Free checklist template · Word

Employee Exit Asset Checklist

An employee exit asset checklist lists every company item a leaving employee may hold, grouped by the department that collects it: IT, admin, security, finance and the employee's own department. HR circulates it once a resignation is accepted so each owner can tick off items before the last working day and F&F.

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[Company Logo][Company Name]

EMPLOYEE EXIT ASSET CHECKLIST

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Designation / Department:: [Designation] / [Department]
Resignation Accepted On:: [DD/MM/YYYY]
Last Working Day:: [Last Working Day]
Target Date for Clearance:: [DD/MM/YYYY]

A. IT Department – Owner: [IT Executive Name]

Laptop / desktop with charger and bag – Asset ID [Asset ID]
Mouse, keyboard, headset, docking station
External drives / data cards issued
Software licence keys / dongles
Hardware tokens / MFA devices

B. Administration – Owner: [Admin Name]

Company ID card
Access card / biometric removal
Office, cabinet and pedestal keys
Company mobile handset and SIM
Company vehicle with documents and keys
Fuel card
Parking sticker / transport pass
Visiting cards and stationery stock

C. Finance – Owner: [Finance Executive]

Corporate credit card returned and cancelled
Salary / travel advance settled
Imprest / petty cash settled
Pending expense claims submitted
Company loan balance confirmed

D. Own Department – Owner: [Reporting Manager]

Files, documents and records handed over
Product samples / demo kits returned
Tools, instruments and testing equipment returned
Uniforms, safety shoes and PPE returned (where applicable)
Client materials and project documents handed over
Handover note prepared and accepted

E. HR – Owner: [HR Name]

Library books / training material returned
Original certificates (if any held) returned to employee against receipt
All department sections signed
Recoveries for unreturned items communicated to employee
Clearance passed to payroll for F&F

Pending Items Summary

Item	Department	Action Required	Target Date	Status
[Item]	[Department]	[Action]	[DD/MM/YYYY]	Open / Closed
[Item]	[Department]	[Action]	[DD/MM/YYYY]	Open / Closed
[Item]	[Department]	[Action]	[DD/MM/YYYY]	Open / Closed

IT
[IT Executive Name]
Date: [Date]

Administration
[Admin Name]
Date: [Date]

Finance
[Finance Executive]
Date: [Date]

Reporting Manager
[Reporting Manager]
Date: [Date]

HR
[HR Name]
Date: [Date]

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What this template includes

Owner-wise grouping so each department knows its items
IT assets and accounts
Admin items such as ID, keys, vehicle and SIM
Finance items such as advances, credit cards and imprest
Department items such as samples, tools, files and uniforms
Final HR check before F&F release

When to use it

A resignation has been accepted and the last working day is known
A retirement or end-of-contract exit is planned
An employee is transferred to a group company
HR wants a single tracker for all exit asset items

How to customise this template

1Delete items your company does not issue
2Add role-specific items, for example sample kits for medical reps
3Insert owner names for each department
4Set a target date a few days before the last working day
5Attach to your exit clearance or no-dues form

HR tips

Send the checklist to all owners on the day the resignation is accepted
Use the employee asset register to pre-tick what the person actually holds
Chase pending items during the notice period, not after exit
Close the checklist only when every owner has signed

For HR & hiring managers

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Frequently asked questions

What assets should be collected when an employee leaves?+

Typically laptop and accessories, phone and SIM, ID and access cards, keys, vehicle and fuel card, corporate credit card, documents and files, tools, samples and uniforms, depending on the role.

Who is responsible for the exit asset checklist?+

HR coordinates it, but each department that issued items is responsible for collecting and signing off its own section.

How is this different from the IT offboarding checklist?+

The IT offboarding checklist focuses on accounts and data. This checklist covers physical and financial items across all departments.

