Asset Handover template

An asset handover form that closes the gap in most asset registers: the moment something changes hands. Asset tag, what it is, the type of handover, who's giving and receiving, date, condition, photos, and a signature from the person taking it. Handovers with nothing damaged skip the damage write-up.

Use this template Start free — no card

12 questions · works on the free plan (500 responses/month) · fully customizable

1 built-in logic rule
E-signature question
File upload question

What’s inside

The questions this template ships with — rename, reorder, or delete any of them in the builder.

01Asset tag or serial numberShort text

02What is it?Short text

03What kind of handover is this?Dropdown

04Handing it over (name and team)Short text

05Receiving it (name and team)Short text

06Handover dateDate

07Is anything damaged or missing?Multiple choice

08Describe what's damaged or missingLong text

09Photos of the asset at handoverFile upload

10Sign to confirm the handoverE-signature

When to use this template

An IT team offboarding a leaver, where a photographed, signed return record settles disputes about a cracked screen months later
A company transferring laptops between teams and needing the asset register to reflect who actually has what
A workshop or studio issuing tools and cameras, where condition at handover is the only thing that makes damage attributable
A facilities team sending equipment for repair or disposal and wanting the chain of custody written down

Tips to get more from it

The damage branch is the useful one: answer that everything is present and working, and the write-up field disappears. Answer 'Yes' and you capture what's missing while both people are standing there.
Photos matter more than any description — the upload takes four images, and 'photo of the screen at handover' resolves an argument that 'minor scuff noted' never will.
The signature is signed by the person receiving the asset, and its description says exactly what's recorded: the drawn signature plus the date and time of submission. Publishing a form with an e-signature requires Pro ($14.99/mo); building and previewing it is free.
Keep the asset tag as the first field. It's the join key between these responses and your asset register, so it should be the thing nobody skips.

Questions people ask

What should an asset handover form record?

The asset tag, what the item is, the type of handover, who gave it and who took it, the date, its condition with photos, and a signature. This template captures all eight and hides the damage detail when there isn't any.

Does the signature make the handover enforceable?

It records that this person accepted this asset on this date — the signature is stored with the response and its submission timestamp. Enforcement is your policy's job; what the form removes is the ambiguity about who had it.

Can I use this for offboarding returns as well as new issues?

Yes — the handover-type dropdown covers first issue, transfer between people, return to IT, and send for repair or disposal, so one form serves the whole asset lifecycle and the responses view becomes the movement log.