How to use the equipment checkout log
- Enter a title and a place or department, then list your items, one per line. Each gets its own row.
- Add blank rows for items not on the list, and choose a compact or roomy row height.
- Tick the optional columns you want: phone or email, due back, condition out and back, and initials. Item, borrower, date out and date back always print.
- Check the landscape preview, then use Download PDF or Print.
What the log is for
A checkout log records who has an item, when it left and when it came back. It helps a team, a classroom, a club or a workshop keep track of shared tools, cameras, laptops and keys without a system. When something is missing, the log tells you who had it last, and when. The condition columns let you note a scratch or a missing part when an item leaves and again when it returns.
The page is landscape so the columns have room for handwriting. In compact mode, 17 rows fit on a page, and in roomy mode 14 do. The example has five items and ten blank rows, which is 15 rows on one page. If your list is longer, it continues onto more pages, each with the title and the column headings, and the page tells you how many pages and rows you have.
Choosing columns
Keep the log to what you will really fill in. A due-back column is useful when items are lent for a set time, and a phone or email column helps when you need to reach the borrower. The initials column suits a log kept at a desk where someone checks each item in. Fewer columns means wider boxes and neater writing.
Names of items are printed in the first column and shortened with an ellipsis if they are too long for the cell, with a note on the page. For related records, see the Home Inventory List Maker, the Petty Cash Log Printable and the Volunteer Hours Log.
Privacy and printing
The PDF is made in your browser and nothing is uploaded. If you tick the box to remember your entries, the item list and choices are saved in this browser only. The log itself is blank for people to fill in by hand, so no borrower details pass through this page. Print on US Letter paper in landscape at 100 percent.
Assumptions and limits
- The log is for filling in by hand. Nothing you type here records a checkout, and nothing is stored on a server.
- Up to 120 listed items and up to 60 blank rows are supported, and a log needs at least five rows.
- Long item names are shortened with an ellipsis to fit the first column, and the page says how many were.
- The page size is US Letter in landscape.
Frequently asked questions
How do I keep track of borrowed equipment?
Use a checkout log that lists each item with the borrower, the date out and the date back. Print the sheet above, keep it where the equipment is stored, and have each person sign an item out and back in.
What should an equipment checkout log include?
At minimum the item, the borrower, the date out and the date back. Many also add a due date, a contact, the condition when it leaves and returns, and initials from whoever handled it. You can tick the ones you want.
How many rows fit on a page?
In compact mode, 17 rows fit on a landscape Letter page, and in roomy mode 14. A longer list continues onto more pages, and the notes under the preview tell you the number of rows and pages.
Can the item names be printed in the log?
Yes. List the items, one per line, and each is printed in the first column of its own row. Leave the list empty if you would rather write items in by hand, and add blank rows instead.