All 50 it assets, admin & company property →

[Company Logo][Company Name]

EMPLOYEE ASSET REGISTER

Company:: [Company Name]
Location:: [Work Location]
Maintained by:: [HR Name] / [Admin Name]
Updated as on:: [Date]

Assets Issued to Employees

Employee ID	Employee Name	Department	Asset ID	Asset Type / Model	Serial No.	Issue Date	Issue Form Ref.	Return Date	Return Form Ref.	Status
[Employee ID]	[Employee Name]	[Department]	[Asset ID]	[Laptop – Make / Model]	[Serial Number]	[DD/MM/YYYY]	[Reference Number]	[DD/MM/YYYY]	[Reference Number]	Held / Returned
[Employee ID]	[Employee Name]	[Department]	[Asset ID]	[Mobile – Make / Model]	[IMEI]	[DD/MM/YYYY]	[Reference Number]	-	-	Held
[Employee ID]	[Employee Name]	[Department]	[Asset ID]	[Access Card]	[Card Number]	[DD/MM/YYYY]	[Reference Number]	-	-	Held
[Employee ID]	[Employee Name]	[Department]	[Asset ID]	[Office Key]	[Key Number]	[DD/MM/YYYY]	[Reference Number]	[DD/MM/YYYY]	[Reference Number]	Returned
[Employee ID]	[Employee Name]	[Department]	[Asset ID]	[SIM Card]	[Mobile Number]	[DD/MM/YYYY]	[Reference Number]	-	-	Lost – under recovery

Employees on Notice – Outstanding Assets

Employee ID	Employee Name	Last Working Day	Outstanding Assets	Collection Owner	Cleared On
[Employee ID]	[Employee Name]	[Last Working Day]	[Asset IDs]	[IT / Admin Name]	[DD/MM/YYYY]
[Employee ID]	[Employee Name]	[Last Working Day]	[Asset IDs]	[IT / Admin Name]	[DD/MM/YYYY]
[Employee ID]	[Employee Name]	[Last Working Day]	[Asset IDs]	[IT / Admin Name]	[DD/MM/YYYY]

Monthly Reconciliation

Employee Asset Register

Download .docx

[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

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

[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

Download .docx

[Company Logo][Company Name]

ASSET ACKNOWLEDGEMENT FORM

Ref. No.:: [Reference Number]
Date:: [Date]
Asset Policy Version:: [Policy Version]

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Work Location / Mode	[Work Location] – Office / Hybrid / Remote

Summary of Assets Held

Asset ID	Asset Type	Make / Model	Serial Number	Date Received
[Asset ID]	[Asset Type]	[Make / Model]	[Serial Number]	[DD/MM/YYYY]
[Asset ID]	[Asset Type]	[Make / Model]	[Serial Number]	[DD/MM/YYYY]
[Asset ID]	[Asset Type]	[Make / Model]	[Serial Number]	[DD/MM/YYYY]

Detailed list, accessories and condition: as per Asset Handover Form No. [Handover Form Number].

I Acknowledge and Agree That

Form · Word

Asset Acknowledgement Form

Download .docx

[Company Logo][Company Name]

COMPANY ASSET REGISTER

Company:: [Company Name]
Location / Unit:: [Work Location]
Register Maintained By:: [Admin / Finance Name]
Period:: [DD/MM/YYYY] to [DD/MM/YYYY]

Part A: Asset Details

Asset ID	Description / Make / Model	Category	Serial No.	Purchase Date	Vendor	Invoice No.	Cost (₹)
[Asset ID]	[Make / Model]	IT Equipment	[Serial Number]	[DD/MM/YYYY]	[Vendor Name]	[Invoice Number]	[Amount]
[Asset ID]	[Make / Model]	Furniture	[Serial Number]	[DD/MM/YYYY]	[Vendor Name]	[Invoice Number]	[Amount]
[Asset ID]	[Make / Model]	Vehicle	[Registration Number]	[DD/MM/YYYY]	[Vendor Name]	[Invoice Number]	[Amount]
[Asset ID]	[Make / Model]	Office Equipment	[Serial Number]	[DD/MM/YYYY]	[Vendor Name]	[Invoice Number]	[Amount]

