Donated Equipment Intake Record Template WhoHasGear | Original manual recordkeeping aid | October 30, 2026 Record what physically arrived, each item's staff decision and the inventory handoff for accepted items. Receipt is not acceptance; acceptance is not a safety clearance; inventory entry does not authorize lending. How to use: copy the batch header and one complete item record per distinct item. Three blank item records follow. Duplicate them for more items; keep fictional examples out of live records. Give every item a stable intake ID, such as batch ID plus 01. Keep that same ID at receipt, decision and handoff. Record individually tracked units separately. Group quantities only if their identity, decision, location and handling are the same; split and cross-reference IDs if outcomes differ. Start every item Pending. Count accessories and describe only visible facts; do not infer working condition or safety. Staff must follow their own organization policy and any required qualified checks. This worksheet provides no technical inspection instructions. Use full dates, times and a named timezone with UTC offset. Keep earlier entries and add dated corrections with author and reason; never overwrite a prior decision or silently remove a declined item. For Pending or Declined items, keep a current holding location, named action owner and next review. Document actual onward handling separately from a plan. Complete the inventory handoff only for Accepted items. This is not a tax receipt, valuation, ownership-transfer document, contract or safety certification. No signatures are requested. It does not approve donations online, submit information or sync with software. This original worksheet has not been tested by operators. The examples are fictional, not customer outcomes. Source guide: https://whohasgear.com/blog/donated-equipment-intake-record Item status Meaning in this worksheet Pending Default: physically received, but staff decision unresolved. Name the next action, its owner and review time; keep the location current. Accepted Authorized staff decided to retain the item under local policy. Record the decision, then complete its inventory handoff. Not a safety clearance or lending authorization. Declined Staff decided not to retain the item. It remains in custody until actual onward handling is recorded. Name who will arrange that handling and when to review it. Blank batch header Batch ID / record revision: ____________________ Receipt date / time / named timezone with UTC offset: ____________________ Received by (staff name or internal ID): ____________________ Batch temporary holding location: ____________________ Source internal reference or minimum necessary contact: ____________________ Expected item-record count / counted item-record count: ____________________ Record keeper / internal file reference: ____________________ Keep contact details in an access-controlled internal record. Do not collect unnecessary personal information. Individual item locations below override the batch location. Blank item record 1 — receipt, decision and handoff STAGE 1 — Physical receipt Batch ID / stable intake item ID: ____________________ / ____________________ Description / manufacturer / model: ____________________ Serial if present (or not present / unreadable): ____________________ Quantity received / unit: ____________________ Counted accessories (description and quantity each) / missing expected accessories: ____________________ Factual visible condition / observation recorded by: ____________________ Item temporary holding location / receipt timestamp if different from batch: ____________________ STAGE 2 — Staff decision Same stable intake item ID: ____________________ Current status: Pending (default). To change, explicitly record Accepted or Declined: ____________________ Decision or pending-review owner / date / time / timezone: ____________________ Reason / decision basis or unresolved question: ____________________ Unresolved action (or none, with reason): ____________________ ACTION owner / NEXT review date / time / timezone (or not applicable, with reason): ____________________ Current physical location / responsible holding staff: ____________________ For declined items, planned onward handling / arranging staff: ____________________ Actual onward handling when completed: what happened / quantity / destination or receiving party internal reference / handled by / date / time / timezone / supporting record: ____________________ STAGE 3 — Accepted items only; leave uncompleted for Pending or Declined Same stable intake item ID / assigned asset ID(s): ____________________ / ____________________ Inventory entry: not yet entered / entered. Inventory record or reference: ____________________ Entered by / date / time / timezone: ____________________ Initial storage location / responsible custodian: ____________________ Physical handoff