Hardware Request
One-screen equipment request: what the person needs and why, where to deliver it, when it is needed, replacement or extra, and manager approval.
A ready-to-use technology, saas & dev form for engineering, IT and product teams: 13 questions, 1 page, 3 conditional rules.
- Questions
- 13
- Pages
- 1
- Layouts
- card · classic
- Time to complete
- ≈ 3 min
- Conditional rules
- 3
Searches this template answers
- hardware request form
- it equipment request form online
- laptop request form for employees
- computer equipment order form
- staff device request form
Also filed under
Live preview and test console
This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.
3 questions are hidden by conditional logic right now — change an answer above to reveal them.
Compliance checklist
- Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
- Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
- Legal text not required — passingThis template collects neither health nor regulated financial information.
- Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.
What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.
Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.
Who this template is for
Hardware Request is built for engineering, IT and product teams who need to route technical requests with the context needed to triage them.
- Engineering, IT and product teams working in technology, saas & dev.
- Teams who need to route technical requests with the context needed to triage them without writing code or paying for a custom build.
- Anyone replacing vague reports that can't be reproduced or prioritised with one structured record per enquiry.
- Respondents are users, testers and internal stakeholders — the form asks them 13 questions across 1 screen.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of vague reports that can't be reproduced or prioritised and turns each submission into a record your team can act on immediately.
- 10 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It records a signature you can keep as proof of agreement.
- It pins the request to a specific date.
- It captures a full postal address.
- It allows multiple selections without free text.
- Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Hardware Request lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 3 conditional rules ship with it.
- Features advanced show logic: if “Is this a replacement or an extra item?” is Replacing something faulty, the form dynamically exposes “Asset tag and what is wrong with it”. Otherwise that question never appears.
- Features advanced show logic: if “Do you need it delivered or will you collect it?” is Delivered, the form dynamically exposes “Delivery address”. Otherwise that question never appears.
- Features advanced show logic: if “Is anything about the request non-standard?” is Yes, the form dynamically exposes “What is non-standard, and why it is needed”. Otherwise that question never appears.
- All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
About this template
Most equipment requests are simple, and a long form makes people ask in chat instead, which is how stock counts stop matching reality. This single screen asks only what IT needs to fulfil the request. It records who it is for and their team, since requests are often made on someone else's behalf, then what they need from a plain list — laptop, monitor, keyboard and mouse, headset, docking station, phone, tablet, adapter or something else — and one line on what they need it for, which decides whether a standard specification is enough or a heavier machine is justified. A three-way question separates a replacement for something broken, a replacement for something aging and an additional item, because those go to different budgets and different queues. Delivery is an address or a collection point, with a date needed by. If the request replaces something faulty, the form asks for the asset tag and the fault so the old device can be collected in the same trip. Manager approval closes it. Specifications and stock are decided by IT.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Equipment request
- Who is it forrequired
- Team or departmentrequired
- What is neededrequired
- What they need it forrequired
- Is this a replacement or an extra item?required
- Asset tag and what is wrong with it
- Is anything about the request non-standard?required
- What is non-standard, and why it is needed
- Do you need it delivered or will you collect it?required
- Delivery address
- Needed byrequired
- Managerrequired
- Manager approvalrequired
13 questions in total.
Example of a completed hardware request form
Shows how a manager might request a replacement laptop for a team member.
- Who is it for
- Priya Shah
- Team or department
- Sales
- What is needed
- Laptop, headset
- Is this a replacement or an extra item?
- Replacement
- Asset tag and what is wrong with it
- AT-2291, screen no longer turns on
- Do you need it delivered or will you collect it?
- Delivered
- Needed by
- 2026-03-10
- Manager
- Oliver Bennett
Sample data — no real people, addresses or records are shown.
How the form changes as it's filled in
This template ships with 3 conditional rules, grouped into 3 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Is this a replacement or an extra item?”
- Reveals questions
If “Is this a replacement or an extra item?” is Replacing something faulty, the form reveals “Asset tag and what is wrong with it”.
Driven by “Do you need it delivered or will you collect it?”
- Reveals questions
If “Do you need it delivered or will you collect it?” is Delivered, the form reveals “Delivery address”.
Driven by “Is anything about the request non-standard?”
- Reveals questions
If “Is anything about the request non-standard?” is Yes, the form reveals “What is non-standard, and why it is needed”.
Set it up step by step
- 1
Keep the list short
A dozen plain options covers almost every request; anything unusual goes in the non-standard field with a reason.
- 2
Collect faulty kit in the same visit
Because the form asks for the asset tag of the broken item, delivery and collection happen in one trip.
- 3
Route by request type
Faulty replacements are urgent, upgrades are a queue and extras need budget, so send the three answers to different places.
- 4
Pair it with the return form
When a replacement is issued, raise the asset return so the old device does not sit in a drawer for a year.
Mistakes to avoid
- Asking for a model instead of the task, which stops IT offering something that is in stock today.
- Not recording asset tags, so the register drifts and old equipment is never recovered.
- Treating all requests as one queue, which puts a broken laptop behind six second-monitor requests.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
What to do with the responses
Check stock, order or issue the equipment, update the asset register against the person, and raise a return for anything being replaced.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the hardware request, matched on the words people actually search for.
New User Account Request
approvalbugcoordinatordeskemployee
Software License Request
approvalbugdeskemployeefeature
IT Asset Return
bugcoordinatordeskemployeeequipment
IT Change Request
approvalbugdeskfeaturehelpdesk
Access Removal Request
bugcoordinatordeskemployeeequipment
Maintenance Window Notice
bugdeskfeaturehelpdeskintake
Frequently asked questions
How is this different from a helpdesk ticket?
A ticket fixes a problem with equipment someone has. This asks for equipment they do not have, so it needs approval, delivery and a stock check.
Should it ask for a specification?
No. Ask what the work is; IT chooses the specification. Requesters guessing at specifications either over-order or under-order.
Does it work for a new starter?
It can, but the new user account request covers a starter's whole setup, including access, so use that as the primary request.
Who approves a personal-preference upgrade?
The manager signs, and the non-standard field makes the reason visible so the decision is not made silently by IT.
Is the Hardware Request template free to use?
Yes. You can preview and test Hardware Request on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Hardware Request template ask for?
It asks 13 questions across 1 page, 10 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Hardware Request form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the card and classic layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this technology, saas & dev form work?
3 conditional rules ship with the template: Features advanced show logic: if “Is this a replacement or an extra item?” is Replacing something faulty, the form dynamically exposes “Asset tag and what is wrong with it”. Otherwise that question never appears. Features advanced show logic: if “Do you need it delivered or will you collect it?” is Delivered, the form dynamically exposes “Delivery address”. Otherwise that question never appears. Features advanced show logic: if “Is anything about the request non-standard?” is Yes, the form dynamically exposes “What is non-standard, and why it is needed”. Otherwise that question never appears. All rules are editable in the Logic tab.
Where do responses to the Hardware Request form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Hardware Request form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
Is the signature on this form legally usable?
The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.
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