Armored Car Pickup Manifest and Seal Number Log
Track armored car pickups, seal numbers, and handoff verification in one chain-of-custody form. Use it to document who collected each deposit bag, what seal numbers were tendered, and whether any discrepancies were noted.
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Overview
This template documents an armored car pickup from start to finish: where the pickup happened, who the carrier sent, which deposit bags were tendered, what seal numbers were recorded, and whether the handoff matched the expected route. It is built for chain-of-custody control, so each pickup event can be reviewed later without relying on memory or a loose paper note.
Use it when your site hands cash deposits or other secured bags to a carrier such as Loomis, Brinks, or GardaWorld and you need a clear record for reconciliation, disputes, or internal audit. The form is especially useful when multiple bags are handed over, when a route runs late, or when a seal is damaged, missing, or different from what was prepared earlier in the day.
Do not use this as a general incident report or a cash-count worksheet. If your process needs detailed denomination counting, employee cash handling, or a broader security incident narrative, those belong in separate templates. This form is also not the right place to collect unnecessary personal data; keep the fields limited to what supports verification, validation, and the audit trail. If a pickup is missed or the carrier cannot verify credentials, record the exception here and route the issue to a supervisor immediately.
Standards & compliance context
- This template supports an audit trail by documenting the handoff, verification steps, and sign-off for each pickup event.
- Collect only the minimum necessary PII needed to identify the releasing employee and carrier representative, consistent with data minimization principles.
- If the form is used on a public-facing intake flow, ensure fields, labels, and signatures meet WCAG 2.1 AA accessibility expectations.
- Use clear attestation language so the releasing employee confirms the bags and seal numbers were presented as recorded.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Location and Pickup Event
This section anchors the record to a specific site, date, time, and carrier route so the pickup can be matched to the correct event.
- Location / Store Name
- Location ID / Store Number
- Pickup Date
-
Actual Pickup Time
Record the time the carrier physically took possession of the bags.
-
Scheduled Pickup Window
Optional — enter the contracted pickup window for variance tracking.
- Armored Car Carrier
-
Carrier Route / Account Number
Found on your carrier service agreement or pickup receipt.
Driver Identification and Credential Verification
This section confirms the carrier representative’s identity before any bags are released, which is essential for chain-of-custody control.
- Driver First Name
-
Driver Last Initial
Record last initial only — do not record full surname.
-
Driver Badge / Employee ID (Last 4 Digits Only)
Record only the last 4 digits to minimize PII exposure.
- Driver Badge / Credential Verified?
-
Armored Vehicle Unit Number
Record the vehicle unit number or last 3 characters of the license plate.
Deposit Bag Inventory and Seal Numbers
This section lists exactly what was tendered so the site can reconcile each bag against the declared deposit and receipt.
-
Total Number of Bags Tendered to Carrier
Count all bags (coin, currency, check, mixed) before entering seal numbers.
-
Bag Seal Number Log
Enter one row per bag. Bag Type options: Currency, Coin, Check/Mixed, Coin + Currency. Seal numbers are typically 7–10 digit alphanumeric codes printed on the tamper-evident seal.
-
Total Declared Deposit Amount (USD)
Optional — enter the total declared value across all bags if your carrier requires it on the manifest. Do not leave this field visible to unauthorized personnel.
-
Carrier Receipt / Manifest Number
Record the manifest or receipt number printed by the carrier’s handheld device at pickup.
Exceptions and Discrepancies
This section captures anything that did not match the expected pickup so supervisors can review and resolve it quickly.
- Were any exceptions or discrepancies noted during this pickup?
-
Exception Type(s)
Select all that apply.
- Exception Description
- Was a supervisor or loss-prevention contact notified?
- Supervisor / LP Contact Notified
Handoff Sign-Off and Attestation
This section closes the event with signatures and an attestation that the recorded handoff details are accurate.
- Releasing Employee — Full Name
- Releasing Employee — Title / Role
-
Releasing Employee Signature
Sign to confirm that the bags listed above were handed to the carrier in the condition described.
