IT equipment loan form for laptops and devices
For laptops, tablets, phones and hotspots lent from an IT desk or a loaner pool. It records the serial, the accessories and the terms about data and care that IT loans need.
Free, no sign-up, no email. The device list imports into ItemTally as it is.
Preview and print
IT equipment loan form
itemtally.comBorrower
Name Department Phone EmailLoan
Date out Due back Reason Form no.Items
| Device | Asset ID | Serial number | Accessories |
|---|---|---|---|
Terms
- The device stays the property of the organisation and is for work use only.
- I won't install software, remove security tools or disable encryption.
- Files saved on the device may be erased when it's returned. I'll save my work elsewhere.
- I'll keep it with me or locked away, and report loss or theft to IT the same day.
- I'll return it with all accessories listed above, by the due date.
Your browser's print dialog can also save the sheet as a PDF.
What it's for
IT loans have their own risks: a laptop holds data, has a serial number your insurer will ask for, and usually comes with a charger that never comes back. This form puts those on paper: serial, accessories, and terms about data being erased on return, security software and reporting loss the same day.
The log has a Wiped / reset column, because a loaner isn't really back in the pool until it's been reset for the next person. Use your device management tool for the device itself; use this form, or ItemTally, for who has it.
The columns, and what to write
Device loans Log, for your records
| Column | What to write | In ItemTally |
|---|---|---|
| Form no. | Matches the paper form. | Logbook (not imported) |
| Date out | Logbook (not imported) | |
| Borrower | Logbook (not imported) | |
| Department | Logbook (not imported) | |
| Device | Make and model. | Logbook (not imported) |
| Barcode / asset ID | The IT asset sticker. | Logbook (not imported) |
| Serial number | For warranty and theft reports. | Logbook (not imported) |
| Accessories | Charger, case, mouse, hotspot SIM. | Logbook (not imported) |
| Due back | Logbook (not imported) | |
| Date returned | Blank means still out. | Logbook (not imported) |
| Wiped / reset | Initials once the device is reset for the next person. | Logbook (not imported) |
| Notes | Logbook (not imported) |
Device 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
-
Keep a list of the loan pool
Fill in the Device list tab: one row per loaner with its asset sticker and serial. Chargers and spares go in as counted stock.
-
Check terms with your data policy
The five terms are a starting point. Match the data and security lines to your organisation's acceptable-use policy.
-
List accessories at handover
Write every accessory that goes out. Chargers are the most common thing to go missing from a loaner pool.
-
Reset before it goes back in the pool
On return, check accessories, wipe or re-image the device, and initial Wiped / reset in the log.
When you outgrow paper
When the loaner pool gets busy
A busy help desk can process a dozen loans a day. ItemTally keeps the same record faster.
| On the sheet | In ItemTally |
|---|---|
| Copying serials onto every form | Scan the asset sticker; serial, model and history are already on the item. |
| Chasing late laptops | Reminders the day before and on the due date, with a link to return or extend. Overdue loans land on Today. |
| Staff collecting outside desk hours | Kiosk mode on a tablet at the desk: people find their name and scan the device. |
| Knowing which loaners are free | Out and available at a glance, and reservations for the week someone needs one. |
Moving over is one upload: the Device 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
Does this replace our MDM or IT asset management tool?
No. Device management handles enrolment, security and software. This form, or ItemTally, answers the question MDM doesn't: which person has the loaner right now, and when it's due back.
Should borrowers sign every time?
For laptops and phones, yes. The signature is what makes the data and security terms stick. For a quick charger loan, a line on a sign-out sheet is enough.
Can I import the device list?
Yes. The Device list tab imports with every column matched: asset stickers become scannable codes and serials land in the serial field.
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.