Handing over of inventory is the transfer of authority and responsibility of the storehouse from

one official to another. In this process a certificate of handing over of stores/Inventory must be
prepared. A certificate of handing over is a form or certificate used in store signifying change of
stores authorities.
Reasons for handing over of inventories.
(i)

New appointment.
When the organization has appointed a new person to control the store, then the one
who
has been attaining the job has to handing over all the documents and
authority to the one appointed.

(ii)

(iii)

(iv)

(v)

(vi)

(vii)

(viii)

When an officer Retires(Retirement)

This is when one turns the age which his/her capability is over in ruling. When one
retires then on should replace his job. This means someone to come has to be handed
with the authority and power, and then the process of handing over has to take place.
An officer is going on leave
If an officer has a on leave he/her must handing over his responsibilities to another
office. This is to make sure that the process continues in good manner to make sure
the conduct is in good and wont stop. Under this circumstance over is applicable.
Transfer of an officer
When an officer is transferred from one point of working place to another, then he has
to hand the inventory to the other person who will take place a transfer all the
inventories have to be handed over. That is the reason of why to handing over
inventory.
Dismissal for Misconduct or Termination
When an officer is dismissed for the case of misconduct or termination of the
contract, then he/she will not move away without handing over the inventory. This
is to make sure what is left is the correct to what is actual. This is avoiding the
contradictory that may rise if this won`t go right up.
Workers promotion
Most of the companies do have promotion of workers position when one worker is
promoted to the next level of administration then he/she must be handing over the
inventory to the person that is left to cover the place. All of his/her documents have to
be handed over so as to understand ways of performing work.
When an officer sick or undergoing treatments
If the officer goes sick for a long period of time, then he should be covered by the
other person. This will help the stores operation to take place as usual, give the
instruction to other, work in progress and even the directives to the one who will
cover the place instead.
When an officer has special duty to attend.
When an officer has special duty to attend like some seminar, or a case in the court
then he/she has to handing over the inventory. This is to say if he/she is absent then
the place has to be quickly covered so as to make sure the store operation continuous
as I was supposed to be done.

(ix)

(x)

Fired from work/stepped down

When an officer has been fired from work or has stepped down, then one has to take
charge of the position. This is when one is will and has decided to take away with the
job or has been fired. He first has to hand over all of the inventories so as to make
sure what is in the store and the documents have the same meaning. These will easier
the process of managing.
When an officer dies
Also handing over the inventory in the store can take place when an officer dies. This
means that the subordinate can take authority to handing over the inventories to the
other for the operation to take place when one dies then handing over has to take
place.

Procedures for handing over Inventory.

As far as handing over Inventory is concerned, there are some procedures that are
followed. These procedures are as explained below;
(i)

(ii)

(iii)

(iv)

(v)

Whenever there is change of responsibility for the stores both storekeepers the
(outgoing and incoming) should physical count the stock and record any
discrepancies.
This is to check the physical stock are in agreement with the stock, record and he
outgoing storekeeper will be responsible for discrepancies reveled during checking
and the incoming will be answerable.
Only then, they will be required to sign a proper certificate of handing/ taking over of
stores and distributes as follows, the original to store manager and the copies to office
file, outgoing officer and incoming officer.
The annexure will accompany handing/tacking over certificate. These are like
inventory control for office furniture and equipment, schedule of discrepancies,
Schedule of Unserviceable and schedule of dominant stocks.
Handing over in the absence of incoming or outgoing officer
(a) In the absence of incoming officer, the store`s manager will supervise stock
tacking and issue an interim handing over-certificate on the arrival of incoming
officer, the stores will be counted and a handing over certificate rose accordingly.
(b) In the absence of the outgoing officer, the store`s manager will be requires to
count the stores in the presence of the incoming officer with a senior stock verifier
as a witness and obtain from him the necessary certificate.
At least the two managers/ officer (Incoming and outgoing) have to signify to have
accepted the store and the incoming to accept the store and the outgoing officially
also signifying to have handed over the stores.

Format of handing over of inventories

The handing over of inventories has its format. It consists of various articles that make it a
certificate of handing over

Example of format
Division/Branch

Station

Date
.
For outgoing officer
I.(name) hereby certify that I have on this day
handed over to . (name of incoming) all stores
higher to under my charge as detailed in the attached schedule.
Signature of outgoing officer
.
For incoming Officer
I .. (name) hereby certify that I have on this day
taken over from . (name of outgoing officer) all
stores details in the attached schedule. I have compared physical stocks against the ledger
balance and found to be;
(i)
(ii)

Corrected and up-to date

Correct with exception of items shown in the attached schedule of discrepancies.

I am also responsible for any subsequent discrepancies.

Signature of incoming officer
Date