Asset Disposal Template

Manage the retirement of assets from request to final sign-off. This template helps facilities, IT, and finance teams record why an asset is being retired, who approved it, how it was disposed of, and what was recovered. Every retired asset leaves a record behind.

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Riverside Ops
Asset Disposal
Assets
Locations
Asset Disposal$6,420 recovered this year MRJLTKStatus BoardRequest disposal
AskSearchFilterSortGroups (5)
Requested(2)
Laptop L-118
Poor
IT storage
Est. $120
Old dough mixer
Non-Functional
Kitchen
Est. $300
Approved(1)
Forklift FL-02
Fair
Warehouse B
Est. $4,500
In Progress(1)
Office chairs (12)
Good
Building A
Donated
Disposed(7)
Delivery van V-04
Fair
Lot C
Sold · $5,800

How the Asset Disposal Workflow Works

Request disposal

Create a record with the Asset, Current Location, Reason for Disposal, and Asset Condition (Good, Fair, Poor, or Non-Functional), and set the Status to Requested.

Forklift FL-02Requested
Current LocationWarehouse B
ReasonReplaced by electric model
Asset ConditionGoodFairPoorNon-Functional

Approve and value it

Record who approved it in Approved By and the Estimated Value, then move the record to Approved.

Forklift FL-02Approved
Requested ByJLJordan Lee
Approved ByDCDana Cole
Estimated Value$4,500.00

Dispose and close out

Record the Disposal Method, Disposal Date, Recipient / Buyer, Recovery Amount, and whether Data Wiped is Yes, No, or N/A, then mark it Disposed.

Delivery van V-04Disposed
Disposal MethodSold
Disposal DateFeb 27, 2026
Recipient / BuyerBayport Auto Auction
Recovery Amount$5,800.00
Data WipedN/A

Benefits of This Asset Disposal Workflow

  • Documented approvals

    Requested By and Approved By show who asked for the disposal and who authorized it.

  • Recovered value is tracked

    Estimated Value and Recovery Amount show what each asset was worth and what came back from a sale or trade-in.

  • Data is handled

    The Data Wiped field records whether devices were cleared before leaving the organization.

What’s Included in This Workflow

Disposal records

One card per asset disposal, with fields for reason, condition, method, value, recipient, and Attachments.

  • Reason for Disposal
  • Asset Condition
  • Recovery Amount
  • Data Wiped

Disposal methods and statuses

Disposal Method options for Sold, Scrapped, Donated, Recycled, Traded In, and Internal Reuse, and Status options for Requested, Approved, In Progress, Disposed, and Cancelled.

  • Sold
  • Scrapped
  • Donated
  • Recycled
  • Traded In
  • Internal Reuse

Board, list, and calendar views

A Status Board, an All Disposals list, and a Calendar View by Disposal Date.

  • Status Board
  • All Disposals
  • Calendar View

Customize the Workflow for Your Team

Add fields such as a certificate of destruction or an accounting reference. Connect the Asset and Current Location fields to your existing Assets and Locations workspaces so each disposal links to the asset record. Coast AI can add an approval step, notify finance when an asset is disposed, or build a report of recovery amounts by method.

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FAQs About Asset Disposal

What happens when I add this workflow to Coast?

Coast creates an Asset Disposal workspace with fields for reason, condition, approvals, disposal method, value, and data wiping, plus Status options from Requested to Disposed and board, list, and calendar views.

How can Coast AI help with this workflow?

Coast AI can add fields, set up approvals and notifications, and answer questions such as how much was recovered from sold assets this year.

Can I use this for IT equipment?

Yes. The Data Wiped field and Recipient / Buyer field cover laptops, phones, and other devices that hold data.

Can I import past disposals?

Yes. Import past records from a spreadsheet, or ask Coast AI to help map your columns.

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