Equipment checkout form template
One page per loan, for when a line on a sheet isn't enough: the borrower's details, up to eight items with their condition, the terms they agree to, and two signatures.
Free, no sign-up, no email. The equipment list imports into ItemTally as it is.
Preview and print
Equipment checkout form
itemtally.comBorrower
Name Department / organisation Phone EmailLoan
Date out Due back Purpose Form no.Items
| Item | Asset ID | Condition out | Condition in |
|---|---|---|---|
Terms
- I will look after the equipment listed above and use it only for the purpose stated.
- I will return it complete, clean and in the condition noted, by the due date, to a member of staff.
- I will report any damage, fault or loss as soon as I notice it, and won't attempt repairs myself.
- I won't lend the equipment to anyone else.
- I understand I may be asked to pay for loss or damage caused by misuse or negligence.
Your browser's print dialog can also save the sheet as a PDF.
What it's for
Use a checkout form when the loan is big enough that you'd want it in writing: a camera kit for a weekend shoot, a PA system lent to another department, anything that leaves the building for days. The form records the condition at handover, so there's no argument later about whether the scratch was already there, and the borrower signs a short set of terms you can edit.
The terms on this form are a plain starting point, not legal advice. Change them to match your organisation's rules on liability and deposits. The Excel file keeps a log of every form, numbered, so you can find a loan without digging through a drawer, plus an import-ready equipment list.
The columns, and what to write
Checkout forms Log, for your records
| Column | What to write | In ItemTally |
|---|---|---|
| Form no. | Number each paper form and write it here, so the paper and the log point at each other. | Logbook (not imported) |
| Date out | The day it left. | Logbook (not imported) |
| Borrower | Full name. | Logbook (not imported) |
| Department / organisation | Where they're from. Matters when you lend outside your team. | Logbook (not imported) |
| Contact | Phone or email. | Logbook (not imported) |
| Items | Every item on the form, by name and asset ID, separated by semicolons. | Logbook (not imported) |
| Purpose | What it's for. Helps when two people want the same thing. | Logbook (not imported) |
| Due back | The date on the form. | Logbook (not imported) |
| Condition out | As agreed at handover: good, scuffed, missing lens cap. | Logbook (not imported) |
| Date returned | Blank means it's still out. | Logbook (not imported) |
| Condition in | What you found on return. | Logbook (not imported) |
| Checked in by | Initials of the person who checked it. | Logbook (not imported) |
Equipment list Imports into ItemTally
| Column | What to write | In ItemTally |
|---|---|---|
| Name | What it is, the way your team says it. | Name |
| Barcode / asset ID | The number on the sticker, or the barcode already on it. Leave blank if it has none. | Barcode or code (old labels keep scanning) |
| Serial number | From the maker's plate or the box. Useful for insurance and warranty claims. | Serial number |
| Type | unique for a one-off thing you lend (it has its own history), quantity for stock you count. | Kind (counted or unique) |
| Location | Where it lives. Use a path with slashes: Store room / Shelf 2. | Location (folder path) |
| Category | One word or two, comma-separated if more than one. | Tags |
| Value | What one costs to replace, as a plain number: 249.00. | Value |
| Notes | Anything else worth knowing. | Notes |
Keep numbers plain (249.00, not €249) and write dates as 2026-10-16. Saving a CSV from Excel? Choose CSV UTF-8; it saves the tab you're on.
How to use it
-
Edit the terms to fit your rules
Read the five terms and change what doesn't fit, especially who pays for damage. Keep them short; nobody reads a page of small print at a counter.
-
Number the forms before you print
Write a form number in the corner of each copy. The same number goes in the Form no. column of the log, so paper and spreadsheet point at each other.
-
Fill in the condition together
At handover, look at each item with the borrower and write its condition in Condition out. Two minutes now saves the argument later.
-
Sign twice, keep the form
The borrower signs the terms, you sign as the person issuing. File the form and add a line to the log the same day.
-
Check in against the form
On return, compare each item with Condition out, write Condition in, sign and date the bottom box, and close the line in the log.
When you outgrow paper
When the paperwork outgrows the drawer
A form per loan is thorough, and it's also slow. When you're filling in ten a week, this is what ItemTally does with each part of it.
| On the sheet | In ItemTally |
|---|---|
| Writing out every item and asset ID | Scan items into a basket and hand the lot over in one go: one receipt, one signature. |
| Condition notes on paper | Notes and photos on the item, and returns can flag what came back broken. |
| Terms signed on every form | Signatures on the phone at handover, switched on per folder for the gear that needs them. |
| Filing and finding forms | Every loan sits in the item's logbook: who, when, due when, returned when, signed by whom. |
| Approving loans to outsiders | Share links let another team request an item for dates; you approve each request. |
Moving over is one upload: the Equipment list tab imports with its columns matched, and you can import it again later to update what's there. Free for one editor and ten borrowers, with unlimited items. Scanning works in your phone's browser. How switching works.
Questions people ask
Is this an equipment loan agreement?
It works as a short one: the terms section is what the borrower agrees to, and they sign it. For high-value or long-term loans to other organisations, have your own legal or finance team review the wording.
Should I take a deposit?
That's your call and your organisation's rules. If you do, add a line for the amount and how it was paid. ItemTally doesn't take payments or deposits, so you'd keep that on paper either way.
How many items fit on one form?
Eight lines, which covers a typical kit. For a bigger load-out, staple a second form or list the kit name once and attach a packing list.
Can I import the log into ItemTally?
Import the Equipment list tab: its columns match the importer on their own. Past loans stay in your spreadsheet; ItemTally's logbook starts from your first handover.
Keep the columns. Lose the clipboard.
ItemTally reads this file as it is, and your labels keep scanning.
Free for one editor and ten borrowers, with unlimited items. No card needed.