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Equipment checkout form: printable template and how to use it
In short
An equipment checkout form records who took which item from the company, on what date, for how long and in what condition. It is the starting point of accountability: if the form is complete, the return can be checked against it. Print the template below for a toolroom, storeroom or site container, and fill it in at the counter, with the item in hand.
What a checkout form is for
A checkout form is used when equipment leaves the company's storage and goes to a person for a period: a cordless drill for a week, a projector for a meeting, a laptop for a business trip, a set of gauges for a job. The form answers three questions that otherwise turn into phone calls: who has it, until when and what did it look like when it left.
It pairs with the equipment return form, which closes the loop. When equipment moves between employees, use the handover form instead.
Printable template
EQUIPMENT CHECKOUT FORM no. ……… / ………
Date and time of checkout: …………………………… Issue point: ……………………………
| Issued by (name) | …………………………………………… |
|---|---|
| Borrower (name, department) | …………………………………………… |
| Purpose / job / site | …………………………………………… |
| Expected return date | …………………………………………… |
| No. | Item | Asset / tag number | Condition at checkout | Accessories | Inspection valid until |
|---|---|---|---|---|---|
| 1 | |||||
| 2 | |||||
| 3 |
Conditions of use / notes: ……………………………………………………………………………
The borrower confirms receipt of the items above in the condition described, will use them for the stated purpose and return them by the agreed date.
| Signature, issuing | Signature, borrower |
|---|---|
Filling it in at the counter
- Check that the item is available. Look at the log or the reservation list before you hand anything over.
- Identify the item by its tag. Copy the number from the label. If a tool has no label, put one on before it leaves.
- Check the inspection date. For electrical tools, lifting gear, measuring instruments and safety equipment, do not issue an item with an expired inspection. Write the validity date on the form.
- Test it with the borrower. Switch it on, check the cable, count the accessories. Write down anything unusual.
- Set the return date. A concrete day, not "soon." The date is what makes overdue items visible.
- Both people sign. The borrower keeps a copy or has access to it.
A short log to keep beside the forms
Forms alone do not show what is out right now. Keep a simple log sorted by expected return date: item, borrower, date out, date due, date back. Check it each morning. Items due that day or overdue get a reminder.
| Item | Borrower | Out | Due | Back |
|---|---|---|---|---|
Special cases
Kits. A toolbox, a survey set or a laptop bundle should be listed item by item, or each item should carry its own tag. If the kit is issued as one line, attach a contents list and have the borrower confirm it. Several borrowers. Name one person who is responsible, even when a crew uses the item. After hours. If the crib is closed, agree who can issue equipment and how the form is completed afterwards, and keep the delay short. Customers. If equipment is rented out, add the customer's details and the rental period. Remanently Tools handles both employees and customers with the same equipment record.
Mistakes that cause lost equipment
- checkouts "by agreement" at the end of a shift, with the form written afterwards from memory,
- no return date, so nobody is reminded,
- a kit signed out as one line ("toolbox") without a list of what is inside,
- a borrower passing the item to a colleague without telling the crib,
- expired inspection ignored because the job is urgent.
Paper form or an app?
Paper is fine when a few items go out each day. When the crib handles dozens, the counter becomes slow and the forms become a filing problem. Remanently Tools lets the operator scan a QR code, barcode or RFID tag, issue the item to an employee or a customer and collect a signature on a smartphone screen. The mobile app is in the Quick Start package, and reservations, self-service pick-ups and requests to extend the usage period are in the Time Is Money package. The option to block check-out of items without a valid inspection helps the operator who would otherwise rely on a sticker. See pricing for what each package includes.
Read more in tool tracking software and equipment tracking software. For internal forms there is usually no single official layout, so adapt the template to your own process, and ask legal counsel if the form is to carry liability terms. To see the checkout of your own tools, book a demo or sign up for the free package.
Frequently asked questions
What should an equipment checkout form include?
The borrower and the issuing person, date and time, an exact description of each item with its tag number, condition, accessories, purpose, expected return date and both signatures.
Is there a legally required equipment checkout form?
For internal equipment there is usually no single official form. Companies design their own. If the form will carry liability or payroll terms, ask legal counsel for the wording.
How long should a checkout last?
It depends on the equipment and the work. What matters is that every checkout has a stated return date, and that the date is visible to the person running the crib.
Can employees reserve equipment before the checkout?
In Remanently Tools, employees can check availability, reserve equipment for a specific date and request an extension in the self-service process of the Time Is Money package.
Can a checkout be signed without paper?
Yes. The recipient can sign on the screen of a smartphone, and the document remains linked to the item and the issue.
What about consumables like bits, gloves or tape?
Consumables are tracked by quantity, not by individual item. If you want to control their levels and warehouse consumption, that is a stock task for a warehouse system, while the checkout form is for specific, identifiable equipment.
Replace the paper form with a scan and a signature
We will show checkout, signature and return on your own tools in a short demo, so you can judge the effort at the counter.
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