from / to / completed date / time / timezone: ____________________ Outstanding handoff action / owner / next review (or none): ____________________ Inventory entry is not permission to lend. Follow your own separate readiness and lending authorization process. HISTORY — append entries; preserve original wording Date / time / timezone / author / affected field / previous value / corrected value or new event / reason: ____________________ Date / time / timezone / author / affected field / previous value / corrected value or new event / reason: ____________________ Blank item record 2 — receipt, decision and handoff STAGE 1 — Physical receipt Batch ID / stable intake item ID: ____________________ / ____________________ Description / manufacturer / model: ____________________ Serial if present (or not present / unreadable): ____________________ Quantity received / unit: ____________________ Counted accessories (description and quantity each) / missing expected accessories: ____________________ Factual visible condition / observation recorded by: ____________________ Item temporary holding location / receipt timestamp if different from batch: ____________________ STAGE 2 — Staff decision Same stable intake item ID: ____________________ Current status: Pending (default). To change, explicitly record Accepted or Declined: ____________________ Decision or pending-review owner / date / time / timezone: ____________________ Reason / decision basis or unresolved question: ____________________ Unresolved action (or none, with reason): ____________________ ACTION owner / NEXT review date / time / timezone (or not applicable, with reason): ____________________ Current physical location / responsible holding staff: ____________________ For declined items, planned onward handling / arranging staff: ____________________ Actual onward handling when completed: what happened / quantity / destination or receiving party internal reference / handled by / date / time / timezone / supporting record: ____________________ STAGE 3 — Accepted items only; leave uncompleted for Pending or Declined Same stable intake item ID / assigned asset ID(s): ____________________ / ____________________ Inventory entry: not yet entered / entered. Inventory record or reference: ____________________ Entered by / date / time / timezone: ____________________ Initial storage location / responsible custodian: ____________________ Physical handoff from / to / completed date / time / timezone: ____________________ Outstanding handoff action / owner / next review (or none): ____________________ Inventory entry is not permission to lend. Follow your own separate readiness and lending authorization process. HISTORY — append entries; preserve original wording Date / time / timezone / author / affected field / previous value / corrected value or new event / reason: ____________________ Date / time / timezone / author / affected field / previous value / corrected value or new event / reason: ____________________ Blank item record 3 — receipt, decision and handoff STAGE 1 — Physical receipt Batch ID / stable intake item ID: ____________________ / ____________________ Description / manufacturer / model: ____________________ Serial if present (or not present / unreadable): ____________________ Quantity received / unit: ____________________ Counted accessories (description and quantity each) / missing expected accessories: ____________________ Factual visible condition / observation recorded by: ____________________ Item temporary holding location / receipt timestamp if different from batch: ____________________ STAGE 2 — Staff decision Same stable intake item ID: ____________________ Current status: Pending (default). To change, explicitly record Accepted or Declined: ____________________ Decision or pending-review owner / date / time / timezone: ____________________ Reason / decision basis or unresolved question: ____________________ Unresolved action (or none, with reason): ____________________ ACTION owner / NEXT review date / time / timezone (or not applicable, with reason): ____________________ Current physical location / responsible holding staff: ____________________ For declined items, planned onward handling / arranging staff: ____________________ Actual onward handling when completed: what happened / quantity / destination or receiving party internal reference / handled by / date / time / timezone / supporting record: ____________________ STAGE 3 — Accepted items only; leave uncompleted for Pending or Declined Same stable intake item ID / assigned asset ID(s): ____________________ / ____________________ Inventory entry: not yet entered / entered. Inventory record or reference: ____________________ Entered by / date / time / timezone: ____________________ Initial storage location / responsible custodian: ____________________ Physical handoff from / to / completed date / time / timezone: ____________________ Outstanding handoff action / owner / next review (or none): ____________________ Inventory entry is not permission to lend. Follow your own separate readiness and lending authorization process. HISTORY — append entries; preserve original wording Date / time / timezone / author / affected field / previous value / corrected value or new event / reason: ____________________ Date / time / timezone / author / affected field / previous value / corrected value or new event / reason: ____________________ Fictional mixed-batch example — header Training example only. All people, item brands, models, serials and record IDs below are fictional. No technical or safety assessment is implied. Batch DEMO-20261030-A, revision 1. Received October 30, 2026 at 09:00 America/New_York (UTC−04:00) by Alex Reed. Temporary batch location: receiving room, shelf H1. Source: internal contact reference SRC-DEMO-04. Expected and counted item records: 3. Record keeper: Alex Reed; internal file INTAKE-DEMO-A. Every timestamp in this example is October 30, 2026, America/New_York (UTC−04:00). Each item began Pending at 09:00; the later decisions below preserve that receipt state. Fictional item 01 — Pending microphone system Stage 1: DEMO-20261030-A-01. One microphone system; fictional manufacturer Example Audio, model M1; receiver serial DEMO-MIC-001. Counted: one receiver, one handheld microphone, two antennas; matching power supply missing. Alex recorded surface scuffs on the receiver at 09:00. Temporary location: receiving room, shelf H1, bin 01. Stage 2: same ID DEMO-20261030-A-01. Pending; review owner Sam Lee, recorded 09:30. Reason: matching power supply absent; retention decision unresolved. Action: Sam requests accessory information through SRC-DEMO-04 and routes the item for the team's required review. Next review: 15:00. Current location: shelf H1, bin 01; holding staff Alex Reed. Stage 3: not completed; no asset ID, inventory entry or accepted-item handoff. No onward handling planned while the decision is Pending. The incomplete system stays in its recorded holding location, not in the lending pool. History: 09:30, Sam Lee appended the pending-review action to the original 09:00 receipt; no earlier entry erased. Fictional item 02 — Accepted stand, not authorized to lend Stage 1: DEMO-20261030-A-02. One equipment stand; fictional manufacturer Example Stands, model S1; serial not present. Counted: one attached mounting plate; no loose accessories expected or received. Alex recorded scratches on one leg at 09:00. Temporary location: receiving room, shelf H1, bay 02. Stage 2: same ID DEMO-20261030-A-02. Accepted by Sam Lee at 10:00 under the team's retention policy because a stand is needed in its shared equipment pool. No unresolved intake decision. Intake action/review: none; decision complete. This does not establish safety or readiness to lend. Stage 3: same ID DEMO-20261030-A-02 linked to asset STAND-DEMO-021. Inventory entry entered by Jo Park at 10:15; reference INV-DEMO-021. Initial storage: equipment room, rack B2, awaiting-readiness area. Responsible custodian: Jo Park. Alex handed the stand to Jo at 10:20; current location rack B2. Outstanding handoff action: none, transfer recorded. Separate readiness action: Jo routes the stand through the team's required checks and lending authorization process; next review 16:00. It is not authorized to lend merely because it is Accepted or entered in inventory. History: 10:00 Sam appended Accepted after the 09:00 Pending receipt; 10:15 Jo appended inventory entry; 10:20 Jo appended the physical transfer and new current location. Fictional item 03 — Declined cable still in custody Stage 1: DEMO-20261030-A-03. One duplicate audio cable; manufacturer/model not marked; serial not present. Counted: one cable, no separate accessories. Alex recorded a blue tape marker on the outer jacket at 09:00. Temporary location: receiving room, shelf H1, bin 03. Stage 2: same ID DEMO-20261030-A-03. Declined by Sam Lee at 10:05 because the team does not need another cable of this type. Unresolved action: arrange onward handling under team policy through internal source reference SRC-DEMO-04. ACTION owner: Alex Reed. NEXT review: 15:30. Current location: receiving room, shelf H1, bin 03; holding staff Alex Reed. Planned onward handling: Alex will contact the source to arrange collection; no collection is confirmed. Actual onward handling: not completed; cable remains physically held. No destination, recipient or completion time is asserted. Stage 3: not completed; no accepted asset ID or inventory handoff. Declined does not mean removed from custody. History: 10:05 Sam appended Declined and its reason to the original Pending receipt; 10:10 Alex recorded the planned contact and next review. Append actual recipient/destination, quantity, handler, timestamp and supporting reference only after onward handling occurs.