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Free IT asset register template

Free IT asset register template (PDF). Track hardware and software by assigned user, warranty, licence and expiry. Download free.

Updated 10 Aug 2026

IT Asset Register

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Hardware and software: assigned user, warranty and licence expiry

#Asset tagDevice / softwareMake & modelSerial / service tagAssigned userWarranty endLicence expiry
e.g.EXC-102-CAT 308EXC-102S. Carter12/03/2027-
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The PDF includes all 28 numbered rows, ready to print or fill on screen.

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IT manager

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How to use: download the PDF, print or complete digitally on any device.

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These templates are free general guides provided as-is. They do not constitute legal, safety or compliance advice. You are responsible for ensuring any form meets your specific workplace obligations, industry standards and applicable regulations.

Don't just download it - use it live. Start a free workspace, upload this IT asset register template and MapTrack drafts it as a form your crew can run from a phone.

Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 10 August 2026
Also see:Asset tracking →Best asset tracking software →MapTrack vs Asset Panda →

Short answer

An IT asset register lists each device and software licence: asset tag, model, serial number, assigned user, location, purchase and warranty dates, and licence seats and expiry. IT teams keep it live and review it fully each year. APP 11 of the Privacy Act 1988 requires covered entities to take reasonable steps to secure personal information and, unless law requires it kept, destroy or de-identify it when no longer needed.

Checked against ISO/IEC 27001:2022 (Edition 3) with Amd 1:2024 (climate action changes) on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack IT asset register template has 7 columns and room for 28 entries. Columns: Asset tag, Device / software, Make & model, Serial / service tag, Assigned user, Warranty end, Licence expiry.
  • An IT asset register lists each device and software licence with its asset tag, assigned user, location, warranty end and licence expiry.
  • Tracking the assigned user and location turns the register into the basis for offboarding, recovery of devices and licence reclamation.
  • Recording warranty end and licence expiry dates prevents paying to repair out-of-warranty kit or running unlicensed software.
  • An accurate register supports an ISO 55001 or ISO 27001 control by showing every asset that holds or processes company data.

Enter your email below to download this IT asset register template as a ready-to-use PDF.

Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is an IT asset register template?

An IT asset register template is a structured record of the information technology hardware and software an organisation owns, leases or subscribes to, with the detail an IT or facilities team needs to support, secure and account for it. For each item it captures an asset tag, the device type or software title, make and model, serial number or service tag, the assigned user, the location or site, the purchase date and supplier, the warranty end date, and the software licence key, seats and expiry. It is the working list used to know who holds which laptop, when a warranty runs out, which licences are in use and which devices still hold company data.

Unlike a general asset inventory that spans tools, plant and vehicles, an IT asset register is tuned to technology: it tracks the assigned user for offboarding and recovery, warranty dates for repair decisions, and licence expiry so software stays compliant and renewals are not missed. IT and facilities teams across construction, manufacturing, professional services and field businesses rely on it to recover devices when staff leave, plan refresh budgets and answer security questions about what holds company data. In MapTrack, each device carries its assigned user, warranty and licence detail in one profile, with check-in and check-out so custody is current. An accurate IT asset register also supports an ISO 55001 asset management approach and the asset inventory control expected under ISO 27001 for information security.

Learn more about asset tracking in MapTrack.

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Benefits of using this IT asset register template

  • Device accountability: every laptop, monitor and phone recorded against an assigned user and location, so kit is recovered cleanly when staff move or leave.
  • Warranty visibility: recording warranty end dates against each device stops the business paying to repair hardware that should be replaced or claimed.
  • Licence compliance: tracking software licences, seats and expiry prevents unlicensed use and surfaces renewals before they lapse or auto-charge.
  • Refresh planning: purchase dates and ages across the register show which devices are due for replacement, turning ad hoc spend into a planned budget.
  • Security support: a complete register of what holds company data underpins the asset inventory control expected under ISO 27001 information security.
  • Faster support: serial or service tags against each device speed up vendor support calls and warranty claims with no hunting for details.
  • Disposal control: recording disposal and data-wipe status ensures retired devices are sanitised and removed from the active register, not left unaccounted for.

