Free printable sign-in sheet templates
Free printable sign-in sheets
Six sheets in one PDF: general, meeting, event, volunteer, class and guest, each with numbered lines and space for the event name, date and place. Free to print and copy.
A sign-in sheet is a page by the door where everyone who arrives writes their name and, when you need it, a way to reach them. Our free templates print on US Letter or A4, and the download holds six of them: a general sheet plus five versions for particular uses, from meetings to parties. Print the page you need and clip it to a board.
What is in the download
- General sign-in sheet. Columns: name, email, phone, signature. It has 18 numbered lines and a header for the event and the date.
- Meeting sign-in. Columns: name, organization or team, email, signature. The header names the meeting and the person running it.
- Event sign-in. Columns: name, email, phone, and “Keep me posted?” where people circle Y or N.
- Volunteer sign-in. Columns: name, time in, time out, hours, task, signature.
- Class sign-in. Columns: name, email or ID, time in, signature.
- Guest sign-in. Columns: name, city, a short note for the hosts. It suits a party or an open day, where the sheet doubles as a guest book.
The files are vector PDFs, so the lines stay sharp at any size, and each page has a “Page ___” line for when one sheet fills up.
Which sheet to use
| You are running | Use | Why |
|---|---|---|
| A workshop, an open day, a talk | General | Names and contact details on one simple page |
| A team or board meeting | Meeting | A record of who attended, and from which team |
| A launch, a fair, a fundraiser | Event | Contacts plus a clear yes from people who want news |
| A volunteer shift or a cleanup | Volunteer | Hours add up straight from the times in and out |
| A class, a course, a training | Class | Attendance with the time each person arrived |
| A party or a celebration | Guest | Names and kind words rather than contact details |
What a sign-in sheet should ask
Ask for what you will actually use. A name is enough to know who came. Add an email or a phone number only if you plan to follow up, and a signature only if someone needs proof of attendance, such as a training record.
Keep in mind that a shared sheet is open to everyone who signs after the first person. Each line shows the names and numbers above it. For events where that matters, give each person a card instead: our church visitor cards and the cards that come with the open house sign-in sheet work that way.
Sign-in lists also help with safety. The US Occupational Safety and Health Administration notes in its evacuation planning guide that some employers have all visitors and contractors sign in when they enter and use that list to account for everyone at the assembly point. That only works if people sign out too, which is why the volunteer sheet has a “Time out” column. For a front desk that signs visitors in and out all day, our visitor sign-in sheet adds badge numbers and a log page.
Word, Google Docs or PDF?
Many people look for a sign-in sheet in Word or Google Docs so they can change the headings. Ours are PDFs made for printing and filling in by hand, on a clipboard with a pen. If you would rather type the names in before the day, a spreadsheet with the same columns does that job better than any document.
Setting up the sign-in table
- Put the clipboard where people arrive, before the room, with two or three pens that work.
- Fill in the event name, the date and the place before the first person comes, and number the pages as they fill.
- Keep a second sheet under the first, so nobody waits when the page runs out.
- For a busy event, use two clipboards, or tape one sheet to each end of the table.
- After the event, type up anything you need to keep, then store the sheets somewhere private or shred them.
A short sign on the table helps people find it. Our guide to guest book sign wording has wording you can adapt, from “Please sign in” to a welcome line.
When a guest book fits better
The guest sheet is the one closest to what we make. If what you want from guests is a few kind words rather than their phone numbers, an online guest book lets people write from their own phones by scanning a QR code, and every message can be printed afterwards. Our guestbooks are free, as how it works shows, but they are meant for messages that everyone can read, so keep contact details on paper.
Quick answers
What should a sign-in sheet include? The event, the date and the place at the top, then a line per person with their name and only the details you will use, such as an email or a time in.
Are these sign-in sheets free? Yes. Print and copy as many as you need.
How many names fit on one sheet? Eighteen on most of the sheets, and sixteen on the guest sheet, which has a wider column for notes. Print a few copies for a big event.
Can I use these for a family reunion? You can, but our family reunion sign-in sheet has columns made for it, such as each person’s branch of the family.