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Employee asset handover form template

Record company property given to an employee, and its return.

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How to make a employee asset handover form

  1. 1

    Check the questions: rename, add or delete any field, or change how it’s answered.

  2. 2

    Add your organisation’s name, a contact line and your logo if you like.

  3. 3

    Choose fillable PDF, printable PDF, Word or HTML, and the paper size.

  4. 4

    Download the employee asset handover form and share it, print it or add it to your website.

About this employee asset handover form

An asset handover form records exactly which company property an employee has received: laptop, charger, phone, SIM, ID card, keys, tools or uniforms, with serial numbers and condition. The employee signs to accept responsibility, and the same form records the return when they leave.

It saves arguments about missing chargers and damaged screens, and makes the exit checklist quick.

What’s on the employee asset handover form

The template has 4 sections and 11 questions. Every one can be renamed, moved or deleted.

  • Employee: Name; Employee ID; Department; Manager
  • Assets issued: Assets table (Item, Serial no. / asset tag, Condition, Date issued, Date returned)
  • Terms: Agreement: “I have received the items above in the condition described. I will use them for work, look after them, report loss or damage promptly, and return them when asked or when I leave.”; Employee signature with date; Issued by with date
  • Return: All items returned in acceptable condition (yes or no); Notes on missing or damaged items; Received by with date

Tips

  • Note existing damage on handover, ideally with photos.
  • Record serial numbers and asset tags, not just “laptop”.
  • Use the return columns during the exit process.

Four ways to save it

A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.

Frequently asked questions

Can I deduct lost equipment from final pay?

Only where your contract and local law allow it. The signed handover form is evidence of what was issued, but get advice before making deductions.

Should I use one form per item?

No. One form per employee works best; add items to the table as they’re issued.

Can I put the employee asset handover form on my website?

Yes. Choose “HTML” to copy ready-made form code with labels and a simple style. Set the form’s action to the address that should receive submissions, such as your own form handler.

Can people fill in this employee asset handover form on a phone?

Yes. Choose “Fillable PDF” and send the file. It opens in the Files or Drive app on Android, Files on iPhone, and any browser on a computer, where people can type their answers and save the result.

Can I change the questions on the employee asset handover form?

Yes. Rename any question, change its answer type (short answer, tick boxes, rating, table and more), move it, or delete it. You can also add whole new sections.

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