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Desktop Issue Form

A desktop issue form allots a fixed office workstation, covering the CPU, monitor, keyboard, UPS and peripherals, to a named employee at a specific seat. Admin or IT completes it when a workstation is assigned, so each component and its location are on record.

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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

Hostname	[Hostname]
IP Address / LAN Port No.	[IP / Port]
Operating System and Version	[OS]
Domain Login ID	[User ID]
Printer Mapped	[Printer Name]
USB Storage: Blocked / Allowed with approval

D. Shared Use (for shift workstations only)

Shift	Employee Name	Employee ID	Signature
[Shift]	[Employee Name]	[Employee ID]	[Signature]
[Shift]	[Employee Name]	[Employee ID]	[Signature]

E. User Responsibilities

I will use the workstation only for official work and log off or lock the screen when away.
I will not open the CPU cabinet, swap cables or move any component to another desk.
I will not connect personal storage devices, phones or unauthorised peripherals.
I will keep food and liquids away from the equipment.
I will raise a ticket with IT for any fault instead of attempting repairs myself.
I will hand over the workstation in working condition when I change seat or leave the organisation.

F. Acknowledgement

I confirm that the workstation at Seat No. [Seat Number] with the components listed above has been allotted to me in working condition, and I agree to follow the company's IT and acceptable-use policy.

User
[Employee Name]
Date: [Date]

Installed by
[IT Executive Name]
IT Support
Date: [Date]

Verified by
[Admin / Floor In-charge]
Date: [Date]

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What this template includes

Seat or bay number, because desktops are tied to a physical location
Separate rows for CPU, monitor, UPS and peripherals, each with its own serial number
Network details such as hostname and IP or LAN port
Shared-use details for shift-based workstations
Rules against opening the cabinet or moving hardware
Acknowledgement by the user and the floor or admin in-charge

When to use it

Allotting a workstation to a new joiner in an office, back office or call centre
Reassigning a desktop when an employee moves seat, floor or department
Setting up shared shift workstations where each shift user must be recorded
Replacing a faulty CPU or monitor at an existing desk

How to customise this template

1Replace the seat format with your floor, bay and desk numbering
2Add or remove components such as a second monitor, webcam or thin client
3Fill in the network fields only if your IT team tracks them per desk
4For shift seats, add one acknowledgement line per shift user
5Attach the form to the asset register entry for that workstation

HR tips

Label every component with the same asset tag series so the desk can be audited quickly
Note the monitor size and model, as monitors are often swapped between desks
Record the UPS battery date to plan replacements
Re-issue the form whenever any component changes, not only when the user changes

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Frequently asked questions

How is a desktop issue form different from a laptop issue form?+

A desktop is a fixed setup made of several components at a particular seat, so the form records each component and its location. A laptop form focuses on one portable device and its travel and security rules.

Do shared desktops need an issue form?+

Yes. For shift seats, record every regular user against the workstation so responsibility is clear for each shift.

Who should sign a desktop issue form?+

The employee using the workstation, the IT or admin person who set it up, and ideally the team leader or floor manager.

All 50 it assets, admin & company property →

[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

Form · Word

Laptop Issue Form

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[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 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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Mobile Phone Issue Form

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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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SIM Card Issue Form
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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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ID Card Issue Form

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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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Access Card Issue 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]
FUEL CARD ISSUE FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Card Provider:
[Oil Company / Bank Name]
Customer / Account ID:
[Account Number]
1. Card Holder
Name [Employee Name]
Employee ID / Driver ID [Employee ID]
Designation [Designation]
Department / Territory [Department]
Reporting Manager [Reporting Manager]
Mobile (for transaction alerts) [Mobile Number]
2. Card and Vehicle Details
Card No. (last 4 digits) Card Valid Till Linked Vehicle Reg. No. Vehicle Type Fuel Type
XXXX [Last 4 Digits] [MM/YYYY] [Registration Number] Car / Two-wheeler / Commercial Petrol / Diesel / CNG
3. Limits and Permitted Use
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Name	[Employee Name]
Employee ID / Driver ID	[Employee ID]
Designation	[Designation]
Department / Territory	[Department]
Reporting Manager	[Reporting Manager]
Mobile (for transaction alerts)	[Mobile Number]

Desktop Issue Form

Preview of the form

A. User Details

B. Hardware Components Issued

C. System and Network Configuration

D. Shared Use (for shift workstations only)

E. User Responsibilities

F. Acknowledgement

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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