IT Equipment Request Form

Streamline IT Equipment Requests with Paperform

Managing IT equipment requests doesn't have to involve scattered emails, lost approvals, and manual tracking. This IT Equipment Request Form template helps businesses centralize hardware procurement, capture detailed specifications, route requests through proper approval channels, and integrate with asset management systems—all in one professional, easy-to-use form.

Why Your Business Needs a Structured IT Equipment Request Process

Whether you're an IT manager, operations lead, or office administrator, having a clear request system for laptops, monitors, peripherals, and technical equipment ensures you can:

• Standardize procurement across departments and locations
• Capture technical specifications to ensure the right equipment is ordered
• Route approvals efficiently to managers and IT leads
• Track asset allocation and maintain accurate inventory
• Budget effectively with visibility into equipment costs and timelines
• Reduce delays caused by incomplete or unclear requests

This template is designed for IT departments, operations teams, HR managers, and facilities coordinators who need to process equipment requests from employees, contractors, or new hires with professionalism and speed.

What Makes This IT Equipment Request Form Template Effective

Built with Paperform's flexible, document-style editor, this template includes:

• Requestor information with employee details and department
• Equipment selection with dropdown menus for common IT hardware categories
• Technical specifications for operating systems, memory, storage, and special requirements
• Business justification to help prioritize requests and budget allocation
• Manager approval section with conditional logic for routing
• Urgency and delivery timeline fields to manage expectations
• Cost estimation for budgeting and procurement planning
• Asset tracking integration with CRMs, inventory systems, or project management tools

The form uses conditional logic to show relevant specification fields based on equipment type, ensuring requestors only see questions that apply to their needs. This keeps the form clean, fast to complete, and reduces errors.

Perfect for IT Managers, Office Admins, and Operations Teams

This template works across industries where IT equipment procurement is a regular workflow:

• IT departments managing hardware requests for remote and onsite teams
• HR and onboarding teams provisioning equipment for new hires
• Operations managers handling equipment upgrades and replacements
• Office managers coordinating furniture, peripherals, and accessories
• Facilities coordinators tracking assets across multiple locations
• Startups and SMBs building scalable procurement processes

With Paperform, you're not just collecting requests—you're creating a complete procurement workflow that keeps everyone informed, reduces back-and-forth, and ensures the right equipment gets to the right person at the right time.

Automate Approvals and Asset Tracking with Stepper

Take your IT equipment requests further by connecting this form to Stepper, Paperform's AI-native workflow automation platform. When a request is submitted, Stepper can automatically:

• Route approval requests to the right manager or budget owner
• Update asset management systems with new equipment allocations
• Create tickets in IT service management tools like Jira or ServiceNow
• Send status updates to requestors at each stage of procurement
• Log purchases in accounting software for accurate expense tracking
• Notify facilities teams when equipment is ready for delivery or setup

This means your IT and operations teams spend less time chasing approvals and updating spreadsheets, and more time supporting the business.

Designed with Security and Compliance in Mind

Paperform is SOC 2 Type II compliant and offers enterprise-grade security features including SSO, role-based permissions, and data residency controls. Your equipment requests, employee information, and procurement data are protected with the same standards trusted by over 500,000 teams worldwide.

Customizable, On-Brand, and Ready to Use

Like all Paperform templates, this IT Equipment Request Form is fully customizable. You can:

• Add your company logo and brand colors
• Include custom equipment categories specific to your tech stack
• Adjust approval workflows to match your org structure
• Embed the form on your intranet or share via direct link
• Set up automatic notifications to keep stakeholders in the loop

The document-style editor makes it easy for non-technical team members to own the form, update fields, and refine the process as your needs evolve—no developer required.

Get Started in Minutes

Whether you're managing IT for a growing startup, a multi-location business, or an enterprise team, this template gives you a professional starting point that can scale with your operations. Start collecting structured, actionable IT equipment requests today and bring order to your procurement process with Paperform.

Trusted by over 500,000 teams. SOC 2 Type II & GDPR compliant. No coding required.