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SIM Card Return Form

A SIM card return form closes out a corporate mobile connection held by an employee, confirming the SIM was handed back, any final bill dues were settled and the number was retained, reassigned or deactivated. Admin fills it during exit clearance or when a connection is withdrawn.

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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

Bill Period	Bill Amount (₹)	Approved Limit (₹)	Excess (₹)	Action
[DD/MM/YYYY] to [DD/MM/YYYY]	[Amount]	[Amount]	[Amount]	Waived / Recover in F&F
[DD/MM/YYYY] to [DD/MM/YYYY]	[Amount]	[Amount]	[Amount]	Waived / Recover in F&F

Status of the Number

Retained and reassigned to [Employee Name] ([Employee ID]) from [Date]
Suspended pending reassignment
Deactivated / surrendered to operator on [Date]
Ownership transferred to employee with written approval of [Authorised Signatory]

Handover of Business Contacts

Client contacts and messages handed over to	[Reporting Manager]
Customers informed of change (if applicable): Yes / No
Call forwarding set until	[Date]

Declaration

I have returned the corporate SIM card described above and have no further claim on the mobile number. I accept the billing settlement shown above.

Employee
[Employee Name]
Date: [Date]

Administration
[Admin Name]
Date: [Date]

Finance / Payroll
[Finance Executive]
Date: [Date]

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What this template includes

Number and ICCID matched to the original issue record
Final bill period and excess usage, if any
Decision on the number: retain, reassign, suspend or deactivate
Customer communication if the number was client-facing
Confirmation that the SIM was removed from the employee's device
Admin and finance sign-off for F&F

When to use it

An employee leaves and the official number must be retained for clients
A connection is withdrawn after a role change or cost review
A damaged SIM is surrendered for replacement
The company switches operators and old SIMs are collected

How to customise this template

1Pre-fill the number and ICCID from the SIM issue form
2Add the billing cycle date so the last bill can be traced
3Decide who authorises a number transfer to the employee, if ever allowed
4Link the excess-usage amount to the F&F settlement sheet
5Note the name of the next user if the number is reassigned

HR tips

Do not deactivate a client-facing number immediately; reassign it to the replacement employee
Calculate excess usage only for completed bills and show the bill to the employee
If the employee keeps the number with approval, complete the operator's ownership transfer formalities and record it
Update the corporate account portal the same day

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Frequently asked questions

Should a company deactivate a SIM when the employee leaves?+

Not always. If customers use the number, it is better to retain it and reassign it to the successor. Deactivate only numbers that are no longer needed.

How are excess SIM charges settled on exit?+

Admin checks the last completed bill against the approved limit, shares the details with the employee and passes any agreed amount to payroll for the F&F.

Can an employee take the company number after resignation?+

Only with written approval and an ownership transfer done through the operator. Many companies do not allow it for client-facing roles.

All 50 it assets, admin & company property →

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

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

Form · Word

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
Form · Word
Mobile Phone Return Form
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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
Form · Word
SIM Card Issue Form
Download .docx

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

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

Form · Word

ID Card Issue Form

Download .docx

[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

Form · Word

Access Card Issue Form

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SIM Card Return Form

Preview of the form

Employee Details

SIM Returned

Billing Settlement

Status of the Number

Handover of Business Contacts

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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