15 VPN Access Request Email Samples

VPN Access Request Email Samples

Here are 15 email samples you can use when requesting VPN access from your IT department or manager. Each one works for different situations.

1. Basic VPN Request for Remote Work

Subject: Request for VPN Access for Remote Work

Dear IT Support Team,

I hope this email finds you well. I am writing to request VPN access to our company network. I will be working remotely starting next Monday, and I need to access several files on the shared drive to complete my projects.

My employee details are:

• Name: Alex Morgan
• Employee ID: EM12345
• Department: Marketing
• Manager: Sarah Johnson

Please let me know if you need any other information or if there are any forms I need to fill out for this request.

Thank you for your help.

Best regards,

[Signature block: Full name, Job title, Department, Company name, Contact number, Email address]

2. Urgent VPN Access Request

Subject: URGENT: VPN Access Needed for Client Meeting Tomorrow

Hello IT Support,

I need urgent VPN access for an important client meeting scheduled for tomorrow at 10 AM. I will be working from home due to a last-minute change, and I must have access to our client database and presentation files stored on the company server.

My details:

• Name: Jamie Wilson
• Employee ID: JW7890
• Department: Sales
• Manager: Robert Chen
• Phone: 555-123-4567

This is very time-sensitive as the meeting cannot be moved. I would really thank you for setting this up today if possible.

Thanks for your quick help on this!

Jamie

[Signature block: Full name, Sales Representative, Company logo, Business phone, Mobile number, Email address]

3. New Employee VPN Setup Request

Subject: New Employee VPN Access Request

Dear IT Department,

As a new employee who started last week in the Design team, I am writing to request VPN access to help me work from home on Fridays, which my manager has approved as part of our team’s flexible work setup.

My details are:

• Name: Taylor Reed
• Employee ID: TR2345
• Start Date: May 2, 2025
• Department: Design
• Manager: Michael Wong
• Contact: 555-987-6543

I have completed the security training course as required by company policy. The certificate number is SEC-2025-5678.

Please let me know when I can expect the VPN to be set up and if there are any steps I need to take on my end.

Thank you for your assistance.

Sincerely,

[Signature block: Full name, Graphic Designer, Design Department, Company name, Email address, Phone number]

4. Temporary VPN Access for Business Trip

Subject: Temporary VPN Access for Tokyo Business Trip

Hi IT Support Team,

I will be traveling to Tokyo for a business trip from May 20-27, 2025, and will need VPN access during this time to connect to our company systems from my hotel.

Here are my details:

• Name: Sam Johnson
• Employee ID: SJ4567
• Department: Business Development
• Manager: Lisa Park
• Travel dates: May 20-27, 2025
• Destination: Tokyo, Japan

I only need temporary access for the duration of my trip. My manager has approved this request.

Thank you for your help with setting this up.

Best,

[Signature block: Full name, Business Development Manager, Company name and logo, Office address, Business phone, Mobile phone, Email address]

5. VPN Access Request with Technical Specifications

Subject: VPN Access Request with System Details

Dear IT Support,

I would like to request VPN access for my work laptop. Below are my details and the technical specifications of my machine as requested in the company IT policy:

Employee Information:

• Name: Jordan Smith
• Employee ID: JS8901
• Department: Engineering
• Manager: David Kim

System Specifications:

• Device: Company-issued Dell XPS 15
• Serial Number: XPS-789-456-123
• Operating System: Windows 11 Pro
• Antivirus: McAfee LiveSafe (updated)
• Last Security Patch: April 10, 2025

I need this access to join the on-call support rotation starting next week.

Thank you for your assistance with this request.

Regards,

[Signature block: Full name, Senior Software Engineer, Engineering Department, Company name, Email address, Office extension, Mobile number]

6. VPN Request for Contractor

Subject: VPN Access Request for External Contractor

Dear IT Security Team,

I am writing to request VPN access for Maria Lopez, a contractor who will be working with our Marketing team on the new product launch campaign. She will need access to our shared marketing materials and the campaign planning software.

