Business documents

Gate pass generator

A price-free material gate pass with vehicle number, purpose and destination fields, and authorised-by and security check-out signature lines, for factories, warehouses and societies.

In short

A gate pass is the slip that lets goods, tools or equipment leave a site, signed by someone who authorises it and checked by security at the gate. This generator lists each item and quantity with the vehicle, purpose and destination, and leaves signature lines for the authoriser and the gate. Download a PDF or CSV. Nothing is uploaded.

Set up once, use every day. Add your company name, logo and details the first time. They are saved in this browser, so next time only the entries are blank. Add this tool to your phone or computer for one-tap access.

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How to use it

  1. Add your company logo and details. They are remembered in this browser.
  2. Enter who is taking the goods out, the pass number and the date.
  3. Fill in the vehicle number, the purpose, such as returnable or sale, and the destination.
  4. List each item and its quantity. No prices are printed.
  5. Download the PDF to print and sign, or the CSV to keep a gate register.

How it calculates

Quantities are printed exactly as typed and no prices are shown. The CSV export lists the same items, so a gate register can be kept in a spreadsheet.

In the example above, 2 lines are listed with quantities only: 2 × industrial sewing machine, model jk-8, 1 × spare motor, 1 hp. No prices are printed or totalled.

Who should use it

  • Factories, warehouses and workshops that send tools, machines or stock out of the gate
  • Housing societies and offices that control what leaves the premises
  • Anyone who wants a numbered, signed slip for every movement of goods

Who should not use this

  • Anyone who needs a delivery challan or an invoice for a sale; those have their own tools here
  • Movements that need a government permit or a specific format; check what applies to you
  • Anyone who needs electronic tracking of vehicles or inventory

Limitations

  • A gate pass shows what was authorised to leave. It does not check what actually left.
  • Pass numbers carry on from your last one in this browser; they are not checked against any register.
  • The PDF is drawn with standard PDF fonts. Use the Image export for Urdu or other non-Latin text.
  • Nothing is uploaded or stored on a server. Clearing your browser data also removes the saved profile.

Common questions

What is the difference between a gate pass and a delivery challan?
A gate pass lets goods leave a site and is checked by security. A delivery challan travels with goods to a customer and is signed by the receiver. Use the gate pass for the gate and the challan for the customer.
Can I mark items as returnable?
Yes. Write returnable, or the return date, in the purpose or remarks box, and it is printed on the pass.
Can I keep a record of all passes?
The CSV export lists the items and quantities so you can keep them in a spreadsheet. The site does not store passes for you.

Related tools

Delivery challan generatorPurchase order generatorPayment voucher generator

This tool produces a document from the information you type. It does not give legal, tax or accounting advice, and it does not check that your figures or rates are right. See the disclaimer. Found a mistake? Report an error in a calculation.