Free form template · Word

Company Asset Return Form

A company asset return form reconciles everything an employee received against what they hand back, item by item, and works out any shortage or damage amount before full and final settlement. HR uses it during exit, with IT, admin and stores each signing for their own items.

Editable Word (.docx)
Made for India
31 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the form

[Highlighted] = fill in

[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

Basis of valuation: Depreciated value / Repair estimate / Policy rate
Total shortage and damage: ₹[Amount]
Amount waived: ₹[Amount] (approved by [Authorised Signatory])
Net amount to be adjusted in F&F: ₹[Amount]

4. Employee Comments

[Employee comments on the condition assessment or valuation, if any]

5. Department Clearances

Department	Items Cleared	Name	Signature	Date
IT	Yes / Pending	[IT Executive Name]	[Signature]	[DD/MM/YYYY]
Administration	Yes / Pending	[Admin Name]	[Signature]	[DD/MM/YYYY]
Security	Yes / Pending	[Security Officer]	[Signature]	[DD/MM/YYYY]
Stores	Yes / Pending	[Stores In-charge]	[Signature]	[DD/MM/YYYY]

6. Declaration

I confirm that I have returned all company assets in my possession except those noted above, and that I hold no other property of [Company Name]. I have been informed of the valuation of any shortage or damage.

Employee
[Employee Name]
Date: [Date]

HR
[HR Name]
Date: [Date]

Approved by
[Authorised Signatory]
[Designation]
Date: [Date]

Download Word (.docx) — free

What this template includes

Item-wise comparison of issued versus returned
Condition on return next to condition on issue
Shortage and damage valuation with the basis used
Department-wise clearance signatures
Final recovery or waiver decision approved by an authority
Link to the F&F or no-dues process

When to use it

Exit clearance before F&F settlement
An employee transfers to another unit and hands over assets locally
Assets are recalled during an office closure or downsizing
Annual asset reconciliation for long-tenure employees

How to customise this template

1Pre-fill the issued items from the company asset handover form
2Define how value is assessed: repair estimate, depreciated value or fixed rate
3Name the authority who can waive recoveries
4Add rows for department-specific assets such as samples or uniforms
5Send the summary amount to payroll with the signed form

HR tips

Start asset collection a few days before the last working day to avoid a rush
Separate normal wear and tear from damage before calculating any recovery
Share the valuation basis with the employee and record their comments
Give the employee a signed copy once all items are cleared

Deductions from F&F for unreturned or damaged assets should be reasonable, documented and consistent with wage laws and company policy; consult a legal adviser where needed.

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

How is the value of an unreturned asset calculated?+

Companies usually use the depreciated book value, a fixed policy rate or the actual repair or replacement cost. Whichever method you use, state it in the policy and on the form.

Can an employee dispute the damage assessment?+

Yes. The form should have space for employee comments, and a senior authority should review disputed amounts before finalising F&F.

Who signs a company asset return form?+

The employee, each department that issued assets (IT, admin, stores, security) and HR or finance for the final recovery decision.

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
[Company Logo][Company Name]
COMPANY VEHICLE RETURN FORM
Ref. No.:
[Reference Number]
Date and Time of Return:
[DD/MM/YYYY] [HH:MM]
Issue Form Ref.:
[Issue Form Number]
Reason:
Exit / Trip completed / Replacement / Role change / Disposal
1. Employee and Vehicle
Employee Name [Employee Name]
Employee ID [Employee ID]
Department [Department]
Vehicle [Make / Model]
Registration No. [Registration Number]
Asset ID [Asset ID]
2. Readings
Reading At Issue At Return Difference
Odometer (km) [Kilometres] [Kilometres] [Kilometres]
Fuel / charge level [Level] [Level] [Level]
Kilometres as per trip log - [Kilometres] [Kilometres]
3. Condition Comparison
Form · Word
Company Vehicle Return Form
Download .docx
[Company Logo][Company Name]
LAPTOP RETURN FORM
Form No.:
[Reference Number]
Date of Return:
[Date]
Original Issue Form No.:
[Issue Form Number]
Reason for Return:
Resignation / Replacement / Long Leave / Project End / Other
1. Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Last Working Day (if exiting) [Last Working Day]
2. Laptop Returned
Asset ID Make / Model Serial Number Condition at Issue Condition at Return
[Asset ID] [Make / Model] [Serial Number] [Condition] Good / Minor wear / Damaged
3. Physical Inspection
Form · Word
Laptop Return Form
Download .docx

