Free checklist template · Word

IT Equipment Checklist

An IT equipment checklist helps IT and HR prepare everything a new joiner needs before and on day one: hardware, accounts, software, security settings and peripherals. Working through it phase by phase means the employee can start work on the first day instead of waiting for a laptop or login.

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[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)

Directory / domain account created
Official email ID created: [Email ID]
Added to team distribution lists and chat channels
Office suite and collaboration tools licensed
Business applications provisioned: [Application Names]
VPN access created (if remote or hybrid)
Printer mapping and shared drive access configured

Phase 4: Security Setup (IT – before handover)

Disk encryption enabled
Antivirus / endpoint protection active
Device enrolled in MDM / asset management
Multi-factor authentication ready for first login
Local admin rights removed
USB storage policy applied

Phase 5: Day-One Handover

Device and accessories handed over; laptop issue form signed
First login and password change done in presence of IT
MFA app set up on employee's phone
IT acceptable-use and cybersecurity policy acknowledgement signed
Helpdesk contact and ticketing process explained
ID / access card issued by Admin

Completion

Pending items	[Details]
Target date for pending items	[DD/MM/YYYY]
Employee feedback on setup	[Remarks]

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

Employee
[Employee Name]
Date: [Date]

HR
[HR Name]
Date: [Date]

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What this template includes

Pre-joining requests triggered by HR with role and start date
Hardware preparation and asset tagging
Account creation for email, directory and business apps
Security setup: encryption, antivirus, MFA, MDM
Peripherals by role, such as headset or second monitor
Day-one handover and orientation on IT policies

When to use it

Preparing for a new joiner a week before the joining date
Onboarding a batch of trainees or freshers together
Setting up a remote employee whose kit must be couriered
Auditing whether a role's standard kit is complete

How to customise this template

1Add your standard kit per role or grade
2Insert the names of the business applications you use
3Set the number of days before joining each phase should start
4Assign an owner for each phase, for example HR, IT or admin
5For remote joiners, add courier and video-call setup steps

HR tips

Ask HR to share the joining details at least five working days in advance
Test the login on the actual device before handover
Keep spare chargers and headsets for day-one surprises
Record the asset IDs on the laptop issue form during handover

For HR & hiring managers

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Frequently asked questions

What IT equipment does a new employee need?+

Typically a laptop or desktop, charger, mouse, headset, ID or access card, and a phone or SIM for certain roles, plus email, directory and business application accounts.

Who should own the IT onboarding checklist?+

IT usually owns it, but HR triggers it with the joiner's details and the manager confirms the role-specific software and access.

How early should IT start preparing for a new joiner?+

Ideally about a week before joining, so hardware can be imaged and accounts created and tested.

All 50 it assets, admin & company property →

[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
[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]
Checklist · Word
Employee Exit Asset Checklist
Download .docx

[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

Download .docx

[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

Form · Word

Mobile Phone Issue Form

Download .docx

IT Equipment Checklist

Preview of the checklist

Phase 1: Request (HR – 5 to 7 days before joining)

Phase 2: Hardware Preparation (IT – 3 to 5 days before)

Phase 3: Accounts and Software (IT – 2 days before)

Phase 4: Security Setup (IT – before handover)

Phase 5: Day-One Handover

Completion

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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