Remote work requires secure access to company resources, and VPN access requests are a key step. Many professionals find writing these requests challenging, which can slow down approvals. Writing a clear, professional VPN access request speeds up approvals and shows your commitment to security protocols.
Sending a VPN access request should be straightforward, but how you write it makes a big difference. These proven email templates will help you ask for VPN access and get quick approvals from your IT department.
VPN Access Request Email Samples
These email templates show you how to request VPN access professionally and get results.
1. Basic VPN Request for New Employee
Subject: VPN Access Request – New Employee (Marketing Department)
Dear IT Support Team,
As a new member of the Marketing Department starting next Monday, May 15, 2024, requesting VPN access to perform my daily tasks remotely. My manager, Sarah Chen, has approved this request.
*Here are my details:
- Employee ID: MK2024-089
- Department: Marketing
- Position: Content Strategist
- Manager: Sarah Chen
- Start Date: May 15, 2024
- Required Access Level: Standard Marketing Team Access*
Please let me know if you need additional information to process this request.
Thank you for your help,
Michael Rodriguez
2. Urgent VPN Request for Project Deadline
Subject: Urgent VPN Access Request – Project Alpha Deadline
Dear IT Support,
Requesting urgent VPN access to complete Project Alpha deliverables due this Friday. My previous VPN access expired yesterday, and we have a client presentation scheduled for Friday morning.
*My details:
- Name: Rachel Thompson
- Employee ID: Dev-2024-156
- Department: Software Development
- Project Code: Alpha-Q2-24
- Previous VPN ID: VPN-RT-156*
The project timeline makes this request time-sensitive. Any help to expedite this would be greatly appreciated.
Best regards,
Rachel Thompson
3. Temporary VPN Access for Contractor
Subject: VPN Access Request – 3-Month Contract Period
Hello IT Support Team,
Requesting temporary VPN access for my three-month contract period with the Data Analytics team. The project manager, Kevin Barnes, has authorized this request.
*Contract details:
- Contractor Name: James Wilson
- Contract ID: CT-2024-078
- Department: Data Analytics
- Duration: May 1 – July 31, 2024
- Access Level: Contractor (Limited)
- Project Reference: DAP-Q2-24*
Please set up the access with the contract end date. Happy to provide any additional documentation needed.
Thanks, James
Wilson
4. VPN Request for International Business Trip
Subject: VPN Access Request – Business Trip to Singapore Office
Dear IT Support,
Requesting VPN access for my upcoming business trip to our Singapore office. Need to access our internal systems during the two-week visit.
*Trip and access details:
- Employee Name: Lisa Chen
- Employee ID: HR-2024-045
- Department: Human Resources
- Travel Dates: June 1-15, 2024
- Location: Singapore Regional Office
- Systems Needed: HRIS, Payroll Portal*
Looking forward to your response.
Kind regards,
Lisa Chen
5. Department-Wide VPN Setup Request
Subject: VPN Access Setup – Finance Team (5 Members)
Dear IT Support Team,
Requesting VPN access setup for the entire Finance team as we transition to hybrid work starting next month. This request covers five team members.
*Team details:
- David Miller – FM-001 (Team Lead)
- Sarah Park – FM-002 (Senior Accountant)
- Robert Chen – FM-003 (Financial Analyst)
- Maria Garcia – FM-004 (Accountant)
- Thomas Lee – FM-005 (Accountant)*
All members need access to financial systems and shared drives. The CFO has approved this request.
Thank you, David Miller Finance Team Lead
6. VPN Request for Remote Work Policy Change
Subject: VPN Access Request – New Remote Work Agreement
Hello IT Team,
Following approval of my remote work agreement starting June 1, requesting VPN access to support this arrangement.
*Work arrangement details:
- Name: Patricia Anderson
- Employee ID: CS-2024-167
- Department: Customer Support
- Remote Work Schedule: Monday, Wednesday, Friday
- Manager Approval: Mark Stevens
- Required Systems: CRM, Support Ticket System*
Please set up the necessary access for this arrangement.
Best regards,
Patricia Anderson
7. Emergency VPN Access Request
Subject: Emergency VPN Access Required – System Maintenance
Dear IT Support,
Requesting emergency VPN access to handle critical system maintenance tonight. The production server needs urgent updates that must be completed by morning.
*Access details:
- Name: Alex Kumar
- ID: SYS-2024-023
- Role: Systems Administrator
- Duration: 24-hour access
- Systems: Production Servers
- Authorization: Brad Thompson (IT Director)*
Your quick response would be highly valued.
Thanks,
Alex Kumar
8. VPN Request for Multiple Devices
Subject: VPN Access Request – Multiple Device Setup
Dear IT Help Desk,
Requesting VPN access setup for my work laptop and tablet to support client meetings and presentations.
*Device details:
- Primary Laptop: Dell XPS 15 (Service Tag: XPS78901)
- Tablet: iPad Pro 12.9″ (Serial: IPAD456789)
- User: Jennifer Martinez
- Employee ID: Sales-2024-089
- Department: Sales
- Manager: Robert Black*
Please let me know what steps to follow for each device.
Thanks,
Jennifer Martinez
9. VPN Access Renewal Request
Subject: VPN Access Renewal Request – Expiring Next Week
Dear IT Team,
My current VPN access expires next Friday. Requesting renewal for the next six months.
*Current access details:
- Name: Samuel Wright
- Employee ID: RD-2024-234
- Department: Research & Development
- Current VPN ID: VPN-SW-234
- Expiration Date: May 24, 2024
- Requested Extension: 6 months*
Thank you for your assistance.
