Work Equipment Handover Protocol: Free Template for Employee Departure

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