Free form template · Word

Company Vehicle Return Form

A company vehicle return form is completed when an employee hands back a company car or two-wheeler, comparing odometer, fuel and condition against the issue form, and checking documents, keys and pending traffic challans. Admin or the fleet team uses it to close custody and settle any dues.

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[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

Check Point	At Issue	At Return	New Damage?	Remarks
Body, paint and glass	[Condition]	[Condition]	Yes / No	[Remarks]
Tyres including spare	[Condition]	[Condition]	Yes / No	[Remarks]
Lights, horn, wipers, mirrors	[Condition]	[Condition]	Yes / No	[Remarks]
Interior and seats	[Condition]	[Condition]	Yes / No	[Remarks]
Tools, jack, first-aid kit, helmet	[Condition]	[Condition]	Yes / No	[Remarks]

4. Items Returned

All keys returned ([Number] keys)
RC, insurance and PUC copies returned
Fuel card returned and blocked
FASTag details updated
Trip log book / app records submitted
Service records and bills submitted

5. Pending Liabilities

Item	Details	Amount (₹)	Responsibility
Pending traffic challans (checked on [DD/MM/YYYY])	[Challan Numbers / None]	[Amount]	Employee / Company
Damage repair estimate	[Details]	[Amount]	As per policy
Fuel card / fuel advance reconciliation	[Details]	[Amount]	Employee / Company

6. Declaration

I have returned the vehicle, keys and documents listed above. To the best of my knowledge, there are no accidents or traffic offences during my custody other than those recorded here. I will cooperate if any challan relating to my period of use is received later.

Returned by
[Employee Name]
Date: [Date]

Received and inspected by
[Admin Name]
Fleet / Administration
Date: [Date]

Dues cleared by
[Finance Executive]
Date: [Date]

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What this template includes

Odometer and fuel at return versus issue
Kilometres driven, for trip log reconciliation
Side-by-side condition comparison
Online check for pending challans
Return of RC, insurance, PUC copies, keys and fuel card
Settlement of dues and fleet sign-off

When to use it

An employee with an allotted vehicle resigns or retires
A pool vehicle comes back after a trip
A vehicle is returned for replacement or disposal
An employee moves to a role without vehicle entitlement

How to customise this template

1Pre-fill issue readings from the vehicle issue form
2Add your challan check method, for example the transport department portal
3Include fuel card return and final fuel statement
4Separate normal wear from accident damage
5Add a section for vehicle disposal if it is being sold

HR tips

Inspect in daylight and photograph the vehicle again at return
Check for challans online before the employee's last day
Reconcile kilometres with trip logs and fuel claims
Collect every key, including spare keys taken home

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Frequently asked questions

How do I check traffic challans on a company vehicle?+

Use the official e-challan or transport department portal for the vehicle's registration number before the return is closed, and record the result on the form.

What if a challan comes after the employee has left?+

Match the date of the offence with the period the vehicle was with the employee. The issue and return forms with dates and times help establish this.

Should the fuel card be returned with the vehicle?+

Yes. Collect the card, block it if needed and reconcile the final statement against the trip log.

All 50 it assets, admin & company property →

[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

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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

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Company Vehicle Issue Form

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[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
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Laptop Return Form
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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

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Desktop Return Form

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[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
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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

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SIM Card Return Form

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[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
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[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
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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 Vehicle Return Form

Preview of the form

1. Employee and Vehicle

2. Readings

3. Condition Comparison

4. Items Returned

5. Pending Liabilities

6. Declaration

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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