Free form template · Word

Office Key Issue Form

An office key issue form records which physical keys, for main doors, shutters, cabinets, store rooms or drawers, are given to an employee, along with key numbers, whether duplicates exist and any opening or closing duties. Admin uses it to keep control over who can open what.

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[Company Logo][Company Name]

OFFICE KEY ISSUE FORM

Ref. No.:: [Reference Number]
Date:: [Date]
Premises / Branch:: [Work Location]
Issue Type:: Permanent / Temporary (leave cover) / Replacement

Key Holder

Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Mobile Number	[Mobile Number]
Temporary period (if applicable)	[DD/MM/YYYY] to [DD/MM/YYYY]

Keys Issued

Key No. / Tag Code	Lock / Door / Cabinet	Copies Issued	Duplicate Held By	Condition
[Key Number]	Main entrance / shutter	[Number]	[Admin Name]	[Condition]
[Key Number]	Store room / record room	[Number]	[Admin Name]	[Condition]
[Key Number]	Cabinet / pedestal [Seat Number]	[Number]	[Admin Name]	[Condition]
[Key Number]	[Other Lock]	[Number]	[Admin Name]	[Condition]

Opening and Closing Duty (if assigned)

Opening time	[HH:MM]
Closing time	[HH:MM]
Alarm code issued separately: Yes / No
Back-up key holder	[Employee Name]

Key Holder Undertaking

I will keep the keys safely and not leave them on desks, in drawers or in vehicles.
I will not lend the keys or allow anyone else to make copies.
I will make no duplicate key without written approval from Admin.
I will lock the premises properly and check shutters, windows and power switches at closing.
I will report loss of any key immediately so that the lock can be changed if required.
I will return all keys on exit, transfer, end of leave cover or when asked.

Approval

Approver	Name	Signature	Date
Reporting Manager	[Reporting Manager]	[Signature]	[DD/MM/YYYY]
Admin / Branch Head (sensitive areas)	[Admin Name]	[Signature]	[DD/MM/YYYY]

I acknowledge receipt of the keys listed above and accept responsibility for their safe custody.

Key Holder
[Employee Name]
Date: [Date]

Issued by
[Admin Name]
Administration
Date: [Date]

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What this template includes

Key number or tag and the exact lock it opens
Number of copies issued and duplicates held by admin
Opening and closing responsibilities, if any
Approval for keys to sensitive areas
No-duplication rule
Loss reporting and lock change process

When to use it

Assigning opening and closing duty for a branch or shop
Giving a store-keeper keys to the store room
Issuing pedestal or cabinet keys to staff
Handing over keys when the regular key holder goes on leave

How to customise this template

1Number and tag every key before using the form
2List the doors, shutters and cabinets in your premises
3Add opening and closing timings for branch staff
4Name who holds the master or duplicate keys
5Add a temporary handover section for leave cover

HR tips

Never write the lock location on the key tag itself; use a code
Keep a sealed duplicate set with a senior person
Change the lock if a key to a sensitive area is lost
Record temporary handovers too, not just permanent issues

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Frequently asked questions

Why maintain a key issue form?+

It shows who holds each key at any time, which helps security, avoids blame when something goes missing, and makes exit clearance easy.

Should employees be allowed to duplicate office keys?+

No. Duplicates should be made only by admin with approval and recorded in the key register.

What if an office key is lost?+

The holder should inform admin immediately. For main doors, cash rooms or stores, the lock is usually changed and new keys issued.

