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
Music and performance · MU-23
Sheet Music Library Loan Record
A free printable music library loan sheet — which set of parts went out, to whom, how many copies, when it is due back, how many came in and in what condition.
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
Stop a library shrinking one copy at a time, by making the count out and the count in part of every loan rather than something done at the end of the year.
Who it is for
Librarians of choirs, orchestras, wind bands and brass bands, and the person in a music department who looks after the sets.
How to use it
- Enter each loan on the day it goes out, with the title, the set number and the number of copies counted out.
- Write the borrower's name and part, not just the section.
- Put your own due-back date in — the end of the concert, the term or the season.
- On return, count the copies in and note marks, tears or missing copies before the set goes back on the shelf.
What is on the sheet
One page, top to bottom:
Printed under the title: The librarian's loan book for a choir, band or orchestra — which set of parts went out, to whom, how many copies, and whether every copy came back in a fit state to go out again.
Count out, count in. Count the copies out and count them in. A set that goes out as twelve and comes back as eleven is the commonest way a library quietly shrinks, and the only moment it can be caught is the return.
Write-on lines: Library / ensemble · Librarian · Season / year
Table, 14 rows: Date out · Title / work and composer · Set no. · Out · Borrowed by · Due back · In · Condition / missing
Questions
Why is there no loan period printed on the sheet?
Because every library sets its own: some lend for a concert, some for a season, and hired sets have a return date fixed by the publisher. The due-back column is for your date, whatever it is.
What about sets on hire from a publisher?
Record them here like any other loan, with the publisher as the source in the notes and their return date in the due-back column. The copy count matters even more for a hired set, since missing parts are usually charged for.
Related sheets
Equipment Sign Out Sheet
Know who has what club equipment, so kit that goes missing can be asked after rather than written off.
CB-08 1 page
Theatre Rehearsal Call Sheet
Have the right people in the right room with the right props at the right time, and let everyone not on the sheet know they have the day.
MU-29 1 page
Song Writing and Demo Log
Find and finish the idea from last spring instead of losing it on a phone, and have the writing credits written down from the day they were agreed.
MU-25 1 page
