Is this an ISO 27001 asset inventory template?

It covers the hardware part. ISO/IEC 27001:2022 Annex A control 5.9 expects an inventory of information and other associated assets, including owners; information assets, software and cloud services need recording too. Using a template does not by itself make you compliant or certified.

How often should we audit IT assets?

Many teams audit all hardware at least once a year and check high-risk devices (laptops and phones) more often, for example quarterly. Your security policy, auditors or certification body may set the frequency.

Does it cover software licences?

No — this template is for physical hardware. Software licences need a separate register. Asetavo also tracks physical devices only; it does not do network discovery or software-licence management.

Can I import the inventory into Asetavo?

Yes. Standard columns use Asetavo’s asset field names, so the self-serve Excel/CSV import wizard can match them; IT-specific columns can be skipped or merged into Notes. Check-in/out for issuing devices is on the Growth plan.

Free template · Excel, CSV & printable PDF

IT asset inventory template & audit checklist

A free hardware inventory for IT teams: every laptop, phone, monitor, server and network device with who has it, its serial and warranty, when it is due for refresh, whether it is encrypted and managed — and a printable checklist for the IT asset inventory audit.

Download Excel (.xlsx)Download CSV 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.

IT asset inventory

27 columns you fill in — identity, assignment, purchase, warranty, security and ownership — plus age, warranty status, refresh due, refresh status and a security check.

Summary

Devices by category and status, devices in use with no custodian, security exceptions, expired warranties, overdue refreshes and devices not verified in a year.

Lists

Device categories with an editable refresh cycle (months) per category, plus statuses, classification levels and encryption/MDM values.

Instructions

How to use the file, and how the columns relate to ISO/IEC 27001 Annex A control 5.9.

XLSXasetavo-it-asset-inventory.xlsxExcel workbook · opens in Excel, Google Sheets, LibreOffice and Numbers CSVasetavo-it-asset-inventory.csvCSV · input columns and example rows only, for importing or pasting

How to use it

5 steps to a working it asset inventory & audit checklist

Download the workbook, read the yellow example rows, then delete them. Set the refresh cycle for each device category on the Lists sheet (the defaults are only examples).
Export what you can from your device-management and directory tools (serials, hostnames, users) and paste it in; fill the gaps by hand.
Label each device with its Asset ID — a small QR or barcode label on the underside — so a physical audit can be scanned.
Work through the Summary: assign an owner to every device, fix the “Review” security exceptions, and plan refreshes.
Run the printable audit checklist below at least once a year, and use the IT asset handover form whenever a device changes hands.

Column guide

The IT-specific columns

The inventory uses the standard asset fields plus the columns IT and security teams need.

Column	Type	What to enter
Category	Dropdown	Laptop, Desktop, Monitor, Phone, Tablet, Server, Network device, Printer, Peripheral, Other — each with a refresh cycle on the Lists sheet.
Custodian	You fill in	The person the device is assigned to.
Asset owner	You fill in	The person or role accountable for the device (often a department head or the IT manager) — not always the user.
Serial number, Hostname	You fill in	Serial to identify the hardware; hostname to match it to your directory or device-management console.
Operating system	You fill in	e.g. Windows 11 Pro, macOS, iOS, Android.
Disk encryption	Dropdown	Yes, No or N/A (monitors, switches).
MDM / endpoint management	Dropdown	Enrolled, Not enrolled or N/A.
Data classification	Dropdown	Public, Internal, Confidential, Restricted — the highest classification of data the device holds or handles.
Warranty status, Refresh due, Refresh status	Formula	From warranty expiry, and from acquisition date + the category’s refresh cycle.
Security check	Formula	Review if a device is not encrypted or not enrolled; Incomplete if either field is blank.

The formulas, in case you want to adapt them

Refresh due (column AD)

=IF(OR(M2="",C2=""),"",IFERROR(EDATE(M2,VALUE(INDEX(Lists!$B$2:$B$11,MATCH(C2,Lists!$A$2:$A$11,0)))),""))

Security check (column AF)

=IF(A2="","",IF(OR(T2="",U2=""),"Incomplete",IF(OR(T2="No",U2="Not enrolled"),"Review","OK")))

Example

Worked example: five devices

Example rows from the workbook, with calculated columns as they read in October 2026.

