Free template
IT equipment handover form
The one-page form that ends "I never got a charger" disputes: who received what, in what condition, with which accessories, signed by both sides, with a return row on the same sheet. Editable DOCX, direct download, no email gate.
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What is on the form
- Recipient. Name, role, email, and the date of issue: the four fields that tie the equipment to a person and a start date.
- Equipment issued. Five columns per item: model, asset tag, serial number, condition at issue, and accessories. Condition at issue is the column that ends who-broke-it disputes a year later.
- Acknowledgement. Four plain-language commitments: receipt, acceptable use and care, return on request or at exit, and company ownership of device and data.
- Signatures. Recipient and issuer sign at handover; a third row records the eventual return, so one sheet tells the whole custody story.
File the signed form with the asset's register entry, not in a drawer. A handover record that cannot be found at audit time is a handover that did not happen; the register template has the columns it anchors to.
Frequently asked questions
Why does a handover need a signed form at all?
Because a year later, memory is the worst witness. The signed form settles what was issued, in what condition, with which accessories, and that the recipient accepted the return obligation. It is also the artifact auditors accept as issue evidence, and the anchor the eventual return gets recorded against.
Is this the same as an offboarding checklist?
No, and mixing them up is why both get done badly. This form documents the ISSUE of equipment on day one. The leaver process is its mirror and lives in our free offboarding checklist template, with the dated return and access-revocation logs auditors sample.
Can I edit the form?
Yes, it is a plain DOCX with no gating and no branding lock. Add your logo, your policy references, or extra acknowledgement lines. Keep the condition-at-issue column and the return row whatever else you change; they carry most of the evidentiary weight.
What does the paperless version look like?
In OnTrackio, assigning hardware generates a transfer agreement the employee signs electronically, with a typed or drawn signature, a timestamp, and the signer's address captured as evidence, and IT counter-signs. The register, the agreement, and the eventual return then live on the same asset record instead of in a folder of scans.
Handover without the paper
In OnTrackio, assigning hardware sends a transfer agreement for e-signature, IT counter-signs, and the record lives on the asset. See it in 30 minutes.