Equipment sign-out sheet template
One line per loan: what went out, who took it, when it's due back and who checked it in. Print it for the clipboard by the cupboard, or keep it in Excel.
Free, no sign-up, no email. The equipment list imports into ItemTally as it is.
Preview and print
Equipment sign-out sheet
Sign when you take it. Return it to a person, not a shelf. Use the asset ID on the sticker.
| Date out | Item | Barcode / asset ID | Borrower | Contact | Due back | Signature out | Date returned | Checked in by | Condition / notes |
|---|---|---|---|---|---|---|---|---|---|
| 2026-10-12 | Canon EOS R6 camera body | AV-014 | Maya Lindqvist | [email protected] | 2026-10-14 | M. Lindqvist | 2026-10-14 | J. Ortega | Returned with one battery; second one found in the bag later |
| 2026-10-13 | Epson EB-W51 projector | AV-022 | Tom Becker | ext. 2214 | 2026-10-13 | T. Becker | 2026-10-13 | J. Ortega | |
| 2026-10-14 | Dell Latitude 5440 laptop | IT-0103 | Priya Nair | 07700 900123 | 2026-10-21 | P. Nair | Charger included | ||
| 2026-10-15 | Makita DHP485 drill driver | WS-031 | Sam Okafor | [email protected] | 2026-10-15 | S. Okafor | |||
Anything not signed back in is still out. Check the blank Date returned cells every Friday.
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 sign-out sheet is the simplest system that works: a clipboard by the cupboard, and a rule that nothing leaves without a line on it. This one has the columns that make the sheet useful after the fact, not just at the door: an asset ID so you know which of the four identical cameras went out, a due date agreed at handover, and a checked in by column, because "returned" should mean someone saw it come back.
The Excel file has the same log with a frozen header, a filter on every column, and amber highlighting on any row that's past its due date with no return date. The second tab is an equipment list you fill in once; it's laid out so it imports straight into ItemTally if you ever move off paper.
The columns, and what to write
Sign-out log Log, for your records
| Column | What to write | In ItemTally |
|---|---|---|
| Date out | The day it left. Write it as 2026-10-16 so it sorts. | Logbook (not imported) |
| Item | Name it the way the label does, so there's no doubt which projector. | Logbook (not imported) |
| Barcode / asset ID | The number on the sticker. This is what tells two identical cameras apart. | Logbook (not imported) |
| Borrower | Full name. Initials stop meaning anything after a term. | Logbook (not imported) |
| Contact | Phone or email, so you can chase it without detective work. | Logbook (not imported) |
| Due back | Agree a date at the door. Overdue rows turn amber in the Excel file. | Logbook (not imported) |
| Signature out | The borrower signs when they take it. | Logbook (not imported) |
| Date returned | Filled in when it comes back. A blank here means it's still out. | Logbook (not imported) |
| Checked in by | Whoever looked at it on the way back in. | Logbook (not imported) |
| Condition / notes | Damage, missing parts, a flat battery. Write it now, not later. | 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
-
List your equipment once
Fill in the Equipment list tab: one row per thing you lend, with the number on its sticker. If nothing has a sticker yet, print some with the free label generator.
-
Print the sheet and put it where things leave
Print on A4 or Letter, landscape. Clip it to the cupboard door or the counter, with a pen on a string. Start a new sheet each month and number them.
-
Agree a due date at the door
Write it in the Due back column while the borrower is still there. "When you're done" is how kit disappears for a term.
-
Check things in in person
When something comes back, the person on duty fills in Date returned, initials Checked in by and writes down any damage. Anything left on a shelf without a line isn't returned yet.
-
Read the blanks every week
Every row with no return date is something that's out. In the Excel file, filter Date returned to blanks and sort by Due back; overdue rows are already amber.
When you outgrow paper
When the clipboard stops working
Paper is fine until the questions get harder than "is the projector here?". These are the moments teams tell us the sheet broke, and what replaces each column in ItemTally.
| On the sheet | In ItemTally |
|---|---|
| Writing the item name and asset ID by hand | Scan the label with a phone camera. The item, its photo and who had it last come up at once. |
| Flicking back through sheets to find who has the camera | The Out view lists everything that's out, who has it and since when, sorted by due date. |
| Chasing overdue loans by email | Reminders go to the borrower the day before and on the due date, with a link to return or extend. You hear about anything overdue. |
| A signature on a sheet that gets lost | Signatures on the phone screen, stored on the loan, per folder when you need them. |
| Borrowers who can't sign out when you're not there | Self-service: borrowers scan and take things themselves, and every move is still logged. |
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 there a Word or PDF version?
Use the Print button on this page: it prints a clean A4 or Letter sheet, and your browser's print dialog can save it as a PDF. The Excel file prints on one page width as well.
Should borrowers sign when they return things?
It's more useful for the person checking it in to sign. They're the one confirming it came back complete; a borrower's return signature only proves they were in the room.
How long should I keep old sign-out sheets?
Keep them at least until the next full count, so you can trace anything missing. Many teams keep a year in a folder, which is also what insurers tend to ask about after a loss.
Can I import this log into ItemTally?
Import the Equipment list tab: it's laid out for the importer and every column matches on its own. The log itself is history; in ItemTally you start lending from today and the logbook builds itself.
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.