Contractor details:

• Name: Maria Lopez
• Company: Creative Solutions LLC
• Contract ID: CS-2025-456
• Project: Summer Product Launch
• Contract Duration: May 15 – August 15, 2025
• Email: maria@creativesolutions.com

Maria has signed all the required NDAs and security agreements. The signed documents have been uploaded to the contract management system (reference ID: NDA-ML-789).

Could you please set up VPN access with the appropriate permissions for the marketing resources only? She does not need access to any other company systems.

Thank you for your help.

Best regards,

[Signature block: Full name, Marketing Director, Marketing Department, Company address, Work phone, Email address]

7. VPN Access Renewal Request

Subject: VPN Access Renewal Request

Hello IT Department,

My current VPN access is set to expire on May 31, 2025. I am writing to request a renewal for another 6 months as I continue to work remotely three days a week.

My details:

• Name: Casey Morgan
• Employee ID: CM3456
• Department: Customer Support
• Manager: Jennifer Lee
• Current VPN Expiry: May 31, 2025
• Requested Extension: Until November 30, 2025

My manager has approved this extension, and I continue to need access to the customer database and support ticketing system while working from home.

Please let me know if you need any additional information to process this renewal.

Thank you,

[Signature block: Full name, Senior Customer Support Specialist, Customer Support Team, Company name, Support team email, Support line number, Personal work number]

8. VPN Request Following Company Policy Change

Subject: VPN Access Request – New Hybrid Work Policy

Dear IT Support,

Following the new hybrid work policy announced last week, I am writing to request VPN access for my work laptop. The policy states that all employees working remotely need to use VPN to access company resources.

My information:

• Name: Riley Thompson
• Employee ID: RT5678
• Department: Human Resources
• Manager: Thomas Garcia
• Remote Work Schedule: Tuesdays and Thursdays

I have completed the required “Remote Work Security” training course on April 10, 2025 (Certificate ID: RWS-RT-2025).

Thank you for your help in setting up my VPN access.

Kind regards,

[Signature block: Full name, HR Specialist, Human Resources Department, Company name and address, Work phone extension, Email address]

9. VPN Access Request for Special Project

Subject: VPN Access Request for Q3 Financial Audit Project

Dear IT Team,

I am part of the team working on the upcoming Q3 financial audit. For this project, I need VPN access to work with the sensitive financial documents that cannot be taken off-site.

My details:

• Name: Morgan Kelly
• Employee ID: MK6789
• Department: Finance
• Manager: Patricia Wong
• Project Timeline: June 1 – July 15, 2025

This request has been approved by both my manager and the Head of Finance, James Peterson. They have confirmed that I need access to the financial database and audit files located on the secure server.

Please let me know if you need any additional approvals or information.

Thank you for your assistance.

Best,

[Signature block: Full name, Financial Analyst, Finance Department, Company name, Work email, Office phone, Mobile phone]

10. VPN Access Request from a Manager for Team Member

Subject: VPN Access Request for Team Member

Hello IT Support,

I would like to request VPN access for my team member, Alex Jordan, who will be working remotely while recovering from a minor surgery. Alex will need access to our project management tools and shared team drives for the next three weeks.

Employee details:

• Name: Alex Jordan
• Employee ID: AJ7890
• Department: Product Development
• Position: UX Designer
• Remote Work Period: May 25 – June 15, 2025
• Email: alex.jordan@company.com

As Alex’s manager, I approve this temporary VPN access. Please set up the access with standard team member permissions.

Thank you for your help with this request.

Regards,

[Signature block: Full name, Product Development Manager, Department, Office location, Company name, Work phone, Email address]

11. Follow-up VPN Request After Initial Request

Subject: Follow-up: VPN Access Request from Last Week

Hi IT Team,

I sent an email last Tuesday (May 6) requesting VPN access but haven’t heard back yet. I wanted to follow up as I will start working remotely next Monday and will need access to our company systems.

