common mistakes
Visitors approved by the sales team alone, escorts who leave for a call, and ERP or MES screens left unlocked in the aisle are the usual problems. Treat shop floor monitors as part of the controlled space.
Frequently Asked Questions
Who counts as a foreign person?
Generally anyone who is not a U.S. citizen, lawful permanent resident or protected individual, plus foreign entities. Employer location does not decide it. Compliance should verify status for each visitor rather than assume from appearance, name or company.
Is a facility tour an export?
A tour alone is not, but releasing controlled technical data, whether visually, orally or by documents, can be. The form limits the route and content so that no controlled information is released during the visit.
Do I need a license for a visitor?
Not if no controlled technical data or defense services are released. If a visit needs access to controlled technology, a license or other authorization is required first. Ask your empowered official or counsel.
How long should I keep these forms?
ITAR recordkeeping generally requires retention for five years from expiration of the relevant authorization or transaction, and the EAR sets a similar five-year period. Keep visitor forms with your export compliance records and confirm with counsel.
If your ERP screens show controlled part numbers on the floor, Netray can discuss role-based views that mask them. The form is free and independent of us.
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