July 4, 2026 · Updated: July 11, 2026

What Is a Custody/Handover Record For, and When Is It Used?

A guide to proving custody of company equipment, devices and documents with a handover record, and clarifying return conditions and liability limits.

Sözleşmeler Editör Ekibi · İçerik editörü

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This guide is provided in English for reference. Document templates and tools linked below open on their Turkish pages — generated contract and petition text stays in Turkish (see the note on the English home page).

A custody record is the written form of "on loan"

A laptop, phone, vehicle, meal card, key card, sample product, or an important document — when these are handed to an employee or a third party, the question of "who has it, in what condition, under what terms" arises. A custody/handover record captures the person handing it over, the person receiving it, the date, the item list, and any serial numbers.

The purpose of the record isn't to punish anyone — it's to create a shared reference point for disputes about loss, damage or return. Especially at the time of an employee's departure, typical disputes like "I didn't have the device" / "they never returned it" are significantly reduced by having a record.

What should the record contain?

The parties' full names, titles and (if applicable) staff numbers; the handover date and location; each item's name, quantity, brand/model, and serial/IMEI number; and its current condition (scratched, case missing, charger missing, etc.) should all be written down. Saying "a laptop was handed over" isn't enough — accessories should be listed on separate lines.

The purpose of use (for business only), the return condition (on departure / on request), liability for damage, and the notice period for loss can also be kept brief. If there's a photographic condition record, attach it to the minutes document. Converting the images to PDF and merging them with the custody form strengthens the archive.

When is it drafted?

Classic moments include device handover on hiring, project-based equipment issuance, warehouse dispatch, branch transfer, and departure/return at the end of employment. For temporary custody (e.g., a one-day vehicle loan), a short-form record or a signed slip is still useful. At return, a new record — or the return section of the same form — should be signed; a one-way record leaves things incomplete.

Just writing "the laptop is with you" in an email is a well-meaning reminder, but it may not be as strong a proof of handover as a proper record. Prefer wet-ink signatures or corporate-approved digital-signature processes. For shared-use devices, the person responsible should be clearly identified.

Common mistakes

Common mistakes include not writing the serial number, ignoring a missing accessory, not keeping a return record, having only one party sign, and not giving the employee a copy. Overly broad and vague clauses like "the employee is liable for any and all damage" can also cause problems, both for enforceability and workplace morale — keep the wording proportionate and clear.

For devices carrying personal data (a company phone), a separate checklist for account logout and data wiping before return should be maintained. A custody record does not replace a data-wiping procedure — it complements it.

Start with a ready-made template

The site's custody/handover record template helps you fill in the parties, date and equipment list through form fields. Update the same document set at return, and keep it in a PDF archive. You can also add resignation/departure paperwork to the exit package.

In short: write down what you gave, to whom, and in what condition; write down the return too; and keep copies. Custody discipline is one of the cheapest ways to turn "trust" into a procedure, even in a small office.

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This article is for general information only and is not legal advice.