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Asset Damage Declaration

An asset damage declaration is the employee's own signed account of how a company asset issued to them, such as a laptop, phone or tool, was damaged. It sits alongside IT's technical assessment and helps the company decide on repair, warranty or insurance claims and any recovery under policy, fairly and on facts.

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[Company Logo][Company Name]

ASSET DAMAGE DECLARATION

Ref. No.:: [Reference Number]
Date:: [Date]
Ticket No.:: [Ticket Number]

Part A: Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]

Part B: Asset Damaged

Asset ID	Asset Type	Make / Model	Serial / IMEI No.	Date Issued	Issue Form Ref.
[Asset ID]	[Laptop / Mobile / Tool]	[Make / Model]	[Serial Number]	[DD/MM/YYYY]	[Reference Number]

Part C: Employee's Account

Date and time of damage	[DD/MM/YYYY] [HH:MM]
Place: Office / Home / Client site / In transit / Other – [Details]
Was the asset being used for official work? Yes / No
Nature of damage: Screen / Body / Liquid / Not powering on / Other – [Details]
Witnesses (if any)	[Names]

Description in my own words:
[Describe how the damage happened.]

Photographs attached
Asset handed over to IT for inspection on [DD/MM/YYYY]

Part D: Employee Declaration

I, [Employee Name], declare that the information given above is true to the best of my knowledge. I have not attempted any unauthorised repair. I understand that the company will review the matter as per its asset policy, and I will be informed of the outcome and given an opportunity to respond before any recovery is decided.

Employee
[Employee Name]
Date: [Date]

Part E: IT / Technical Assessment

Damage observed	[Details]
Consistent with employee's account: Yes / No / Unclear
Under warranty: Yes / No – Claim No. [Claim Number]
Insurance claim: Yes / No – Claim No. [Claim Number]
Repair / replacement estimate: ₹[Amount]
Data recovered: Yes / No / Not applicable

Part F: Review Decision

Decision: Repair at company cost / Warranty / Insurance / Partial recovery ₹[Amount] / Full recovery ₹[Amount]
Reason for decision	[Reason]
Employee comments	[Comments]

Assessed by
[IT Executive Name]
IT Department
Date: [Date]

Reviewed by
[HR Name]
Date: [Date]

Approved by
[Authorised Signatory]
Date: [Date]

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What this template includes

Asset ID, model and serial number of the damaged item
Employee's own description of how the damage happened
Date, place and circumstances
Whether the asset was being used for official work
IT or technical assessment of damage and cost
Decision on repair, warranty, insurance or recovery after review

When to use it

A laptop screen cracks or liquid spills on a keyboard
A company phone is dropped or water-damaged
A field tool or instrument breaks during use
Damage is noticed at the time of asset return

How to customise this template

1Link it to your asset policy's damage and recovery section
2Add a field for the warranty or insurance claim number
3Set who reviews the declaration and decides on recovery
4Allow the employee to attach supporting evidence
5Use the company property damage report for premises or shared assets

HR tips

Ask for the declaration soon after the damage is reported
Let the employee write in their own words; do not pre-fill blame
Check warranty and insurance before considering any recovery
Communicate the decision in writing with reasons

Any recovery from salary or F&F must follow applicable wage laws, the company policy and principles of fairness; consult a legal adviser where needed.

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Frequently asked questions

Is an employee always liable for a damaged company laptop?+

No. Accidental damage during normal official use is often covered by warranty, insurance or policy. Liability, if any, usually depends on negligence and what the asset policy says.

What should an asset damage declaration include?+

The asset details, a factual description of how the damage happened, date and place, any witnesses or photos, and the employee's signature.

Can the employee disagree with the IT assessment?+

Yes. The form should allow comments, and the reviewing authority should consider them before deciding on any recovery.

All 50 it assets, admin & company property →

[Company Logo][Company Name]
COMPANY ASSET HANDOVER FORM
Handover No.:
[Reference Number]
Date:
[Date]
Company:
[Company Name]
Location:
[Work Location]
1. Employee Receiving the Assets
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Date of Joining [Date of Joining]
Reporting Manager [Reporting Manager]
2. Previous Holder (if assets are transferred)
Name [Previous Holder Name]
Employee ID [Employee ID]
Reason: Exit / Transfer / Role Change
3. Assets Handed Over
Form · Word
Company Asset Handover Form
Download .docx

Name	[Previous Holder Name]
Employee ID	[Employee ID]
Reason: Exit / Transfer / Role Change