Here are my details again:

• Name: Jesse Morgan
• Employee ID: JM8901
• Department: Content Marketing
• Manager: Sandra Wilson

Could you please let me know the status of my request? I’m happy to provide any additional information you might need.

Thank you for your help.

Best regards,

[Signature block: Full name, Content Marketing Specialist, Marketing Department, Company name, Work email, Mobile number]

12. VPN Request with Manager’s Pre-approval

Subject: VPN Access Request (Pre-approved by Manager)

Dear IT Support Team,

I am writing to request VPN access for my work laptop. My manager, David Chen, has already approved this request (approval email attached).

My details:

• Name: Avery Williams
• Employee ID: AW9012
• Department: Research & Development
• Manager: David Chen
• Device: Company MacBook Pro (Asset Tag: MAC-2025-345)

I need VPN access to connect to our lab systems when working from home on Wednesdays and Fridays, per our department’s hybrid work schedule.

Please let me know if you need any additional information to process this request.

Thank you,

[Signature block: Full name, Research Scientist, R&D Department, Lab location, Company name, Work email, Lab extension, Mobile number]

13. VPN Request for Multiple Devices

Subject: VPN Access Request for Multiple Devices

Hello IT Support,

I would like to request VPN access for both my work laptop and tablet. I often need to access company resources while traveling between client sites, and having access on both devices would help me stay productive.

My information:

• Name: Taylor Kim
• Employee ID: TK0123
• Department: Client Services
• Manager: Robert Smith

Device details:

• Laptop: Dell Latitude 7420 (Asset Tag: DL-2024-789)
• Tablet: iPad Pro 12.9″ (Asset Tag: IP-2025-234)

Both devices have the latest security updates installed and are password-protected with encryption enabled.

Thank you for considering my request.

Best regards,

[Signature block: Full name, Senior Client Manager, Client Services Department, Company name and logo, Office address, Business phone, Mobile phone, Email address]

14. VPN Request for Home Office Setup

Subject: VPN Access Request for Permanent Home Office Setup

Dear IT Department,

I am setting up a permanent home office following approval of my request to work remotely full-time. As part of this setup, I need VPN access to connect to our company systems securely.

My details:

• Name: Jordan Casey
• Employee ID: JC1234
• Department: Accounting
• Manager: Michelle Thompson
• Home Office Start Date: June 1, 2025

I have completed the home office security assessment as required by company policy. The assessment ID is HOS-JC-789.

Could you please let me know what steps I need to take to get VPN access set up? I’ve already installed the company-approved antivirus software on my work laptop.

Thank you for your assistance.

Sincerely,

[Signature block: Full name, Senior Accountant, Accounting Department, Company name, Work email, Work mobile phone]

15. VPN Access Request with Training Completion

Subject: VPN Access Request – Security Training Completed

Hello IT Security Team,

I would like to request VPN access for my work computer. I have completed all the required security training courses as specified in the company IT policy:

My information:

• Name: Quinn Martinez
• Employee ID: QM5678
• Department: Legal
• Manager: Jessica Wong

Training completed:

• Cybersecurity Basics (April 5, 2025)
• Data Protection Policy (April 8, 2025)
• Secure Remote Access (April 10, 2025)
• Certificate ID: SEC-QM-2025-456

I need VPN access to work with confidential legal documents when I am out of the office for court appearances or client meetings.

Thank you for processing my request.

Kind regards,

[Signature block: Full name, Corporate Counsel, Legal Department, Company name, Bar Association number, Office address, Work phone, Email address]

Wrapping Up: VPN Request Emails

Writing a clear VPN access request can speed up the approval process. The key points to include are your employee details, why you need access, how long you need it, and any approvals you already have.

Keep your request simple and straight to the point. The IT team deals with many requests, so making their job easier will help you get what you need faster.

Use these samples as starting points, but always adjust them to match your company’s policies and culture. A well-written request shows you respect the security needs of your organization while trying to do your job better.