Equipment Handover Form
Borrower-to-borrower transfer record | WhoHasGear

Use only when the equipment owner's policy permits this handover. Record actual custody and location; this form does not approve a transfer or confirm a physical return, availability, safety or release of liability. Keep completed records private.

1. Record and equipment

Handover record ID



Original loan reference



Equipment owner / team



Asset ID



Serial number (or Not assigned)



Item description



Outgoing borrower



Incoming borrower



2. Permission before handover

Applicable policy / instruction reference



Policy branch: Permitted / Approval required / Desk-only / Prohibited / Unknown



Authorization status: Not required by policy / Pending / Approved / Declined



Coordinator / authorized decision-maker



Decision date, time and time zone



Approval / instruction reference



3. Actual custody and observations

Transfer state: Planned / Physically handed over / Did not occur



Actual handover date, time and time zone (blank until it occurs)



Actual handover location



Current physical holder and location



Condition actually observed (write Not checked when unverified)



Accessories actually observed and quantities



Missing, damaged or unverified items



Outgoing acknowledgement reference and time



Incoming acknowledgement reference and time



4. Due date and follow-up

Existing due date, time and time zone



Approved amended due date (blank if unchanged)



Amendment decision-maker, timestamp and evidence reference



Open exception / discrepancy



Follow-up owner and next action / deadline



5. Coordinator record update

Record-update state: Pending / Updated / Exception unresolved



Original loan history reference retained



Incoming custody / linked record reference



Recorded custodian and actual location



Updated by and timestamp



Later physical return record reference (blank until returned)



Recording a handover does not settle responsibility, authorize use or close the loan. Follow your team's policy. If the transfer already happened without permission, record the facts and escalate; do not backdate approval. Guide: https://whohasgear.com/blog/equipment-handover-form-template