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Application forms

All the forms you may need when applying for or maintaining your organisation's passes are available for download below. There are also a selection of template letters that have been prepared based on our authorised signatory training programme. They meet most if not all of the circumstances you are likely to meet.

Competed forms should be sent to:

ID Centre
Forth Building
Edinburgh Airport
Edinburgh, EH12 9DN

Or by Fax on: 0131 344 3391

Or can be emailed to:


Form 1: Application for a full or 30-day going to a full ID pass
For permanent or 30-day going to a full pass (applying at the same time).
Download Form 1

Form 2: Reference details continuation sheet
Some applications will need more references, depending on their previous employment record.
Download Form 2

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

Form 6: Notification of a lost or stolen ID pass
Give notice of lost or stolen passes by telephone first, then submit this form promptly.
Download Form 6

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

Form 9: Pass for diplomats and persons with statutory rights of access
Most signatories will not need this form.
Download Form 9

Form 10: Form to return a pass that's no longer required
We ask you to promptly return passes when employees leave or no longer need airside access.
Download Form 10

Form 11: Form to ask for the release of data
The Data Protection Act provides specific protection against unauthorised disclosure.
Download Form 11

Form 12: Vehicle application form
For vehicles that are to be driven airside.
Download Form 12
Guidance Notes

Form 14: EAL ID scheme enquiry form
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.
Download Form 14

Form 15: EAL ID scheme change of company details
For companies or organisations which need to make changes to their accounts with Edinburgh Airport.
Download Form 15

Form 16: EAL ID scheme authorised signatory nomination form
Authorised signatories must be nominated on this form before they can be appointed and receive training.
Download Form 16

Form 17: Authorised signatory sample signature form
When appointing signatories we need a sample signature. Please use this form.
Download Form 17

Form 18: Authorised signatory leavers form
Please use this form to tell us about authorised signatories who will be leaving your organisation.
Download Form 18

Form 19: File note template
A template to help signatories keep and submit file notes in the appropriate manor.
Download Form 19

Form 24: EAL Tools of the Trade application form
This form is for companies applying for Tools of the Trade cards. This document contains information on which tools require an authorisation.
Download Form 24

Form 25: Notification of a Lost or Stolen Airside Vehicle Pass
This form should be used to notify the Edinburgh Airport ID Centre of the loss of an airside vehicle pass. A replacement airside vehicle pass will not be issued unless this Notification Form has been completed in full and authorised by a recognised Authorised Signatory.
Download Form 25

Template letters

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.
Download Proforma I

Proforma II: Sponsoring Company reference
For the current or most recent employer.
Download Proforma II

Proforma III: Self-employment reference
To verify details when an applicant has been self-employed.
Download Proforma III

Proforma IV: Employment in family business reference
To verify details when an applicant was employed by their own family.
Download Proforma IV

Proforma V: Employment agency reference
If your applicant's employment was with an agency.
Download Proforma V

Proforma VI: JobCentre Plus reference
If your applicant was unemployed.
Download Proforma VI

Proforma VII: HMRC reference
If in a family business or self-employed and those businesses are no longer listed.
Download Proforma VII

Proforma IX: Educational reference
References from schools, colleges and universities.
Download Proforma IX

Proforma X: Gap reference
To check any gaps of over 14 days in an employment record. One reference per gap is required.
Download Proforma X

Proforma XI: Voluntary sector reference
If an applicant has spent time in the voluntary sector.
Download Proforma XI