Device handover form
Handover disputes are memory disputes. Was the dent already there, was there a charger in the bag, was the card handed back or left on a desk.
One page, filled twice per device: once at issue and once at return. Not worth the paper for a cable or a mouse, worth it every time for anything with a serial number.
DEVICE HANDOVER FORM — [Company name] Direction: [ ] Issued to employee [ ] Returned to company Reference: [form number] Date: [__ / __ / ____] EMPLOYEE Name ............................. Employee code .................. Department ....................... Manager ........................ ITEM Type ............................. (laptop / phone / monitor / card) Make and model ................................................... Asset code ....................... Serial number ................. Specification .................... (processor, memory, storage, screen) ACCESSORIES INCLUDED [ ] Charger and cable [ ] Case or sleeve [ ] Adapter or dock [ ] Mouse [ ] Keyboard [ ] Headset [ ] Other ........................................................ CONDITION AT HANDOVER [ ] New, sealed [ ] Good, no visible marks [ ] Used, marks noted below Notes ............................................................ .................................................................. FOR A RETURN ONLY Powers on and boots [ ] Yes [ ] No Screen and keyboard working [ ] Yes [ ] No Company data removed [ ] Yes [ ] No By ............... Accounts signed out [ ] Yes [ ] No Next state [ ] Ready to reissue [ ] Needs repair [ ] Retire DECLARATION The item above is company property. The holder agrees to look after it as set out in the IT asset policy, and to return it with its accessories on the last working day or on request. Handed over by ................. Signature .......... Date ........ Received by .................... Signature .......... Date ........ Register updated by .............. Entry reference ....................
Before you send it
- Use one form for both directions. Two forms drift apart, and the return form is the one that needs the issue details in front of it.
- Fill the condition notes even when the item is perfect. A blank box proves nothing later; the words good, no visible marks do.
- Add the register reference at the bottom. A signed form that never reaches the register leaves you with paper and no inventory.
- For a signature, a scan or a photograph of the signed sheet is enough for most teams. Nothing on this site signs or stores documents for you.
- Each PeopleMuster device record carries a serial and a verification flag. The specification goes down to processor, memory, storage and screen size. A returned machine can be checked against what was issued.
Questions people ask about this letter
Is a signed handover form worth the trouble?
For laptops and phones, yes. It costs two minutes at issue and settles the only question that ever comes up at return, which is what condition the thing was in.
Can the form be digital?
A filled PDF or a photo of the signed page works fine. The value is in the serial and the condition notes, not in the format they arrive in.
What should the return half check?
That it boots, that the accessories came back, that company data is off it, and what happens to it next. Those four answers decide whether it can be reissued.