Missing Equipment Report Form (Free Word Template) WhoHasGear | Manual internal incident record | October 26, 2026 Use one report for one identified missing item. This document does not submit a report or update software. No account is required. Record known facts, label estimates and write Unknown where necessary. Include the time zone with every timestamp. A system-recorded borrower is not proof of physical custody or responsibility. Keep completed reports private. Reference private checkout, handover and photo records instead of copying personal contact details or sensitive logs into this form. Add rows to the custody and search tables as needed. In Word, use Insert Rows Below or press Tab in the final cell. In plain text, duplicate the row fields. Check print preview after editing. Retain the original report. Append dated updates and corrections with author and evidence; do not erase earlier statements. Recovery requires identity and location verification before closure. Internal recordkeeping only: not a police report, insurance claim, blame or liability finding, financial authorization or safety certification. Follow separate applicable procedures outside this form. These are proposed fields, not an institutional standard. WhoHasGear has not field-tested this template with an operator team. Source guide: https://whohasgear.com/blog/missing-equipment-report-form 1. Report identity Report ID: __________ | Version / original report reference: __________ Reporting team: __________ | Reported by (name or internal ID): __________ Discovered missing — date / time / time zone: __________ Reported — date / time / time zone: __________ Discovery circumstances (facts only): __________ Assigned search owner: __________ | Next review date / time / time zone: __________ Initial status: Open/searching | Private report location: __________ 2. Exact equipment identity Asset tag / item ID (or Unknown): __________ Serial number (or Unknown / Not assigned): __________ Make / model / plain description: __________ Whole kit or individual component: __________ | Parent kit / component ID: __________ Distinguishing marks / private photo reference: __________ Normal storage location: __________ | Inventory record reference: __________ 3. Last confirmed sighting and separate last use Last confirmed sighting — date / time / time zone: __________ | Exact / Estimated / Unknown: __________ Seen at (site / building / room / shelf): __________ Seen by: __________ | Supporting source / reference: __________ Last use — date / time / time zone: __________ | Exact / Estimated / Unknown: __________ Used by / at location: __________ | Supporting source / reference: __________ System-recorded borrower / custodian: __________ | Record timestamp and reference: __________ Latest physically confirmed holder: __________ | Confirmation time and evidence: __________ Conflicting accounts / unknown interval / next fact to establish: __________ 4. Custody reconstruction List events chronologically. Separate event time from the time someone entered a record. Mark each assertion System-recorded only, Physically confirmed, Unconfirmed account or Gap. Preserve contradictions. Event and time People and location Evidence Confirmation Row 1: checkout / transfer / return / sighting / gap; event date, time, zone: ____ From / to person or team; actual location or Unknown: ____ Source reference; recorded by and entry date, time, zone: ____ Assertion type; confirmed by, when and basis; unresolved gap: ____ Row 2: event and date, time, zone: ____ From / to; location: ____ Source; recorder and entry timestamp: ____ Assertion type; verification / gap: ____ 5. Search log Use exactly these outcomes: Not checked / Checked - not found / Checked - found. A planned search is Not checked, not a negative result. Add a new dated row when a target is checked again. A found result still needs closure verification. Search target Check details Outcome and evidence Next action Row 1: location / person / record and scope: ____ Checked by; actual check date, time, zone (or Not checked): ____ Outcome: ____ | Observations / evidence reference: ____ Action; owner; review date, time, zone: ____ Row 2: target and scope: ____ Checker and actual timestamp (or Not checked): ____ Outcome: ____ | Observations / reference: ____ Action; owner; review timestamp: ____ 6. Operational follow-up Affected job / booking and needed-by date, time, zone: __________ Temporary substitute / arrangement (or None / Unconfirmed): __________ People or teams to notify through a private channel: __________ Notification owner / sent timestamp / reference / acknowledgement status: __________ Open action / owner / next review date, time, zone: __________ Status update — date, time, zone / author / status / evidence: __________ Repeat the status-update line for every change. Keep search status separate from booking availability and readiness for use. 7. Resolution and closure Current status: Open/searching / Found awaiting verification / Resolved-found / Resolved-record-correction / Closed-unresolved Found — date, time, zone / location / finder (or Not found): __________ Identity