Asset disposal form
Request · Approve · Record
OrganisationRef.
1. Asset details
Asset ID
Description
Category
Serial number
Location
Custodian / department
Acquisition date
Original cost
Accumulated depreciation
Net book value (NBV)
2. Reason for disposal
End of useful lifeDamaged beyond economic repairObsolete / no longer requiredSurplus to requirementsLost or stolen (attach report)Replaced under warrantyOther
Details / justification
3. Proposed disposal method
SaleTrade-inDonationRecycling / e-wasteScrapReturn to lessorWrite-off (no proceeds)
Buyer / recipient
Expected proceeds
Planned disposal date
Quote / valuation reference
4. Data, safety & compliance
- Data storage wiped or destroyed — method and certificate reference recorded (IT and devices)
- User accounts, licences and subscriptions removed or reassigned
- Asset tags removed or deactivated
- Hazardous materials (batteries, refrigerants, chemicals) handled under local regulations
- Recycling / destruction certificate obtained where required
- Insurance schedule and any leases or contracts updated
Data-wipe method
Certificate reference
5. Finance
Gain / (loss) on disposal = proceeds − net book value at the disposal date.
Actual proceeds
NBV at disposal date
Gain / (loss)
Disposal date
Receipt / invoice reference
GL journal reference
6. Approvals
Requested by
Name
Signature
Date
Department head
Name
Signature
Date
Finance
Name
Signature
Date
Final approver
Name
Signature
Date
Approval limits follow your organisation’s delegation of authority. Keep this form with the disposal evidence for audit.