Templates
Tool and equipment checkout template
One list that shows which tools and equipment are out, with whom, and when the next inspection is due — as an Excel file and for printing.
Free · no sign-up · Excel and PDF
To be honest
When Excel reaches its limits
A spreadsheet works as long as one person keeps it and the equipment stays on site. It gets tight when an item changes hands on a building site, when you need to know who had it last, when photos of its condition belong with it, or when the stocktake is due — then someone types up what happened long ago.
Our recommendation: start with Log+Key right away: an NFC tag on the item, checkout and return by scan, photos of the condition right on the object. Free for up to 10 objects, for good — a toolbox counts like a key.
Download
Two files for your checkouts
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Excel template (.xlsx)
Five sheets: guide, inventory, checkouts, people and overview. Status, overdue items and inspection dates calculate themselves.
Download the Excel template -
Google Sheets
Upload the Excel file to Google Drive and open it with Google Sheets — the formulas work there too.
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PDF checkout sheet (fillable)
A4 landscape, 20 rows per page, fillable on screen. Recipients sign on paper at checkout and return.
Download the PDF
Switching later? We bring your equipment list across for free
In brief
A tool and equipment checkout list lists every item with an inventory number and records each checkout with date, recipient and return. It shows what is available, what is out and which inspection is due next.
What goes in
What goes in the checkout list
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Inventory number, also on the item – so the row and the item always match
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Description, category and serial number – what the item is for and exactly which one it is
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Location or store – where the item goes back after its return
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Last inspection and your interval – the list works out the next inspection from them
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Checkout with date, recipient and site – every movement on its own row, nothing gets overwritten
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Planned and actual return – makes open and overdue items visible
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Condition at return – damage is spotted before the item goes out again
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Signature on receipt and return (print sheet) – on paper the recipient confirms in person
Inspection dates
Inspection dates at a glance
On the “Inventory” sheet, enter whether an item is inspected regularly, when it was last inspected and your interval in months. The list works out the next inspection and shows the inspection status:
- due
- the date has been reached or passed
- within 30 days
- the date is coming up
- ok
- the next date is further ahead
- —
- no regular inspection entered
You set the inspection intervals yourself, for example based on your risk assessment or the manufacturer’s information.
Without paper
When the list can’t keep up
In Log+Key, every item gets an NFC tag and is managed like a key:
- Tools, equipment and vehicles as their own object types, kept neatly apart
- Checkout and return by scan, with a complete history
- Extra fields such as serial number and inspection date, a photo history of the condition
- Stocktake by scan: what is there, what is out, what is missing
Log+Key is free for up to 10 objects, for good — a toolbox counts like a key. We bring your equipment list across free of charge when you switch.
Screencast: a bunch of keys is opened in the object list and taken out; the checkout is confirmed with the signature “M. Muster” on screen, followed by the PIN prompt
FAQ
Questions about the tool and equipment checkout
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How should I number tools and equipment?
With a short, unique inventory number that is also on the item, such as “W-001” for tools and “M-001” for measuring devices. The number stays with the item even when its location or user changes. Don’t reuse the numbers of retired items.
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How do I label equipment permanently?
With an engraving, a durable label or an NFC tag — what matters is that the number stays readable after years of use. For Log+Key, you order the NFC tags directly from Log+Key, in forms such as fobs, stickers or cable ties.
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How often does equipment need inspecting?
That depends on the item, how it is used and your risk assessment; the manufacturer’s information helps too. The template sets no deadlines: you enter your interval in months, and the list works out the next date and shows what is due.
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Can I keep keys and equipment in one list?
Better not: keys need other details, such as property, locking system and copies. That’s what the key register template is for. In Log+Key, on the other hand, keys and equipment sit in one system, each as its own object type.
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Does the template work in Google Sheets and LibreOffice?
Yes. The formulas only use functions that Excel 2016 and later, LibreOffice and Google Sheets all know. For Google Sheets, upload the Excel file to Google Drive and open it there.
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Will you bring my existing equipment list across?
Yes. If you switch to Log+Key, our team does the first import free of charge — from this template or from your own spreadsheet. How the import works.
Sample based on German practice. Not legal advice.