Equipment Loan Renewal Request Form (Free Template) WhoHasGear | Manual request and coordinator decision record | October 23, 2026 Free Word and plain-text versions. No account required. This document does not submit a request or update any software. INSTRUCTIONS Use for the same borrower, the same identified items and an existing open loan. Not for initial checkout, financing, a borrower transfer or physical return. Complete Part A once per request. Repeat Part B for each asset; three blank asset blocks are supplied. Keep original, requested and approved due date, time and time zone independently visible. Copy the original deadline without overwriting it. Retain any previous approved amendments and the currently effective deadline. Leave approved-extension fields blank until the authorized coordinator approves an extension. Check your own policy, existing commitments, turnaround and any required inspection. There is no universal renewal allowance. Pending or declined requests do not change the currently effective deadline or erase overdue history. Record a separate decision for each item. A shorter extension must have its own exact approved deadline. A request is not approval; no item becomes returned or available through this form. Notify the borrower of every item outcome. Retain decision and notification evidence privately. Track acknowledgement and unresolved follow-up separately. Update only authorized deadlines in the manual ledger, preserving original entries and amendment history. Keep custody unchanged. Record an actual return only when it occurs through your normal return process. These are proposed administrative fields, not an official standard, legal agreement or guarantee of renewal. WhoHasGear has not field-tested this form with a borrower team. Keep completed forms and borrower contact details private. Check Word print preview after editing. The example is entirely fictional. Source guide: https://whohasgear.com/blog/equipment-loan-renewal-request-form Part A — Borrower request Request ID: __________________________________________________ Existing loan reference: ________________________________________ Equipment owner / team: ________________________________________ Existing borrower name: ________________________________________ Borrower contact (private): _____________________________________ Request submitted — date: __________ time: __________ time zone: __________ Reason for requesting more time: _________________________________ ________________________________________________________________ Asset IDs included (complete one Part B block per asset): ___________ ________________________________________________________________ Borrower acknowledgement: I understand this request is pending until an authorized decision is communicated. The currently effective deadline remains unless an extension is approved. Custody does not change. Acknowledgement reference / name: ________________________________ Acknowledgement — date: __________ time: __________ time zone: __________ Coordinator receiving request: ___________________________________ Private record location / reference: ______________________________ Part B — Asset 1: independent dates and decision Request ID / existing loan reference: _____________________________ Asset ID: __________________ Description: ________________________ Serial or other identity (or Not assigned): ________________________ Existing borrower / current location: _____________________________ Original due — date: __________ time: __________ time zone: __________ Requested due — date: __________ time: __________ time zone: __________ Approved due — date: __________ time: __________ time zone: __________ Coordinator only: leave Approved due blank while pending or declined. Previous approved amendment(s) and evidence (or None): ______________ Effective due before this request — date: ______ time: ______ time zone: ______ Applicable policy / reference: ___________________________________ Policy branch: permitted / approval required / prohibited / unclear Availability / commitments / turnaround check and reference: ________ Required inspection: not required / pending / completed; evidence: ____ Checked by: __________ date: __________ time: ______ time zone: ______ Approval status: pending / approved / shorter extension approved / declined Decision owner: ________________________________________________ Decision timestamp — date: __________ time: ______ time zone: ______ Decision reason and evidence reference: __________________________ Effective due after decision — date: ______ time: ______ time zone: ______ Notification recipient / channel / reference: ______________________ Notification timestamp — date: ______ time: ______ time zone: ______ Borrower acknowledgement status / reference (or Pending): __________ Open exception (or None): _______________________________________ Follow-up owner / action: _______________________________________ Follow-up deadline — date: __________ time: ______ time zone: ______ Record update status: pending / updated / exception unresolved Updater / update timestamp (date, time, time zone): ________________ Retained original entry / amendment-history references: ____________ History entry (old deadline, approved deadline, evidence, updater): ____ Recorded borrower after decision: ________________________________ Physical loan remains open. This decision records no return or custody change. Part B — Asset 2: independent dates and decision Request ID / existing loan reference: _____________________________ Asset ID: __________________ Description: ________________________ Serial or other identity (or Not assigned): ________________________ Existing borrower / current location: _____________________________ Original due — date: __________ time: __________ time zone: __________ Requested due — date: __________ time: __________ time zone: __________ Approved due — date: __________ time: __________ time zone: __________ Coordinator only: leave Approved due blank while pending or declined. Previous approved amendment(s) and evidence (or None): ______________ Effective due before this request — date: ______ time: ______ time zone: ______ Applicable policy / reference: ___________________________________ Policy branch: permitted / approval required / prohibited / unclear Availability / commitments / turnaround check and reference: ________ Required inspection: not required / pending / completed; evidence: ____ Checked by: __________ date: __________ time: ______ time zone: ______ Approval status: pending / approved / shorter extension approved / declined Decision owner: ________________________________________________ Decision timestamp — date: __________ time: ______ time zone: ______ Decision reason and evidence reference: __________________________ Effective due after decision — date: ______ time: ______ time zone: ______ Notification recipient / channel / reference: ______________________ Notification timestamp — date: ______ time: ______ time zone: ______ Borrower acknowledgement status / reference (or Pending): __________ Open exception (or None): _______________________________________ Follow-up owner / action: _______________________________________ Follow-up deadline — date: __________ time: ______ time zone: ______ Record update status: pending / updated / exception unresolved Updater / update timestamp (date, time, time zone): ________________ Retained original entry / amendment-history references: ____________ History entry (old deadline, approved deadline, evidence, updater): ____ Recorded borrower after decision: ________________________________ Physical loan remains open. This decision records no return or custody change. Part B — Asset 3: independent dates and decision Request ID / existing loan reference: _____________________________ Asset ID: __________________ Description: ________________________ Serial or other identity (or Not assigned): ________________________ Existing borrower / current location: _____________________________ Original due — date: __________ time: __________ time zone: __________ Requested due — date: __________ time: __________ time zone: __________ Approved due — date: __________ time: __________ time zone: __________ Coordinator only: leave Approved due blank while pending or declined. Previous approved amendment(s) and evidence (or None): ______________ Effective due before this request — date: ______ time: ______ time zone: ______ Applicable policy / reference: ___________________________________ Policy branch: permitted / approval required / prohibited / unclear Availability / commitments / turnaround check and reference: ________ Required inspection: not required / pending / completed; evidence: ____ Checked by: __________ date: __________ time: ______ time zone: ______ Approval status: pending / approved / shorter extension approved / declined Decision owner: ________________________________________________ Decision timestamp — date: __________ time: ______ time zone: ______ Decision reason and evidence reference: __________________________ Effective due after decision — date: ______ time: ______ time zone: ______ Notification recipient / channel / reference: ______________________ Notification timestamp — date: ______ time: ______ time zone: ______ Borrower acknowledgement status / reference (or Pending): __________ Open exception (or None): _______________________________________ Follow-up owner / action: _______________________________________ Follow-up deadline — date: __________ time: ______ time zone: ______ Record update status: pending / updated / exception unresolved Updater / update timestamp (date, time, time zone): ________________ Retained original entry / amendment-history references: ____________ History entry (old deadline, approved deadline, evidence, updater): ____ Recorded borrower after decision: ________________________________ Physical loan remains open. This decision records no return or custody change. Fictional example — REN-001 / LN-041 Northbank media team. Existing borrower: Alex Reed. Private contact reference: CONTACT-001 (fictional; no real address). Current location: Hall B filming area. Request submitted October 23, 2026, 09:00 EDT (UTC-04:00). Reason: more filming time. Borrower acknowledges pending status, ACK-REQ-001. No previous amendments. All dates below are in 2026. EDT is UTC-04:00. Every item remains on loan to Alex Reed; no physical return or custody change is recorded. Morgan Ellis checked fictional policy RENEW-01 and booking register BK-023 on October 23 at 10:00 EDT. Policy permits coordinator-approved extensions; inspection not required in this example. Check includes existing commitments and turnaround. CAM-014 camera. Original due: October 24, 17:00 EDT. Requested due: October 27, 17:00 EDT. Approved due: October 27, 17:00 EDT. Final status: approved; effective due October 27, 17:00 EDT. Check: no conflicting commitment. MIC-008 microphone. Original due: October 24, 17:00 EDT. Requested due: October 27, 17:00 EDT. Approved due: none — declined. Final status: declined; effective due October 24, 17:00 EDT remains unchanged. Check: conflicting commitment. TRI-003 tripod. Original due: October 24, 17:00 EDT. Requested due: October 27, 17:00 EDT. Approved due: October 26, 12:00 EDT. Final status: shorter extension approved; effective due October 26, 12:00 EDT. Check: needed sooner than requested. Decision owner for all items: Morgan Ellis. Decision timestamp: October 23, 10:15 EDT. Decision evidence: DEC-001, with the itemized outcomes above. Notification: itemized email to Alex Reed, October 23, 10:20 EDT, reference MSG-001. Borrower acknowledgement: pending. Open exception: notification acknowledgement and microphone return plan unconfirmed. Follow-up owner: Morgan Ellis; action: confirm receipt and return plan; deadline: October 23, 15:00 EDT. Record update: Morgan Ellis, October 23, 10:25 EDT. Camera and tripod authorized deadlines updated in the manual ledger; microphone deadline unchanged. Original LN-041 entries retained; amendment history links REN-001 and DEC-001 and records both old and approved deadlines. Update status: exception unresolved. All three items still on loan to Alex Reed. No item is marked returned or available. This example is not a customer case study.