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Device swap and RMA custody form

A tracker comes out, a new one goes in, the old one travels to the workshop and back. Write every serial, SIM, seal and signature on one form so nothing goes missing on the way.

Get the Excel workbook (.xlsx)Get the Word form (.docx)
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Free: enter your name and email and we send you the files. Word form for the bag, Excel register for the office. No macros.
  • Tracker, MDVR, SD card, SIM
  • Signed at every handover
  • Days out and overdue
What's inside

One form in the bag, one register in the office

For installers, workshops and fleet device coordinators who swap trackers, MDVRs, cameras, SD cards and SIMs.

  1. 01

    Word form

    Six parts: the swap, removed and installed items, stored data, custody chain, test after the swap and return outcome.

  2. 02

    Swap register

    One row per swap with serials, SIMs, symptom, stored data, holder, dates, outcome and status.

  3. 03

    Custody log

    Every handover: from, to, time, bag or seal number, condition and who received it.

  4. 04

    Summary

    Open and overdue swaps, average days out, no-fault-found share, symptoms and holders.

  5. 05

    Settings

    The number of days at the supplier before a swap shows Overdue. Typical 21, yours to change.

Custody chain

Five stops, one form

The same swap number follows the item from the vehicle to the supplier and back. Each stop adds a row and a name.

  1. Removed from the vehicle

    The installer writes the serial, IMEI and SIM, photographs the item and the wiring, and seals it in a numbered bag.

  2. Replacement fitted and tested

    The new serial goes on the same form. The vehicle reports again before the installer leaves.

  3. Handed to the workshop

    Each handover is a row: from, to, time, bag number, condition and a name.

  4. Sent under RMA

    Your supplier RMA number and the dispatch date. The days out start counting.

  5. Back in stock or scrapped

    The outcome and the date close the swap. Days out and no-fault-found counts feed the summary.

Register preview

Where is the device now?

The register answers it for every swap: who holds the item, how long it has been away and whether it is overdue.

tracom-device-swap-rma-custody-form-en.xlsx
Swap no.PlateItemSymptomHeld by nowDays outStatus
SW-001ABC 1234TrackerNot reportingBack in stock14Closed
SW-002ABC 5678MDVRSD card errorSupplier RMA–Open
Example rows. The tracker came back after 14 days with no fault found. The MDVR is still at the supplier: past 21 days it turns Overdue.
days out = back on − sent on (or today − sent on while away)Example: 2026-10-28 − 2026-10-14 = 14 daysOverdue when the item is still away after the number of days you set. 21 is a typical value.

Why a custody form for a device swap

A swap looks simple: one device out, one in. Then the old device sits in a van for a week, the SIM goes with it or stays behind, and the supplier receives an item with no symptom written down. When the platform shows a vehicle with the wrong IMEI, nobody can say which unit is where.

One form per swap, one number, and a row at every handover fix that. The register then shows where each item is and how long it has been away.

SD cards and stored video

An MDVR disk or an SD card holds video of drivers and the public. Decide before the first swap who keeps it, how it is sealed and who may erase it. The form asks for one of four choices and a signature, so the decision is on paper.

  • SD card kept by the fleet
  • SD card sent sealed
  • SD card erased, signed off
  • No storage on the item

Test before you leave

The swap is not done until the vehicle reports with the new serial and the inputs look right. Part E of the form has four checks. Write the new IMEI and SIM on the platform record the same day.

No fault found

When many returns come back with no fault found, the problem is often in the vehicle: wiring, power, antenna position or SIM. The summary shows that share so you can look there before the next swap.

Limits

The form records a swap and its custody. It does not set warranty terms, approve a return or decide who pays. Follow your supplier RMA process.

Related Tracom solution

Swap a Tracom device and keep the trail

Swapping a Tracom ST100 or M1N? Fill the form at the vehicle, then load the same configuration file on the new unit so it reports like the old one. Ask us about the return process for your devices.

  • Advanced configuration files. The new unit gets the same settings.
  • SCMS portal. Check the new IMEI reports before you leave.
  • Tamper-proof security. If your configuration reports power-cut events, they help show when a device was removed.
Questions

Swap and RMA questions

Swapping devices across a fleet? Talk to Tracom.

What is an RMA?

A return merchandise authorization: the number your supplier gives a faulty item before you send it back. The form records it next to your own swap number.

Who fills the form?

The installer starts it at the vehicle. Everyone who takes the item adds a row in the custody chain and signs.

Should the SIM move with the device?

Not necessarily. Many fleets keep the SIM in the vehicle. Write both ICCIDs so the platform record matches what is fitted.

What do we do with the SD card?

Decide in advance: keep it, send it sealed, or erase it with a signature. The form records the choice. Your privacy lead should agree the rule.

When does a swap show Overdue?

When the item has been at the supplier longer than the days you set on the Start sheet. 21 is a typical value, not a term.

What is Tracom's role here?

Tracom makes the devices. The form is a general template: it does not set warranty terms or approve returns.

Next step

Put a form in every swap bag

Tell us how many devices you swap each month and where they go. We will help you set the steps and the turnaround days.

Contact Us Get the form
Related tools and templates

Before and after a swap

Get the report

Enter your details and we will email you the file.

Use your real name so the file arrives addressed to you. Don't worry, we won't flood you with emails or calls.

Tracom uses your details to send what you requested and may contact you about it. See our privacy notice for your rights and how to delete your data.

Tracom is an advanced GPS tracking device designed to enhance fleet visibility, safety, and efficiency through real-time data, intelligent alerts, and remote monitoring.

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