PeopleMuster

IT asset inventory template

An IT asset inventory is a register of every piece of hardware your company owns: what it is, where it is, who has it and what state it's in. One row per device, with an asset code you label on the device itself. When someone leaves, the register tells you exactly what to collect.

Start it the day you buy your tenth device, or the day a leaver's laptop can't be found. Update it on every purchase, handover, repair and disposal, and check it against the real devices at least twice a year.

IT ASSET INVENTORY
Company: [COMPANY NAME]
Register owner: [REGISTER OWNER]
Last verified: [LAST VERIFIED DATE]

PART 1: THE REGISTER (one row per device)
Asset code | Type | Brand | Model | Serial number | Processor | RAM | Storage | Screen size | Purchase date | Status | Health | Verified | Assigned to | Department | Assigned since
[ASSET CODE] | [DEVICE TYPE] | [BRAND] | [MODEL] | [SERIAL NUMBER] | [PROCESSOR] | [RAM] | [STORAGE] | [SCREEN SIZE] | [PURCHASE DATE] | [STATUS] | [HEALTH] | [VERIFIED] | [ASSIGNEE] | [DEPARTMENT] | [ASSIGNED DATE]
[ASSET CODE] | [DEVICE TYPE] | [BRAND] | [MODEL] | [SERIAL NUMBER] | [PROCESSOR] | [RAM] | [STORAGE] | [SCREEN SIZE] | [PURCHASE DATE] | [STATUS] | [HEALTH] | [VERIFIED] | [ASSIGNEE] | [DEPARTMENT] | [ASSIGNED DATE]
[ASSET CODE] | [DEVICE TYPE] | [BRAND] | [MODEL] | [SERIAL NUMBER] | [PROCESSOR] | [RAM] | [STORAGE] | [SCREEN SIZE] | [PURCHASE DATE] | [STATUS] | [HEALTH] | [VERIFIED] | [ASSIGNEE] | [DEPARTMENT] | [ASSIGNED DATE]
[ASSET CODE] | [DEVICE TYPE] | [BRAND] | [MODEL] | [SERIAL NUMBER] | [PROCESSOR] | [RAM] | [STORAGE] | [SCREEN SIZE] | [PURCHASE DATE] | [STATUS] | [HEALTH] | [VERIFIED] | [ASSIGNEE] | [DEPARTMENT] | [ASSIGNED DATE]

PART 2: ASSIGNMENT HISTORY (one row per handover)
Asset code | From | To | Date | Condition at handover | Recorded by
[ASSET CODE] | [PREVIOUS HOLDER] | [NEW HOLDER] | [HANDOVER DATE] | [CONDITION] | [RECORDED BY]
[ASSET CODE] | [PREVIOUS HOLDER] | [NEW HOLDER] | [HANDOVER DATE] | [CONDITION] | [RECORDED BY]

PART 3: SUMMARY
Measure | Count
Total devices | [TOTAL COUNT]
Ready (unassigned and working) | [READY COUNT]
Assigned | [ASSIGNED COUNT]
Under maintenance | [MAINTENANCE COUNT]
Retired | [RETIRED COUNT]
Not verified at last check | [UNVERIFIED COUNT]
In use (assigned / total not retired) | [IN USE %]

What to put in each blank

[ASSET CODE]
Give each device a code made of a prefix, a type and a number, such as AC-LAP-014, and stick a label with it on the device. Never reuse a retired code.
[SERIAL NUMBER]
Copy the maker's serial from the device or its box, not from an invoice. You'll need it for any warranty claim or theft report.
[PROCESSOR]
Note the processor and its generation, along with RAM and storage in the next columns. When a new hire needs a machine, you can filter for one that's up to the job.
[STATUS]
Use one of three: ready, under maintenance or retired. A device with an assignee and a ready status is in use.
[HEALTH]
Grade the condition: excellent, good, fair or poor. Two poor ratings in a row is your signal to plan a replacement.
[VERIFIED]
Mark verified when someone has physically seen the device with its label at the last check. Anything not verified goes on the follow-up list.
[ASSIGNEE]
Enter the person's name or employee ID, or "pool" for shared kit. Leave it blank only when the status is ready or retired.
[CONDITION]
Describe the device at handover in a few words, such as "scratch on lid, charger included", so later damage has a clear starting point.

Before you send it

  • Label first, record second. A register with codes that don't appear on the devices can't be checked against the room.
  • Log every handover in Part 2 as it happens. When a laptop turns up damaged, the history shows who had it and in what state.
  • Run a count against the register twice a year, and whenever someone leaves. Mark each device verified or not, and chase the gaps that week.
  • Keep chargers, docks and headsets on the register if they cost enough to matter to you. Small kit goes missing faster than laptops do.

PeopleMuster keeps your IT asset register with device codes, serial numbers, specs, health, a verified flag, status and the full assignment history for every device, and exports it.

Questions people ask about this letter

What should an IT asset inventory include?

At minimum: an asset code, device type, brand, model, serial number, status, the person it's assigned to and the date they got it. Add specs, health, a verified flag and a handover history, as in the template, once you have more than a few dozen devices.

How do you keep track of company laptops?

Label each laptop with an asset code, record it in one register with its serial and assignee, and log every handover. Then check the register against the real devices twice a year and whenever someone leaves.

What is hardware inventory software?

Hardware inventory software keeps the register above as a live system instead of a spreadsheet. You add each device once, assign it to a person, filter by status, specs or department, and export the list for an audit.

How often should an IT asset audit be done?

Twice a year for most small and mid-sized companies, plus a check on each leaver's devices on their last day. Growing teams that buy kit every month often move to a quarterly count.

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