Application forms and template letters

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Application forms and template letters

Application forms

All the forms you need when applying for or maintaining your organisation's passes can be downloaded here.

Form 1: Application for a full or 30-day going to a full ID pass (94KB PDF)

For permanent or 30-day going to a full pass (applying at the same time) - see Form 8 for 30 day stand alone and 1-5 day temporary passes.

Form 2: Reference details continuation sheet (15KB PDF)

Some applications will need more references, depending on the employment record of the applicant.

Form 4: Change of ID pass details (48KB PDF)

If any of a passholder's details have changed, you need Form 4. This includes changes of name, job title, likeness or access levels.

Form 5: Access required to restricted areas at another BAA airport (28KB PDF)

If a passholder needs to carry out work at an airport other than the one which issued the pass, use this form to establish the new access rights.

Form 6: Notification of a lost or stolen pass (20KB PDF)

Give notice of lost or stolen passes by telephone first, then submit this form promptly.

Form 7: Reinstatement Form (38KB PDF)

If a pass has become "parked" (not used for over 60 days), use Form 7 to have it revalidated.

Form 7i: Interactive Reinstatement Form (62KB Adobe)

This form can be completed and submitted elecronically (no need to print off) for reinstatement of parked passes

Form 8: Application for a 30 or 1 to 5 day temporary ID pass (Heathrow only) (32KB PDF)

Use Form 1 when applying for a 30 day pass going to a full pass at the same time.

Form 9: Application for BAA pass for diplomats and persons with statutory rights of access (29KB PDF)

Most signatories will not need this form.

Form 10: Form to return a pass that's no longer required (14KB PDF)

We ask you to promptly return passes when employees leave or no longer need airside access.

Form 11: Form to ask for the release of data (73KB PDF)

The Data Protection Act provides specific protection against unauthorised disclosure. Download as MS Word (331KB DOC)

Form 12: Vehicle application form (12KB PDF)

For vehicles that are to be driven airside. Supplementary guidance on insurance requirements can be found here: Insurance information

Form 14: BAA airport ID scheme enquiry form (14KB PDF)

For companies or organisations which are new to the airport environment - perhaps dealing with a contract for work for the first time. Set up an account with us by completing this form and supplying the supporting documents.

Form 15: BAA airport ID scheme change of company details(15KB PDF)

For companies or organisations which need to make changes to their accounts with BAA.

Form 16: BAA airport ID scheme authorised signatory nomination form (23KB PDF)

Authorised signatories must be nominated on this form before they can be appointed and receive training.

Form 17: Authorised signatory sample signature form (19KB PDF)

When appointing signatories we need a sample signature. Please use this form.

Form 18: Authorised signatory leavers form (22KB PDF)

Please use this form to tell us about authorised signatories who will be leaving your organisation.

Form 19: File note template (45KB DOC)

A template to help signatories keep and submit file notes in the appropriate manner.

Form 20: Stansted Tools of the Trade application form (66 KB PDF)

This form is for those companies applying for Tools of the Trade cards at Stansted airport only.

Form 24:Edinburgh Tools of the Trade application form (66 KB PDF)

This form is for companies applying for Tools of the Trade cards at Edinburgh airport only

Heathrow tools of the trade scheme

The following documents contain important information on the application process for Heathrow's tools of the trade scheme.

Document 1: Tools of the trade categories

This document contains information on which tools require an authorisation

Document 2: Tools of the trade application process

This document contains information on the tools of the trade application process

Template letters for you to use

We have prepared these templates based on our authorised signatory training programme. They meet most if not all of the circumstances you are likely to meet. If you wish to vary the content, please ensure that you do not amend the questions the template letters pose to each recipient – these are set out in the direction that we have to ask you to follow. Please feel free to change certain issues of style or tone and remember that you should use your organisation's letterhead when preparing the letters. All the templates are in Microsoft Word format so they can easily be edited.

Proforma I: Employment reference

For referees, not for the current employer.

Proforma II: Sponsoring Company reference

For the current or most recent employer.

Proforma III: Self-employment reference

To verify details when an applicant has been self-employed.

Proforma IV: Employment in family business reference

To verify details when an applicant was employed by their own family.

Proforma V: Employment Agency Reference

If your applicant's employment was with an agency.

Proforma VI: JobCentre Plus reference

If your applicant was unemployed.