Power of attorney inventory log.

Surety companies require strict accounting of every power of attorney number. Losing track of an unassigned or voided power creates compliance risk and delays bond issuance.

Who this is for

Agency staff responsible for managing power of attorney forms issued by sureties, tracking which powers are assigned, voided, or available.

Template preview

Power number	Surety	Received date	Status	Bond ID	Client name	Face limit	Assigned date	Agent	Void reason	Notes
PA-5571	Pacific Surety	2026-08-01	Assigned	B-2026-001	Marcus Webb	50000	2026-09-15	Alex M.	—	Batch 2026-Q3
PA-5572	Pacific Surety	2026-08-01	Available	—	—	50000	—	—	—	Batch 2026-Q3 — in office safe
PA-5573	Pacific Surety	2026-08-01	Voided	—	—	50000	—	Jordan L.	Print error	Returned to surety 2026-08-15
WB-3301	Western Bail	2026-07-15	Assigned	B-2026-002	Diana Torres	100000	2026-09-10	Riley A.	—	—

All names, case numbers, and amounts are fictional.

Column reference

Power number: The unique serial number printed on the power of attorney form.
Surety: Surety company that issued this power.
Received date: Date your agency received this power from the surety.
Status: Available, Assigned, Voided, Returned, or Lost.
Bond ID: Internal bond reference, if assigned.
Client name: Defendant name, if assigned.
Face limit: Maximum bond amount this power can cover.
Assigned date: Date this power was assigned to a bond.
Agent: Agent who received or assigned this power.
Void reason: Reason the power was voided, if applicable.
Notes: Batch number, physical location, or follow-up reminders.

How to use this template

Add a row for every power of attorney form when you receive a batch from the surety.
Keep Status updated: mark as Assigned when used on a bond, Voided when spoiled, Returned when sent back.
Record the Bond ID when assigning so you can cross-reference your bond register.
Sort by Status = Available to see what powers are ready to use.
Perform a physical inventory count against this log at least monthly.
Flag any power marked Lost immediately — your surety needs to know.

Limitations

A CSV does not prevent assigning a power twice or using a voided power.
Physical inventory reconciliation must still be done by hand.
This log does not replace your surety’s own power tracking or reporting requirements.
Face limits are informational — verify eligibility with the surety before writing.

Frequently asked questions

How should I organize powers from multiple sureties?

Use the Surety column to filter. If you work with many sureties, consider separate sheets or sort by Surety first, then by Power number.

What if a power is lost?

Mark it Lost in the Status column, note the circumstances, and notify your surety immediately. They will advise on replacement and reporting.

Do I need to return voided powers?

Most sureties require voided originals to be returned. Check your agency agreement and note the return date in this log.

Replace the spreadsheet.

See how ClickBail handles this workflow automatically.

See power inventory in the Agency OS demo