To fill out AF Form 1109, the Visitor Register Log, complete the header with the date, organization, and location, then log each visitor on a single row: name, grade, organization or firm, time in, time out, badge number, and the escort’s signature. At the end of the duty day or when the sheet fills up, confirm every visitor has a departure time recorded and route the completed sheet to Security Forces or the Unit Security Manager.
Getting a Blank Form
The official template lives on the Department of the Air Force E-Publishing site at e-publishing.af.mil. Search for “AF Form 1109” or “AF IMT 1109.”1Department of the Air Force E-Publishing. Department of the Air Force E-Publishing It is a single-page document meant to be printed and kept as a hard copy at the entry point of any area where visitor access is controlled.2Air Force Publications. AFMAN 31-201 Volume 7 – Security Forces Administration and Reports Some installations also post the form on their local websites.
Header Fields
Fill the top of the sheet before you log anyone in.3Tinker Air Force Base. AF IMT 1109 – Visitor Register Log
- Year, Month, Day: the calendar date the sheet covers.
- Organization: the unit or office responsible for the controlled or restricted area.
- Location: the specific building, room, or facility where the log is posted.
Logging Each Visitor
One visitor, one row. Working left to right across the columns:3Tinker Air Force Base. AF IMT 1109 – Visitor Register Log
- Name: last, first, middle initial, in standard military format.
- Grade: military rank or civilian equivalent. For contractors or civilians without a grade, use “CIV” or the designation your installation uses.
- Organization or Firm: the visitor’s parent unit, company, or agency.
- Time In: the exact time the visitor crosses into the controlled area. Most installations use 24-hour time; confirm your local format.
- Time Out: the departure time. Leave this blank when the visitor arrives and fill it in when they leave.
- Badge Number: the number on the visitor badge issued at the entry control point.
- Signature of Escort: signed by the escort for every visitor they bring in.
Write in ink. The form is prepared in a single copy, so the sheet at the entry point is the only record.2Air Force Publications. AFMAN 31-201 Volume 7 – Security Forces Administration and Reports
One thing the form does not capture: purpose of visit. There is no column for it. If your installation needs that information, it goes on a separate visitor request or pass document, not on AF Form 1109.
Who Signs the Escort Column
The signature in the escort column is not a formality. Only personnel with unescorted access to the area, typically verified by an AF Form 1199 (Restricted Area Badge), can sign as an escort. The escort briefs the visitor on the area’s rules, stays with them the entire time, and signs the log for each person they bring in.4Air Force. 911AWI 31-103 – Restricted Area Procedures If the person signing does not hold that authorization, the entry is invalid.
Fixing a Mistake
The 1109 instructions do not spell out a correction method, but the standard Security Forces practice for related forms is to draw a single line through the wrong entry, initial next to it, and write the correction beside it. Everything stays in ink.2Air Force Publications. AFMAN 31-201 Volume 7 – Security Forces Administration and Reports Do not use correction fluid, and do not scribble an entry out. Both make the log look tampered with when an inspector reviews it.
Closing Out and Turning In the Sheet
A sheet gets closed out when it runs out of rows or when the duty day ends, whichever happens first. Before it leaves the entry control point, the on-site monitor reads down every row to confirm each visitor has a departure time. An entry with a time in but no time out suggests someone may still be inside the area, so resolve those gaps first.
Once the sheet is verified, hand it to the designated Security Forces representative or the Unit Security Manager for filing. The receiving official checks that all escort signatures match the authorized escort roster and that no fields were left blank.2Air Force Publications. AFMAN 31-201 Volume 7 – Security Forces Administration and Reports
Retention and Privacy
The log contains personally identifiable information (names, organizations, badge numbers), so the Privacy Act of 1974 applies. While the sheet is in active use, keep it within the immediate control of authorized personnel and out of public view. AFI 31-118 directs that records generated under its processes be maintained and disposed of according to the Air Force Records Information Management System (AFRIMS) Records Disposition Schedule.5Air Force. AFI 31-118 – Security Forces Standards and Procedures Check AFRIMS for the current retention period for visitor register logs at your installation. When that period ends, destroy the forms by shredding or another method that makes the data unrecoverable.
Digital Systems That May Sit Alongside the Paper Log
Some installations use the Defense Biometric Identification System Visitor Enrollment System (DVES), a web-based platform that connects requestors, sponsors, and visitor control centers to handle pass requests before the visitor arrives.6Air Force Reserve Command. Web-Based Enrollment Streamlines Visitor Pass Process DVES handles the front end of visitor management; it does not automatically replace the paper log at the entry point. Whether you still need to keep AF Form 1109 in addition to any electronic system depends on local Security Forces guidance, so confirm with your Unit Security Manager before assuming the paper sheet has been retired.