[Company Logo][Company Name]

COMPANY ASSET RETURN FORM

Ref. No.:: [Reference Number]
Date:: [Date]
Handover Form Ref.:: [Handover Form Number]
Reason:: Resignation / Termination / Retirement / Transfer / Recall

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Date of Joining	[Date of Joining]
Last Working Day	[Last Working Day]

2. Asset Reconciliation

Asset ID	Description / Make / Model	Serial No.	Condition at Issue	Returned (Y/N)	Condition at Return	Shortage / Damage (₹)
[Asset ID]	[Laptop – Make / Model]	[Serial Number]	[Condition]	Y / N	[Condition]	[Amount]
[Asset ID]	[Mobile / SIM]	[IMEI / Mobile Number]	[Condition]	Y / N	[Condition]	[Amount]
[Asset ID]	[ID / Access Card]	[Card Number]	[Condition]	Y / N	[Condition]	[Amount]
[Asset ID]	[Keys / Furniture]	[Key Number]	[Condition]	Y / N	[Condition]	[Amount]
[Asset ID]	[Tools / Samples / Uniform]	[Serial Number]	[Condition]	Y / N	[Condition]	[Amount]

3. Valuation Summary

Form · Word

Company Asset Return Form

Download .docx

[Company Logo][Company Name]

ASSET ACKNOWLEDGEMENT FORM

Ref. No.:: [Reference Number]
Date:: [Date]
Asset Policy Version:: [Policy Version]

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Work Location / Mode	[Work Location] – Office / Hybrid / Remote

Summary of Assets Held

Asset ID	Asset Type	Make / Model	Serial Number	Date Received
[Asset ID]	[Asset Type]	[Make / Model]	[Serial Number]	[DD/MM/YYYY]
[Asset ID]	[Asset Type]	[Make / Model]	[Serial Number]	[DD/MM/YYYY]
[Asset ID]	[Asset Type]	[Make / Model]	[Serial Number]	[DD/MM/YYYY]

Detailed list, accessories and condition: as per Asset Handover Form No. [Handover Form Number].

I Acknowledge and Agree That

Form · Word

Asset Acknowledgement Form

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[Company Logo][Company Name]

COMPANY ASSET REGISTER

Company:: [Company Name]
Location / Unit:: [Work Location]
Register Maintained By:: [Admin / Finance Name]
Period:: [DD/MM/YYYY] to [DD/MM/YYYY]

Part A: Asset Details

Asset ID	Description / Make / Model	Category	Serial No.	Purchase Date	Vendor	Invoice No.	Cost (₹)
[Asset ID]	[Make / Model]	IT Equipment	[Serial Number]	[DD/MM/YYYY]	[Vendor Name]	[Invoice Number]	[Amount]
[Asset ID]	[Make / Model]	Furniture	[Serial Number]	[DD/MM/YYYY]	[Vendor Name]	[Invoice Number]	[Amount]
[Asset ID]	[Make / Model]	Vehicle	[Registration Number]	[DD/MM/YYYY]	[Vendor Name]	[Invoice Number]	[Amount]
[Asset ID]	[Make / Model]	Office Equipment	[Serial Number]	[DD/MM/YYYY]	[Vendor Name]	[Invoice Number]	[Amount]

Part B: Location, Custody and Status

Asset ID	Location / Floor	Custodian	Employee ID	Warranty / AMC Till	Status	Last Verified On	Remarks
[Asset ID]	[Work Location]	[Employee Name]	[Employee ID]	[DD/MM/YYYY]	In use	[DD/MM/YYYY]	[Remarks]
[Asset ID]	[Work Location]	[Department]	-	[DD/MM/YYYY]	In use	[DD/MM/YYYY]	[Remarks]
[Asset ID]	[Work Location]	[Employee Name]	[Employee ID]	[DD/MM/YYYY]	Under repair	[DD/MM/YYYY]	[Remarks]
[Asset ID]	Store	-	-	[DD/MM/YYYY]	In stock	[DD/MM/YYYY]	[Remarks]

Part C: Disposals and Write-offs

Asset Register

Download .docx

[Company Logo][Company Name]

EMPLOYEE ASSET REGISTER

Company:: [Company Name]
Location:: [Work Location]
Maintained by:: [HR Name] / [Admin Name]
Updated as on:: [Date]

