Free form template · Word

Fuel Card Issue Form

A fuel card issue form records the handover of a company fleet or fuel card to an employee or driver, linking it to a specific vehicle with a monthly rupee limit and permitted uses. Admin uses it to control fuel spending, assign responsibility for PIN security and set how statements will be reconciled.

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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

Control	Approved
Monthly limit	₹[Amount]
Per-transaction limit	₹[Amount]
Daily transaction count	[Number]
Permitted products	Fuel only / Fuel and lubricants
Cash withdrawal	Not permitted

4. Card Holder Undertaking

I will use the card only to fuel the linked vehicle [Registration Number] for official travel.
I will keep the card and PIN secure, and will never share the PIN or let anyone else use the card.
I will record the odometer reading in the trip log at every fill.
I will keep fuel receipts or e-receipts and submit the monthly trip log by [Day] of the following month.
I will report loss of the card immediately to Admin so that it can be blocked.
Any use for a non-linked vehicle or non-official purpose may be recovered from me as per company policy.
I will return the card on exit, change of vehicle, or when asked.

5. Monthly Reconciliation (Admin use)

Month	Card Spend (₹)	Km Driven	Average (km / litre)	Remarks	Checked By
[Month]	[Amount]	[Kilometres]	[Average]	[Remarks]	[Admin Name]
[Month]	[Amount]	[Kilometres]	[Average]	[Remarks]	[Admin Name]
[Month]	[Amount]	[Kilometres]	[Average]	[Remarks]	[Admin Name]

I acknowledge receipt of the fuel card described above in a sealed envelope with the PIN, and agree to the limits and undertaking stated in this form.

Card Holder
[Employee Name]
Date: [Date]

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

Approved by
[Reporting Manager]
Date: [Date]

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What this template includes

Card number (masked) and issuing oil company or bank
Linked vehicle registration number
Monthly and per-transaction limits in rupees
Permitted products, such as fuel only
PIN confidentiality and loss reporting
Monthly statement reconciliation with trip logs

When to use it

A company vehicle is allotted and fuel is paid by card
Field staff with two-wheelers are given fuel cards instead of reimbursement
A driver for a pool vehicle receives a card
A card is replaced after loss or expiry

How to customise this template

1Add your fuel card provider and customer ID
2Set limits by vehicle type or role
3Decide whether lubricants, washing or tolls are permitted
4Explain how excess or non-official use will be handled
5Attach the vehicle issue form reference

HR tips

Link each card to one vehicle so statements are easy to check
Show only the last four digits of the card number on forms
Review statements monthly against odometer readings
Block the card immediately when lost or on exit

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Frequently asked questions

Why link a fuel card to a vehicle number?+

It ensures the card is used only for that vehicle and makes it easier to compare fuel spend with kilometres driven.

What if an employee exceeds the fuel card limit?+

Most cards block transactions beyond the set limit. If a higher limit is needed, the manager can approve a change in writing.

Can a fuel card be used for personal vehicles?+

Usually not. A company fuel card is linked to an official vehicle and should be used only for it, unless the policy says otherwise.

All 50 it assets, admin & company property →

[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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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]

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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Mobile Phone Issue Form

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[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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Fuel Card Issue Form

Preview of the form

1. Card Holder

2. Card and Vehicle Details

3. Limits and Permitted Use

4. Card Holder Undertaking

5. Monthly Reconciliation (Admin use)

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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