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Equipment Loan Form Template

Streamline Your Equipment Lending Process with Ease

Feeling overwhelmed by the complexities of managing equipment loans? This Equipment Loan Form Template is designed for businesses like yours, ensuring a smooth and efficient way to request and manage equipment lending. Enjoy benefits such as quick processing of loan requests, improved tracking of borrowed items, reduced paperwork hassle, and enhanced communication between teams. It's also compliant with WCAG for accessibility, making it user-friendly for everyone. Start using the live template and simplify your equipment loan process today.

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Full name
Email address
Phone number
Organization or department (if applicable)
Equipment name or model
Asset tag or serial number (if known)
Accessories issued with the equipment
Quantity requested
Condition at checkout
Poor
Below average
Average
Good
Exceptional
Primary purpose of use
Work/Business
Education/Training
Event/Production
Research/Testing
Personal use
Other/Not listed
Pickup method
In-person pickup
Courier delivery
On-site handover
Unsure/To be confirmed
Other
Please Specify:
Preferred pickup date
Planned return date
Return method
Return to same location
Courier return
On-site pickup by lender
Unsure/To be confirmed
Other
Please Specify:
ID number (or reference) (if applicable)
ID type
Driver license
Employee ID
Student ID
Passport
Not applicable
Other
Please Specify:
I accept responsibility for loss, theft, or damage while the equipment is in my care.
Yes
No
I agree to return the equipment by the planned return date and to follow all usage guidelines.
Yes
No
Type your full name to sign
Signature date
Additional notes or special requests (optional)
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Paper art illustration depicting an equipment loan form template for FormCreatorAI article

When to use this form

Use this form when staff, students, or contractors need to borrow laptops, cameras, tools, or other assets for short-term work. It records who is taking what, for how long, where it will be kept, and who approved it. IT and operations can track serial numbers and due dates to avoid loss, fines, and disputes. Pair it with the Equipment inventory form to prefill asset IDs and availability, and with the Equipment return form to log condition on check-in. For remote or hybrid teams, link policy acknowledgments with the Employee laptop agreement form. AV, facilities, and lab managers can also schedule reservations for events or field work, so you always know what is out, who has it, and when it is due.

Must Ask Equipment Loan Questions

  1. Who is borrowing the item (full name, department or role, and contact information)?

    This identifies the responsible person and how to reach them for pickup, reminders, or issues. Clear ownership reduces delays and prevents unapproved loans.

  2. What item and accessories are you borrowing (make/model, serial or asset ID, and listed accessories)?

    Precise details prevent mix-ups and support tracking and maintenance. If you already track parts and kits, align names with the Stock inventory form to keep lists consistent.

  3. When will you pick up the item and when is it due back (date and time)?

    Dates and times set clear expectations and allow reminders and holds. They also help you plan around maintenance, backups, and other reservations.

  4. Where will the item be used and stored during the loan?

    Location informs risk, insurance, and security needs. It guides approvals, delivery, and recovery if something goes wrong.

  5. Do you accept responsibility for loss or damage and agree to the loan terms?

    An explicit acknowledgment reduces disputes and supports policy enforcement. It also authorizes payroll chargebacks or invoices if needed.

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