Free template
Returnable gate pass format for laptops and equipment
When a laptop goes to the service centre, a projector goes to a client, or a box of monitors goes to another branch, security needs a gate pass and you need it back. Here is a format that covers both, with a free Word file.
Updated 31 October 2026
Returnable or non-returnable
A returnable gate pass (RGP) is for items that will come back: repairs, loans, demos and temporary moves. It needs an expected return date and a second signature from security when the items return. A non-returnable gate pass (NRGP) is for items leaving for good: sale, scrap, a permanent transfer or return to a vendor. One format can cover both if it says which it is.
What a gate pass for assets should show
- A gate pass number and date, and whether it is returnable
- Who is taking the items: an employee, a vendor or a courier, with vehicle or docket number
- Why they are going out, and when they are expected back
- Each item with its asset tag, serial number, quantity and condition going out
- Signatures from whoever issued and approved it, and from security on the way out and back
The format
Copy it as it is, or download the Word file and add your logo.
Returnable gate pass for company assets
- Company name
- Gate pass no.
- Date
- Office / location
- Type (returnable / non-returnable)
- Expected return date
Issued to
- Name (employee or vendor)
- Employee code / vendor GSTIN
- Purpose (repair, client visit, transfer, work from home)
- Vehicle no. / courier and docket
Items going out
| # | Asset tag | Description | Serial number | Qty | Condition out | Returned on | Condition in |
|---|---|---|---|---|---|---|---|
| 1 | LAP-0217 | HP EliteBook 840 (for repair) | 5CG2xxxxxx | 1 | Screen cracked | ||
| 2 | ACC-0410 | 65 W charger | — | 1 | Good |
Example rows. The Word file has empty rows to fill in.
Issued by (IT / Admin): name, signature and date
Approved by: name, signature and date
Security, going out: signature and time
Security, coming back: signature and time
Closing a returnable gate pass
A returnable gate pass is only closed when every line has a return date and a condition. Keep open passes in one list and check it weekly: a repair that was due back a month ago is how laptops quietly disappear.
Track the movement, not just the paper
AssetVow does not print gate passes, but it records the same movements: transfers between offices with courier and docket until received, repairs that keep the holder on record, and loans with a due-back date and reminders when they are late.
See how it worksFAQ
Common questions
What is the difference between RGP and NRGP?+
A returnable gate pass (RGP) is for items expected back, such as repairs and loans. A non-returnable gate pass (NRGP) is for items leaving permanently, such as sales and scrap.
Does an employee need a gate pass to take a laptop home?+
That depends on your policy. Many companies issue the laptop against a signed hand-over instead, so a gate pass is only needed for items that are not assigned to the person.
Who should sign the gate pass?+
Whoever issues it (IT or admin), an approver for valuable items, and security when the items leave and when they come back.
Know where every item went
Track transfers, repairs and loans with due-back dates in AssetVow. Free for 30 days.