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Desktop Return Form

A desktop return form is used when an employee releases an office workstation, so IT can verify every component at the seat, secure the data and free the desk for the next user. It is completed on exit, transfer or a seat change and signed by the user and IT.

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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

Work files copied to [Shared Folder Path] and confirmed by the manager
No company data copied to personal devices
Local user profile removed
Domain login for this machine disabled
No unauthorised software or devices found
System re-imaged / ready for next user

Part 4: Seat and Other Items

Pedestal / Drawer Key No.	[Key Number] – Returned: Yes / No
Desk Phone Extension	[Extension] – Deactivated: Yes / No
Seat released to Admin on	[Date]

Part 5: Next Action for Hardware

Return to stock / Reissue to [Employee Name] / Send for repair / Retire
IT Remarks	[Remarks]

Declaration

I have handed back the workstation at Seat No. [Seat Number] with all components listed above, and I have not retained company data in any form. I agree with the verification recorded by IT.

Employee
[Employee Name]
Date: [Date]

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

Admin / Facilities
[Admin Name]
Date: [Date]

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What this template includes

Seat number and original issue reference
Component-wise verification of CPU, monitor, UPS and peripherals
Check that no part has been swapped, using serial numbers
Data backup to the shared drive and removal of local files
Domain login and local profile disablement
Seat release confirmation for admin

When to use it

An employee resigns and the workstation must be cleared before the last working day
A team relocates to another floor or office and seats are reallocated
An employee shifts from a desktop to a laptop
A desk is being decommissioned or the hardware is being retired

How to customise this template

1Pre-fill the component rows from the desktop issue form or asset register
2Add a row for any extra items at the desk, such as a pedestal key or a phone
3Specify where data should be backed up, for example a team folder
4Decide whether the hardware goes back to stock, to the next user or for repair
5Add the admin team's sign-off if they manage seating

HR tips

Match serial numbers, not just the count of items, because components often get swapped between desks
Ask the manager to confirm the data backup before IT formats the drive
Collect the pedestal or drawer key along with the workstation
Mark the next action (restock, reissue, repair, scrap) so the asset register stays accurate

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Frequently asked questions

Is a desktop return form needed if the computer stays at the desk?+

Yes. Even though the hardware does not move, the form confirms all components are present, the data is secured and the user's access to that machine is removed.

What should IT check when a desktop is returned?+

Serial numbers of each component, physical condition, working status, local data, login profiles and any unauthorised software or devices.

Who decides whether the desktop is reissued or repaired?+

Normally IT records the condition and the asset owner or IT head decides whether to restock, reissue, repair or retire it.

All 50 it assets, admin & company property →

[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 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 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
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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
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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
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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]

Card No.	Card UID / Serial	Physically Returned	Condition	Disposal
[Card Number]	[Serial Number]	Yes / No	Good / Damaged	Reuse / Destroy

[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

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Company Asset Return Form

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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
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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]

Desktop Return Form

Preview of the form

Part 1: Employee Details

Part 2: Component Verification

Part 3: Data and Access

Part 4: Seat and Other Items

Part 5: Next Action for Hardware

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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