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Fixed asset verification report & certificate template

A free physical verification report format in Excel: check every asset on the register, classify it as verified, misplaced or missing, log unregistered items, and produce a summary and a signed verification certificate.

Download Excel (.xlsx)Printable version
No email required Working formulas & dropdowns Excel, Google Sheets, LibreOffice
What’s inside

Sheets in the workbook

Each workbook opens on an Instructions sheet and includes clearly labelled example rows to delete before you start.

Verification sheet

One row per register asset: what the register says, what you found, condition, tag status, who verified it and when — with a Result formula.

Unregistered items

Assets found during the count that are not on the register, with the new tag applied and the proposed action.

Summary

Scope and team, then verified, misplaced, missing, not yet checked and unregistered counts, accuracy %, and the book value of missing assets.

Certificate

A one-page physical verification certificate that pulls its figures from the Summary, with four signature blocks.

XLSXasetavo-fixed-asset-verification-report.xlsxExcel workbook · opens in Excel, Google Sheets, LibreOffice and Numbers
How to use it

5 steps to a working fixed asset verification report & certificate

  1. Export the register as at the cut-off date and paste the asset columns into the Verification sheet; delete the yellow example rows.

  2. Fill in the scope, cut-off date and team on the Summary sheet, and freeze (or log) asset movements until the count is finished.

  3. Count location by location. For every asset record Found?, the location found, condition, tag status, who verified it and when; add anything unregistered to the Unregistered items sheet.

  4. Investigate every Missing and Misplaced row — second search, check-out and repair records, custodians — and record the action and resolution.

  5. Review the Summary, print the Certificate sheet (or the printable version below) and get it signed. Update the register with the agreed corrections.

Column guide

Verification sheet columns

Columns A–G come from your register export. Columns H–O are filled in during the count. The Result column classifies each asset.

ColumnTypeWhat to enter
Asset ID, Asset name, Category, Serial numberYou fill inFrom the register as at the cut-off date.
Register location, Register custodian, Net book valueYou fill inWhere the register says the asset is, who has it, and its book value (for valuing missing items).
Found?DropdownYes or No. Leave blank until the asset has been looked for.
Location foundYou fill inWhere it actually was. Use the same location names as the register.
Custodian confirmed, Serial checkedDropdownYes, No or N/A.
Condition, Tag statusDropdownCondition New–Scrap; tag OK, damaged or missing (re-tagged) or not tagged.
Verified by, Date verifiedYou fill inWho checked it and when — the audit trail for your auditors.
ResultFormulaVerified, Misplaced (found elsewhere), Missing, or Not yet checked.
Action required, Resolution / notesDropdownUpdate location, second search, re-tag, repair, propose write-off or disposal, register as new asset, investigate.

The formulas, in case you want to adapt them

Result (column P)
=IF(A2="","",IF(H2="","Not yet checked",IF(H2="No","Missing",IF(AND(I2<>"",TRIM(I2)<>TRIM(E2)),"Misplaced","Verified"))))
Verification accuracy (Summary)
=IFERROR(verified ÷ assets on the register, 0)
Book value of missing assets (Summary)
=SUMIF('Verification sheet'!P:P,"Missing",'Verification sheet'!G:G)
Example

Worked example: four assets

Example rows from the workbook. One asset is verified, one misplaced, one missing and one not yet counted; a printer with no tag was found at reception.

AssetRegister locationFound?Location foundResultAction
AST-000123 Dell laptopFinance office 2.04YesFinance office 2.04VerifiedNone
AST-000126 Office desks (set of 12)Open office 1.10YesMeeting room 1.03MisplacedUpdate register location
AST-000130 Canon EOS R50 cameraMarketing storeNo—MissingSecond search
AST-000131 Honda generatorStore room BNot yet checked—

Summary: 4 assets on the register, 1 verified (25% accuracy), 1 misplaced, 1 missing with a book value of 540.00, and 1 unregistered item found.

Report format

What a physical verification report should contain

A verification report is the evidence that the count happened and that differences were dealt with. Whatever format your auditors use, it should cover:

  • Scope (sites, locations, categories), register cut-off date and count dates.
  • Who counted, and confirmation that counters were independent of the custodians.
  • Results: assets on the register, verified, found in a different location, missing, and unregistered items found.
  • Verification accuracy and the book value of missing assets.
  • Each difference with its investigation, resolution and any proposed write-off.
  • Sign-off by the verification lead, finance and the asset owner or approver.
Guide: fixed asset verification Physical asset audit checklist
Reconciliation

Reconciling missing and unregistered assets

Misplaced assets are register errors: update the location once the move is confirmed. Missing assets need a second search and a check of check-out, repair and disposal records before anyone proposes a write-off. Unregistered items need a source — usually a purchase that was never registered, a transfer from another site, or a replacement that was never linked to the asset it replaced.

Asset reconciliation: missing and unregistered assets
Google Sheets

Use it in Google Sheets

The workbook is a standard .xlsx file, so it opens in Google Sheets without a separate version. Upload it to Google Drive, open it, and choose File → Save as Google Sheets — or open a blank sheet and use File → Import → Upload → “Replace spreadsheet”.

Formulas, dropdown lists and frozen header rows carry over. If dates you type are not recognised, check File → Settings → Locale so the sheet expects the same date format you use.

Printable version

Printable verification report & certificate

A paper version of the report format with the verification certificate. Print it or save it as a PDF.

Choose “Save as PDF” as the printer to download a PDF. Only the document below prints.

Fixed asset physical verification report
Scope · results · differences · certificate
OrganisationRef.

Scope

Organisation
Scope (sites, locations, categories)
Register cut-off date
Count dates
Verification lead
Counters

Results

Assets on the register
Verified in recorded location
Found in a different location
Missing after second search
Unregistered items found
Verification accuracy %
Book value of missing assets
Tags replaced
Assets in poor condition

Differences and actions

Asset IDDescriptionResultInvestigationProposed actionApproved by
      
      
      
      
      
      
      
      
      
      

Verification certificate

Organisation
Scope
Register cut-off date
Count dates

We confirm that a physical verification of the fixed assets in the scope above was carried out by the team named in the attached report, that every asset on the register as at the cut-off date was checked, and that the results below are a fair record of what was found. Differences have been investigated and the actions listed in the report have been proposed for approval.

Assets on the register
Verified in recorded location
Found in a different location
Missing after second search
Unregistered items found
Book value of missing assets
Verification lead
Name
Signature
Date
Finance / accountant
Name
Signature
Date
Asset owner
Name
Signature
Date
Approved by
Name
Signature
Date
Free template from asetavo.com/templates · Adapt it to your organisation’s policies.
In Asetavo · Audits & stock-take

Ready to move beyond the spreadsheet?

Run the verification as a stock-take session: scans match to the register automatically and every variance lands in a worklist (Growth plan).

  • Start free: up to 100 assets and 2 users, QR and barcode labels
  • Import your completed spreadsheet yourself with the Excel/CSV import wizard
  • Export to Excel or CSV at any time, on every plan
Start freeSee audits & stock-take
FAQ

About this template

It is the record of a physical verification: the scope, who counted and when, how many assets on the register were found where expected, found elsewhere or missing, which unregistered items were found, and what was done about each difference — signed off by the people responsible.
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