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ID Card Request Form Template

Streamline your process for issuing employee ID cards

If you've ever faced the hassle of lost or damaged ID cards, you know the frustration it brings. This ID card request form template is designed for organizations to simplify the process of issuing replacements or updates for employee ID cards. You can easily track requests, reduce processing time, and ensure accurate record-keeping, all while maintaining compliance and accessibility standards. Experience a smoother workflow and keep your team organized with this user-friendly tool-check out the live template.

Use this Template (FREE) Live Preview
Full legal name
Name to appear on card (if different)
Employee or student ID number
Department, program, or organization
Job title or role
Email address
Phone number
Reason for request
New card
Renewal
Replacement - lost
Replacement - stolen
Replacement - damaged
Name change
Additional card
Other
Please Specify:
Access or services needed on the card
Building access
Parking
Library
Lab or workshop
Print or copy
Meal plan
Time or attendance
None or standard access
Other
Please Specify:
Photo handling preference
Use existing photo on file
Take my photo at pickup
I will email a photo after submitting
Not applicable
Preferred pickup location
ID card office
Human resources
Student services
Security desk
Mail delivery
Other or not sure
Mailing address (if mail delivery is selected)
Preferred pickup date
Supervisor or program lead (if required)
Supervisor or program lead email (if required)
Urgency
Not urgent
Needed within 5 business days
Needed within 2 business days
Same day if available
I certify the information provided is accurate
Yes
No
I acknowledge that replacement fees may apply, if relevant
Yes
No
I consent to the use of my photo for identification purposes
Yes
No
I have read and understand the ID card terms and privacy notice
Yes
No
Typed signature (enter your full name)
Date signed
Preferred contact method for updates
Email
Phone
Either
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Paper art illustration featuring an ID card request form for an article on FormCreatorAI

When to use this form

Use this form to issue or replace an organization ID for employees, contractors, interns, or volunteers. It is helpful for new hires before day one, legal name updates, lost or stolen cards, or role changes that alter access. HR, IT, and security teams benefit because they get clear data to print the card, assign permissions, and deactivate old credentials. Use it when you need building, lab, or floor access tied to a person. If you also need a photo badge, pair it with the Identity badge request form. For vendors who require proof of identity details, attach a letter created through the Letter request form. When your process needs sign-off, route it with the Approval request form.

Must Ask ID Card Request Questions

  1. What full legal name should appear on the card?

    We print exactly what you provide, which prevents spelling errors and costly reprints. Include any middle name or suffix your HR record requires.

  2. What is your employee or contractor ID?

    This ties the card to the correct record so we grant access to the right person. It also speeds deactivation if the card is lost later.

  3. Why are you requesting this card (new, replacement, name change, access update)?

    Your reason drives the workflow, such as deactivating a lost card or scheduling a name change. If you need a fee exception, include a brief note or add a Waiver request form.

  4. Which department, work location, and access areas do you need?

    Clear locations and doors or zones help security assign the correct permissions the first time. This reduces risk and avoids back-and-forth with facilities.

  5. Who will approve this request, and how can we reach them?

    Approver name and email let us verify eligibility and set the right access level. If your team uses a separate sign-off process, note where it is tracked.

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