Free report template · Word

Lost Asset Report

A lost asset report is filed when a company laptop, phone, card or other asset is lost or stolen. It captures what was lost, when and where, the police complaint details, and the urgent security steps IT took, such as remote lock, wipe and password resets, to protect company data.

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[Company Logo][Company Name]

LOST / STOLEN ASSET REPORT

Report No.:: [Reference Number]
Reported on:: [DD/MM/YYYY] [HH:MM]
IT Helpdesk:: [Mobile Number] / [Email ID]

1. Reported By

Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]
Reporting Manager	[Reporting Manager]
Contact number	[Mobile Number]

2. Asset Lost or Stolen

Asset ID	Asset Type	Make / Model	Serial / IMEI / Card No.	Accessories Lost
[Asset ID]	[Laptop / Mobile / SIM / Card / Key]	[Make / Model]	[Serial Number]	[Accessories]
[Asset ID]	[Asset Type]	[Make / Model]	[Serial Number]	[Accessories]

3. Circumstances

Lost / Stolen	[Lost / Stolen]
Date and time last seen	[DD/MM/YYYY] [HH:MM]
Date and time loss discovered	[DD/MM/YYYY] [HH:MM]
Place	[Location / City]
Was the device locked / powered off? Yes / No / Not sure

Description of the incident:
[Describe what happened, where the asset was kept and what steps were taken to find it.]

4. Police Complaint

Complaint / FIR No.	[Complaint Number]
Police station	[Police Station]
Date filed	[DD/MM/YYYY]
Copy attached: Yes / No / To be submitted by [DD/MM/YYYY]

5. Immediate Security Actions (IT)

Action	Done	Date / Time	By
Remote lock of device	Yes / No / NA	[DD/MM/YYYY HH:MM]	[IT Executive Name]
Remote wipe of company data	Yes / No / NA	[DD/MM/YYYY HH:MM]	[IT Executive Name]
SIM blocked with operator	Yes / No / NA	[DD/MM/YYYY HH:MM]	[Admin Name]
Passwords and sessions reset	Yes / No / NA	[DD/MM/YYYY HH:MM]	[IT Executive Name]
Access card disabled	Yes / No / NA	[DD/MM/YYYY HH:MM]	[Security Officer]

6. Data Risk Assessment

Disk encrypted: Yes / No
Type of data on device	[Details]
Possible exposure of customer / personal data: Yes / No – escalated to [IT Security Name]

7. Next Steps

Insurance claim initiated – Claim No. [Claim Number]
Replacement asset issued – Asset ID [Asset ID]
Asset register updated to 'Lost'
Referred for asset loss recovery review

I confirm that the information above is correct to the best of my knowledge and that I will inform IT immediately if the asset is found.

Employee
[Employee Name]
Date: [Date]

IT Security
[IT Security Name]
Date: [Date]

Reporting Manager
[Reporting Manager]
Date: [Date]

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What this template includes

Time-critical reporting with date and time of discovery
Asset identifiers such as serial, IMEI or card number
Police complaint or FIR details where applicable
Immediate IT actions: lock, wipe, block SIM, reset passwords
Assessment of data on the device and possible exposure
Next steps: replacement, insurance claim, recovery review

When to use it

A laptop is stolen from a car, train or home
A company phone is lost while travelling
An access card or key goes missing
An asset cannot be located during physical verification

How to customise this template

1Add your IT helpdesk and security contact numbers at the top
2List the immediate actions IT must take for each asset type
3Mention when a police complaint is required under your policy
4Add insurer details for claims
5Link to the asset loss recovery form for the financial decision

HR tips

Report within hours, not days; remote wipe works best quickly
Get a copy of the police complaint for theft cases, which insurers usually ask for
Reset passwords for accounts used on the lost device
Do not issue a replacement until the report is complete

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Frequently asked questions

What should an employee do immediately after losing a company laptop?+

Inform IT and the manager at once so the device can be locked or wiped, reset passwords if asked, and file a police complaint in case of theft, sharing a copy with the company.

Is a police complaint needed for a lost company phone?+

For theft, companies and insurers usually ask for a police complaint. For loss, follow your company policy and local police practice for lost property reports.

Will the employee have to pay for a lost asset?+

That is decided separately as per the asset policy, considering the circumstances, negligence, insurance and the employee's explanation.

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
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]

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 PROPERTY DAMAGE REPORT

Report No.:: [Reference Number]
Date of Report:: [Date]
Site / Location:: [Work Location]

1. Reported By

Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Contact Number	[Mobile Number]

2. Incident Details

Date and time of incident	[DD/MM/YYYY] [HH:MM]
Exact location	[Floor / Area / Room]
Date and time damage was discovered (if different)	[DD/MM/YYYY] [HH:MM]
Type: Accidental / Equipment failure / Water / Fire / Electrical / Natural event / Unknown / Other
Any injury involved: Yes / No (if yes, file a separate injury report)

3. Property Damaged

Report · Word

Company Property Damage Report

Download .docx

[Company Logo][Company Name]
ASSET DAMAGE DECLARATION
Ref. No.:
[Reference Number]
Date:
[Date]
Ticket No.:
[Ticket Number]
Part A: Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Part B: Asset Damaged
Asset ID Asset Type Make / Model Serial / IMEI No. Date Issued Issue Form Ref.
[Asset ID] [Laptop / Mobile / Tool] [Make / Model] [Serial Number] [DD/MM/YYYY] [Reference Number]
Part C: Employee's Account
Form · Word
Asset Damage Declaration
Download .docx
[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

Lost Asset Report

Preview of the report

1. Reported By

2. Asset Lost or Stolen

3. Circumstances

4. Police Complaint

5. Immediate Security Actions (IT)

6. Data Risk Assessment

7. Next Steps

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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