Part B: Location, Custody and Status

Asset ID	Location / Floor	Custodian	Employee ID	Warranty / AMC Till	Status	Last Verified On	Remarks
[Asset ID]	[Work Location]	[Employee Name]	[Employee ID]	[DD/MM/YYYY]	In use	[DD/MM/YYYY]	[Remarks]
[Asset ID]	[Work Location]	[Department]	-	[DD/MM/YYYY]	In use	[DD/MM/YYYY]	[Remarks]
[Asset ID]	[Work Location]	[Employee Name]	[Employee ID]	[DD/MM/YYYY]	Under repair	[DD/MM/YYYY]	[Remarks]
[Asset ID]	Store	-	-	[DD/MM/YYYY]	In stock	[DD/MM/YYYY]	[Remarks]

Part C: Disposals and Write-offs

Asset Register

Download .docx

[Company Logo][Company Name]
IT EQUIPMENT AND SETUP CHECKLIST – NEW JOINER
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation / Department:
[Designation] / [Department]
Date of Joining:
[Date of Joining]
Work Mode:
Office / Hybrid / Remote
Phase 1: Request (HR – 5 to 7 days before joining)
- Joiner details shared with IT: name, role, department, manager, location, joining date
- Standard kit for the role confirmed with [Reporting Manager]
- Role-specific software and application access listed by manager
- Phone / SIM requirement confirmed
- Delivery address confirmed for remote joiner
Phase 2: Hardware Preparation (IT – 3 to 5 days before)
- Laptop / desktop allocated from stock and asset-tagged ([Asset ID])
- Device imaged with standard OS build and updates
- Charger, mouse, keyboard and bag kept ready
- Headset / webcam / second monitor arranged (if role requires)
- Mobile handset and SIM prepared (if approved)
Phase 3: Accounts and Software (IT – 2 days before)
Checklist · Word
IT Equipment Checklist
Download .docx
[Company Logo][Company Name]
IT ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Date of Joining:
[Date of Joining]
Work Mode:
[Office / Hybrid / Remote]
Ticket No.:
[Reference Number]
1. Hardware Provisioning
- Laptop/desktop allocated – asset tag [Asset Tag], serial [Serial Number]
- Charger, mouse, headset and bag issued
- Operating system updated and patched
- Full-disk encryption enabled
- Endpoint protection installed and reporting
- Device enrolled in device management
2. Accounts
- Directory/domain account created
- Official email ID created: [Email ID]
- Collaboration tools (chat, video) enabled
- Added to department distribution lists and shared drives
- HRMS and attendance login activated
3. Role-Based Access (Approved by Reporting Manager)
Checklist · Word
IT Onboarding Checklist
Download .docx
[Company Logo][Company Name]
IT OFFBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Last Working Day:
[Last Working Day]
Exit Type:
Resignation / Termination / Retirement / Contract End
Phase 1: During Notice Period (Manager and IT)
- List of systems, applications and admin rights held by the employee prepared
- Work files moved to shared drive / team folder
- Ownership of shared documents, dashboards and repositories transferred to [Reporting Manager]
- Shared passwords and service accounts identified for rotation
- Third-party tools signed up with work email listed
- Personal devices with company email identified for removal
Phase 2: Last Working Day
- Directory / domain account disabled at [HH:MM]
- Email login blocked; auto-reply or forwarding set as approved
- VPN and remote access revoked
- Business application access removed: [Application Names]
- Admin / privileged roles removed from servers and cloud consoles
- MFA devices and app passwords revoked
- Company email removed from personal phone
- Laptop, phone, SIM and peripherals collected; IT asset clearance form signed
Phase 3: After Exit (within [Number] days)
Checklist · Word
IT Offboarding Checklist
Download .docx

Employee Exit Asset Checklist

Preview of the checklist

A. IT Department – Owner: [IT Executive Name]

B. Administration – Owner: [Admin Name]

C. Finance – Owner: [Finance Executive]

D. Own Department – Owner: [Reporting Manager]

E. HR – Owner: [HR Name]

Pending Items Summary

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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