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

Reading	At Issue	At Return	Difference
Odometer (km)	[Kilometres]	[Kilometres]	[Kilometres]
Fuel / charge level	[Level]	[Level]	[Level]
Kilometres as per trip log	-	[Kilometres]	[Kilometres]

Asset ID	Make / Model	Serial Number	Condition at Issue	Condition at Return
[Asset ID]	[Make / Model]	[Serial Number]	[Condition]	Good / Minor wear / Damaged

[Company Logo][Company Name]

DESKTOP / WORKSTATION RETURN FORM

Form No.:: [Reference Number]
Date:: [Date]
Seat / Bay No.:: [Seat Number]
Issue Form Ref.:: [Issue Form Number]

Part 1: Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]
Reporting Manager	[Reporting Manager]
Reason: Exit / Transfer / Seat Change / Switch to Laptop / Hardware Retirement
Last Working Day or Move Date	[Date]

Part 2: Component Verification

Component	Asset ID	Serial Number (as issued)	Serial Number Matches?	Condition / Remarks
CPU / Mini PC	[Asset ID]	[Serial Number]	Yes / No	[Remarks]
Monitor	[Asset ID]	[Serial Number]	Yes / No	[Remarks]
Keyboard and Mouse	[Asset ID]	[Serial Number]	Yes / No	[Remarks]
UPS	[Asset ID]	[Serial Number]	Yes / No	[Remarks]
Headset / Webcam / Other	[Asset ID]	[Serial Number]	Yes / No	[Remarks]

Part 3: Data and Access

Form · Word

Desktop Return Form

Download .docx

[Company Logo][Company Name]
COMPANY MOBILE PHONE RETURN FORM
Ref. No.:
[Reference Number]
Date of Return:
[Date]
Issue Form Ref.:
[Issue Form Number]
Reason:
Exit / Upgrade / Repair / Role Change
1. Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Department [Department]
Reporting Manager [Reporting Manager]
Last Working Day (if applicable) [Last Working Day]
2. Handset Returned
Asset ID Make / Model IMEI 1 IMEI 2 IMEI Matches Issue Form?
[Asset ID] [Make / Model] [IMEI 1] [IMEI 2] Yes / No
3. Condition Check
Form · Word
Mobile Phone Return Form
Download .docx

Asset ID	Make / Model	IMEI 1	IMEI 2	IMEI Matches Issue Form?
[Asset ID]	[Make / Model]	[IMEI 1]	[IMEI 2]	Yes / No

[Company Logo][Company Name]

CORPORATE SIM CARD RETURN FORM

Ref. No.:: [Reference Number]
Date:: [Date]
SIM Issue Form Ref.:: [Issue Form Number]

Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]
Reporting Manager	[Reporting Manager]
Reason: Exit / Role Change / Replacement / Operator Change
Last Working Day	[Last Working Day]

SIM Returned

Mobile Number	Operator	ICCID	ICCID Matches?	Physical SIM Returned
[Mobile Number]	[Operator]	[ICCID]	Yes / No	Yes / No (eSIM deleted)

Billing Settlement

Form · Word

SIM Card Return Form

Download .docx

[Company Logo][Company Name]
ID CARD RETURN FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Location:
[Work Location]
Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Last Working Day / Effective Date [Last Working Day]
Reason for Return
- Resignation / Exit
- Reissue due to change in details
- End of contract / internship
- Transfer to another entity or location
- Card damaged
Card Details
Form · Word
ID Card Return Form
Download .docx
[Company Logo][Company Name]
ACCESS CARD RETURN AND DEACTIVATION FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Site / Building:
[Work Location]
Return Type:
Full Surrender / Partial Zone Withdrawal
Card Holder
Name [Employee Name]
Employee ID / Vendor ID [Employee ID]
Department [Department]
Reason: Exit / Contract End / Transfer / Role Change / Card Damaged
Effective Date and Time [DD/MM/YYYY] [HH:MM]
Card Surrendered
Card No. Card UID / Serial Physically Returned Condition Disposal
[Card Number] [Serial Number] Yes / No Good / Damaged Reuse / Destroy
Zone Access Revoked
Form · Word
Access Card Return Form
Download .docx

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Department	[Department]
Reason: Exit / Contract End / Transfer / Role Change / Card Damaged
Effective Date and Time	[DD/MM/YYYY] [HH:MM]

Company Asset Return Form

Preview of the form

1. Employee Details

2. Asset Reconciliation

3. Valuation Summary

4. Employee Comments

5. Department Clearances

6. Declaration

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates