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Never lose track of equipment and effectively monitor company assets using mobile-ready equipment sign out sheets
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Published 20 Feb 2024
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2 min read
An equipment sign out sheet is a tool used by equipment managers, IT and facilities, and materials managers to keep track of equipment and company assets. It typically includes details of: the employee checking the equipment out, equipment type/reference, and any reported damage.
Company assets are used by employees to perform their job effectively. An equipment sign out sheet can help an organization keep track of the usage, location and physical condition of its equipment. Common types of equipment that implement sign out sheets include electronics (e.g. laptops, tablets, smartphones), tools (e.g. power tools, measurement devices, machinery), and wearables (e.g. PPE, shared uniforms, safety gears). Key benefits of using an equipment sign out sheet include:
Keeping track of usage and maximizing utilization of existing equipment
Track physical condition of assets
Helps emphasize employee responsibility on the proper handling of company resources (i.e. appropriate usage, return policies etc.)
Helps reduce costs by encouraging the proper use and maintenance of company equipment
A good equipment sign out sheet should allow staff to record relevant details about the equipment being checked out, employees handling the equipment, issuance policies/ return date (if applicable), and agreement on the usage of company assets.
Equipment details – Equipment details should include all identifying feature, such as a barcode, equipment number, or any accessories of the equipment (if there’s any). Usage details should be included to help management plan for future purchases.
Employee details – Include the employees’ full name, employee number, and contact details. Signatures should also be added on the sign out form to confirm checkout and confirmation of usage policies.
Issuance and/ or Return Dates – Include specific dates for issuance and the date when the item must be returned. This is designed to help with an organization’s equipment circulation.
Proof of Condition – Take photo evidence and detailed notes of any existing damage found on the device. This is important for maintenance checks and assigning responsibility of intentional or accidental employee damage.
Usage Agreement – Include this in the sign out sheet to ensure important policies are discussed and agreed upon before issuance of the company assets.
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Use this equipment checkout form template to record equipment details including its type (i.e. electronic, tool, wearable etc). Reinforce equipment usage responsibility and record relevant details.
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Use this equipment sign out form to record all equipment sign out during the workday. Identify as many equipment as needed for the duration of the shift and enter the equipment type, number, purpose, and the operator’s name and signature. Complete the equipment sign out form with the equipment manager’s comments and signature.
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Utilize this equipment return sheet to document all the relevant details of all the equipment that has been returned to the organization. Record any changes regarding the asset’s quality (if there are) and leave notes.
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A sign in sheet template can be used to record visitors’ sign in and sign out. You can use this digital sign in sheet template to record the number of visitors at your site. Read more about using sign in sheet templates.
