Free template
Asset transfer form for moving equipment between offices
Six laptops leave Pune by courier and five arrive in Hyderabad. Without a transfer form signed at both ends, nobody can say which one is missing or when it went. Here is a format that answers that, with a free Word file.
Updated 31 October 2026
Why transfers need their own form
Between leaving one office and arriving at another, an asset belongs to neither. If the sending office removes it from its list and the receiving office never adds it, it vanishes from the register. A transfer form keeps it on record as “in transit” until someone at the other end confirms it arrived.
What to put on the form
- A transfer number, the two offices and the reason
- Courier or vehicle, docket number, date sent and expected arrival
- Each item with its tag, serial number and condition when sent
- For each item, whether it arrived and its condition on arrival
- Signatures of the sender and the receiver
The format
Copy it as it is, or download the Word file and add your logo.
Asset transfer form between offices
- Company name
- Transfer no.
- From office
- To office
- Date sent
- Expected arrival
- Courier / vehicle
- Docket no.
- Reason for transfer
Items sent
| # | Asset tag | Description | Serial number | Condition sent | Received? | Condition received |
|---|---|---|---|---|---|---|
| 1 | LAP-0301 | Lenovo ThinkPad E14 | PF4Bxxxxxx | New | Yes | Good |
| 2 | MON-0420 | Dell 24” monitor | CNxxxxxxxx | Good | Yes | Good |
| 3 | ACC-0518 | Docking station | — | Good | No | — |
Example rows. The Word file has empty rows to fill in.
- Items missing on arrival
- Remarks
Sent by: name, signature and date
Received by: name, signature and date
When something does not arrive
Record it as missing on the form the day the box is opened, and tell the courier the same day; most claims have a short window. If it cannot be found, mark it lost with the transfer as the reason, so the write-off has a trail.
Transfers that stay in transit until received
In AssetVow you pick in-stock assets, choose where they are going and add the courier and docket number. They show In transit until the receiving office confirms arrival, and anything that did not arrive is marked lost with the transfer as the reason.
See how it worksFAQ
Common questions
Is an asset transfer form needed for moves within the same office?+
No. Use it when an asset changes office or branch. Moving a monitor between desks only needs the holder updated.
Does a transfer between our own branches need a GST invoice?+
That depends on whether the branches are under different GST registrations. Ask your accountant; the transfer form records custody, not tax.
Send your next box with a transfer, not a WhatsApp
Courier, docket and arrival confirmed item by item. Free for 30 days.