Office Equipment Inventory

Who this is for

Everything the office owns, room by room. Each line carries what it is, where it stands, how many there are and what one is worth, and the sheet works out the value of each line and of the office as a whole.

Office managers, facilities staff and anyone who has to tell an insurer, an accountant or a new landlord what is in the building and what it would cost to replace.

What this helps you track

• What furniture and equipment the office holds, and which room each item is in
• How many of each there are, so a count can be checked against a purchase record
• The value per line and the value of the whole office at the figures you enter
• The condition of each item, so replacements can be argued for with evidence
• Who counted, and when, so the next count has a starting point

How to use it

1. Fill the header: the organisation, the site or floor being counted, who is doing the count and the date.
2. Walk one room at a time and write a line for each type of item — eight identical desk chairs are one line with a quantity of eight, not eight lines.
3. Enter a value per item in the unit value column. Use whatever basis you have agreed with your accountant or insurer — replacement cost, purchase price or written-down value — and note which at the foot.
4. The line value, the column totals and the summary figures are worked out in the browser and the workbook; on paper, multiply across each line and add the column up.
5. Mark the condition as you go. A line that is marked poor now is the line you will be asked about at budget time.
6. Keep the finished sheet with your insurance papers and update it whenever a room is refitted.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Should I value things at what they cost or what they are worth now?

That depends on why you are counting. An insurer usually wants replacement cost, an accountant the written-down value. The sheet takes whichever figure you enter — write the basis you used in the notes so the next reader knows.

How is this different from an asset register?

An asset register follows individual assets by tag number through their whole life, including depreciation. This is a count of what is in each room, grouped by type, for insurance, budgeting and moving day.

What about the computers and screens?

Put general equipment here and anything with a serial number and a warranty on the IT and computer equipment inventory, which has columns for serial, user and warranty expiry.

How long does a count like this take?

Less than people expect if you go room by room and group identical items. The printed sheet has room for a long list and runs onto a second page; the browser version adds rows as you need them.