Tool Checkout Sheet

What is a tool checkout sheet?

Any company having equipment in its repository store takes care of it because it is an asset of the company. Such companies also hire equipment managers. These managers are hired to keep track of all the tools that a company keeps in its repository. To keep track of the tools, the equipment manager uses the sheet known as the tool checkout sheet.

How to use the tool checkout sheet?

As the name suggests, the tool checkout sheet is used to detail the checkout of the equipment. It is the responsibility of the tool manager to ensure that no tool from the equipment repository is lost or stolen. Therefore, the tool manager updates the checkout sheet whenever any employee checks out any tool from the equipment store.


A company gives full and free access to the equipment to each employee. However, the employees are required to ensure that they take care of the tools and return them within the specified time. The tool manager updates the sheet with the name of the employee checking out the tool, the date of checking out; type of equipment, reference details, condition of the equipment after it has been returned, etc. These all details help the tool manager keep track of the equipment present in the repository of the company because, at the end of the day, he has to be responsible for all the lost and stolen equipment.

Why it is important to use a tool checkout sheet?

Companies have a lot of assets that they keep for the effective performance of the employees. The tool checkout sheet is used whenever a company needs to keep track of the condition and location of the equipment. Common tools that are usually considered as a part of the equipment are electronic gadgets such as laptops, smartphones, power tools, measuring instruments, safety gears, safety equipment, and much more.

Common features of the equipment checkout sheet are:

  1. It keeps track of the physical condition of the assets that are given to the employee for temporary use.
  2. The use of this sheet encourages people to make proper use of the equipment. When people know that their usage of the equipment is being monitored and the company is keeping tabs on who is checking out the equipment, they take good care of the tools under their use and return them to the company within the given time.
  3. The sheet emphasizes on employees that they must use the equipment for a good purpose and they should ensure that the equipment remains in a good condition since some of the tools are very expensive.
  4. The sheet maximizes the usage of the tools that are already present in the repository of the company because it lets the people know that the company has the equipment and the employees are not required to buy a new one.

What information should be mentioned in the tool checkout sheet?

What makes a tool checkout sheet extremely important is the content it includes:

Details of the tools:

Details of the tool that the employees take are mentioned in the sheet. There is a unique number assigned to each tool. The equipment number and the date on which it is checked out should be specified.

Details of the employee:

It is very important to mention which employee takes the tool from the equipment repository of the company. This helps the tool manager retrieve the equipment in case the employee forgets to return or leaves the company without returning. The name of the employee, as well as the purpose of using the equipment, should also be mentioned in the sheet.

 Date of issuance and return:

The date on which the equipment is issued to the person is important to mention in the sheet. This is useful when the retrieval of the equipment is to be done. The date on which the employee returns the equipment should also be mentioned in the sheet. This also tells the history of the employee to determine how regular he is in returning the equipment to the company.

Usage agreement:

The employee must sign the usage agreement when he decides to take the tool from the equipment repository of the company.


Tool Checkout Sheet Template


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