Request for visit form

All fields identified as (required) must be completed and the form communicated via government-to-government.

Other format available for download:
Request for visit form—PDF version (1.8MB)
Instructions for completing the PDF request for visit form—PDF version (165KB)
Alternative formats and plug-ins

To (country or international organization name) (required)

1. Type of visit request (select one of the following options)

One-time

Recurring

Emergency (if selected, complete the remarks portion in section 16 of the form)

Amendment

Section 1—Amendment options (select at least one of the following options)

Dates

Visitors

Agency or facility

For an amendment, insert the National Security Authority (NSA) or Designated Security Authority (DSA) original Request for visit (RFV) reference number (required)

Depending on the laws or regulations of the countries involved, a one-time visit request that is issued for the posting of personnel may require additional information or documents to be included with the Request for visit form.

2. Types of information, material or site access (select one of the following options)

Confidential or above

Access to security areas without access to classified information or material

Unclassified/Restricted (only if required by the laws or regulations of the countries involved, or if you are making a Protected visit request)

3. Summary

By default, the boxes in this section display the number “1” and cannot be directly changed. These numbers will update automatically if you add additional sites in Annex 1 or add additional visitors in Annex 2.

Number of sites

Number of visitors

4. Administrative data

Requestor

National Security Authority (NSA) or Designated Security Authority (DSA) Request for visit (RFV) reference number

Date (yyyy-mm-dd)

5. Requesting government agency, organization or industrial facility (select one of the following options)

Military

Government

Industry

North Atlantic Treaty Organization (NATO)

European Union (EU)

Other

If other, specify (required)

Name (required)

Postal address (required)

Email address (required)

Fax number (required)

Telephone number (required)

6. Government agency(ies), organization(s) or industrial facility(ies) to be visited

Complete Annex 1

7. Date of visit

From (yyyy-mm-dd) (required)

To (yyyy-mm-dd) (required)

8. Type of initiative

a. Select one of the two following options (required)

Government initiative

Commercial initiative

b. Select one of the two following options (required)

Initiated by requesting agency or facility

By invitation

9. Is the visit pertinent to (select one of the following options)

Specific equipment or weapon system

Foreign military sales or export licence

A program or agreement

A defence acquisition process

Other

If other, specify (required)

Specify the full name of the government project or program, foreign military sales case, request for proposal or tender offer. Abbreviations should be avoided.

10. Subject to be discussed, justification or purpose

Include details of the host government, project authority and solicitation or contract number if known, as well as any other relevant information. Abbreviations should be avoided. (required)

Notes:

In case of a recurring visit, this item of the Request for visit form should state "recurring visits" as the first words in the data element (for example, recurring visits to discuss...)
It is strongly advised to repeat the subject to be discussed and/or the justification of the visit in the language of the receiving country
Make sure to describe the subject to be discussed in a way that it does not reveal any classified information since the completed Request for visit form is considered an unclassified document

11. Anticipated highest level of information/material or site access to be involved

Only if required by the laws or regulations of the countries involved. Select “Other” if pertaining to another level of information, material or site access to be involved, such as NATO Secret. It can also be used for any additional security caveats such as “Secret–eyes only.”

If other, specify (required)

12. Particulars of visitor(s)

Complete Annex 2

13. The security officer of the requesting agency, organization or industrial facility

Name (required)

Telephone number (required)

Email address (required)

Signature (sign by hand)

14. Certification of security clearance level

To be completed by government certifying authority only. In accordance with the laws or regulations of the countries involved, government certifying authority must also complete this item for Restricted.

This section may be completed by the appropriate official of the embassy of the requesting country as per national legislations, policies or directives.

Notes for the certifying authority:

Insert name, address, telephone number, and email address
Sign, date and stamp, as applicable
If the certifying authority corresponds with the requesting National Security Authority, insert in this item: “See item 15 of the RFV form”

Name

Address

Telephone number

Email address

Signature (sign by hand)

Date (yyyy-mm-dd)

15. Requesting national security authority or designated security authority

To be completed by the requesting National Security Authority (NSA) or the Designated Security Authority (DSA) only as per below instructions.

Insert name, address, telephone number, and email address
Sign, date and stamp, as applicable

This section may be completed by the appropriate official of the embassy of the requesting country as per national legislations, policies or directives.

Name

Address

Telephone number

Email address

Signature (sign by hand)

Date (yyyy-mm-dd)

16. Remarks

Mandatory justification required in case of an emergency visit.

Include a remark about the level of the contract (Protected A, B, or C).

Notes:

In case of an emergency visit, it is mandatory to give the reasons for the emergency visit in this field of the Request for visit form. The particulars of the knowledgeable person, as per Multinational Industrial Security Working Group (MISWG) document number 7, paragraph 7.4, should also be identified in this field of the Request for visit form
This space can be used for certain administrative requirements (for example, proposed itinerary, request for hotel or transportation)
This space is also available for the receiving NSA or DSA for processing (for example, “no security objections”)
In case a special briefing is required, state the type of briefing and the date that the briefing was given

Annex 1 to Request for visit form government agency(ies), organization(s) or industrial facility(ies) to be visited

Select the appropriate checkbox (only one box) for the government agency, organization or industrial facility to be visited. Repeat for every site to be visited.

Insert the full name, full physical address (include city, province or state, and postal code), telephone number and fax number. Insert the name, email and telephone number of the main point of contact or the person with whom the appointment for the visit was made. Insert the name, email and telephone number of the security officer or the secondary point of contact.

Notes:

For visits to the United States, complete one Request for visit form with its annexes for each agency, organization or facility to be visited
For visits to military sites in the United States, it is mandatory to specify which military unit will be visited (for example, Army, Air Force, Navy, Marine Corps or Defense Intelligence Agency)

Site 1 (select one of the following options)

Military

Government

Industry

NATO

Other

If other, specify (required)

Contact information—site 1

Name (required)

Address (required)

Telephone number (required)

Fax number (required)

Name of point of contact (required)

Email address of point of contact (required)

Telephone number of point of contact (required)

Name of security officer or secondary point of contact (required)

Email address of security officer or secondary point of contact (required)

Telephone number of security officer or secondary point of contact (required)

Annex 2 to Request for visit form particulars of visitor(s)

Select the appropriate checkbox (only one box) for the type of employment of the visitor (for example, military, defence public servant, government, industry or embedded contractor, international organization employee (NATO, EU, etc.)). Repeat for each visitor.

Visitor 1 (select one of the following options)

Military

Defence public servant

Government

Industry or embedded contractor

NATO employee

EU employee

Other

If other, specify (required)

Contact information—visitor 1

Surname (required)

Forenames (as per passport) (required)

Rank (if applicable)

Date of birth (yyyy-mm-dd) (required)

Place of birth (city, province or state, country) (required)

Nationality (as per passport) (required)

Security clearance level (required)

Passport number or identification card number (required)

Position (insert the position the visitor holds in the organization (for example, director or product manager) (required)

Company or agency (insert the name of the government agency, organization, or industrial facility that the visitor represents) (required)

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Date modified:: 2017-05-17