Equipment Loan Form Template WhoHasGear | Original manual recordkeeping aid | November 2, 2026 One borrower, one loan ID, every item and accessory listed at issue, and the return checked against the same rows. A loan stays Open or Partially returned until every listed item and accessory has been returned, or any outstanding item or issue has a documented resolution approved by the responsible staff member. How to use: fill the loan header, list each identified item on its own issue row, record accessories with quantities, note visible condition at issue, then get the borrower and issuer to sign the acknowledgement. When gear comes back, complete the return row for each line before changing the loan status. Give every loan a unique loan ID. Use one row per individually tracked item; group identical untracked items only with a quantity. List accessories in the same row with their own quantities so a missing charger or case is visible on return. Describe visible condition only, such as scratches, dents or a missing cap. Do not record a conclusion that equipment works or is safe; follow your own organization's checks where required. Use full dates and times. Keep earlier entries and add dated corrections with author and reason rather than overwriting the original issue record. This is a record, not a contract. It contains no liability, insurance, replacement-charge or legal terms. Add those only if your organization has its own approved wording. This original worksheet has not been tested by operators. The completed example is fictional, not a customer outcome. Source guide: https://whohasgear.com/blog/equipment-loan-form-template Loan status | Meaning in this form Open | Equipment has been issued and nothing has been returned yet. Partially returned | Some items or accessories are back; at least one line has an outstanding item or issue with a named follow-up owner. Closed | Every issue row has a completed return row, and any outstanding item or issue has a documented resolution approved by the responsible staff member. A pending investigation cannot close a loan. Only staff close a loan. Blank loan details Loan ID: ____________________ Borrower name: ____________________ Borrower contact (phone or email): ____________________ Team, department or group (if any): ____________________ Issued by (staff name): ____________________ Loan date / time: ____________________ Purpose or event: ____________________ Where the equipment will be used or kept: ____________________ Agreed return date / time: ____________________ Return to (location or person): ____________________ Collect only the contact details you need, and keep completed forms in an access-controlled place. Blank equipment issue table One row per identified item. Add rows if needed; keep the line numbers so the return table can match them. Line | Equipment | Asset ID | Serial (if relevant) | Accessories and quantity | Qty | Condition at issue 1 | ____ | ____ | ____ | ____ | ____ | ____ 2 | ____ | ____ | ____ | ____ | ____ | ____ 3 | ____ | ____ | ____ | ____ | ____ | ____ 4 | ____ | ____ | ____ | ____ | ____ | ____ 5 | ____ | ____ | ____ | ____ | ____ | ____ 6 | ____ | ____ | ____ | ____ | ____ | ____ Borrower acknowledgement I received the equipment and accessories listed on the issue rows above, in the condition recorded. I agree to return them to the place or person named above by the agreed return date. If anything is lost, damaged or will be late, I will tell the issuer as soon as I know. Borrower signature / date: ____________________ Issuer signature / date: ____________________ Blank return and close-out Complete one return row for every issue row. Record what actually came back, not what was expected. Line | Returned date | Qty returned | Accessories returned | Condition on return | Received by | Outstanding item or issue / follow-up owner 1 | ____ | ____ | ____ | ____ | ____ | ____ 2 | ____ | ____ | ____ | ____ | ____ | ____ 3 | ____ | ____ | ____ | ____ | ____ | ____ 4 | ____ | ____ | ____ | ____ | ____ | ____ 5 | ____ | ____ | ____ | ____ | ____ | ____ 6 | ____ | ____ | ____ | ____ | ____ | ____ Blank loan status Loan status: Open / Partially returned / Closed: ____________________ Outstanding items or issues (or none): ____________________ Follow-up owner / next review date: ____________________ Closed by (staff name) / date: ____________________ Corrections — date / author / what changed / reason: ____________________ Completed example: a partially returned camera loan Fictional example. Loan ID DEMO-LOAN-20261102-01. Borrower: Jordan Lee, Youth Media Team. Issued by: Sam Ortiz. Loan date: November 2, 2026, 9:15 AM. Purpose: recording a midweek workshop. Use location: Community Hall, Room B. Agreed return: November 4, 2026, 5:00 PM, to the media closet. Borrower and issuer signed the acknowledgement on November 2, 2026. Line | Equipment | Asset ID | Serial (if relevant) | Accessories and quantity | Qty | Condition at issue 1 | Mirrorless camera body | CAM-03 | DEMO-CAM-SN001 | Battery x2, charger x1, strap x1 | 1 | Light scuff on top plate 2 | Wireless lavalier microphone kit | MIC-07 | DEMO-MIC-SN001 | Transmitter x1, receiver x1, lav mic x1, USB-C cable x1 | 1 | No visible marks 3 | Tripod | TRI-02 | Not applicable | Quick-release plate x1 | 1 | One leg lock is stiff Completed example: return and status Returned November 4, 2026, 4:40 PM; received by Sam Ortiz. Line | Returned date | Qty returned | Accessories returned | Condition on return | Received by | Outstanding item or issue / follow-up owner 1 | Nov 4, 2026 | 1 | Battery x2, strap x1; charger x0 | Same light scuff | Sam Ortiz | Charger missing; borrower checking the hall. Owner: Sam Ortiz, review Nov 6 2 | Nov 4, 2026 | 1 | All 4 parts | No visible marks | Sam Ortiz | None 3 | Nov 4, 2026 | 1 | Plate x1 | Leg lock still stiff, as at issue | Sam Ortiz | None Completed example: why the loan is not closed Loan status: Partially returned. Outstanding: line 1 camera charger. Follow-up owner Sam Ortiz; next review November 6, 2026. Closed by / date: left blank until the charger is returned or the outcome is recorded. The camera, microphone kit and tripod are physically back, but the loan stays open on paper because one listed accessory is not.