A handover report is a document signed by two parties to prove that specific items passed from one to the other, with their quantity, condition and the handover date. This page has a handover report template in three formats: documents, assets and project works. Type both parties and the items onto the page, set each item's condition, then download the report to sign.
The documents example has 4 items with a total quantity of 14: two in good order, one with a note and one missing, so the result is a partial handover. A missing item is not in the recipient's custody until it is handed over in a later report.
How to use the handover report template
- Pick the format: documents, assets or project works.
- Set the handover date, then type the place, the company name and both parties with their roles on the page.
- Edit the item table: item, quantity, serial number or reference, and condition. Add a row with Add item.
- Start each condition cell with Good, Note or Missing, and the handover receipt above the page updates.
- Switch to Advanced for the report number, the reason and a witness, then download the file.
What a handover report is
The report protects both sides: the person handing over proves they returned what was in their custody, and the recipient records the condition of each item so they are not blamed for earlier damage. It differs from a goods received note, which records a supplier's delivery to the warehouse and is a separate tool on our site. Employee asset forms on joining and task handover before leave also have their own templates.
When you need a document handover form
When an accountant moves to another branch, when project files go to a client at the end of a contract, or when the archive keeper changes. In the transfer example, the accountant hands over the contracts file, three receipt voucher books with the last number used (0275) and nine bank statements, and the missing bank guarantee is recorded with where it is. Download the report in Word to adjust the wording, or print the blank version.
What the report must include
The date and place, each party's name and role, a precise description of every item (asset or serial number rather than "computer"), the quantity and condition, then the recipient's confirmation and the signatures. Make two copies, one for each party. A witness is optional and helps when the handover is between a departing employee and the company.
Handing over assets and company property
Handing over an asset moves responsibility for it to the recipient from the report date, so update the asset card and its location in the fixed asset register. The employee return example has five assets: four in good order and a phone with a scratch. When assets move between branches, their location changes in the register and their book value stays the same; reconcile the next stock count with the report.
Common mistakes in handover reports
- Vague descriptions such as "devices and documents" with no count or numbers.
- Leaving the condition blank, so everything is assumed to be in good order.
- The recipient signing before checking the items.
- A single copy kept by one party only.
When assets move between staff and branches
Microtec's ERP accounting system, built by our team for businesses in Saudi Arabia, covers sales, purchasing, inventory, finance and HR.
Frequently asked questions
Does a handover form need a witness?
A witness is optional. Add one in Advanced mode when the handover happens as an employee leaves or between two separate organisations, and a signature line appears on the report.
Is an electronically signed handover report accepted?
It depends on the rules that apply in Saudi Arabia and on what the parties agree or the authority requires. Check the Electronic Transactions Law and your company policy; if in doubt, sign two paper copies.
How many copies of a handover report are made?
One for each party, plus a third for the witness or management if you need it. The report on this page states two copies.
What is the difference between a handover report and a goods received note?
A goods received note records goods delivered by a supplier against a purchase order. A handover report records documents, assets or works passing between two parties, with the condition of each item.