Damage & Write-Off Form Template
Record damaged, expired, obsolete, lost or rejected inventory, calculate the financial value of affected stock and document review, approval, disposal and corrective actions.
What is a Damage & Write-Off Form?
A damage and write-off form documents inventory that can no longer be used or sold normally and may need to be removed from available stock after proper review and authorization.
Document Stock Loss
Create a clear record of damaged, expired, obsolete or otherwise unusable inventory.
Calculate Financial Impact
Record unit cost and calculate the value of inventory proposed for write-off.
Control Authorization
Document review and approval before inventory is written off or disposed of.
Investigate Causes
Record root causes and corrective actions to help reduce recurring inventory losses.
Complete write-off documentation
The template covers inventory identification, costing, reason classification, disposal and authorization.
Item Identification
Record SKU, description, UOM, warehouse location, batch or lot and expiry information.
Quantity Affected
Record the physical quantity requiring review or proposed write-off.
Write-Off Value
Enter unit cost and automatically calculate the financial value of affected inventory.
Reason Category
Classify inventory as damaged, expired, obsolete, contaminated, lost or rejected.
Disposal Method
Record the proposed or completed method for handling unusable inventory.
Approval & Closure
Document review, authorization, disposal verification and final closure.
From identification to final closure
Use the form to maintain a controlled record throughout the inventory write-off process.
Identify damaged, expired, lost or unusable inventory.
Confirm quantity, condition, reason and inventory cost.
Obtain the required authorization for write-off or disposal.
Complete disposal and update inventory records.
Automatic write-off calculations
The Excel version helps calculate inventory-loss value and summarize write-off activity.
Write-Off Value
Quantity Affected × Unit Cost
Total Quantity
Automatically totals the quantity of inventory included in the write-off form.
Total Write-Off Value
Automatically calculates the total financial value of the recorded stock.
Approval Summary
Summarizes pending, approved, rejected and closed write-off lines.
Classify why inventory is being written off
The Excel workbook includes common inventory-loss categories for consistent reporting.
Damaged • Expired • Obsolete • Contaminated
Lost • Quality Rejected • Packaging Damage • Other
Document what happens to the affected stock
Recording the final disposition helps maintain a complete audit trail after write-off approval.
Dispose • Return to Supplier • Recycle • Destroy
Donate • Repair / Rework • Hold for Review • Other
Verify before closing the write-off
The template includes practical control points for physical verification, approval and inventory adjustment.
Physical Qty Verified • Reason Verified • Cost Verified • Evidence Attached
System Stock Checked • Approval Obtained • Disposal Witnessed • System Adjustment Posted
Choose your Damage & Write-Off Form format
Use the Excel workbook for digital write-off control or the printable PDF for manual warehouse documentation.
Maintain stronger inventory records
Use the write-off form together with other DIXANI inventory and warehouse documents.
Inventory Adjustment Form
Document approved corrections to inventory quantities and system stock.
Stock Count Sheet
Perform physical inventory counts and compare actual stock with records.
Goods Received Note
Record received stock, shortages, damages and receiving verification.
Damage & Write-Off Form — Frequently Asked Questions
What is an inventory write-off?
An inventory write-off records stock that has lost some or all of its usable or recoverable value and is removed or adjusted from available inventory after appropriate review.
When should a Damage & Write-Off Form be used?
It can be used for damaged, expired, obsolete, contaminated, lost or quality-rejected inventory requiring formal review.
How is write-off value calculated?
The Excel template calculates Write-Off Value by multiplying Quantity Affected by Unit Cost.
Can I record batch and expiry details?
Yes. Batch / Lot and Expiry Date fields are included for inventory requiring traceability.
Does the form approve a write-off automatically?
No. The template is a documentation and control tool. Actual authorization should follow your organization's approval limits and procedures.
Can I record how damaged stock was disposed of?
Yes. The template includes disposal options such as return to supplier, recycle, destroy, repair or rework, hold for review and other methods.
Can I print the form?
Yes. A separate landscape A4 PDF is included for manual warehouse write-off records.