Equipment Checkout Form Template
A free equipment checkout form for IT teams, schools and offices. Borrowers record the laptop or gear they take, its condition, and sign the use terms.
Customize the pages and design to fit your needs.
About this template
Log every laptop, camera or piece of gear that leaves the shelf. Borrowers add the item, asset tag, condition and return date, read your use terms and sign, and you keep a signed PDF for each checkout.
Common uses
- IT teams lending laptops
- Schools and libraries
- Media and AV equipment rooms
Key features
- Asset tag and condition
- Return date
- Signed use terms as a PDF
What this template asks
What's your full name?
Short Text
What's your work email?
Email
Which team, department or class are you in?
Short Text
Which equipment are you checking out?
Long Text
What's the asset tag or serial number?
Short Text · Optional
What condition is it in?
Single Choice · New, Good, Fair, with some wear, Damaged
Upload a photo of the equipment
File · Optional
When are you taking it?
Date
When will you return it?
Date
What's it for?
Single Choice · Daily work, Working from home, Travel or an event, A project or class, Something else
Equipment use agreement
Agreement text, accepted with “I agree”
Sign the equipment agreement
Signature
How to use this template
Copy it
Select Use template and a copy opens in your workspace as an unpublished draft.
Make it yours
Edit any question or answer, choose a theme, and add your logo.
Share it
Publish, then send the link, show a QR code, or embed the form on your site. Responses arrive in Submissions.
Equipment use agreement
Signers read this text in the form before they accept it. Edit the bracketed details to match your business, and have the wording reviewed for your situation.
Please read this before you sign.
This agreement is between [Organization name] (the "Organization") and the borrower named in this form.
- Ownership. The equipment belongs to the Organization. The borrower uses it for [work or school] purposes only.
- Care. The borrower keeps the equipment safe, clean and secure, and does not lend it to anyone else.
- Software and data. The borrower does not remove security software or install unapproved software. The Organization may check or wipe the device at any time.
- Loss or damage. The borrower reports loss, theft or damage within [number] hours. Damage from misuse may be charged up to [amount].
- Return. The borrower returns the equipment and accessories by the return date above, or when asked, in the same condition apart from normal wear.
By signing below, I confirm that I received the equipment listed above and agree to these terms.
Frequently asked questions
What does an equipment checkout form record?
Who took the equipment, the item and asset tag, its condition, a photo, the checkout and return dates, and the borrower's signature on your use terms.
Can I use it as a laptop agreement for employees?
Yes. The use terms cover care, software, loss and return. Edit the bracketed terms, and each employee signs when they get their laptop.
How do I track returns?
Send responses to Google Sheets and sort by return date. Add a calendar note for items that are due.