Best regards,
Samuel Wright
10. Graduate Intern VPN Request
Subject: VPN Access Request – Summer Internship Program
Dear IT Support,
Requesting VPN access as part of the summer internship program with the Marketing Analytics team.
*Internship details:
- Name: Emily Chang
- Intern ID: INT-2024-012
- Department: Marketing Analytics
- Duration: June 1 – August 31, 2024
- Supervisor: Diana Ross
- Required Access: Analytics Dashboard, Marketing Database*
Happy to complete any necessary security training.
Thank you,
Emily Chang
11. Project-Based VPN Request
Subject: VPN Access Request – Website Redesign Project
Dear IT Department,
Requesting VPN access for the website redesign project team members. We need secure access to development servers and design assets.
*Project details:
- Project Name: Corporate Website Redesign
- Duration: 3 months
- Team Members:
- Amanda Lee (Design Lead)
- Carlos Rodriguez (Frontend Dev)
- Michelle Park (UX Designer)
- Systems Needed: Dev Servers, Asset Management System*
The project starts next Monday.
Best regards,
Amanda Lee
12. Cross-Department VPN Access Request
Subject: VPN Access Request – Cross-Department Collaboration
Dear IT Support Team,
Requesting expanded VPN access to support the new cross-department sustainability initiative.
*Access requirements:
- Name: Daniel Green
- ID: PM-2024-067
- Current Access: Project Management Systems
- Additional Access Needed: Environmental Compliance Database, Sustainability Metrics Dashboard
- Project Duration: 6 months
- Approving Managers: Sarah Johnson (PM), Mike Chen (Sustainability)*
Thank you for your help.
Regards,
Daniel Green
13. Remote Training VPN Request
Subject: VPN Access Request – Remote Training Program
Dear IT Help Desk,
Requesting VPN access to conduct remote training sessions for our APAC team members.
*Training program details:
- Trainer: Rebecca Martinez
- Employee ID: TR-2024-045
- Department: Training & Development
- Program Dates: June 15-30, 2024
- Required Systems: LMS, Training Materials Server
- Number of Sessions: 8*
Please set up access before the first session.
Thank you,
Rebecca Martinez
14. Software Developer VPN Request
Subject: VPN Access Request – Development Team Access
Dear IT Support,
Requesting VPN access for the development team’s coding infrastructure and testing environments.
*Access details:
- Name: Ryan Zhang
- Employee ID: DEV-2024-189
- Team: Backend Development
- Required Access:
- Git Repositories
- Jenkins Server
- Test Environments
- Logging Systems*
Looking forward to your response.
Best regards, Ryan Zhang
15. Part-Time Employee VPN Request
Subject: VPN Access Request – Part-Time Schedule
Dear IT Team,
Requesting VPN setup for my part-time work schedule in the Content team.
*Schedule details:
- Name: Sophie Turner
- Employee ID: PT-2024-034
- Department: Content Creation
- Work Days: Tuesday, Thursday
- Hours: 9 AM – 3 PM EST
- Systems Needed: CMS, Asset Library*
Please configure access according to these hours.
Thank you,
Sophie Turner
16. Data Analyst VPN Request
Subject: VPN Access Request – Data Analysis Projects
Dear IT Support,
Requesting VPN access to work with large datasets and running analysis tools remotely.
*Access requirements:
- Name: Marcus Johnson
- ID: DA-2024-078
- Role: Senior Data Analyst
- Required Systems:
- Data Warehouse
- Analytics Tools
- Visualization Platforms
- Data Sensitivity: High*
Available for any security briefings needed.
Best regards,
Marcus Johnson
17. Vendor VPN Access Request
Subject: VPN Access Request – External Vendor Support
Dear IT Department,
Requesting VPN access for our new software vendor to provide technical support and updates.
*Vendor details:
- Company: TechServ Solutions
- Contact: David Lee
- Vendor ID: V-2024-056
- Service Contract: TSS-2024-089
- Duration: 12 months
- Access Level: Vendor Restricted
- Systems: Support Platform*
All NDAs have been signed and submitted.
Thank you,
David Lee
18. Mobile App Developer VPN Request
Subject: VPN Access Request – App Development Team
Dear IT Support Team,
Requesting VPN access for the mobile app development team to manage app updates and testing.
*Development details:
- Name: Jessica Kim
- Employee ID: MAD-2024-123
- Team: Mobile App Development
- Project: Customer Mobile App
- Required Access:
- App Development Servers
- Testing Environment
- API Documentation*
Thank you for your assistance.
Best regards,
Jessica Kim
19. Research Team VPN Request
Subject: VPN Access Request – Research Database Access
Dear IT Help Desk,
Requesting VPN access for the research team to access scientific databases and analysis tools.
*Research details:
- Name: Dr. Alan Foster
- ID: RES-2024-167
- Department: Clinical Research
- Project: Phase III Trial
- Duration: 18 months
- Systems: Research Databases, Statistical Tools*
Security clearance documents attached.
Kind regards,
Dr. Alan Foster
20. Legal Team VPN Request
Subject: VPN Access Request – Legal Department Setup
Dear IT Support,
Requesting VPN access setup for secure handling of legal documents and case management.
*Access details:
- Name: Victoria Chen
- Employee ID: LEG-2024-045
- Department: Legal
- Role: Senior Counsel
- Systems Needed:
- Legal Document Management
- Case Filing System
- Contract Database
- Security Level: Maximum*
Please ensure encryption meets legal compliance standards.
Thank you,
Victoria Chen
Final Thoughts
These email samples demonstrate that clear communication and proper detail make VPN requests simple and effective. Each template can be adjusted based on specific needs while maintaining professionalism and clarity. Adding relevant details, stating the purpose clearly, and following up appropriately will help secure quick approvals for VPN access requests.