Benefits of digitising forms in MapTrack

When you move your asset registers from paper to MapTrack, you get:

  • Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
  • Email the right people when a form is submitted, with an automation you set up.
  • File every completed form against the asset, location or person it covers.
  • Download any completed form as a PDF, with failed answers listed at the top.
  • Fill in forms offline; they upload when the device is back online.
  • Build conditional logic (show or hide questions based on answers).
  • Take pictures or attach photos. Not possible with a paper-based form.
  • Electronic signatures.
  • Edit forms later without reprinting.
  • Set who can view, fill in or edit forms with user roles.
  • Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
  • Keep one asset register with each asset's location, condition and custody history.
  • Schedule calibration and record certification and warranty expiry dates against each asset.
  • See each asset's value over time in the Asset Depreciation report.

Book a demo to see how MapTrack handles asset registers.

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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Saunders International

Steve McAllister

Asset Coordinator, Saunders International

What to include in an IT asset register template

This IT asset register template covers 11 key areas:

  • Register details: organisation, prepared by, site or office, and the date.
  • Asset tag: the internal IT asset tag or barcode for each device.
  • Device or software: the type of hardware or the software title and edition.
  • Make and model: manufacturer and model for hardware items.
  • Serial or service tag: the manufacturer serial or service tag, used for support and warranty.
  • Assigned user: the employee, role or team the item is issued to.
  • Location: the office, site or remote location where the item is held.
  • Purchase and supplier: the purchase or lease date and the supplier or reseller.
  • Warranty end: the date warranty or support cover expires.
  • Licence and expiry: the software licence key or seat count and the renewal or expiry date.
  • Status and notes: in use, spare, in for repair, retired or disposed, plus data-wipe confirmation.

How to use this IT asset register template

  1. Define the scope and set up the register columns before you start cataloguing.: Decide whether the register covers a single office, all sites or both hardware and software, then confirm the columns you need such as asset tag, assigned user, warranty end and licence expiry. Agreeing the scope first stops devices and licences falling through the gaps.
  2. Tag and record every hardware device against its assigned user and location.: Give each laptop, desktop, monitor, phone and network device an asset tag, then record the make, model, serial or service tag, who it is issued to and where it lives. The assigned user and location are what make later offboarding and device recovery possible.
  3. Capture purchase, warranty and supplier detail for each device.: Record the purchase or lease date, the supplier, and the warranty or support end date for each item. This turns the register into a refresh-planning and repair-decision tool, so the business does not pay to fix hardware that is out of warranty or overdue for replacement.
  4. Record software titles, licences, seats and expiry dates.: List each licensed software product with its licence key or seat count, the users or devices it covers and the renewal or expiry date. Tracking licences alongside hardware keeps the organisation compliant and surfaces renewals before they lapse or silently auto-charge the business.
  5. Set the status and confirm data handling for items being retired.: Mark each item in use, spare, in for repair, retired or disposed, and for any device leaving service record that the data has been wiped or the drive destroyed. Removing sanitised devices from the active register keeps the count accurate and the security position clean.
  6. Reconcile, store the register and keep it current as devices and licences change.: Check the register against finance and procurement records, correct discrepancies, then save it as the baseline. Update it whenever devices are issued, returned, repaired, retired or when licences are added or renewed, so warranty and assignment data stays reliable.

In MapTrack, you can manage your full asset register digitally. Each submission is stored as a timestamped PDF against the asset record.

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How often should you complete this asset register?

Build the IT asset register once, then keep it live. Review it in full at least annually and before security audits or budget cycles, but update individual records continuously as devices are issued, returned, repaired or disposed of and as licences are added or renewed. Check warranty end and licence expiry dates monthly so renewals and refreshes are planned rather than rushed. In MapTrack, each device updates its assigned user through check-in and check-out and carries its warranty and licence dates, so the register and the people holding the kit stay aligned without manual re-entry.

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Frequently asked questions

An IT asset register template is a record of the hardware and software an organisation owns, leases or subscribes to, with the detail an IT team needs to support and secure it. For each item it captures an asset tag, device type or software title, make and model, serial or service tag, assigned user, location, purchase and warranty dates, and licence seats and expiry. It is the working list of who holds which device and what is due for renewal or replacement.

