A laptop issue form records the handover of a company laptop to an employee, with its serial number, configuration, accessories and condition. IT or admin fills it on the day of joining or when a replacement device is allotted, and the employee signs to accept responsibility.
The laptop remains the property of [Company Name] and is issued only for official work.
I will not install unlicensed or unauthorised software, or disable security tools.
I will keep the laptop safe while travelling and will not leave it unattended in vehicles or public places.
I will report any loss, theft or damage to IT and my reporting manager within 24 hours, and file a police complaint in case of theft.
I will not hand over the laptop to any other person without written approval from IT.
I will return the laptop with all accessories on transfer, on request, or on or before my [Last Working Day].
Loss or damage caused by negligence may be recovered as per the company asset policy.
6. Employee Acknowledgement
I, [Employee Name], confirm that I have received the laptop and accessories listed above in the stated condition. I have read and agree to the terms of use and the company's IT and acceptable-use policy.
Received by [Employee Name] [Employee ID] Date: [Date]
Issued by [IT Executive Name] IT Department Date: [Date]
Approved by [Reporting Manager] [Designation] Date: [Date]
Employee and department details so the device is traceable to one person
Asset table with asset tag, make/model, serial number and configuration
Accessories list (charger, bag, mouse) to avoid disputes at return
Pre-installed software and encryption status for security audit
Condition at issue, with any existing scratches noted
Acceptable-use and data-security undertaking
Recovery clause for loss or damage due to negligence
Signatures of employee, IT and reporting manager
When to use it
A new joiner receives a laptop on the first day
An employee gets a replacement laptop after a repair or upgrade
A consultant or intern is given a loaner laptop for a fixed period
A team moves from desktops to laptops for hybrid or remote work
How to customise this template
1Add your company name, logo and asset tagging format in the header
2Edit the configuration rows to match your standard laptop build (RAM, storage, OS)
3List the security tools you install, such as antivirus, MDM or disk encryption
4Align the recovery clause with your asset policy and F&F process
5Decide whether the form is kept in the HR file, the IT asset register, or both
HR tips
Photograph the laptop at issue and attach the photos to the form
Never leave the serial number blank; it is the only reliable identifier at return
Record the charger wattage, as mismatched chargers are a common return dispute
Update the asset register on the same day the form is signed
Any recovery of loss from wages or F&F must follow applicable wage laws and the employee's written consent or company policy; review the clause with your legal adviser.
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Frequently asked questions
What is a laptop issue form?+
It is a document that records which company laptop is given to which employee, along with its serial number, accessories and condition. The employee signs it to acknowledge receipt and accept the usage terms.
Can the company recover the cost of a lost laptop from the employee?+
Many companies include a recovery clause for loss or damage caused by negligence. Any deduction should follow wage laws, the company policy and documented consent, and should be fair to the actual loss.
Should the laptop issue form be signed by the reporting manager?+
Yes, it is good practice. The manager's signature confirms the device was needed for the role and helps during exit clearance.
Is a laptop issue form needed for work-from-home employees?+
Yes. When the laptop is couriered, send the form digitally, record the courier docket number and get the employee to sign after checking the device.