verification: tag / serial / distinguishing evidence matched: __________ Verified by (separate reviewer where possible) / date, time, zone / evidence: __________ Confirmed current custodian / actual location / confirmation source: __________ Inventory / custody record update: Pending / Completed / Not applicable; reason: __________ Record changed / old value / new value / updater / timestamp / evidence: __________ Record-correction basis, if applicable (do not claim physical recovery): __________ Closure reviewer / authority reference / decision timestamp / reason: __________ Unresolved issues / follow-up owner / next review or reopening trigger: __________ Original report reference retained: __________ | Appended update / correction references: __________ Use Resolved-found only after identity, current custody/location and record-update status are documented and reviewed. If verification is pending, retain Found awaiting verification. Closed-unresolved records an authorized administrative decision, not a recovery or a write-off. Preserve the missing-item history and state what would reopen the search. Recovery does not certify readiness for use. Fictional completed example: projector found after a custody gap All people, assets, records and events below are fictional. All timestamps are October 26, 2026, EDT (UTC-04:00). This is not a customer result. 1. Report identity: MIS-026, original version 1, Northbank media team. Morgan Ellis discovers the empty projector shelf at 09:00 and reports it at 09:10. Morgan owns the search; next review 12:00. Initial status Open/searching; private reference CASE-MIS-026. 2. Exact identity: projector PRJ-021, fictional serial NB-P021, Northbank Demo P1, blue label beside the lens. Standalone projector, not the carry case. Normal storage Hall A, cupboard 2; inventory INV-021; photo PHOTO-021. 3. Last sighting and use: Alex Reed confirms using PRJ-021 in Hall B at 08:00 and seeing its label on the Hall B cart at 08:15, statement SIGHT-01. Both times are exact for this example. System record LOAN-078 names Alex at 07:45; that entry alone does not establish later possession. Latest reported physical holder is Alex during use at 08:00, based on Alex's account; independent verification is not documented. Movement after 08:15 is initially unknown. Event and time People and location Evidence Confirmation 4. Custody: checkout, 07:45 Store to Alex; recorded destination Hall B LOAN-078; entered by Morgan at 07:45 System-recorded only; not an independent sighting Use 08:00; sighting 08:15 Alex; Hall B, then Hall B cart SIGHT-01; Alex statement entered by Morgan at 09:20 First-person account of use and sighting; independently unverified. No confirmed handoff afterward. Gap after 08:15 until 10:25 Mover and route unknown No transfer record found in LOG-CHECK-01 at 09:30 Gap retained; do not infer a borrower transfer Recovery sighting, 10:25 Jamie Park; Hall C, cupboard 1 FIND-01; entered by Morgan at 10:30 Found awaiting verification; original movement still unexplained Fictional example continued: searches and verified closure 5. Search log: outcomes record what was actually checked, not what the team hoped to check. Search target Check details Outcome and evidence Next action Hall A cupboard 2, all shelves Morgan, 09:25 Checked - not found; SEARCH-01 records empty assigned shelf and other shelves checked Ruled out at 09:25 only; Morgan to revisit if new evidence emerges Checkout and transfer entries for PRJ-021 Morgan, 09:30 Checked - not found; no later transfer entry, LOG-CHECK-01 Morgan to ask for physical sightings by 12:00; no record is not proof of no movement Hall C cupboard 1 Not checked at 09:35; Jamie assigned Not checked; PLAN-01 Jamie to check by 11:00 Hall C cupboard 1, repeat target Jamie, 10:25 Checked - found; blue-labelled projector, FIND-01 Morgan to verify tag and serial before closing 6. Operational follow-up: Hall A presentation at 13:00 affected. Substitute PRJ-022 held provisionally, arrangement BOOK-02. Morgan notifies the presentation team privately at 09:40, MSG-01; acknowledgement received 09:45. At 10:30 Morgan appends Found awaiting verification, UPDATE-01. Next action: identity/location check by Morgan at 11:00. 7. Resolution: Jamie found the projector in Hall C cupboard 1 at 10:25. Morgan independently matches PRJ-021 and serial NB-P021 against INV-021 at 10:40, evidence VERIFY-01. Morgan confirms receipt into Hall A cupboard 2 at 10:50, RECEIPT-01; current custodian Morgan. At 10:55 Morgan appends the actual receipt and verified location to the manual custody ledger, UPDATE-02. The old LOAN-078 entry is retained and cross-referenced; no return time is backdated. Record-update status Completed. At 11:00 reviewer Dana Lee, authority TEAM-COORD-01, closes MIS-026 as Resolved-found, CLOSE-01. CASE-MIS-026 version 1, SIGHT-01 and all updates remain attached. The 08:15–10:25 movement gap remains unexplained, not assigned to Alex. Morgan owns a process follow-up on October 27 at 09:00 EDT to check cart handoff recording. Reopen if identifier verification is contradicted. Recovery is not a readiness-for-use certification.