All 50 it assets, admin & company property →

[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

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[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

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Desktop Issue Form

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[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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[Company Logo][Company Name]
CORPORATE SIM CARD ISSUE FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Corporate Account No.:
[Account Number]
Issuing Office:
[Work Location]
Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Cost Centre [Cost Centre]
SIM Details
Asset ID Mobile Number Operator SIM Serial (ICCID) Type Activation Date
[Asset ID] [Mobile Number] [Operator] [ICCID] Voice + Data / Data only [DD/MM/YYYY]
Plan and Permissions
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Asset ID	Mobile Number	Operator	SIM Serial (ICCID)	Type	Activation Date
[Asset ID]	[Mobile Number]	[Operator]	[ICCID]	Voice + Data / Data only	[DD/MM/YYYY]

[Company Logo][Company Name]

EMPLOYEE ID CARD ISSUE FORM

Form No.:: [Reference Number]
Date:: [Date]
Type:: New / Reissue (Change in Details) / Replacement (Lost or Damaged)

Section 1: Details to be Printed on the Card

Name (as to be printed)	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Blood Group	[Blood Group]
Emergency Contact Name and Number	[Contact Name] / [Mobile Number]
Work Location	[Work Location]
Valid Till (for contract / fixed-term staff)	[DD/MM/YYYY]

Section 2: Category of Card

Permanent employee
Probationer
Trainee / Intern
Contract / Outsourced staff (Agency: [Agency Name])
Consultant

Section 3: Photograph

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[Company Logo][Company Name]

ACCESS CARD ISSUE FORM

Request No.:: [Reference Number]
Date:: [Date]
Site / Building:: [Work Location]
Request Type:: New / Additional Access / Replacement / Temporary

1. Card Holder Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Category: Employee / Contractor / Intern / Consultant
Shift Timing	[Shift Timing]

2. Access Required

Zone / Door	Required (Yes/No)	Days	Time Window	Business Justification
Main entrance and reception	Yes / No	Mon–Sat	[HH:MM] to [HH:MM]	[Justification]
Floor [Floor] work area	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Server / network room	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Store / record room	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]
Parking / basement	Yes / No	[Days]	[HH:MM] to [HH:MM]	[Justification]

Access valid from	[DD/MM/YYYY]
Access valid till	[DD/MM/YYYY] / Until exit

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[Company Logo][Company Name]

COMPANY VEHICLE ISSUE FORM

Ref. No.:: [Reference Number]
Date and Time of Issue:: [DD/MM/YYYY] [HH:MM]
Issue Type:: Permanent allotment / Pool vehicle / Temporary replacement

1. Employee and Driving Licence

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department / Territory	[Department]
Driving Licence No.	[Licence Number]
Licence valid till	[DD/MM/YYYY]
Vehicle classes covered	[Classes]
Licence copy verified by Admin: Yes / No

2. Vehicle Details

Asset ID	Make / Model / Colour	Registration No.	Chassis No.	Engine No.	Fuel Type
[Asset ID]	[Make / Model / Colour]	[Registration Number]	[Chassis Number]	[Engine Number]	Petrol / Diesel / CNG / EV

3. Vehicle Documents

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[Company Logo][Company Name]
FUEL CARD ISSUE FORM
Ref. No.:
[Reference Number]
Date:
[Date]
Card Provider:
[Oil Company / Bank Name]
Customer / Account ID:
[Account Number]
1. Card Holder
Name [Employee Name]
Employee ID / Driver ID [Employee ID]
Designation [Designation]
Department / Territory [Department]
Reporting Manager [Reporting Manager]
Mobile (for transaction alerts) [Mobile Number]
2. Card and Vehicle Details
Card No. (last 4 digits) Card Valid Till Linked Vehicle Reg. No. Vehicle Type Fuel Type
XXXX [Last 4 Digits] [MM/YYYY] [Registration Number] Car / Two-wheeler / Commercial Petrol / Diesel / CNG
3. Limits and Permitted Use
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Name	[Employee Name]
Employee ID / Driver ID	[Employee ID]
Designation	[Designation]
Department / Territory	[Department]
Reporting Manager	[Reporting Manager]
Mobile (for transaction alerts)	[Mobile Number]

Office Key Issue Form

Preview of the form

Key Holder

Keys Issued

Opening and Closing Duty (if assigned)

Key Holder Undertaking

Approval

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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