Handing over equipment to a company: complete guide + template to download

Equipment Handover to Employees

In a modern company, handing over IT and office equipment to employees is an essential process. Every employee needs a laptop, smartphone, headset, or access badge to work efficiently.

Yet, many organizations manage this step informally, without documentation or precise tracking. The result: losses, disputes, difficulties in recovering equipment upon departure, and a lack of visibility into the IT inventory.

The solution? Implement a clear and standardized equipment handover procedure, supported by an equipment handover form.
In this article, we explain:

• why it’s essential to formalize this process,
• what best practices exist,
• what mistakes to avoid,
• and we offer a ready-to-use form template.

Why formalize equipment delivery?

1. Better traceability

Knowing precisely which employee owns which equipment is essential. This avoids confusion, particularly when an employee changes positions, leaves the company, or requests a replacement.

2. Enhanced security

A computer or smartphone often contains sensitive data. In the event of loss or theft, the company must be able to quickly identify the user and take appropriate action (blocking, remote deletion, password change).

3. Clear responsibility

With a signed delivery slip, the user acknowledges that they received the equipment in a specific condition and that they must take care of it. In the event of damage, liability is better defined.

4. Simplified equipment management

By centralizing information in IT asset management software such as GOST, the company maintains a clear view of inventory, equipment in circulation, and equipment requiring replacement.

Best practices for handing over equipment to a company

1. Prepare the equipment before handing it over

Before handing over equipment to an employee, it must be ready for use. This involves:

Pre-configuration: installing the necessary software, creating secure access, and updating the system.

Verification: ensuring proper operation and the presence of all accessories (charger, cable, case, etc.).

Labeling: each device must have a serial number or internal identifier to facilitate tracking.

2. Create a hardware handover form

The handover form is the heart of the process. It formalizes the transaction and serves as proof in the event of a dispute. It must contain:

• The employee’s full identity.
• Position held and department.
• A precise description of the equipment (type, make, model, serial number).
• Included accessories.
• Condition of the equipment at the time of delivery (new, good condition, previously used).
• Rules for use and return.

3. Have the employee sign

The handover must be validated by a double signature: that of the employee and that of the manager (IT department, HR, or manager). This makes the commitment contractual.

4. Centralize information

The paper record is useful, but it must be backed up by a digital entry in software such as GOST. This ensures a comprehensive overview and prevents loss of information.

5. Update in case of return or replacement

Whenever equipment is returned or replaced, the record must be updated and the information in the software updated.

Mistakes to avoid when handing over equipment

1. Not having documents signed → without written proof, it’s difficult to obtain accountability.
2. Not listing accessories → many companies forget to mention chargers, cables, or bags, which complicates return procedures.
3. Forgetting the condition of the equipment → without specific details, an employee may dispute existing wear or damage.
4. Not centralizing data → managing data solely on paper or by email disperses information and hinders visibility.
5. Ignoring data security → handing over a device that is unconfigured or lacking security exposes you to major risks.

Sample Equipment Handover Form (Template)

Here is a sample employee equipment handover form that you can use and customize:

Material delivery sheet

Company: ___________________________
Department: ___________________________
Name and surname of the employee : ___________________________
Position held: ___________________________

Material handed over :

Terms of Use:

• The employee agrees to use the equipment exclusively for professional purposes.
  
  
• In the event of loss, theft, or breakdown, they must immediately notify the IT department.
  
  
• The equipment remains the property of the company and must be returned upon departure or in the event of a change of position.
  
  

Delivery date : ____ / ____ / ______

Employee signature: ___________________________

Signature of manager : ___________________________