Free template
Asset return form for employees
The return deserves the same paper as the hand-over. A return form, signed by the employee and IT, records what came back, with which accessories and in what state, so the No-Dues and the Full & Final rest on facts.
Updated 31 October 2026
When to use a return form
At every return, not only at exit: a laptop replaced after two years, a loaned projector coming back, a phone handed in for repair. Each return closes a hand-over, and the form is the proof.
What to record
- The reason: exit, replacement, repair or the end of a loan
- Each item with its tag and serial number
- Accessories returned with it, such as the charger and bag
- Its condition, and whether damage was photographed
- Anything still with the employee
The format
Copy it as it is, or download the Word file and add your logo.
Asset return form
- Company name
- Reference no.
- Employee name
- Employee code
- Department
- Office / location
- Reason (exit, replacement, repair, end of loan)
- Date of return
Items returned
| # | Asset tag | Description | Serial number | Accessories returned | Condition | Photo taken? |
|---|---|---|---|---|---|---|
| 1 | LAP-0142 | Dell Latitude 5440 | 5CG3xxxxxx | Charger, bag | Good | No |
| 2 | PHN-0388 | iPhone 13 | F2Lxxxxxxx | Cable | Screen cracked | Yes |
Example rows. The Word file has empty rows to fill in.
Declaration
I have returned the items listed above. I have removed my personal files and signed out of my personal accounts on these devices.
The company confirms it has received the items above in the condition stated. Items not listed here are still with the employee.
- Items not returned (if any)
Employee: name, signature and date
Received by (IT): name, signature and date
If something comes back damaged
Write down what is wrong and take a photo before the item goes to repair. Note any amount to settle in the Full & Final rather than deducting it straight away, and check the deduction with your payroll or legal adviser.
Returns recorded where the hand-over was
In AssetVow you record a return from the person or the asset with its condition; a photo is required if it is damaged, and the employee gets an email receipt. Laptops and phones then wait in quarantine until the wipe checklist is done.
See how it worksFAQ
Common questions
Should the employee sign the return form?+
Yes, and IT too. Both signatures stop arguments later about what was returned and in what state.
Is a return form the same as a No-Dues certificate?+
No. The return form covers the items returned on one day. The No-Dues certificate confirms nothing at all is pending, across every department.
Close every hand-over properly
Record returns with condition and photo, and let the wipe checklist follow. Free for 30 days.