Tool and Equipment Inventory
Get every tool you own onto one register with its serial number, so a theft, a fire or a claim starts from a list instead of from memory.
WT-01 1 page
Workshop and tools · WT-08
Equipment Loan Register
A free printable equipment loan register — item, ID number, borrowed by, date out, due back, date returned and the condition it came back in.
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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
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.
Who it is for
Workshops, schools, clubs, film and theatre stores, churches, community workshops, site stores and anyone whose kit gets borrowed.
How to use it
- Keep the register where the equipment leaves from, not in an office.
- Record the item's own ID or asset number as well as its name.
- Fill in the due-back date at the moment of the loan, not afterwards.
- Check the item over when it returns and write the condition down before it goes back on the shelf.
What is on the sheet
One page, top to bottom:
Printed under the title: Who has what, when it was due back, and what condition it came back in. Kept by the door of the store, it is the difference between a tool that is lent and a tool that is gone.
Number the item, not just the type. Write the item's own ID or asset number, not just its name. Two identical drills are indistinguishable a month later, and 'the drill' is not a record. The column that earns its keep is the last one — condition when it came back.
Write-on lines: Business / department · Register kept by · Sheet no.
Loan register — one line per loan · rule it off when the item comes back
Table, 13 rows: Date out · Item · ID no. · Borrowed by · Due back · Returned · Condition on return · Signed
Questions
Why record an ID number as well as the item name?
Because 'the drill' is not a record. Where several items are the same model, only a number tells you which one went out and which one came back damaged.
Does a signature here make someone liable for damage?
No. It records that they took the item and that it was checked when it came back. Who bears the cost of damage is a matter for whatever terms you have with the borrower, which is a separate document.
Related sheets
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Also in the resources library
The same subject, with a version you can fill in on screen.
Borrowed and Lent Items Log
What has been lent out, to whom, and when it went.
HF-317 Log PDF Online
Care Equipment and Aids Record
What equipment is in the house and where each item came from.
CS-297 Record PDF Excel Online
Community Hall Equipment Inventory
What the hall holds, from stacking chairs to urns, and which store it lives in.
IV-136 Inventory PDF Excel Online
