Free spreadsheet template
Equipment checkout log template
Use this sign-out sheet for laptops, tools and shared gear. Record who has each item, when it is due and what condition it was in when it came back.
Free to download. Open in Excel or import into Google Sheets.
What a filled-in log looks like
These example entries show the main fields. The blank download also includes serial number, recorded location, condition on return and notes.
| Item | Assigned to | Checked out | Due back | Return status |
|---|---|---|---|---|
| LT-014 · Laptop | Jordan Lee | Nov 9 | Nov 13 | Still out |
| TL-022 · Drill kit | Sam Patel | Nov 6 | Nov 9 | Nov 9 · Good |
| AV-008 · Projector | Casey Chen | Nov 5 | Nov 8 | Still out · Follow up |
Interactive example
Try a sample equipment checkout
Assign a laptop, set its return date, and check it back in. The example uses sample data.
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LT-014 · Sample laptop
0 of 3 steps complete
- Assigned to
- Unassigned
- Return date
- No return date
- Status
- Ready to issue
How to use the checkout sheet
- Identify the item. Give each piece of equipment its own asset ID. Add its serial number if you have one.
- Log the handover. Use one row per checkout. Record who received the item, the issue date and the agreed return date.
- Review open loans. Filter for blank return dates and follow up where the expected date has passed.
- Record the return. Add the date and condition. Keep the row as history and use a fresh row for the next loan.
Before an employee leaves
Filter the sheet by employee, agree on where and when to return each item, and close each row when you receive it. Check for chargers, cases and other accessories while the item is in front of you.
When the spreadsheet gets hard to keep current
Equiply keeps the item, assigned employee, expected return and Activity Log together. Open a record by scanning its QR label and record the return on the same item.