Write one row for one asset you already use. The decision stays not yet while the safety state is unknown or unresolved. Record repair only when a repair is available and the safety state is recorded no block or not applicable with its note. If repair is unavailable, do not record repair. You may record replace or not yet, subject to that safety rule. Unknown is not clearance. A note that says the asset looks fine does not change unknown. The file does not pick the cheaper quote, and it does not calculate carbon.

This is a decision record for equipment the workplace uses. It is not a calculator for environmental impact. The eco-friendly office guide can mention how long a laptop is kept. It does not compare a repair quote with a replacement quote. If the old asset will leave as waste, use the waste-reduction guide for the transfer. The waste hierarchy there is a duty when waste is moved. It is not a result this sheet can calculate.

Fill in the decision record

Download all three files. Type into a copy of the blank record.

repair_available is yes, no or not_asked. not_asked keeps decision as not_yet. no means a repair is not an available decision. Copy repair_quote_gbp and replace_quote_gbp from the quotes. Leave a cell blank when there is no figure. A blank is not zero.

safety_state is unknown, unresolved, recorded_no_block or not_applicable. unknown means you have not recorded a conclusion. A sentence in safety_note does not turn unknown into clearance. unresolved means a problem is still open. Write that problem in safety_note, and keep the decision not_yet. Do not use an unresolved row as a reason to keep using the asset. recorded_no_block needs both safety_note and safety_reference. It means the responsible person recorded that they know of no block. It is not a safety certificate. not_applicable needs a note explaining why.

decision is repair, replace or not_yet. Type repair only when repair_available is yes and the safety state is recorded_no_block or not_applicable. When repair_available is no, do not type repair. You may type replace or not_yet, and unknown or unresolved safety still keeps the decision not_yet. A lower repair price does not force repair.

If the decision is replace, use the refurbished offer checklist before buying. Consumer repair rights are not applied to this business asset.

Worked example: fictional printers

The example is fictional. The quotes are simulated. Ninety pounds is not described as a saving.

Asset Repair asked Safety Decision
Printer A Not asked. Quotes blank. Unknown Not yet
Printer B Yes. Repair 90. Replace 240. Recorded no block, with a note and a reference Repair. The file did not choose this because 90 is lower.
Printer C Yes Unresolved. Cracked casing. Use stopped. Not yet
Printer D Yes Unknown. Note says looks fine. Not yet. The note is not clearance.
Printer E No. Replace quote 240. Repair quote blank. Recorded no block, with a note and a reference Replace. Repair is unavailable, so it is not the decision.

Limits

The record does not compare lifecycle impacts, guarantee a financial result, or clear an asset for use. A public claim about the decision still needs the green claims code.

Sources

Accessed 9 October 2026.

  • How to Reduce Business Waste. The published guide treats transfer duties separately from a repair-or-replace sum. This page does not add a carbon factor, because no primary factor was used for that comparison.