Handover protocol for work equipment – free template for companies
When companies issue work equipment to employees—such as work laptops, company cell phones, work clothes, or tools—the handover should always be documented. A handover protocol for work equipment ensures that it is clearly recorded which devices or items have been handed over and what condition they are in.
A structured template allows you to quickly document handovers and avoid misunderstandings. That's why we're providing a free template for a handover report for work equipment that you can use directly in your company.
The protocol is suitable for the transfer of, among other things:
- Laptops and IT hardware
- Smartphones or company cell phones
- Office equipment and devices
- Tools or machines
- work clothes
The template can be flexibly adapted and is suitable for both small teams and larger companies.
Free template: Handover report for work equipment
Our template for the handover report for work equipment helps you to document handovers quickly and in a structured manner.
The template contains all the important fields that are typically required when transferring company property:
- Name of the employee
- work equipment or devices handed over
- Serial numbers or inventory numbers
- Condition of the equipment
- Accessories (e.g., charger, bag, cable)
- Date of handover
- Signature of employee and company
This makes the document suitable as a handover protocol for hardware, devices, or office equipment.
The template can be used, for example, as:
- Handover protocol for laptops to employees
- Handover protocol for IT hardware
- Handover protocol for company property
- Handover protocol for work clothing
- Handover protocol for tools or machines
Many companies also use such documents as confirmation of transfer for work equipment in order to document the issuance of company property in a legally compliant manner.
When is a handover report for work equipment useful?
A handover protocol in an employment relationship is always used when employees are provided with equipment or materials.
Typical situations include, for example:
Transfer of IT hardware
Handover reports are particularly frequently used when issuing IT equipment. These include, for example:
- Laptop or MacBook
- Company cell phone or smartphone
- Monitor or docking station
- Tablets or other devices
A hardware handover report documents exactly which device was issued and what condition it is in.
Equipment for new employees
During employee onboarding, new colleagues often receive several work tools at the same time. A handover protocol for employees helps to keep track of all items issued.
Typical examples are:
- Laptop
- Smartphone
- Accessories
- Access cards or keys
- Office Products
Handover of work clothes or tools
Outside of IT, a handover protocol for work equipment is also frequently used, e.g. for:
- work clothes
- tools
- Machines
- special equipment
A protocol ensures clear documentation, especially for valuable or security-related items.
What should be included in a handover report for work equipment?
In order for a handover protocol for company property to be complete, it should contain some basic information.
Typically, these include:
- Employee data: Employee name, department, and personnel number, if applicable.
- Description of work equipment: All items handed over should be described as accurately as possible, for example, device type, model, serial number, inventory number.
- Condition of the equipment: The report should note whether the equipment is new, used, or already in use.
- Accessories: Accessories such as chargers, adapters, or bags should also be documented.
- Date of handover: The exact time of the handover should also be included in the minutes.
- Signatures: Both employees and the company confirm the handover of work equipment with their signatures.
This information is used to create a clearly structured handover report for devices or hardware, which can be traced at any time later on.
Digitally document the handover of work equipment
Many companies still use individual documents or Excel lists to document device usage. However, the more employees and devices there are in the company, the more difficult it becomes to keep track of everything.
Digital solutions help to centrally manage work equipment and directly document handovers. This makes it possible to track the following at any time:
- which devices are in use
- which employee uses which device
- when devices were issued
Digital management saves a lot of time and ensures significantly greater transparency, especially when it comes to IT equipment such as laptops or smartphones.
Digitally document work equipment with LendisOS
Handover reports help to document the issuance of work equipment. However, in many companies, this quickly results in numerous individual documents or Excel lists.
LendisOS —our digital platform that is part of IT hardware leasing —makes it much easier to track device distribution. All devices are managed centrally and automatically assigned to the respective employee. Since Lendis handles the procurement and delivery of hardware directly to employees, the device assigned to each person is documented at the time of shipment.
This provides a transparent overview of which employee is using which device, without the need for manually maintained handover logs.