Free form template · Word

Office Key Return Form

An office key return form confirms that an employee has handed back every physical key in their custody, notes any missing keys and whether locks must be changed, and records the handover to the next key holder. Admin completes it on exit, transfer or at the end of a temporary leave cover.

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[Company Logo][Company Name]

OFFICE KEY RETURN FORM

Ref. No.:: [Reference Number]
Date:: [Date]
Key Issue Form Ref.:: [Issue Form Number]
Reason:: Exit / Transfer / Leave cover ended / Lock change

Returning Key Holder

Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Premises / Branch	[Work Location]
Last Working Day / Handover Date	[Date]

Key-wise Return

Key No. / Tag Code	Lock / Door / Cabinet	Copies Issued	Copies Returned	Tested in Lock	Handed To
[Key Number]	Main entrance / shutter	[Number]	[Number]	Yes / No	Admin / [Next Key Holder]
[Key Number]	Store room / record room	[Number]	[Number]	Yes / No	Admin / [Next Key Holder]
[Key Number]	Cabinet / pedestal	[Number]	[Number]	Yes / No	Admin / [Next Key Holder]
[Key Number]	[Other Lock]	[Number]	[Number]	Yes / No	Admin / [Next Key Holder]

Missing Keys and Security Actions

Keys not returned	[Key Numbers / None]
Explanation	[Details]
Lock change required: Yes / No – Lock changed on [DD/MM/YYYY]
Cost of lock change (if recoverable as per policy): ₹[Amount]

Alarm / shutter code changed
Safe combination changed (if applicable)
Duplicate key set verified with Admin
Key register updated

Incoming Key Holder (if direct handover)

Name	[Next Key Holder]
Employee ID	[Employee ID]
New key issue form ref.	[Reference Number]

Declaration

I have returned all keys issued to me as listed above and confirm that I have not kept or made any copy of these keys.

Returned by
[Employee Name]
Date: [Date]

Received by
[Next Key Holder]
Date: [Date]

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

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What this template includes

Key-by-key match against the issue form
Missing key record and lock change decision
Direct handover to the next key holder
Alarm code change if the holder knew it
Duplicate key check with admin
Signatures of returning holder, receiving holder and admin

When to use it

A branch manager or store-keeper resigns
Opening and closing duty moves to another employee
A leave cover period ends and keys go back to the regular holder
Locks are being changed and old keys are collected

How to customise this template

1Pre-fill the key list from the office key issue form
2Add the name of the incoming key holder
3Set a rule on when locks must be changed
4Include alarm code or safe combination changes
5Update the key register after sign-off

HR tips

Count keys physically and try each key in its lock
Change alarm codes when a key holder leaves
Change locks for sensitive areas if any key is missing
Have the incoming holder sign in the same meeting

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Frequently asked questions

What should be checked when office keys are returned?+

That every key on the issue record is returned, that each works in its lock, and that no unauthorised duplicates exist.

Is a lock change needed when an employee leaves?+

Not always. It is usually done if a key is missing or if the employee had keys to sensitive areas and there is any doubt about copies.

Can keys be handed directly to the next employee?+

Yes, but record it on the return form with the new holder's signature so the custody chain is clear.

All 50 it assets, admin & company property →

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

[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

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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
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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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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
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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]

Reading	At Issue	At Return	Difference
Odometer (km)	[Kilometres]	[Kilometres]	[Kilometres]
Fuel / charge level	[Level]	[Level]	[Level]
Kilometres as per trip log	-	[Kilometres]	[Kilometres]

Office Key Return Form

Preview of the form

Returning Key Holder

Key-wise Return

Missing Keys and Security Actions

Incoming Key Holder (if direct handover)

Declaration

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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