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Free sign-out sheet template for equipment and keys

When someone borrows a laptop, a key or a tool, they add one row: what they took, their name, when they took it and when it's due back. Tick Returned when it comes back. The sheet flags what's overdue or due today, and an equipment list shows which items are on the shelf and which are signed out.

Free download
Pro Want an overdue chase list, item history and borrower records? See Equipment Sign-Out Pro →
Preview of the real sheet. Click the tabs underneath.Shaded cells are formulas
ItemTag or IDBorrowed byPhone or deptDate outTime outDue backReturnedDate returnedCondition or notesStatusDays out
ProjectorAV-01Karen LiuSalesOct 26, 20269:00 AMOct 27, 2026Oct 27, 2026Good, remote includedReturned1
Company van keysVAN-1Mike RussoFacilitiesOct 26, 20267:30 AMOct 26, 2026Oct 26, 2026Fuel half fullReturned0
Laptop (loaner)LT-03Jasmine Ortiz(555) 013-2290Oct 27, 202610:15 AMNov 3, 2026Nov 4, 2026Charger missing, found in her bag next dayReturned late8
Storage room keyKEY-04Paul GrantEventsOct 28, 20261:00 PMOct 28, 2026Oct 28, 2026Returned0
DSLR camera kitCAM-1Olivia ChenMarketingOct 29, 202611:30 AMNov 2, 2026Nov 2, 2026Good, 2 batteries returnedReturned4
Folding tables (6)TBL-6Paul GrantEventsOct 30, 20263:00 PMNov 2, 2026Nov 3, 2026One table leg bentReturned late4
Cordless drillTL-02Mike RussoFacilitiesNov 2, 20268:00 AMNov 4, 2026Overdue4
Laptop (loaner)LT-01Sam RiveraNew hire, ITNov 2, 20269:30 AMNov 13, 2026Until his own laptop arrivesOut4
Conference speakerphoneAV-04Karen LiuSalesNov 3, 20262:00 PMNov 5, 2026Overdue3
Company van keysVAN-1Andre WilsonDeliveryNov 4, 20267:45 AMNov 4, 2026Nov 4, 2026Fuel topped upReturned0
Master keyKEY-01Ruth AdamsOffice managerNov 5, 20264:30 PMNov 6, 2026For the alarm company visitDue today1
Ladder (8 ft)TL-05Mike RussoFacilitiesNov 5, 202610:00 AMNov 6, 2026Due today1
ProjectorAV-01Dev PatelTrainingNov 6, 20268:45 AMNov 6, 2026Room B trainingDue today0
iPadTAB-2Olivia ChenMarketingNov 6, 20269:10 AMNov 10, 2026Trade show boothOut0
DSLR camera kitCAM-1Olivia ChenMarketingNov 6, 20269:10 AMNov 10, 2026Trade show boothOut0

What's inside

  • One row per sign-out with item, tag, borrower, contact, date and time out, due date and a Returned checkbox
  • Status works itself out: Out, Due today, Overdue, Returned or Returned late
  • Days out for every item, counted from the date on the Summary tab
  • An equipment list that shows each item as Available, Signed out or Overdue, plus how often it's borrowed
  • A summary with what's out right now, what's overdue and what's due back today
  • Room for 50 sign-outs, and works in Google Sheets and Excel

How to use it

  1. Download your copy

    Click "Free download" to save the .xlsx file. It opens in Excel, or in Google Sheets: open a blank sheet (sheets.new) and choose File, then Import, then Upload. Delete the sample rows when you're ready.

  2. List your equipment

    On the Equipment List tab, add each item you lend out with a short tag like KEY-01 or LT-03. Put the same tag on a sticker on the item.

  3. Set today's date

    On the Summary tab, the first value is the date the sheet counts from. Type =TODAY() there so Overdue and Days out stay current.

  4. Sign items out

    Each time something goes out, add a row with the item, its tag, who took it, how to reach them, the date and time out and when it's due back.