Assets Issued to Employees

Employee ID	Employee Name	Department	Asset ID	Asset Type / Model	Serial No.	Issue Date	Issue Form Ref.	Return Date	Return Form Ref.	Status
[Employee ID]	[Employee Name]	[Department]	[Asset ID]	[Laptop – Make / Model]	[Serial Number]	[DD/MM/YYYY]	[Reference Number]	[DD/MM/YYYY]	[Reference Number]	Held / Returned
[Employee ID]	[Employee Name]	[Department]	[Asset ID]	[Mobile – Make / Model]	[IMEI]	[DD/MM/YYYY]	[Reference Number]	-	-	Held
[Employee ID]	[Employee Name]	[Department]	[Asset ID]	[Access Card]	[Card Number]	[DD/MM/YYYY]	[Reference Number]	-	-	Held
[Employee ID]	[Employee Name]	[Department]	[Asset ID]	[Office Key]	[Key Number]	[DD/MM/YYYY]	[Reference Number]	[DD/MM/YYYY]	[Reference Number]	Returned
[Employee ID]	[Employee Name]	[Department]	[Asset ID]	[SIM Card]	[Mobile Number]	[DD/MM/YYYY]	[Reference Number]	-	-	Lost – under recovery

Employees on Notice – Outstanding Assets

Employee ID	Employee Name	Last Working Day	Outstanding Assets	Collection Owner	Cleared On
[Employee ID]	[Employee Name]	[Last Working Day]	[Asset IDs]	[IT / Admin Name]	[DD/MM/YYYY]
[Employee ID]	[Employee Name]	[Last Working Day]	[Asset IDs]	[IT / Admin Name]	[DD/MM/YYYY]
[Employee ID]	[Employee Name]	[Last Working Day]	[Asset IDs]	[IT / Admin Name]	[DD/MM/YYYY]

Monthly Reconciliation

Employee Asset Register

Download .docx

[Company Logo][Company Name]

INFORMATION SECURITY DECLARATION

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation:: [Designation]
Department:: [Department]
Declaration Type:: [Joining / Annual]
Date:: [Date]

I declare that I have read the following information security policies of [Company Name]: [Information Security Policy], [Access Control Policy], [Data Classification Policy] and [Incident Management Procedure].

Data Classification and Handling

Classification	Examples	Handling Rule
Public	Website content, brochures	May be shared freely
Internal	Internal circulars, org charts	Share only within the company
Confidential	Client data, contracts, salaries	Need-to-know access; encrypted when sent outside
Restricted	Source code, personal data, credentials	Named access only; never stored on personal devices

I Declare That

I will handle information according to its classification.
I will process personal data only for authorised purposes and in line with the data privacy policy.
I will follow client security requirements on the projects I work on.
I will not try to access information or systems I am not authorised to use.
I will report any actual or suspected security incident to [Security Contact] without delay.

Form · Word

Information Security Declaration

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[Company Logo][Company Name]

COMPANY PROPERTY DAMAGE REPORT

Report No.:: [Reference Number]
Date of Report:: [Date]
Site / Location:: [Work Location]

1. Reported By

Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Contact Number	[Mobile Number]

2. Incident Details

Date and time of incident	[DD/MM/YYYY] [HH:MM]
Exact location	[Floor / Area / Room]
Date and time damage was discovered (if different)	[DD/MM/YYYY] [HH:MM]
Type: Accidental / Equipment failure / Water / Fire / Electrical / Natural event / Unknown / Other
Any injury involved: Yes / No (if yes, file a separate injury report)

3. Property Damaged

Report · Word

Company Property Damage Report

Download .docx

[Company Logo][Company Name]

LOST / STOLEN ASSET REPORT

Report No.:: [Reference Number]
Reported on:: [DD/MM/YYYY] [HH:MM]
IT Helpdesk:: [Mobile Number] / [Email ID]

1. Reported By

Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]
Reporting Manager	[Reporting Manager]
Contact number	[Mobile Number]

2. Asset Lost or Stolen

Asset ID	Asset Type	Make / Model	Serial / IMEI / Card No.	Accessories Lost
[Asset ID]	[Laptop / Mobile / SIM / Card / Key]	[Make / Model]	[Serial Number]	[Accessories]
[Asset ID]	[Asset Type]	[Make / Model]	[Serial Number]	[Accessories]

3. Circumstances

Report · Word

Lost Asset Report

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Asset Damage Declaration

Preview of the form

Part A: Employee Details

Part B: Asset Damaged

Part C: Employee's Account

Part D: Employee Declaration

Part E: IT / Technical Assessment

Part F: Review Decision

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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