Equipment Request Form Template

Equipment procurement by chat message is a tax everyone pays on their own: the requester repeats themselves three times, IT reconstructs half-remembered specs, finance discovers the spend at invoice time, and the new monitor still arrives after the new hire. A request form is the boring, correct fix, since every ask arrives with the same six facts and the queue becomes visible instead of scattered across DMs.

The six facts every request carries. "Who is this for" is a separate question from who is filling the form, because a large share of equipment requests are made on behalf of someone else, new starters above all. Team and cost center attach the spend to a budget before it happens, which is the difference between procurement and expense archaeology. The type dropdown gives IT a sortable queue, and the free-text spec field lets power users name exact models while the placeholder blesses "the standard kit", the answer most requests should be. The need-by date forces a truthful urgency instead of everything being ASAP, and the delivery question exists because hybrid work turned "where" into a question with genuine shipping costs. The justification field is not bureaucracy: one sentence of context lets approvers wave through the obvious and question only the anomalies. Naming the approving manager completes the paper trail while the request is fresh.

What belongs in IT's system. Product catalogs with prices, asset-tag assignment, and multi-item carts all stay off it. Prices go stale and invite bikeshedding, tagging happens at fulfillment in IT's inventory system, and one-request-one-item keeps approvals atomic, so a rejected keyboard never blocks an approved laptop.

Who queues gear with it. IT teams of one to five drowning in DM procurement, office managers handling furniture and phones, and finance leads who want commitments visible before the card is charged.

Wire it up, then read the queue. Swap the type list for what you stock, and put your SLA in the intro line, since "ships within a week" beats a policy PDF. A signed webhook can open a ticket in your queue on its own, or use email notifications if the queue is an inbox. Add a conditional rule so choosing "Other" reveals an extra detail question. When budget season arrives, the CSV export answers the perennial question, what did we buy, for whom, and why, in one file. The request log also tells on itself if you look. A cluster of "Other" answers in the type dropdown means your list is missing a category, so promote it before free-text chaos becomes the norm. Repeated replacement justifications naming the same model is a fleet problem wearing the costume of individual bad luck, and catching it early changes the next bulk order. Need-by dates that are always tomorrow mean people have learned that urgency works, so tighten your stated SLA instead of rewarding the escalation. Accessibility requests skip the queue, no questions asked, a policy that costs almost nothing and says everything.