  5. Check items back in

    When it comes back, tick Returned, type the date and note its condition. The status changes to Returned, or Returned late if it was past due.

  6. Chase what's overdue

    Check the Summary tab each morning. Filter the Status column to Overdue to see who to call.

Tips

Tag everything

Two loaner laptops look the same. A tag on each item, matching the Tag or ID column, means you always know which one is out.

Note condition both ways

Write any scratches or missing parts when it goes out, not just when it comes back. It saves arguments later.

Keep it by the key box

Open the sheet on a tablet at the desk where the keys and kit live, so signing out takes ten seconds.

Add a deposit column if you need it

For tools or gear lent to the public, add a column for a deposit or ID held. Return the deposit when you tick Returned.

Questions

What is a sign-out sheet?

A list of who borrowed what and when it's due back. Offices, schools, workshops and clubs use them for keys, laptops, tools, radios and AV gear.

Is this the same as a sign-in sheet?

No. A sign-in sheet records visitors arriving and leaving. A sign-out sheet tracks items people borrow. If you need a visitor log, use our sign-in sheet template.

Can I use it as a key log?

Yes. List each key on the Equipment List tab with its own tag, like KEY-01 for the master key, and sign keys out the same way as any other item.

How does the sheet know something is overdue?

It compares each Due back date with the date on the Summary tab. If the item isn't ticked Returned and the date has passed, it shows Overdue. Type =TODAY() in that Summary cell to keep it current.

How do I add more items or rows?

Add items in the empty rows on the Equipment List tab and copy the formulas from the row above. For more than 50 sign-outs, insert rows above the last one, copy the Status and Days out formulas down, and stretch the ranges in the other tabs.

Is it free, and does it work in Excel?

Yes. Download the .xlsx file and open it in Excel or Google Sheets. In Excel the Returned column uses a TRUE or FALSE dropdown instead of a checkbox.

Pro version

Equipment Sign-Out Pro

The sign-out sheet that shows what's on the shelf, who has everything else, and who to chase, with the message written for you.

Know where everything is

Each item shows as Available, Out, Overdue, Check it, In repair or Lost, with who has it and when it's due back.

Chase late items without the awkwardness

Overdue lists everything past due, longest first, with the borrower's contact and a polite message ready to paste. Things due today or soon get a friendly heads-up message too.

Sign things out in seconds

Pick the tag and the borrower from dropdowns and type the date. Leave the due date blank and it uses the usual loan length for that kind of item.

Find out who had it last

Item History shows every loan of one item, newest first, with the condition it went out and came back in.

See who's reliable

Borrowers shows what each person has now, late returns, their on-time rate and anything that came back damaged.

The numbers that matter

The Dashboard shows what's out, overdue and due soon, the value of what's out, items needing attention, and sign-outs per week.

FreePro
Sign-out log with a Returned checkboxSign-out log with dropdowns and condition in and out
Status: Out, Due today, Overdue, ReturnedStatus plus Due soon, Returned late and Lost
Equipment list with availabilityItems tab with who has it, due date, times out and problem returns
Summary tabDashboard with charts and value out
·Overdue chase list with ready-to-send messages
·Loan length per category, so due dates fill in
·Item history and borrower records
·Printable paper sign-out sheet

$19 one-time

9 tabs: Start Here, Dashboard, Sign-Outs, Overdue, Items, Item History, Borrowers, Paper Sheet and Setup. You get two copies: one filled in with a sample school tech and media room so you can see it working, and a blank one ready for your own equipment.

Get Equipment Sign-Out Pro for $19
  • Instant download after checkout
  • Works in Google Sheets and Excel
  • Yours to keep and reuse every year

Sign-in sheet

Log visitors, times in and out, and daily counts.

Inventory tracker

Stock on hand, its value and what to reorder.

Call log

Who called, why, what was said and what happens next.