Free form template · Word

IT Asset Clearance Form

An IT asset clearance form is the IT department's formal no-dues sign-off for a leaving employee, confirming that all IT devices are returned, accounts are disabled, data is handed over and licences are reclaimed. HR needs it before releasing full and final settlement and the relieving letter.

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[Company Logo][Company Name]

IT ASSET CLEARANCE FORM

Clearance No.:: [Reference Number]
Date:: [Date]
Exit Ref. (HR):: [Exit Reference Number]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Last Working Day	[Last Working Day]

2. IT Assets

Asset ID	Asset Type	Make / Model	Serial / IMEI No.	Returned	Condition	Return Form Ref.
[Asset ID]	Laptop	[Make / Model]	[Serial Number]	Yes / No	[Condition]	[Reference Number]
[Asset ID]	Mobile phone	[Make / Model]	[IMEI]	Yes / No	[Condition]	[Reference Number]
[Asset ID]	Accessories (charger, mouse, headset)	[Make / Model]	[Serial Number]	Yes / No	[Condition]	[Reference Number]
[Asset ID]	Token / dongle / storage device	[Make / Model]	[Serial Number]	Yes / No	[Condition]	[Reference Number]

3. Accounts and Access

Account / System	Status	Date
Domain / directory login	Disabled	[DD/MM/YYYY]
Email	Blocked / Forwarded / Shared mailbox	[DD/MM/YYYY]
VPN / remote access	Revoked	[DD/MM/YYYY]
Business applications ([Application Names])	Revoked	[DD/MM/YYYY]
Privileged / admin access	Revoked / Not applicable	[DD/MM/YYYY]

4. Data and Licences

Work data handed over – confirmed by [Reporting Manager]
Ownership of shared files and repositories transferred
Software licences reclaimed: [Software Names]
Company data removed from personal devices – declared by employee

5. Pending Items and Recovery

Item	Reason	Amount (₹)	Action
[Item]	Not returned / Damaged	[Amount]	Recover in F&F / Waived
[Item]	Not returned / Damaged	[Amount]	Recover in F&F / Waived

6. Clearance Status

CLEARED – no IT dues
CLEARED WITH REMARKS – pending items listed above
NOT CLEARED – reason: [Reason]

Based on the above, the IT Department confirms the clearance status of [Employee Name] ([Employee ID]) as marked, for the purpose of full and final settlement.

Checked by
[IT Executive Name]
IT Department
Date: [Date]

Clearance issued by
[IT Head Name]
IT Head
Date: [Date]

Acknowledged by
[Employee Name]
Date: [Date]

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What this template includes

Summary of IT assets returned with asset IDs
Account and access status at a glance
Data handover confirmation from the manager
Licences reclaimed
Pending items and any recovery amount
Clear status: cleared, cleared with remarks, or not cleared

When to use it

Final step of IT exit formalities before F&F
Transfer of an employee to another group entity with separate IT
End of a contractor's engagement with company devices
Audit evidence that IT clearance was given before relieving

How to customise this template

1Pull asset details from the laptop and mobile return forms
2Pull account status from the IT offboarding checklist
3Add your common business applications
4Name the IT authority who can issue clearance
5Copy the form to HR and payroll

HR tips

Issue clearance only after the data handover is confirmed by the manager
Use 'cleared with remarks' rather than blocking F&F for minor items
Quote amounts for any recovery so payroll can act
Keep the form with the employee's exit file

For HR & hiring managers

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Frequently asked questions

What is IT clearance at the time of resignation?+

It is IT's confirmation that the leaving employee has returned all IT assets and that their system access has been removed, so HR can proceed with F&F.

Can IT clearance be given with pending items?+

Yes, as 'cleared with remarks', listing the pending item and any recovery amount, if the company's process allows it.

Who signs the IT asset clearance form?+

The IT executive who handled the return, and the IT head or authorised person who issues the clearance. The employee also signs to acknowledge.

All 50 it assets, admin & company property →

[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
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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

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[Company Logo][Company Name]
ASSET LOSS RECOVERY FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Loss / Damage Report Ref.:
[Report Number]
1. Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Monthly Gross Salary: ₹[Amount]
Employment status: Active / Serving notice / Exited
2. Asset Details
Asset ID Description / Make / Model Serial No. Purchase Date Purchase Cost (₹) Loss / Damage Date
[Asset ID] [Make / Model] [Serial Number] [DD/MM/YYYY] [Amount] [DD/MM/YYYY]
3. Valuation
Form · Word
Asset Loss Recovery Form
Download .docx

Asset ID	Description / Make / Model	Serial No.	Purchase Date	Purchase Cost (₹)	Loss / Damage Date
[Asset ID]	[Make / Model]	[Serial Number]	[DD/MM/YYYY]	[Amount]	[DD/MM/YYYY]

[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

Download .docx

[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
Form · Word
Laptop Return Form
Download .docx

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

Form · Word

Desktop Issue Form

Download .docx

[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

Form · Word

Desktop Return Form

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IT Asset Clearance Form

Preview of the form

1. Employee Details

2. IT Assets

3. Accounts and Access

4. Data and Licences

5. Pending Items and Recovery

6. Clearance Status

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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