-
Witness Name (if applicable)
A second employee witness is recommended per dual-control cash-handling best practices.
- Witness Signature
- I attest that the information recorded in this manifest is accurate and complete to the best of my knowledge, and that the deposit bags were released to the verified carrier representative identified above.
- Additional Notes
How to use this template
- 1. Enter the location name, location ID, pickup date, pickup time, scheduled pickup time, carrier name, and route number before the driver arrives so the event record starts with the correct context.
- 2. Verify the driver’s identity by checking the first name, last initial, badge last four digits, badge verification status, and vehicle number against your site’s pickup procedure.
- 3. Record each deposit bag in the bag seal log, including the total bags tendered, seal numbers, declared deposit amount, and carrier receipt number if one is issued.
- 4. Mark any exceptions immediately, select the applicable exception types, describe the discrepancy in plain language, and notify a supervisor before the handoff is closed.
- 5. Capture the releasing employee and witness sign-off, complete the attestation checkbox, and add notes only for facts that support reconciliation or follow-up.
- 6. Review the completed form the same day, confirm that all required fields are filled, and file it according to your retention and audit process.
Best practices
- Record seal numbers while the bags are still in view of both parties so the log matches the physical handoff.
- Use one bag entry per line in the bag seal log to avoid confusion when multiple deposits are transferred at the same time.
- Verify the badge or credential before the bags are released, not after the carrier has already loaded the vehicle.
- Keep exception types specific, such as missing seal, damaged bag, count mismatch, or late pickup, instead of writing vague notes.
- Require a witness signature whenever your site handles high-value deposits or any pickup with a discrepancy.
- Use conditional logic to hide exception fields until an exception is marked present, so the form stays short during routine pickups.
- Limit notes to facts that can be confirmed at the scene and avoid speculation about cause or blame.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What is this template used for?
This template records the full handoff for a cash pickup or deposit transfer, including location details, carrier identity, bag seal numbers, and sign-off. It is designed to create a clear audit trail for each armored car pickup event. Use it when you need to verify that the bags tendered match what the carrier received.
Which teams should use this form?
Retail stores, bank branches, restaurants, casinos, and any site that prepares daily deposits for armored transport can use it. It is usually completed by the employee releasing the deposit, then reviewed or witnessed by a supervisor when needed. Security, finance, and operations teams can all rely on the same record.
How often should the manifest be completed?
Complete it for every scheduled pickup and any unscheduled or exception pickup. Do not reuse a prior manifest for a later route, even if the same carrier and location are involved. A separate form per event keeps the chain of custody clear.
What should be included in the seal number log?
List each deposit bag with its seal number, count, and any matching receipt or bag identifier used at your site. Use a field format that supports one row per bag so the inventory is easy to reconcile. If a seal is missing or unreadable, note it in the exceptions section instead of guessing.
Does this form need to capture personal data?
Only collect the minimum necessary PII needed to verify the handoff, such as the releasing employee name and the driver badge reference. Avoid collecting extra identifiers that do not support the pickup record. If your process allows anonymous reporting of issues, keep that separate from the pickup manifest.
What are the most common mistakes when using this template?
The most common issues are missing seal numbers, unclear exception notes, and signatures collected after the driver has already left. Another frequent problem is leaving the scheduled pickup time blank, which makes it harder to compare the actual handoff against the route plan. This template works best when the record is completed at the time of transfer.
Can this template be customized for different carriers or locations?
Yes. You can add carrier-specific fields, route references, site codes, or local approval steps without changing the core chain-of-custody fields. Keep the same structure for every location so the log stays consistent across Loomis, Brinks, GardaWorld, or other carriers.
How does this compare with an ad-hoc paper signoff?
An ad-hoc signoff often misses key details like seal numbers, badge verification, or exception handling. This template standardizes the fields so each pickup is documented the same way, which makes review, reconciliation, and dispute resolution much easier. It also reduces the chance that someone forgets a required step during a busy pickup window.
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