Lend a barcode scanner, laptop, radio or set of keys, and you need to know who has it, when it is due back and what state it came back in. This equipment checkout form records each issue and return as its own line, works out whether the item is out, overdue or returned on the date you choose, and prints one signed form per borrower. The editable sample is a fictional shop's checkouts as of November 3, 2026.
Make an equipment checkout form
- Give the form a title and, if you like, the business name and where to return items, such as "Back office". Set the As of date. Status is worked out against this date, so a printed copy stays accurate for the day it describes.
- Add a line for each item you hand over. Enter the item, its asset tag and serial number if it has them, and the accessories that go with it, such as a charger or earpiece.
- Choose the condition it went out in, enter the borrower and their role, who issued it, the checkout date and the due-back date. Leave the due-back date empty for items kept until further notice, such as a keyholder's keys.
- When the item comes back, enter the returned date, the condition it came back in and who received it.
- Review the checkout check, choose borrower forms or the log, then print or download. You can record up to 60 items.
The due-back and returned dates cannot be before the checkout date, and nothing can be checked out or returned after the as-of date. An item with the same tag cannot be out on two lines at once, so record the first return before you lend it again. Use Start blank for your own form or Reset sample to see the example again.
What should an equipment checkout form include?
Whether you call it a checkout form or an equipment loan form, it needs enough to identify the item, the person and the two handovers. For the item, that is a short description, the tag people say out loud, the manufacturer's serial number and every accessory in the bag. For the borrower, their name and role. For each handover, the date, the condition and the member of staff who gave or took the item. A short acknowledgement above the signature line says what the borrower agrees to, such as looking after the item and returning it when asked. Edit the sample wording to match how your business works.
Condition uses four plain words: good, fair, poor and damaged. Record it at both ends of the loan, with a note when something is already wrong, such as "cracked case corner", so both people agree on the state of the item at the counter.
Status, overdue items and the checkout check
Each line gets a status. A line with a returned date is Returned. A line without one is Overdue when its due-back date is before the as-of date, and Out otherwise, including an item due back on the as-of date itself. The form records dates; it does not send reminders, so check it at the start of each shift or week.
The checkout check never blocks printing. In the sample, the two-way radio lent to Priya Shah was due back November 1, so on November 3 it is overdue by 2 days. Her laptop came back one day late and in fair condition after going out good, and the check lists both. Use a maintenance work order when a returned item needs repair.
Use it as an equipment sign out sheet or log
Choose Borrower forms to print one page per person, ready for their signature when items go out and the receiver's signature when they come back. Empty return cells leave room to write the date by hand. A one-page form like this works as a key sign out sheet for keyholders or a laptop checkout form for a shared device.
Choose Checkout log to print every line in one table with totals for out, overdue and returned items. That printout suits a clipboard in the back office. The CSV download holds the same lines with status, days overdue and check notes, so it can serve as an equipment checkout log in a spreadsheet.
How to track equipment checked out to employees
Keep two records. The asset register builder lists what the business owns, with tags, locations and service dates. This form records each time an item leaves and returns. Give every item a tag in the register first, then use the same tag on the checkout line, so a missing scanner can be traced from either side. When someone leaves the business, the offboarding checklist covers collecting keys, badges and equipment.
Laptops and tablets that leave the shop can carry customer or staff information. NIST's guide to IT asset management starts from knowing which devices exist and who holds them, and the UK NCSC's small organisations guide to cyber security covers protecting the devices your business uses. Both go further than a small shop needs, but the checkout record is the first step.
Frequently asked questions
Can I make an equipment checkout form without an account?
Yes. The builder runs in your browser and needs no sign-up. Download or print the form to keep it, since the draft lives only in this tab.
Can I print a blank form to fill in by hand?
Yes. Choose Start blank, enter the borrower and the items you plan to lend, and print. Return dates, conditions and signatures can be written in on paper.
Is this an equipment checkout template I can reuse?
Yes. Keep the form details and acknowledgement, then edit or add lines for each new loan. Download the CSV after each change to keep a running record outside this tab.
Does the form remind borrowers when an item is due back?
No. It shows overdue items against the as-of date you set. Change that date when you review the form, then print or download a fresh copy.