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Mobile Phone Return Form

A mobile phone return form confirms that an employee has returned a company smartphone in a usable, unlocked state, with IMEI numbers matched, accounts removed and accessories collected. It is filled during exit clearance or a handset swap, and both sides keep a signed copy.

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[Company Logo][Company Name]

COMPANY MOBILE PHONE RETURN FORM

Ref. No.:: [Reference Number]
Date of Return:: [Date]
Issue Form Ref.:: [Issue Form Number]
Reason:: Exit / Upgrade / Repair / Role Change

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]
Reporting Manager	[Reporting Manager]
Last Working Day (if applicable)	[Last Working Day]

2. Handset Returned

Asset ID	Make / Model	IMEI 1	IMEI 2	IMEI Matches Issue Form?
[Asset ID]	[Make / Model]	[IMEI 1]	[IMEI 2]	Yes / No

3. Condition Check

Item	Status	Remarks
Screen and display	OK / Scratched / Cracked	[Remarks]
Body and buttons	OK / Dented / Damaged	[Remarks]
Battery and charging port	OK / Weak / Not charging	[Remarks]
Camera, mic and speaker	OK / Faulty	[Remarks]
Water damage indicator	Not triggered / Triggered	[Remarks]

4. Accessories and SIM

Item	Returned (Yes/No)	Remarks
Charger and cable	Yes / No	[Remarks]
Cover and earphones	Yes / No	[Remarks]
Original box and invoice copy	Yes / No	[Remarks]
SIM card (Mobile No. [Mobile Number])	Yes / No / Handled separately	[Remarks]

5. Data and Account Release

Business contacts and client chat history handed over to [Reporting Manager]
CRM / field app data synced to server
Personal accounts and activation lock removed by employee
Device removed from MDM
Factory reset completed by IT
Asset register updated

6. Declaration

I, [Employee Name], have returned the company mobile handset and accessories listed above. I have removed my personal accounts, handed over all business contacts and data, and kept no copy of company or customer information.

Returned by
[Employee Name]
Date: [Date]

Received by
[Admin / IT Name]
Date: [Date]

Data handover accepted by
[Reporting Manager]
Date: [Date]

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What this template includes

IMEI match against the issue form
Condition check of screen, body, battery and charging port
Removal of personal accounts to avoid activation lock
Transfer of business contacts, chats and app data before reset
MDM release and factory reset by IT
SIM handling, either returned or ported as per policy

When to use it

A field employee resigns and returns the official handset
Handsets are recalled for a model upgrade
A phone is returned for repair and a temporary device is issued
An employee moves to a role that no longer needs a company phone

How to customise this template

1Copy the IMEI numbers and asset ID from the issue form
2Add device-specific checks such as stylus or foldable hinge where relevant
3State what happens to the official number: retained by company, transferred or deactivated
4Include your process for handing over client contacts and chat history
5Link the sign-off to the no-dues or exit clearance form

HR tips

Ask the employee to remove their personal account in your presence; otherwise the phone may stay locked
Back up business WhatsApp or CRM data before a factory reset
Check the IMEI on the device itself, not only the box
Collect the SIM in the same meeting or note clearly that it is being handled separately

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Frequently asked questions

Why must personal accounts be removed before returning a phone?+

Many smartphones have an activation lock linked to the user's account. If it is not removed, the phone cannot be reset or reissued.

Can an employee keep the company mobile number after leaving?+

Only if the company policy allows it. Usually the number belongs to the company because clients know it; any transfer should be approved in writing.

What if the phone screen is cracked at return?+

Record it on the form with photos. Whether the cost is recovered depends on your policy and whether the damage is normal wear or negligence.

All 50 it assets, admin & company property →

[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

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Mobile Phone Issue Form

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[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
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Laptop Return Form
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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 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

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Desktop Return Form

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[Company Logo][Company Name]

CORPORATE SIM CARD RETURN FORM

Ref. No.:: [Reference Number]
Date:: [Date]
SIM Issue Form Ref.:: [Issue Form Number]

Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]
Reporting Manager	[Reporting Manager]
Reason: Exit / Role Change / Replacement / Operator Change
Last Working Day	[Last Working Day]

SIM Returned

Mobile Number	Operator	ICCID	ICCID Matches?	Physical SIM Returned
[Mobile Number]	[Operator]	[ICCID]	Yes / No	Yes / No (eSIM deleted)

Billing Settlement

Form · Word

SIM Card Return Form

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[Company Logo][Company Name]
ID CARD RETURN FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Location:
[Work Location]
Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Last Working Day / Effective Date [Last Working Day]
Reason for Return
- Resignation / Exit
- Reissue due to change in details
- End of contract / internship
- Transfer to another entity or location
- Card damaged
Card Details
Form · Word
ID Card Return Form
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[Company Logo][Company Name]
ACCESS CARD RETURN AND DEACTIVATION FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Site / Building:
[Work Location]
Return Type:
Full Surrender / Partial Zone Withdrawal
Card Holder
Name [Employee Name]
Employee ID / Vendor ID [Employee ID]
Department [Department]
Reason: Exit / Contract End / Transfer / Role Change / Card Damaged
Effective Date and Time [DD/MM/YYYY] [HH:MM]
Card Surrendered
Card No. Card UID / Serial Physically Returned Condition Disposal
[Card Number] [Serial Number] Yes / No Good / Damaged Reuse / Destroy
Zone Access Revoked
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Access Card Return Form
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Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Department	[Department]
Reason: Exit / Contract End / Transfer / Role Change / Card Damaged
Effective Date and Time	[DD/MM/YYYY] [HH:MM]

Card No.	Card UID / Serial	Physically Returned	Condition	Disposal
[Card Number]	[Serial Number]	Yes / No	Good / Damaged	Reuse / Destroy

[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

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Company Asset Return Form

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[Company Logo][Company Name]
COMPANY VEHICLE RETURN FORM
Ref. No.:
[Reference Number]
Date and Time of Return:
[DD/MM/YYYY] [HH:MM]
Issue Form Ref.:
[Issue Form Number]
Reason:
Exit / Trip completed / Replacement / Role change / Disposal
1. Employee and Vehicle
Employee Name [Employee Name]
Employee ID [Employee ID]
Department [Department]
Vehicle [Make / Model]
Registration No. [Registration Number]
Asset ID [Asset ID]
2. Readings
Reading At Issue At Return Difference
Odometer (km) [Kilometres] [Kilometres] [Kilometres]
Fuel / charge level [Level] [Level] [Level]
Kilometres as per trip log - [Kilometres] [Kilometres]
3. Condition Comparison
Form · Word
Company Vehicle Return Form
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Reading	At Issue	At Return	Difference
Odometer (km)	[Kilometres]	[Kilometres]	[Kilometres]
Fuel / charge level	[Level]	[Level]	[Level]
Kilometres as per trip log	-	[Kilometres]	[Kilometres]

Mobile Phone Return Form

Preview of the form

1. Employee Details

2. Handset Returned

3. Condition Check

4. Accessories and SIM

5. Data and Account Release

6. Declaration

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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