Form templates / Human Resources
Equipment Request Form
An equipment request form turns "can I get a new laptop?" into a decision someone can make. What, why, how much, and whether it replaces something that already exists.
For HR teams, people managers and small-company founders.
Ask what it replaces
The question that saves the most money isn't "do you need it?" - it's "what happens to the one you have?". Half of equipment requests are upgrades where the old item is perfectly usable by someone else, and nobody asks because the form doesn't.
So this template asks explicitly whether the request is a replacement, an addition or a first issue, and what should happen to the existing kit. It also asks about accessibility needs separately, because those requests should never sit in the same queue as a monitor upgrade.
Fair, because it's identical for everyone
When applicants are asked different things, you're comparing presentation as much as substance - and the confident writers win. One form, one set of questions, and the answers line up next to each other.
It's also a record you can point at later: what was asked, what was answered, when it was submitted.
Employee requests, without a ticketing system
Leave requests, expense claims, feedback and exit interviews all arrive as emails to one person, who becomes the process. When they're away, the process stops.
A form per request type turns each into a dated list anyone in HR can see, with the same fields every time - and no licence per employee, because only your team needs an account.
Export it and work how you already work
Every response downloads as a spreadsheet, so shortlisting can happen wherever your team already does it, with the same columns for every applicant and nothing typed in twice.
Edit it like a document, publish like a link
Add questions, remove questions, change the order and the wording, set your accent colour. When you save, the form is live at its own address - share it by link, QR code or a button on your site, and read the answers in your dashboard.
What this template asks
- Your name
- Work email
- Team or department
- Your manager
- What kind of equipment?
- What specifically?
- How many?
- Estimated cost
- Cost centre or budget line
- Is this a replacement?
- What should happen to the one you have?
- Why do you need it?
- Is this a workplace adjustment for a health or accessibility need?
- When do you need it?
- Anything else?
More Human Resources forms
Questions
Should accessibility requests use this form?
They can start here, but flag them - a workplace adjustment is a legal obligation, not a budget request, and it shouldn't be queued behind a standing desk someone fancies. This template asks the question separately for that reason.
Can this route by cost?
Not automatically. Ask for the amount and the cost centre, and let your finance approver escalate - or run a second form for anything above a threshold.
Can applicants attach a CV or document?
Not yet - file uploads are on the roadmap. Most people ask for a link (to a portfolio, a CV in cloud storage, or a profile) which works today and keeps the form fast.
Can I close applications on a deadline?
Yes. Close the form and anyone with the link sees a short closed page instead of the questions, so nobody fills in an application that can't be considered.
Can more than one person review them?
Yes - invite your team into the same account and they'll see the same responses. You can also export to a spreadsheet and score them wherever you like.
Can employees submit anonymously?
Yes, if you make the name optional - useful for feedback and concerns. Nothing else is recorded about a submitter: no IP address, no browser fingerprint, no account.
Publish your equipment request form today
Start from this template and change anything you like. Free to begin.