An Excel workbook with an inventory sheet (asset tag, serial number, category, manufacturer, model, part number, quantity, configuration, location, condition, data-bearing flag, sanitization method, certificate reference and status), drop-down lists so entries stay consistent, an example row, and a summary sheet that counts devices by category and status automatically.
What each column is for
| Column | Why it's there |
|---|---|
| Asset tag and serial number | The two identifiers that connect your records, freight paperwork and certificates |
| Category, manufacturer, model | What it is, at a glance |
| Part number | The detail buyers price from, especially for GPUs and memory modules |
| Quantity | Lets one row cover a batch of identical items, such as 64 of the same memory module |
| Configuration | CPUs, GPUs, memory and drives inside a server. Components often carry most of the value |
| Location | Site, room, rack and U position, so removal crews find everything |
| Condition | Working, untested or faulty. Sets expectations before anything ships |
| Stores data? and drive count | Flags every device that needs sanitization, including drives inside servers |
| Sanitization method and certificate reference | Lets you reconcile certificates against the inventory at close-out |
| Status and planned removal date | Tracks progress from in service to shipped |
How to fill it in quickly
- Start from a CMDB or asset system export if you have one, then correct it during a walk-through
- Use one row per serialized device, and one row per batch of identical loose parts
- Photograph labels instead of typing long part numbers on the floor, and fill them in later
- Fill in the "Stores data?" column for every row, even when the answer is no
- Leave unknowns blank rather than guessing. Blanks are easy to find later, wrong entries aren't
Using it to get a hardware quote
A buyer can price most lots from model, part number, quantity and condition. You don't need every column filled in to ask for a quote. A partial sheet or a few label photos is usually enough to start, and the rest gets filled in as the project firms up.
Have equipment to sell? Send us the sheet, complete or not.
Frequently asked questions
What should an IT asset inventory include?
At minimum: asset tag, serial number, manufacturer, model, location, status and owner. For a decommission or sale, add part numbers, configuration, condition, whether the device stores data, how it was sanitized, and the certificate that proves it.
Is this template free?
Yes. Enter your email and company to download it. We don't add you to a mailing list.
Does it work in Google Sheets?
Yes. Upload the file to Google Drive and open it with Google Sheets. The drop-down lists and summary formulas carry over.
Should loose drives and memory get their own rows?
Yes. Loose drives need their own rows because each one needs a sanitization record. Memory and other loose parts can share a row per part number, with the quantity filled in.
This guide is general information, not legal or compliance advice. Requirements depend on your industry, contracts and the data involved, so confirm specifics with your security, compliance or legal team.