Guide and FAQ
After filling in the form, read the notes below — important warnings and frequently asked questions are here.
Who is it for?
Suited to employers, IT and administrative-affairs units, and managers who hand over a laptop, phone, vehicle, key, or fixed asset to staff. Used at onboarding, role changes, project-equipment custody, and offboarding return checks. Use a separate work delivery record for accepting completed work, and a separate progress-payment record for an extra-work amount.
Things to watch for
- Don't leave the serial number blank for devices that have one; if there's more than one of the same model, confusion arises.
- Write the condition at the moment of handover (scratches, missing accessories); this strengthens a later "that's how I received it" claim.
- Custody is not a transfer of ownership; a separate document is needed for a sale or a donation.
- Write the return conditions and loss/damage responsibility in line with company policy.
- Base the return check at offboarding on this record; untracked custody without a signature stays weak.
The purpose of a custody-handover record
Custody is the assignment of institutional property to a specific person for use. The record proves what was given to whom and when. It's the primary document for loss/damage disputes, especially for electronic devices and vehicles.
Custody at onboarding and a return check at offboarding should be thought of as a pair. Checking against the same list at return immediately reveals a missing accessory.
A sales invoice or a donation deed doesn't substitute for custody; the purpose is different. Custody is solely a record of use and responsibility.
Filling in the item list correctly
Each line should include a description, brand/model, serial number, and quantity. Writing just "laptop" isn't enough — the model and serial should be specified.
The condition field (new, good, used, damaged) freezes the moment of handover. Not writing it down for a damaged handover can unfairly burden the employee at exit.
Add accessories (charger, bag, SIM, spare keys) as a separate line or note. These are the items most often lost.
Return, loss, and offboarding
Fill in a return record or return form on the return date; close out the custody list. For a partial return, track the remaining items with an updated record.
For loss or unrepairable damage, the company procedure (record, deduction, insurance) should be followed. This template doesn't substitute for that procedure; it provides a basis.
Adding equipment return to the HR process at resignation or offboarding prevents a surprise at final pay/settlement. A resignation letter and a custody return are separate documents.
Usage notes
- Write each item with a descriptive name and, if available, a serial number.
- State the condition at the moment of handover (new, good, damaged).
- Don't forget accessories; keep return conditions in line with company policy.
- Have both parties sign; do a return check against the same list at offboarding.
- Don't use custody as a substitute for a sale or ownership-transfer document.
Legal information
Frequently asked questions
Related templates
Related guides
This is a general-purpose template and does not constitute legal advice.