Equipment Sign-Out Sheet Template
An equipment sign-out sheet is a log of who took which piece of shared equipment, when they took it, and when it's due back. Download the Excel version that flags overdue items, or print a blank one for the cupboard.
The Template
One row per loan. The Status column works itself out from the dates: Out, Overdue once the expected return date has passed, and Returned when a return date is filled in. The names and items below are made-up examples.
| Date Out | Item | Tag | Borrowed By | Purpose | Expected Return | Returned | Condition | Checked In By | Notes | Status |
|---|---|---|---|---|---|---|---|---|---|---|
| 2026-10-04 | Epson projector | AJ-0031 | Marcus Johnson | Client pitch | 2026-10-05 | 2026-10-05 | Good | Ingrid Moss | Returned | |
| 2026-10-08 | Sony ZV-E10 camera | AJ-0044 | Meera Okafor | Product photos | 2026-10-10 | 2026-10-12 | Missing parts | Ingrid Moss | Lens cap missing | Returned |
| 2026-10-09 | Loaner laptop | AJ-0052 | James Miller | Own laptop in for repair | 2026-10-23 | Charger included | Out | |||
| 2026-10-11 | Jabra Speak 750 | AJ-0058 | Ingrid Moss | Off-site workshop | 2026-10-12 | 2026-10-12 | Good | Marcus Johnson | Returned | |
| 2026-10-12 | Samsung T7 SSD 1TB | AJ-0061 | Marcus Johnson | Video edit | 2026-10-13 | Overdue | ||||
| 2026-10-15 | Makita cordless drill | AJ-0070 | Meera Okafor | Shelving in meeting room | 2026-10-16 | Both batteries | Out |
The download also has a Summary tab that counts what's out, what's overdue and what came back damaged, a dropdown for condition, and a print layout that fits the log on landscape pages.
What Each Column Is For
Most sign-out sheets stop at name, item, date out and date in. These are the extra columns that make a sheet useful when something goes missing.
Date out
The day it left. Without it you can't tell a quick loan from something that's been gone a month.
Item
What it is, specific enough to tell apart: "Epson projector", not "projector".
Asset tag / ID
The sticker number. If you have two identical cameras, this is the only way to know which one came back.
Borrowed by
A full name, not initials. Initials are fine until two people share them.
Purpose / project
Optional, but it answers "why is the drill at the client's site?" and shows which kit gets used most.
Expected return
The most useful column on the sheet. With no due date nothing is ever late, so nobody ever brings it back.
Date returned
Filled in at check-in. An empty cell here is how you spot what's still out.
Condition on return
Good, Fair, Damaged or Missing parts. Note it at the handover, while the borrower is still standing there.
Checked in by
Who took it back. Settles "I returned it" versus "it's not here" without an argument.
Notes
Accessories that went with it (charger, batteries, case), and anything the next person should know.
How to Use It
Put it where the kit lives
Print a sheet for the cupboard, or pin the spreadsheet link in your team chat. The sign-out has to happen at the moment someone picks something up.
Tag the items first
Give each shared item a sticker number (AJ-0031 and so on) so the Asset tag column means something.
Fill in a row on the way out
Date, item, tag, name and when it's due back. Ten seconds. Make the due date compulsory.
Complete the row on the way back
Return date, condition and who checked it in. In the Excel version the Status column changes to Returned on its own.
Chase overdue items weekly
Filter Status for Overdue (or scan the paper sheet for blank return dates) and send a polite message. Once a week is enough for most teams.
Want the rules in writing too? The equipment policy template covers care, damage and returns, so “who pays for the broken tripod” is settled before it happens.
Printable Sign-Out Sheet
For a clipboard next to the kit. Printing this page prints only the sheet below, in landscape, with 15 rows.
Equipment sign-out sheet
Location: ______________________ Contact if something is broken or missing: ______________________
| Date out | Item | Asset tag / ID | Borrowed by | Purpose / project | Expected return | Date returned | Condition on return | Checked in by | Notes |
|---|---|---|---|---|---|---|---|---|---|
Sign out before you take it. Fill in the return date when it comes back. assetjay.com/tools/equipment-sign-out-sheet
When a Sign-Out Sheet Stops Working
A sheet only records what people write down, and it can't remind anyone of anything. If a few of these sound familiar, it's time for something that does the chasing for you.
Read more: when spreadsheets stop working for equipment and equipment checkout systems, from clipboard to software. If you also need a list of everything you own, not only the shared kit, start with the IT equipment tracker template.
Frequently Asked Questions
What should an equipment sign-out sheet include?
At minimum: the date it went out, the item and its asset tag, who borrowed it, when it is due back, and the date it came back. Condition on return and who checked it in are worth adding, because they settle disputes about damage and missing parts.
Can I use this sign-out sheet in Google Sheets?
Yes. Upload the downloaded .xlsx to Google Drive and open it with Google Sheets. The Status column uses standard IF and TODAY formulas, so it works the same way there as in Excel.
Is a paper sign-out sheet or a spreadsheet better?
Paper works best at the cupboard, because people sign at the moment they take something. A spreadsheet is better for seeing what is overdue without walking over to check. Many small teams use the printed sheet at the cupboard and copy it into the spreadsheet once a week.
How do I get people to actually sign equipment out?
Keep the sheet next to the equipment with a pen attached, make the due date compulsory, and follow up on overdue items every week. If nothing happens when something is late, people stop filling the sheet in.
Let AssetJay do the chasing
In AssetJay, mark the projector or camera as shared equipment and lend it with a due date. The borrower gets a reminder the day before, on the day and once it's overdue, and you hear about it if it's late. On Pro, your team can borrow and return shared kit themselves from the employee portal.
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