About this template
Managing equipment requests manually via email or chat often leads to lost information and delayed procurement. This Equipment Order Form template provides a structured, professional way for employees to submit their needs, ensuring that HR and IT departments have all the necessary details to approve and fulfill requests quickly.
By using this template, you create a standardized intake process that captures essential data like equipment specifications, department authorization, and delivery requirements. Because it integrates directly with Google Sheets, you can instantly track the status of every request, manage inventory levels, and maintain a clear audit trail of company assets. It is the ideal solution for scaling teams that need to keep their workforce properly equipped without the administrative headache.
Key features
- Standardize equipment requests to reduce follow-up emails.
- Capture specific hardware or software requirements clearly.
- Track all submissions automatically in a connected Google Sheet.
- Easily route requests to supervisors for approval.
- Mobile-friendly design for employees on the go.
Use cases
- New hire onboarding hardware provisioning.
- Remote employee home-office setup requests.
- Upgrading existing staff laptops or peripherals.
- Ordering specialized software licenses for project teams.
What this form collects
- Full Name (Short answer)Enter your full legal name.
- Department (Dropdown)Select the department you are currently assigned to.
- Supervisor Full Name (Short answer)Provide the name of your direct manager for approval purposes.
- Requested Equipment (Paragraph)List the specific items, models, or software you are requesting.
- Business Justification (Paragraph)Briefly explain why this equipment is necessary for your work.
- Delivery Address (Paragraph)Where should the equipment be shipped? Include office location or remote address.
- Contact Phone Number (Short answer)Provide a number where you can be reached if there are questions about your order.
- Additional Comments (Paragraph)Include any extra details or specific delivery instructions here.
FAQ
Can I add an approval workflow to this form?
Yes. Once you convert this template to a Google Form, you can use Google Sheets add-ons or AppSheet to trigger email notifications and approval workflows based on the submitted data.
How do I track which equipment is currently assigned?
The form data automatically populates a Google Sheet. You can add a 'Status' column to that sheet to track whether an item is 'Pending', 'Approved', or 'Fulfilled'.
Can employees attach photos of broken equipment?
Google Forms does not support native file uploads in the standard interface, but you can include a text field for employees to paste a link to a photo stored in Google Drive or a shared cloud folder.
Is this form suitable for small businesses?
Absolutely. It is designed to be lightweight and easy to manage, making it perfect for small teams that need to organize procurement without complex enterprise software.
Get this form in your Google Drive
Save a copy to your Google Drive with one click (uses 1 credit). Or build from a PDF or description in the app.