Equipment handover form

How it works

1. Put the two parties and the date on the lines at the top — the company or department issuing, and the person receiving.
2. List what is being handed over, one item to a row, with its serial or asset number where it has one.
3. Use the notes box for anything the table cannot hold: an accessory, a missing charger, a date it must come back.
4. Print two copies. Both parties sign both, and each keeps one.

Frequently asked questions

What is this for?

Recording that a thing left one person's hands and arrived in another's — a laptop issued to a new starter, tools signed out to a site, protective equipment given to a crew, a key handed to a contractor. It is the piece of paper that answers “who has it?” months later, and it only works if both parties sign.

Does it satisfy a safety or audit requirement?

It gives you the record such a requirement asks for: the items, the date, the two parties and their signatures. What it cannot do is know the wording your own rules or your country's regulations require — if there is a prescribed form, use that one. This is the ordinary internal record.

Why does the serial number get its own column?

Because “a laptop” is not a record and “a laptop, serial 5CD9…” is. When something goes missing or comes back damaged, the serial is the only part of the row that identifies the object rather than describing it.

Can I use it for the return as well?

Yes, and it is worth doing. Print a second copy when the equipment comes back, change the heading to say returned, and have both parties sign again. A handover with no matching return is where most missing-equipment arguments start.

Is anything uploaded?

No. The form is drawn in your browser. The names, the serial numbers and what your organisation owns stay on your own machine.