Hand-over and e-signature
Asset hand-over forms your employees sign on their phone
No more printed forms lost in a drawer. Pick the items, send a link, and the employee checks and signs in two minutes. You keep a PDF that shows what they received, when, and which asset policy they agreed to.
- No login or app for the employee
- Signed PDF stored and emailed
- Reminders until it is signed
Acme Technologies · hand-over
Hi Arjun, please confirm what you received
- HP EliteBook 840 · LAP-0217
- Charger 65 W
- Dell 24” monitor · MON-0233
Asset policy v3: keep devices safe, report loss within 24 hours, return everything on your last day…
I received these items and accept the policy
Type your full name
Arjun Mehta
Example data
An unsigned hand-over is hard to enforce
When a laptop does not come back, the first thing HR asks is: did they sign for it? Paper forms go missing, scans sit in someone’s inbox, and the hand-overs done in a rush on joining day often never had a form at all.
One link for everything you hand over
Choose one or more assets from stock and the person receiving them. Chargers and accessories linked to a laptop go with it. The assets move to Awaiting signature and the employee gets a personal link by email.
- Several items on one acknowledgement
- The link works once and expires after 30 days
- Resend it and the old link stops working
- Loans with a due-back date
New hand-over
Arjun Mehta
Engineering · Pune office · joins today
- HP EliteBook 840LAP-0217 · with chargerIn stock
- Dell 24” monitorMON-0233In stock
- Access cardACC-1302In stock
What the employee sees
The link opens a plain page on any phone or laptop, with no password and nothing to install. They see each item with its serial number, read your asset policy, tick that they received everything, and type their name to sign.
- Any phone browser
- Your asset policy, shown before signing
- Typed-name signature
- Signed copy to them, their manager and HR
A record you can rely on later
The signed acknowledgement is a PDF with the items, the policy version, the typed name, date and time in IST, IP address and device. A SHA-256 fingerprint of the file goes into the audit log, so any later change to it can be detected. Signed files are never overwritten.
- Time, IP address and device recorded
- Policy version kept with each signature
- Tamper check through the audit log
- Download or print the PDF any time
Asset acknowledgement
ACK-2026-0412 · Acme Technologies
Items
HP EliteBook 840 (LAP-0217), charger, Dell 24” monitor (MON-0233)
- Signed electronically by
- Arjun Mehta
- Date and time
- 14 Jan, 10:42 IST
- IP address
- 103.21.xx.xx
- Device
- Chrome on Android
- Policy
- Asset policy, version 3
SHA-256 fingerprint stored in the audit log. Any change to this file can be detected.
Reminders, so nothing stays unsigned
If the form is not signed, the employee gets a reminder on day 2. On day 5 they get another with their manager in copy, and the IT person is told. After that it waits in the work queue. If an employee cannot sign, IT can accept on their behalf, with a reason that is recorded.
- Day 2 and day 5 reminders
- Manager copied on the second
- Accept on behalf, with an audited reason
- Unsigned hand-overs on the dashboard
Unsigned hand-over
Neha Kapoor
MacBook Air · sent 5 days ago
Day 0
Signing link emailed to Neha.
Day 2
Reminder with a fresh link.
Day 5
Second reminder, her manager in copy, IT told.
After that
Stays in the work queue until IT acts.
Returns are recorded too
When an asset comes back, IT records its condition. A damaged item goes to repair. Laptops, phones and tablets go to quarantine until the wipe checklist is done, then back into stock for the next person.
- Condition noted at every return
- Damaged items sent to repair
- Wipe checklist before re-issue
- Complete custody history per asset
Return
Dell Latitude 5440
LAP-0142 · from Ravi Kulkarni
Wipe checklist Quarantine
- Data wiped or factory reset
- Company accounts, MDM and VPN removed
- Activation / Find My / BIOS locks removed
- Cleaned and physically checked
Back in stock for the next person once the checklist is done.
How it works
Three steps, no project plan
- 1
Pick the items and the person
From stock, one item or a whole joining kit.
- 2
The employee signs from the link
They check the items, read the policy and type their name. Two minutes, on any phone.
- 3
The PDF is stored and sent
The assets show In use, and the signed copy goes to the employee, their manager and HR.
FAQ
Hand-over e-signature: common questions
Is a typed-name e-signature valid in India?+
AssetVow records an electronic acknowledgement: the employee opens a link sent only to them, accepts a specific policy and types their name, and the record keeps the time, IP address and device. Most companies use this as their hand-over proof. It is not an Aadhaar eSign or a digital signature certificate, so if you expect a legal dispute over an asset, ask your lawyer what they need.
Can we use our own asset policy?+
Yes, write it in Settings. Policies are versioned, and each acknowledgement records the version the employee accepted, so updating the policy later does not change what earlier employees signed.
What if the employee never signs?+
They are reminded on day 2 and day 5, the second time with their manager in copy. After that the hand-over stays in the IT work queue. IT can also accept on the employee’s behalf, with a reason that is kept in the audit log.
Do we still need a printed asset handover form?+
No. The signed PDF replaces it. If a personnel file needs paper, print the PDF.
What about assets handed over before we started?+
Import them with their current holders. They are marked as handed over by import, without a signature. To get confirmation, run a self-audit and ask each person to confirm what they hold.
More of AssetVow
It all works from the same register
Exits and No-Dues
Every leaver gets a return checklist and reminders. The No-Dues certificate is issued once the last item is back.
Learn moreEmployee asset tracking
Who holds every laptop, phone and monitor, across all your offices, kept current as people join, move and leave.
Learn moreGST bills and Tally
Purchase and repair bills with GST, approval rules, assets created on approval, and export to Tally or Zoho Books.
Learn moreSend your first signed hand-over today
Add a laptop and an employee, send the link, and watch it come back signed. It takes about five minutes.