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Company Vehicle Issue Form

A company vehicle issue form records the handover of a company car, two-wheeler or utility vehicle to an employee, with registration and document details, odometer and fuel reading, a pre-use inspection and the driver's licence check. Admin uses it to fix responsibility and set the rules for official use.

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[Company Logo][Company Name]

COMPANY VEHICLE ISSUE FORM

Ref. No.:: [Reference Number]
Date and Time of Issue:: [DD/MM/YYYY] [HH:MM]
Issue Type:: Permanent allotment / Pool vehicle / Temporary replacement

1. Employee and Driving Licence

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department / Territory	[Department]
Driving Licence No.	[Licence Number]
Licence valid till	[DD/MM/YYYY]
Vehicle classes covered	[Classes]
Licence copy verified by Admin: Yes / No

2. Vehicle Details

Asset ID	Make / Model / Colour	Registration No.	Chassis No.	Engine No.	Fuel Type
[Asset ID]	[Make / Model / Colour]	[Registration Number]	[Chassis Number]	[Engine Number]	Petrol / Diesel / CNG / EV

3. Vehicle Documents

Document	Number	Valid Till	Copy in Vehicle
Registration Certificate (RC)	[RC Number]	[DD/MM/YYYY]	Yes / No
Insurance policy	[Policy Number]	[DD/MM/YYYY]	Yes / No
PUC certificate	[PUC Number]	[DD/MM/YYYY]	Yes / No
Permit / fitness (if applicable)	[Number]	[DD/MM/YYYY]	Yes / No

4. Condition at Handover

Odometer reading	[Kilometres] km
Fuel / charge level	[Level]
Next service due at	[Kilometres] km / [DD/MM/YYYY]

Check Point	Condition	Remarks
Body, paint and glass	OK / Scratches / Dents	[Remarks]
Tyres including spare	OK / Worn	[Remarks]
Lights, horn, wipers, mirrors	OK / Faulty	[Remarks]
Interior and seats	OK / Damaged	[Remarks]
Tools, jack, first-aid kit, helmet (two-wheeler)	Present / Missing	[Remarks]
Keys issued	[Number] keys	[Remarks]

5. Conditions of Use

The vehicle is to be used for official purposes and personal use only as permitted by the vehicle policy.
Only I will drive the vehicle unless another licensed employee is authorised in writing.
I will follow traffic rules, wear a seat belt or helmet, and not drive under the influence of alcohol or drugs or while using a mobile phone.
Traffic fines incurred while the vehicle is with me will be my responsibility as per company policy.
In case of an accident, I will inform Admin and the insurer immediately and follow the accident reporting procedure.
I will maintain a trip log, get servicing done on time through approved workshops and keep the vehicle clean and secure.
I will return the vehicle with all documents, keys and accessories when asked or on exit.

I confirm that I have received the vehicle described above, along with its documents and keys, in the condition recorded, and I agree to the conditions of use.

Received by
[Employee Name]
Date: [Date]

Issued by
[Admin Name]
Administration / Fleet
Date: [Date]

Approved by
[Reporting Manager]
Date: [Date]

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What this template includes

Registration number, chassis and engine number
Validity of RC, insurance, PUC and permits
Driver's licence number and validity
Odometer and fuel reading at handover
Body and accessory inspection with photos
Rules on official use, traffic fines, accidents and servicing

When to use it

A sales or service employee is allotted a two-wheeler or car
A senior manager receives a company car as part of the role
A pool vehicle is issued for a trip or project
A replacement vehicle is given while the regular one is under repair

How to customise this template

1Choose car, two-wheeler or commercial vehicle and adjust the inspection list
2Add your fuel card or reimbursement process
3State who pays traffic challans and how
4Include the insurer's claim helpline and accident steps
5Add a driver section if a chauffeur is attached

HR tips

Verify the employee's licence covers the vehicle class
Photograph all sides of the vehicle at handover
Keep copies of RC, insurance and PUC in the vehicle and on file
Track service due dates and document expiry dates centrally

Ensure the vehicle's registration, insurance and permits are valid, and that recovery of fines or damage follows company policy and applicable law; review with a legal adviser.

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Frequently asked questions

What documents must be in a company vehicle?+

Typically the registration certificate, valid insurance, pollution under control certificate and any permits required for the vehicle type, along with the driver's own licence.

Who pays traffic fines on a company vehicle?+

Many companies make the driver responsible for challans incurred during their use. State this clearly in the issue form and policy.

Can an employee use a company car for personal trips?+

Only if the vehicle policy allows it. Some companies allow limited personal use and treat it as a perquisite, so check the tax treatment with payroll.