A general asset inventory spans tools, plant and vehicles and focuses on custody and condition. An IT asset register narrows to technology and adds fields that matter for IT: the assigned user for offboarding, warranty end for repair decisions, and software licence and expiry for compliance. If you manage laptops, servers and software, the IT asset register is the more useful record, while the broader inventory still tracks the rest of what the business owns.

Yes. ISO 27001 expects organisations to maintain an inventory of assets associated with information and information processing facilities, and to assign ownership for each. An IT asset register that records every device, its assigned user and its disposal and data-wipe status is the practical basis for that control. In Australia, the Privacy Act 1988 and the Australian Privacy Principles also require personal information held on devices to be secured and properly destroyed when no longer needed, which the register helps you evidence.

Review the register in full at least annually and before security audits or budget cycles, and update individual records continuously as devices are issued, returned, repaired or disposed of and as licences change. Check warranty end and licence expiry dates monthly so refreshes and renewals are planned in advance rather than discovered late. A register that is only touched once a year drifts quickly as staff change, devices move and subscriptions renew, which undermines both support and compliance.

Yes. Download and use this IT asset register template for free: it downloads as a ready-to-print PDF, and you can copy the layout into your spreadsheet. No account is required. If you would rather manage IT assets in a live system that tracks assigned users, warranty and licence expiry and device disposal in one place, MapTrack can do that. Book a demo to see how it fits your IT and facilities team.

Applicable regulatory standards

This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.

  • Information security, cybersecurity and privacy protection - Information security management systems - Requirements

    Edition: ISO/IEC 27001:2022 (Edition 3) with Amd 1:2024 (climate action changes)

    Information security management system requirements (2022 edition, Amd 1:2024). The register supports its asset controls.

    ISO and International Electrotechnical Commission (IEC)Sold by the publisher

  • Privacy Act 1988

    Edition: Compilation C2026C00227, effective 2026-06-04, registered 2026-06-17; current as at 2026-10-26 (Federal Register of Legislation)

    Reasonable steps to secure personal information on devices and, unless law requires it kept, destroy it when no longer needed, which the wipe and disposal fields record.

    • APP 11: Requires reasonable steps to secure personal information and to destroy or de-identify it when no longer needed, unless law requires it kept.
    • APP 1: Open and transparent management of personal information, including a privacy policy.

    Commonwealth of Australia (Federal Register of Legislation)

  • Asset management - Asset management system - Requirements

    Edition: ISO 55001:2024 (Edition 2)

    The data and information about assets an asset management system needs, including technology assets.

    • 7.6: Data and information about assets needed to support asset management decisions.

    International Organization for Standardization (ISO)Sold by the publisher

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

IT asset register template preview

IT asset register template template preview showing fields and layout

The numbers behind this IT asset register template

The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.

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Embed this free template on your website

Run an industry blog, trade association site, or training resource? Drop a preview of this free IT asset register template straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.

<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
  <p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">IT asset register template</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Register details: organisation, prepared by, site or office, and the date.</li>
    <li style="margin:4px 0;">Asset tag: the internal IT asset tag or barcode for each device.</li>
    <li style="margin:4px 0;">Device or software: the type of hardware or the software title and edition.</li>
    <li style="margin:4px 0;">Make and model: manufacturer and model for hardware items.</li>
    <li style="margin:4px 0;">Serial or service tag: the manufacturer serial or service tag, used for support and warranty.</li>
    <li style="margin:4px 0;">Assigned user: the employee, role or team the item is issued to.</li>
  </ul>
  <p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/it-asset-register-template" style="color:#071D49;font-weight:600;text-decoration:none;">IT asset register template</a> by MapTrack</p>
</div>

Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.

Cite this template

Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.

The MapTrack IT asset register template has 7 columns and room for 28 entries.

Short attribution
MapTrack IT asset register template, https://www.maptrack.com/templates/it-asset-register-template
Reference list
MapTrack. (2026). IT asset register template [Checklist template]. Retrieved from https://www.maptrack.com/templates/it-asset-register-template

Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/it-asset-register-template.

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