A mobile phone issue form records the allotment of a company-owned smartphone to an employee, including both IMEI numbers, accessories, device-management enrolment and usage rules. Admin or IT issues it to sales, field, service or senior staff who need an official handset.
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
Item
Issued (Yes/No)
Details
Condition
Charger and cable
Yes / No
[Wattage / Type]
[Condition]
Back cover
Yes / No
[Details]
[Condition]
Screen guard
Yes / No
[Details]
[Condition]
Earphones
Yes / No
[Details]
[Condition]
SIM card
Yes / No
Mobile No. [Mobile Number]
Refer SIM issue form
4. Device Setup
Enrolled in MDM / device management
Screen lock (PIN / biometric) enabled
Official email and business apps configured
Company account used for app store / device login
Find-my-device / remote wipe enabled
5. Usage Conditions
The handset is company property and is issued for official communication and business apps.
Personal use, if any, will be limited and as allowed under the company IT policy.
I will not root or jailbreak the phone, remove MDM, or install apps from unknown sources.
I will not store customer or company data in personal cloud accounts or share it on personal chat groups.
I will report loss or theft to IT and my manager immediately and file a police complaint quoting the IMEI.
I will return the handset, accessories and box (if given) on exit, transfer or upgrade, after signing out of personal accounts.
Damage caused by negligence or loss due to carelessness may be recovered as per company policy.
6. Acknowledgement
I acknowledge receipt of the mobile handset and accessories described above in the stated condition. I understand that company data on the device may be managed, locked or wiped by IT, and I agree to the usage conditions.
Received by [Employee Name] [Employee ID] Date: [Date]
IMEI 1 and IMEI 2, which are needed to block a lost phone
Model, colour and storage for accurate identification
Accessories such as charger, cable, cover and screen guard
Mobile device management (MDM) enrolment and screen-lock rules
Rules on personal use, apps, and photos of company data
Loss or theft reporting steps including a police complaint
Return on exit or transfer
When to use it
Field sales or service staff receive a handset for client calls and apps
A manager is given an official phone for on-call duties
A handset is replaced after damage or an upgrade cycle
A team is given phones for an attendance, delivery or CRM app
How to customise this template
1Mention whether a SIM is issued separately (use the SIM card issue form) or with the phone
2List the business apps you pre-install, such as CRM, attendance or email
3State your position on personal use, WhatsApp and personal photos
4Add any handset reimbursement or co-payment scheme you run
5Insert the IT helpdesk number for lost-phone reporting
HR tips
Dial *#06# on the phone to read the IMEI numbers instead of copying them from the box
Enrol the device in MDM before handover so it can be locked or wiped remotely
Ask the employee to sign out of personal accounts on return to avoid activation locks
Keep the original box and invoice for warranty claims
Monitoring of company devices should be disclosed in your IT policy and handled consistently with applicable data protection law; review with a legal adviser.
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Frequently asked questions
Why record the IMEI number when issuing a company phone?+
The IMEI uniquely identifies the handset. It is needed for police complaints, blocking a stolen phone and warranty claims.
Can employees use a company mobile for personal use?+
It depends on your policy. Many companies allow limited personal use but prohibit unofficial apps, and make clear that company data on the device may be managed or wiped.
What happens if the company phone is stolen?+
The employee should inform IT and the manager immediately, file a police complaint with the IMEI details and share a copy. IT can lock or wipe the device remotely if MDM is enabled.