All 50 it assets, admin & company property →

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

[Company Logo][Company Name]

LAPTOP ISSUE FORM

Form No.:: [Reference Number]
Date of Issue:: [Date]
Company:: [Company Name]
Location:: [Work Location]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Mobile Number	[Mobile Number]
Official Email ID	[Email ID]
Work Mode: Office / Hybrid / Remote

2. Laptop Details

Asset ID	Make / Model	Serial Number	Configuration	Condition at Issue
[Asset ID]	[Make / Model]	[Serial Number]	[Processor / RAM / Storage / OS]	New / Good / Fair – [Remarks]

3. Accessories Issued

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Laptop Issue Form

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[Company Logo][Company Name]

DESKTOP / WORKSTATION ISSUE FORM

Form No.:: [Reference Number]
Date of Issue:: [Date]
Office / Floor:: [Work Location] / [Floor]
Seat / Bay No.:: [Seat Number]

A. User Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department / Process	[Department]
Shift: General / Morning / Evening / Night
Team Leader / Reporting Manager	[Reporting Manager]

B. Hardware Components Issued

Component	Asset ID	Make / Model	Serial Number	Condition
CPU / Mini PC	[Asset ID]	[Make / Model]	[Serial Number]	[Condition]
Monitor	[Asset ID]	[Make / Model / Size]	[Serial Number]	[Condition]
Keyboard and Mouse	[Asset ID]	[Make / Model]	[Serial Number]	[Condition]
UPS	[Asset ID]	[Make / VA Rating]	[Serial Number]	[Condition]
Headset / Webcam	[Asset ID]	[Make / Model]	[Serial Number]	[Condition]

C. System and Network Configuration

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Desktop Issue Form

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[Company Logo][Company Name]

COMPANY MOBILE PHONE ISSUE FORM

Ref. No.:: [Reference Number]
Date:: [Date]
Company:: [Company Name]
Issued from:: [Work Location]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department / Territory	[Department]
Reporting Manager	[Reporting Manager]
Personal Contact Number	[Mobile Number]
Purpose of handset: Field sales / Service / On-call / Management / Other

2. Handset Details

Asset ID	Make / Model	Colour / Storage	IMEI 1	IMEI 2	Condition
[Asset ID]	[Make / Model]	[Colour / GB]	[IMEI 1]	[IMEI 2]	New / Refurbished – [Remarks]

3. Accessories

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[Company Logo][Company Name]
CORPORATE SIM CARD ISSUE FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Corporate Account No.:
[Account Number]
Issuing Office:
[Work Location]
Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Cost Centre [Cost Centre]
SIM Details
Asset ID Mobile Number Operator SIM Serial (ICCID) Type Activation Date
[Asset ID] [Mobile Number] [Operator] [ICCID] Voice + Data / Data only [DD/MM/YYYY]
Plan and Permissions
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Asset ID	Mobile Number	Operator	SIM Serial (ICCID)	Type	Activation Date
[Asset ID]	[Mobile Number]	[Operator]	[ICCID]	Voice + Data / Data only	[DD/MM/YYYY]

[Company Logo][Company Name]

EMPLOYEE ID CARD ISSUE FORM

Form No.:: [Reference Number]
Date:: [Date]
Type:: New / Reissue (Change in Details) / Replacement (Lost or Damaged)

Section 1: Details to be Printed on the Card

Name (as to be printed)	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Blood Group	[Blood Group]
Emergency Contact Name and Number	[Contact Name] / [Mobile Number]
Work Location	[Work Location]
Valid Till (for contract / fixed-term staff)	[DD/MM/YYYY]

Section 2: Category of Card

Permanent employee
Probationer
Trainee / Intern
Contract / Outsourced staff (Agency: [Agency Name])
Consultant

Section 3: Photograph

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[Company Logo][Company Name]

ACCESS CARD ISSUE FORM

Request No.:: [Reference Number]
Date:: [Date]
Site / Building:: [Work Location]
Request Type:: New / Additional Access / Replacement / Temporary

1. Card Holder Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Category: Employee / Contractor / Intern / Consultant
Shift Timing	[Shift Timing]

2. Access Required

Zone / Door	Required (Yes/No)	Days	Time Window	Business Justification
Main entrance and reception	Yes / No	Mon–Sat	[HH:MM] to [HH:MM]	[Justification]
Floor [Floor] work area	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Server / network room	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Store / record room	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Parking / basement	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]

Access valid from	[DD/MM/YYYY]
Access valid till	[DD/MM/YYYY] / Until exit

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[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
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Company Asset Handover Form
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Name	[Previous Holder Name]
Employee ID	[Employee ID]
Reason: Exit / Transfer / Role Change

Company Vehicle Issue Form

Preview of the form

1. Employee and Driving Licence

2. Vehicle Details

3. Vehicle Documents

4. Condition at Handover

5. Conditions of Use

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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