Equipment Sign Out Sheet: 7 Essential Parts

Having a clear workflow for your equipment is essential to reducing costs and avoiding miscommunication. One important piece of this puzzle is keeping track of your equipment with an equipment sign out sheet.

Losing track of your assets and equipment can become an expensive and tedious issue. Instead of having to go through the process of reclaiming lost property or re-ordering goods at company cost, you should consider the importance of having an equipment sign-out agreement.

A high-quality equipment checkout form that takes in all of the relevant details can help to make sure that equipment comes back on time, in the same condition as when it left.

Knowing when employees are using particular pieces of equipment can be useful for making sure you know who, and when, tools are under use.

If you’re using this example equipment checkout template, you’ll make sure to cover the seven essential components of a watertight equipment sign-out sheet.

What Makes the Best Equipment Checkout Form?

Organization Information

This should include the company logo for official purposes, as well as key information such as who was in the charge of the equipment. Who authorized it? Were multiple, verified contact details taken from the borrowers? Can they easily get in touch to extend their time borrowing the equipment, or for support?

Borrowers Details

The borrower should be made to leave key information. This includes first name, surname, phone numbers, e-mail addresses, physical address, and also a signature to ensure that they consent to the agreement.

Equipment details

You want your equipment sign-out form to detail what equipment was checked out, alongside assorted ID such as barcodes or asset numbers. Also, what accessories were handed out to make sure it works? Chargers and cables, that sort of thing. What quantity was taken – was it more than one What condition were they in? Was anything damaged before it left the warehouse? Also, be sure to make any other additional comments that should be noted prior to rental.

Due Information

Take in key details such as the day the equipment left, the time, as well as the time that it’s due back. Are there any conditions, such as office hours, no weekend usage, those kinds of things? Make a clear and agreed-upon date for when, and where, the equipment should be returned on any equipment sign-out sheet.

Late Fees

Was there any cost involved in the rental? Are late fees going to be accrued afterward if it returns late? Are replacement fees put in place and agreed upon should anything go wrong during the rental?

Terms & Conditions

Ensure that an agreement is made for when and where the equipment can be used, clarify who owns the equipment as best you can, and build a list of easy-to-clarify terms for what happens if the equipment is lost or damaged.

Print-friendly & digital copy

Lastly, ensure that you have both a print and digital copy. This allows for easy reference of anything that may have been changed on the form and also stops any information from being ‘lost’ if the printed edition is lost. Improves security dramatically and maximizes the effectiveness of this tool.