Equipment Loan Register
Know who has what and when it was due back, and record the condition an item was in when it came home rather than discovering it at the next job.
WT-08 1 page
Caravan parks and campsites · CP-03
Camping Equipment Hire Record
A free printable camping hire sheet — tents, awnings, stoves, firepits, fridges and bedding out to a pitch, with condition noted going out and coming back.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Settle the argument about a torn flysheet before it starts, by writing the condition down in both directions while the guest is standing there.
Who it is for
Campsites and touring parks that hire out kit, glamping sites with loan stock, and outdoor centres lending equipment to groups.
How to use it
- Give each item an asset number and keep it on the item itself.
- Fill the out half of the row at the desk, with the guest present.
- Describe the condition in words — marks, tears, missing parts.
- Complete the back-on half when it is returned and checked, not when it is dropped at the door.
- Carry anything unreturned forward to the next sheet.
What is on the sheet
One page, top to bottom:
Printed under the title: The camping hire sheet — every tent, awning, stove, firepit, fridge or bedding set that goes out to a pitch, what state it left in and what state it came back in.
Condition out, condition back. Hire stock is lost in the gap between handing it over and getting it back, and the gap is always a conversation nobody wrote down. Note the condition in both directions in the guest's hearing. What you take as a deposit, and what you hold back for damage, is yours to set.
Write-on lines: Site · Season or year · Hire stock checked by
Hire out and return
Table, 12 rows: Date out · Item · Asset no. · Pitch · Hired to · Condition out · Due back · Back on · Condition back
Questions
Why is there no deposit amount or hire charge on the sheet?
Because they are yours to set and they change with the item and the season. The sheet is the record of what went out and came back; your own price list and receipt carry the money.
What counts as an asset number?
Anything you can write on the item and read again later — a stitched-in tag, a paint pen mark, a numbered stuff sack. It only has to be unique on your site.
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