Equipment loan register template
For loans that last weeks or months: kit lent to another site, a laptop for a long project, instruments over the summer. Each loan gets a number, an approver and a condition check at both ends.
Free, no sign-up, no email. The equipment list imports into ItemTally as it is.
Preview and print
Equipment loan register
One line per loan. Renewing? Close the line and start a new loan number.
| Loan no. | Item | Barcode / asset ID | Borrower | Department / site | Approved by | Date out | Due back | Condition out | Date returned | Condition in | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 2026-014 | Yamaha P-125 digital piano | MUS-007 | Hannah Weber | Primary site, hall | R. Patel | 2026-09-01 | 2026-12-19 | Good, stand and pedal | Term loan; check at half term | ||
| 2026-015 | Dell Latitude 5440 laptop | IT-0103 | Oliver Grant | Research project | IT desk | 2026-09-08 | 2026-10-10 | Good, charger | Overdue; reminder sent 13 Oct | ||
| 2026-016 | Epson EB-W51 projector | AV-022 | Carla Diaz | Sports hall | R. Patel | 2026-09-22 | 2026-10-03 | Good | 2026-10-02 | Good, lamp hours 1,204 | |
Review open loans at the end of every half term.
Your browser's print dialog can also save the sheet as a PDF. Example rows are shown in green and only print if you tick the box.
What it's for
A loan register is the long-form cousin of a sign-out sheet. The difference is accountability over time: every loan has a number, a named approver and a condition record at both ends, so at the end of term you can list what's still out and who agreed to it. Schools, music services, councils and libraries of things keep registers like this for anything that leaves for more than a few days.
Renewals get a new line rather than a changed date. That keeps the register honest: you can see that the laptop has been renewed three times, which is often the moment to ask whether it should just move to that team.
The columns, and what to write
Loan register Log, for your records
| Column | What to write | In ItemTally |
|---|---|---|
| Loan no. | Running number: 2026-001, 2026-002. Never reuse one. | Logbook (not imported) |
| Item | Name as on the label. | Logbook (not imported) |
| Barcode / asset ID | The sticker number. | Logbook (not imported) |
| Borrower | The person responsible, even if a team uses it. | Logbook (not imported) |
| Department / site | Where it's going. | Logbook (not imported) |
| Approved by | Who said yes. Long loans should have an owner. | Logbook (not imported) |
| Date out | Logbook (not imported) | |
| Due back | A real date. Renew by adding a new line with a new loan number. | Logbook (not imported) |
| Condition out | Good, worn, list of accessories. | Logbook (not imported) |
| Date returned | Blank means still on loan. | Logbook (not imported) |
| Condition in | What came back, and what didn't. | Logbook (not imported) |
| Notes | Renewals, reminders sent, follow-ups. | 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
-
Decide who can approve a loan
Name one or two people. Long loans without an owner become permanent without anyone deciding they should.
-
Number every loan
Use the year and a running number. The number goes on any paperwork and in emails about the loan, so everyone talks about the same thing.
-
Record condition both ways
List accessories in Condition out (stand, pedal, charger). On return, note what came back. Missing accessories are the most common loss.
-
Renew with a new line
When a loan is extended, write the return as "renewed" and open a new loan number with the new due date.
-
Review open loans each half term
Filter Date returned to blanks. Anything past its due date is already amber in the Excel file. Send one reminder, then escalate to the approver.
When you outgrow paper
When the register gets long
Registers are thorough, but they depend on someone keeping them up. ItemTally keeps the same record without the typing.
| On the sheet | In ItemTally |
|---|---|
| Loan numbers and approver columns | Each handover is a logbook entry with who did it and when. Folders can require approval or a signature. |
| Renewals as new lines | Extending a loan logs the new due date in the item's history; borrowers can extend from their link if nobody has booked it. |
| End-of-term review | The Out view lists every open loan by due date, and reminders chase them for you. |
| Borrowers without an account | Each person gets a private My things link to see what they hold and return it. No account needed. |
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
What's the difference between a loan register and a sign-out sheet?
A sign-out sheet is for quick, same-week loans at a counter. A loan register is for longer loans that need an approver, a loan number and a condition check, and it's the document you'd show an auditor.
Do I need a loan agreement as well?
For loans outside your organisation or of high-value kit, yes. Pair this register with the equipment checkout form, which has terms and signatures.
Can the register calculate overdue loans?
The Excel file highlights any row past its due date with no return date in amber. Sort by Due back to see the oldest first.
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.