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Equipment sign-out sheet

Use this equipment sign-out sheet to record borrowers, due times and returns. Download the Excel register or print an equipment checkout form.

Nothing you type leaves your browser, and there is no sign-up.

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Know who has each asset, when it is due and what needs checking on return. Download the workbook or print the form below.

Download Excel workbookDownload blank CSV

Six tabs: instructions, a blank 200-row log, synthetic examples, a shift checklist, message templates and a status summary. The Excel workbook has filters and status dropdowns. CSV contains the column headings only.

How to use the downloads
  1. Save a copy in an approved location that only authorised staff can access. Read the Start here tab before entering records.
  2. Keep the Examples tab as a reference. Enter your records in Log, one reference per row, and update each status yourself.
  3. For Google Sheets, import the blank CSV into a new spreadsheet. It has no formatting, dropdowns or summary formulas; add those in your own sheet if needed.
  4. Use the checklist at shift handover. The summary counts only rows 2 to 201; extend the ranges if you add more rows.

The workbook does not prevent overlapping reservations, send overdue reminders or enforce borrower limits. Staff must maintain statuses and check availability themselves.

Try this workflow with sample data

Equipment checkout

20 rows a page. Columns:

  • Item
  • Asset tag
  • Person
  • Out
  • Due
  • Returned
  • Condition
  • Signature
ItemAsset tagPersonOutDueReturnedConditionSignature

What to check at shift handover

  1. Use a stable asset tag; do not identify equipment only by a generic item name.
  2. Record every component of a kit and its outgoing condition.
  3. Agree the due time with the borrower before handing it over.
  4. Review outstanding rows at shift handover and assign each overdue follow-up.
  5. Check the returned pieces and condition before making equipment available again.
Equipment return reminder

Copy and adapt this starting point. Replace every bracketed placeholder before sending.

Edits stay in this page and disappear when you leave. This tool does not send messages.

Download the checklist and messageRead the practical guide

What to record at checkout

A checkout form should say which item went out, to whom, when it is due and whether it came back in good condition. Record the item, its asset tag, the person, the date and time out, the due date, the date returned, the condition and a signature.

When a paper form stops working

A sheet cannot remind anyone that a laptop is due, tell you which charger has been out for three weeks or show what is missing from the shelf. Labels, reminders and a stock-take do that without the clipboard.

Would software be worth it for your desk?

Time creating a checkout, checking kit contents, recording the return and chasing overdue equipment. Keep maintenance work separate. Enter your own figures below; there are no assumed savings. The calculation stays in your browser.

Self-serve

vFound Equipment

The estimate uses self-serve pricing.

Calculate staff time and compare the annual price

vFound Equipment: USD 696 per venue, billed annually. Changing currency changes the price and units; it does not convert your inputs.

Fill in all four figures to see the estimate.

Hours = annual records × (current minutes − expected minutes) ÷ 60. Capacity value = hours × hourly staff cost. Time freed is not cash saved unless your actual costs fall. Setup, training and other costs are excluded. A negative result means the assumptions do not cover the subscription.

Measure the same tasks during your 14-day trial before deciding. A valid card is required; the selected products are charged annually after the trial unless you cancel before it ends. See prices and trial terms.

vFound Enterprise

For airports, transit networks, hospitals, universities, venue groups and other organisations running many sites.

Custom pricing

Scoped to your sites, products and requirements.

Talk to us about Enterprise
  • The vFound products you choose, across all your sites
  • Multi-site management for more than three venues, with every product's work across sites
  • Single sign-on and organisation-wide two-step sign-in with your own identity provider
  • Custom attributes and workflow checklists on every product
  • Connectors to your directory and property systems, and integrations built to order
  • Lost & Found SMS and WhatsApp alerts through your own provider
  • Dedicated deployment in your own country, when your rules require it
  • A negotiated service level agreement, invoice billing and a signed agreement
  • A named contact, consultation, training and rollout with our team

Frequently asked questions

Can I use this in Excel or Google Sheets?+

Download the Excel workbook for six tabs, a blank 200-row log, synthetic examples, status dropdowns and a summary. For Google Sheets, import the blank CSV; it contains headings only, without formatting or formulas. Keep your working file restricted to authorised staff.

Is this checkout form free?+

Yes. Print as many sheets as you like. Nothing you type is sent to vFound.

Should people sign when they take equipment?+

A signature makes it clear who agreed to bring the item back, which helps when something goes missing.

What does vFound Equipment add?+

A QR label for every item, reservations, kits, email reminders before and after the due time, and a stock-take that shows what is missing.

Every item back on the shelf.

vFound Equipment labels every item, reminds people when it is due and records every return. Start your 14-day free trial. A valid card is required; cancel before day 14 to avoid the yearly charge.

Start your 14-day free trial Try the Equipment demo