Introduction
Tell us which device you need and the work it has to support. IT confirms the budget owner before anything is ordered. If you are replacing a device, include its asset tag so the old record can be closed.
Hardware request form: what IT needs before it orders a device
A hardware request form records which device is needed, why the work requires it, and who approves the cost before anything is ordered. For a replacement, it must also identify the device being retired, so IT does not add a second machine to one person's record. Ask for a device category and the work it has to support, not a brand name, so the request can be filled from your standard list.
What people search
Hardware request form: 30 average monthly searches.Google Ads Keyword Planner · 2026-10-09 · United States
Words for the respondent
Wording that sets expectations on the first screen
Confirmation
Your request is recorded. IT will follow up with you through its usual process.
Device category
Pick the closest category. If the work needs a particular model, explain why in the business reason rather than typing a brand.
Asset tag of the device being replaced
The tag is often on the underside of a laptop or desktop. Leave the box empty for a new device or an added one.
Business reason
Describe the task, for example: the current laptop cannot run the month-end reporting tool.
Field blueprint
The fields IT and the budget owner read first
| Field | Type | Required | Why you ask it |
|---|---|---|---|
Requester name | Short text | Required | Ties the request to a person, so IT knows who receives the device and who to ask about the work. |
Work email | Required | Lets IT reach the requester about delivery or a question without relying on a chat thread. | |
Department or team | Short text | Required | Identifies the group that carries the cost and any standard setup the team already uses. |
Device categoryLaptopDesktopMonitorDocking stationKeyboard, mouse or headsetTabletPhoneOther | Dropdown | Required | Tells IT which standard device to offer. Check with IT which categories it stocks before you publish the form. |
Request typeNew device for a new hireReplacement for a lost, stolen or failed deviceAdditional device for my current role | Single choice | Required | A replacement needs the old asset tag and a retirement step. A new or added device needs the budget owner to confirm the spend. |
Asset tag of the device being replacedLeave blank for a new or additional device. | Short text | Optional | Lets IT retire the old record and avoid leaving a duplicate asset on the books. |
Minimum specification or model neededFor example: 32 GB of memory for large spreadsheet models. | Long text | Optional | Captures a real requirement, such as memory, graphics or screen size, that the standard device cannot meet. |
Business reasonDescribe the task, not how urgent the request feels to you. For example: the current laptop cannot run the reporting software used for month-end close. | Long text | Required | Lets the budget owner judge whether the device solves a work problem. |
Approval and deliveryFill in the fields below after the business reason is clear. | Section header | Separates the reason and the specification from the sign-off and delivery details. | |
Budget owner or approver name | Short text | Required | Names the person who confirms the cost before IT places an order. |
Needed-by date | Date | Optional | Shows whether a standard delivery can arrive in time. Use the day the work actually needs the device. |
Delivery locationBuilding, floor and desk, or home office for remote staff | Short text | Optional | Tells IT where to deliver, so the device does not wait at the wrong desk or office. |
At a glance
How long the requester spends on this form
11Fields
7Required fields
5Estimated time (minutes)
Estimate based on question types; actual completion time varies.
Try it
Try the form the way a requester would
After a response arrives
What the form owner does after a request arrives
Read the grid, and name who watches it
Only the form's creator is notified, and that notice follows the scheduled job that processes submissions. The job runs hourly in production, so open the submissions grid each working day or name one person who does.
Confirm the budget owner before anyone orders
The form records the answer it was given. It does not approve spending, so check the budget owner's written yes in your own process before a purchase is placed.
Export the grid for purchasing and asset review
Export CSV from the submissions grid when purchasing needs the month's list or an asset review needs the replacement requests.
Use Customer Care cases for requests that need an owner
Attain OS can create a Customer Care case for each submission when the form settings turn that on. Set the priority, tags and assignees there, so each device request has one person responsible for it.
Mistakes to avoid
Four ways a hardware request goes wrong
Asking for a brand instead of a need
A required brand and model makes the requester learn your catalog before they can ask. Ask for the category and the work the device must do, then let IT choose the standard model.
Ordering before the budget owner says yes
A request that arrives with a quote and a shipping address has skipped the approval the form is meant to record. Keep the budget owner field required and place the order only after that answer is confirmed.
Replacing a device without its asset tag
Without the old tag, the inventory keeps the retired device active and leaves the new one unlinked. Ask for the tag on every request, and tell people to leave it empty for new devices.
Using one form for every kind of equipment
A device request is not a checkout, a software seat or a repair ticket. Send those to their own forms, so each reviewer receives the fields they need and nothing else.
Frequently asked questions
Is a hardware request the same as a purchase order?
No. A hardware request records the need and the approval. Your finance team may still require a separate purchase order for an equipment buy above a set amount, so check your own spending rules before anyone orders.
What should a hardware request form include?
Include the requester, the device category, the reason the work needs it, the budget owner and the delivery location. For a replacement, add the asset tag of the device being retired. Leave out brand names unless a specific model is required for a licensed tool.
Can my team copy this list as a template?
Yes. The fields are a starting point rather than a downloadable file. Replace the example categories with the devices your IT team actually stocks, and keep the budget owner and needed-by fields even if you remove others.
Does the form place the order?
No. Attain OS stores the submission and notifies the form's creator after a scheduled job processes it. Your team places the order through its own purchasing process.
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How to build it
Choose a category and a form type in the wizard. Answer three Atty Suggestions questions, then give the form a title. Atty builds the fields in the background. Edit the fields and ask Atty to refine them, then publish and share the /f/ link.