Asset	Custodian	Encryption	MDM	Warranty	Refresh due	Security check
IT-000201 Dell Latitude 5440	Amina Hassan	Yes	Enrolled	In warranty	2030-01-15	OK
IT-000202 MacBook Air 13in	Brian Kim	Yes	Not enrolled	Expired	2027-04-03	Review
IT-000203 iPhone 15	Joseph Mwita	Yes	Enrolled	—	2027-10-01	OK
IT-000204 Dell P2423 monitor	Amina Hassan	N/A	N/A	In warranty	2032-01-15	OK
IT-000205 Core switch	IT team	N/A	N/A	Expired	2025-06-15 (overdue)	OK

The MacBook is flagged for review because it is not enrolled in device management; the core switch is past its 60-month refresh date.

ISO/IEC 27001

Using it as an asset inventory for ISO 27001

ISO/IEC 27001:2022 Annex A control 5.9, “Inventory of information and other associated assets”, expects an inventory of information and associated assets, including their owners. This template helps you build the hardware part of that inventory: each device has an identifier, a custodian, an accountable owner, a location and a data classification, and the security columns show which devices need attention.

It is not a complete ISO 27001 asset inventory on its own. Information assets, software, cloud services and suppliers need recording too, and using a template does not make an organisation compliant or certified. Related Annex A controls you may map to these columns include 5.10 (acceptable use), 5.11 (return of assets) and 5.12 (classification of information).

IT asset handover form Asset management for IT teams

Asset tagging format

An asset tagging format that works in Excel

Use a short prefix and a zero-padded number — IT-000201 — and never put the user’s name, department or location in the ID, because those change when the device moves. Keep the ID in column A, print the same value on the label (the Tag code / EPC column), and sort and filter on it like any other text.

The free asset ID generator creates sequential IDs in this format, with optional site or category prefixes and check digits, and exports them to CSV for the label generator.

Asset ID generator Asset label & QR generator

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.

Spreadsheet vs software

When IT asset tracking outgrows a spreadsheet

The inventory drifts as soon as devices change hands without the file being updated. Move to a system when:

Joiners, movers and leavers mean devices change hands every week.
You need a signed record of who received and returned each device.
Audits take days because every device has to be found and matched by serial number.

IT asset management Check-in / check-out

Printable version

IT asset inventory audit checklist

A checklist for the annual (or quarterly) IT hardware audit: prepare, verify devices, check security, reconcile and sign off. Print it or save it as a PDF.

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

IT asset inventory audit checklist

Hardware · assignment · security · reconciliation

OrganisationRef.

Audit details

Organisation

Audit period / date

Scope (sites, device types)

Inventory export date

Audit lead

Auditors

1. Prepare

Inventory exported as at the audit date and compared with the device-management console and directory
Devices in the console but not in the inventory listed for investigation (and the reverse)
Leavers since the last audit listed, with the devices they held
Scanner or phone ready to read asset labels; spare labels packed

2. Verify devices

Every in-scope device seen, or confirmed with its custodian (photo of the label and serial for remote staff)
Serial number on the device matches the inventory
Custodian and location match the inventory; differences recorded
Asset label present and readable; re-labelled with the same ID if damaged
Devices in store counted and their condition recorded
Devices awaiting disposal identified and stored securely

3. Check security

Disk encryption confirmed on laptops, desktops, phones and tablets
Every endpoint enrolled in device management (MDM / endpoint management)
Operating system supported and up to date
Data classification recorded for each device
Devices returned by leavers wiped before reissue
Disposed devices have a data-wipe or destruction record

4. Reconcile & report

Asset ID	Device	Issue found	Action	Owner	Due	Closed

Devices in scope

Verified

Missing

Security exceptions

Not in inventory

Accuracy % (verified ÷ in scope)

Audit lead

Name

Signature

Date

IT manager

Name

Signature

Date

Information security / asset owner

Name

Signature

Date

Free template from asetavo.com/templates · Adapt it to your organisation’s policies.

In Asetavo · Check-outs & custody

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FAQ

About this template

For hardware: a unique asset ID, device type, make, model and serial number, who it is assigned to, the accountable owner, location, status, purchase date and cost, warranty expiry, operating system, encryption and device-management status, and data classification. This template has all of these.

Excel

Fixed asset verification report & certificate

Record a physical verification asset by asset, log unregistered items, calculate verification accuracy and sign a verification certificate.

Printable PDF

Physical asset audit checklist

Plan, count, reconcile and sign off a physical verification — with a location count sheet and a variance log.

Printable PDF

IT asset handover form

Issue laptops, phones and peripherals to an employee with setup checks, an acknowledgement and a return section for offboarding.

IT asset handover form Asset tracking spreadsheet Asset disposal form All free templates

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