PeopleMuster

Asset request form

Equipment requests are answered fastest when IT can see whether stock already covers them. Naming the specification rather than the product means a machine sitting on a shelf can be offered.

Raise this for a new joiner, a replacement, an upgrade or an extra item. Handing an existing device from one person to another is a handover form, which records condition and serial.

EQUIPMENT REQUEST — [COMPANY NAME]

Requested for: [EMPLOYEE NAME], [EMPLOYEE CODE]
Department and manager: [DEPARTMENT] / [MANAGER NAME]
Raised on: [DATE OF REQUEST]   Needed by: [DATE NEEDED]

WHAT IS NEEDED
Item type: [LAPTOP / PHONE / MONITOR / OTHER]
Reason: new joiner / replacement / upgrade / additional
If a replacement, current device code: [EXISTING DEVICE CODE]
What is wrong with it: [FAULT OR LIMITATION]

SPECIFICATION NEEDED
Processor: [PROCESSOR]
Memory: [RAM]
Storage: [STORAGE]
Screen: [SCREEN SIZE]
Anything else: [SPECIAL REQUIREMENT]
What the work needs it for: [THE ACTUAL WORK]

IT TO COMPLETE
Can stock cover this: yes / no
Device offered: [DEVICE CODE] · [MODEL AND BRAND] · [SERIAL NUMBER]
Health and verification state: [HEALTH] / [VERIFIED: YES / NO]
If buying: estimated cost [PURCHASE ESTIMATE] · lead time [LEAD TIME]

DECISION
Manager ____________  Date ______
IT ____________  Date ______
Budget holder, if buying ____________  Date ______
Issued to [EMPLOYEE NAME] on __ / __ / ____ · assignment recorded by ____________

What to put in each blank

[THE ACTUAL WORK]
Describe the workload, not the product. It is what lets IT offer an alternative.
[EXISTING DEVICE CODE]
Give the code from the asset register so the old machine can be traced and reused.
[FAULT OR LIMITATION]
Be specific. Slow is not a fault; running out of memory during a build is.
[DATE NEEDED]
Give a real date, usually a joining date. Everything gets marked urgent otherwise.
[SERIAL NUMBER]
Record the serial at issue. It is the field every later query is answered from.

Before you send it

  • Ask IT to check stock before any purchase line is filled in. Returned machines are the cheapest answer available.
  • Record the serial and the device code when the item is issued, not a week later from memory.
  • Say what happens to the old device on the same form: returned, reassigned or retired.
  • Keep a joiner request tied to the joining date. Equipment arriving after someone starts is the complaint every new employee remembers.

PeopleMuster holds an IT asset register with model, serial, health and a verified state, plus assignment history

Questions people ask about this letter

Why ask for a specification instead of a model?

Because a specification can be met from stock and a model usually cannot. Naming the work behind it lets IT offer a machine that already exists rather than ordering a new one.

Who approves an equipment request?

The manager for the need and IT for the fulfilment, with a budget holder added only when something is being bought. Stock issues do not need a third signature.

What happens to the device being replaced?

Record it on the same form as returned, reassigned or retired. Replacements without that line are how an asset register quietly drifts away from reality.

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