Free spreadsheet
Know what equipment you have, when each item is due for maintenance, which faults are still open, and what you have spent on repairs and servicing. When you lend equipment, record what went out and what came back — including anything missing.
Enlarge preview: Equipment issue and return formFill it in when equipment is lent to a team member or customer, and again when it comes back.
Who it was issued to and by, issue and expected return dates, each item’s ID, serial, observed condition and accessories; then the return date, whether the return is complete or partial, condition on return, and anything still outstanding with a follow-up owner.
Blank, for printing and an example · Word and PDF
Choose a version and a format. After the first download, the others need no new form.
Word files open in Microsoft Word, Google Docs, Apple Pages and LibreOffice; we checked them in LibreOffice. US Letter portrait with room to write by hand; change the paper size for A4. The example uses an invented business and people.
No. You enter the next maintenance date from the manufacturer’s handbook, your supplier or your own decision, and note where it came from. The workbook compares it with the as-of date. A blank date shows as “No date entered”, never as up to date.
Each log entry has a type — Servicing, Repair, Fault reported or Inspection — and costs are totalled by type for each item and in the summary. A cost entered on a fault is flagged: put it on the repair.
When you change the fault’s status to Resolved. Logging a repair does not close a fault by itself, so an open fault is never hidden by accident.
A duplicate ID on the Equipment sheet is flagged on both rows. A log entry whose ID is not on the Equipment sheet, or is duplicated there, is flagged too. Flagged rows are left out of every total and the summary says how many need checking.
No. It records what was handed over, in what observed condition, and what came back. A blank “received by” line does not show that anything was received, and a name written on it does not settle anything still outstanding.
The workbook is a standard .xlsx file with no macros; the form is Word and PDF. We checked them in LibreOffice only, not in Excel, Word, Google Workspace or Apple’s apps.