Appliance and Equipment Register
Collect the numbers you can never find when something breaks: model and serial numbers, install dates, and when the warranty runs out.
PR-03 2 pages
Workshop and tools · WT-01
Tool and Equipment Inventory
A free printable tool and equipment inventory template — make, model, serial number, purchase date, cost, where it is kept and its 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
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.
Who it is for
Workshops, tradespeople, smallholdings, makerspaces, clubs and anyone with a garage full of tools they could not describe accurately under pressure.
How to use it
- Work round one bench, van or store at a time rather than trying to do the lot.
- Photograph every rating plate as you go — serial numbers fade long before the tool wears out.
- Number the sheet's lines and mark the same number on the tool itself.
- Keep a filled-in copy somewhere other than the building it describes, and update it whenever something is bought, sold or scrapped.
What is on the sheet
One page, top to bottom:
Printed under the title: Every tool and machine you own on one register — make, model, serial number, what it cost and where it is kept. This is the sheet you need after a break-in, and the one you will be asked for when you claim.
Serial numbers, and a copy kept off site. A serial number is the only thing that makes a stolen tool identifiably yours. Photograph each rating plate as you work round the shop, and keep a filled-in copy of this sheet somewhere other than the building it describes.
Write-on lines: Owner / business · Premises · Date compiled · Compiled by · Sheet no. · Copy kept where
Inventory — one line per item — number them and mark the numbers on the tools
Table, 11 rows: Item · Make & model · Serial no. · Bought · Cost · Kept where · Condition
Questions
Where is the serial number on a power tool?
Usually on a printed label on the motor housing or the base, and on cordless tools sometimes under the battery. Cast or laser-etched numbers survive; printed labels do not, which is why photographing them is worth the time.
Should I record what I paid or what it would cost to replace?
Record what you paid, with the date, because that is the figure you can evidence. Replacement cost changes, and how a particular policy settles a claim is a matter for the policy — read yours.
Related sheets
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
Warranty and Receipt Register
Turn a failure into a claim instead of a bill, by knowing what is still covered before you call someone out.
PR-04 1 page
Also in the resources library
The same subject, with a version you can fill in on screen.
DIY Tool Borrow and Hire Log
Every borrowed tool, who it belongs to and when it should go back.
RD-788 Log PDF Excel Online
Tool Hire Fleet Inventory
Every machine in the fleet with its asset number and serial number.
IV-140 Inventory PDF Excel Online
Tool Inventory Spreadsheet
A valued list of tools and machines that an insurance claim can be built on.
GD-47 Inventory PDF Excel Online
