Work Equipment Handover Protocol: Free Template for Employee Departure | SkillPass

Checklist

General

• Protocol / file reference
• Company
• Street, no.
• ZIP, city
• Department / cost center
• Date of handover

Transferring employee

• First and last name
• Employee / personnel ID
• Role / title
• Last working day
• Work e-mail (for deprovisioning)
• Line manager

Receiving party

• First and last name
• Role / title
• Department
• E-mail
• Takeover date

IT hardware

• Laptop — model & serial
• Power adapter returned (yes/no, notes)
• Laptop condition / defects
• Company phone / tablet — model & serial or N/A
• Mobile device condition
• Monitor, dock, headset, webcam (list or N/A)

Access & software

• E-mail account — archived / forwarded / deactivated (note)
• VPN / remote access — revoked on (date / ticket)
• Cloud drives (OneDrive, Google, etc.) — transferred / removed
• Chat / collaboration (Teams, Slack, …) — status
• CRM / ERP / specialist tools — handover note
• MFA / tokens / YubiKey — returned or reset

Keys, cards, assets

• Office / cabinet keys (IDs or N/A)
• Access / ID card — returned (yes/no, ID)
• Parking pass / chip — returned or N/A
• Company credit / fuel card — returned or N/A

Company vehicle

• Vehicle — plate or N/A
• Keys, registration, charging cards — returned or N/A

Confirmation & liability

• All listed items handed over as stated (yes)
• Damage, loss, or exceptions
• Acknowledgement: template does not replace legal advice (company-specific)

Signatures

• Handed over by — name
• Handed over by — date
• Received by — name
• Received by — date

Structured documentation — online or in Word

This template walks through parties, hardware, digital access, keys, and signatures. SkillPass can go further by capturing tacit knowledge in guided interviews — beyond any static form.

Need more than a checklist?

SkillPass captures role-specific know-how before the last day.