# 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.

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.

Canonical: https://reuily.com/templates/equipment-checkout-form
Use this template: https://reuily.com/form/from-template/equipment-checkout-form
Collections: Requests & Intake, Agreements & Waivers, Education, IT & Tech Support, Operations
Last updated: 2026-10-24

## Questions

- Question 1: What's your full name? (Short Text, required)
- Question 2: What's your work email? (Email, required)
- Question 3: Which team, department or class are you in? (Short Text, required)
- Question 4: Which equipment are you checking out? (Long Text, required)
- Question 5: What's the asset tag or serial number? (Short Text, optional)
- Question 6: What condition is it in? (Single Choice, required). Options: New; Good; Fair, with some wear; Damaged
- Question 7: Upload a photo of the equipment (File, optional)
- Question 8: When are you taking it? (Date, required)
- Question 9: When will you return it? (Date, required)
- Question 10: What's it for? (Single Choice, required). Options: Daily work; Working from home; Travel or an event; A project or class; Something else
- Agreement: Equipment use agreement, accepted with "I agree" (full text below)
- Question 11: Sign the equipment agreement (Signature, required)

Signing records the signer's consent, email, IP address, browser and signing time, and each signer can download a signed PDF copy.

## Equipment use agreement

Please read this before you sign.

This agreement is between **[Organization name]** (the "Organization") and the borrower named in this form.

1. **Ownership.** The equipment belongs to the Organization. The borrower uses it for **[work or school]** purposes only.
2. **Care.** The borrower keeps the equipment safe, clean and secure, and does not lend it to anyone else.
3. **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.
4. **Loss or damage.** The borrower reports loss, theft or damage within **[number]** hours. Damage from misuse may be charged up to **[amount]**.
5. **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.

## 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

## 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.