An equipment checkout form is a type of document which is used by organizations and institutions for their members to process an equipment requisition. By using this form, an organization will be able to know the different types of equipment that their member, who is the borrower, will want to borrow for a specific period of time. In the form, the member or the borrower will be required to describe and state the details of his choice of equipment. Additionally, the form will also state an agreement which will enlist the limitations of the borrower and the other members who will be using the equipment.
A single organization can have a lot of equipment available to be borrowed and used by their members and affiliated individuals which is why it is important that the borrower will be able to specifically define and enlist the equipment that he wants to borrow in a document appropriately targetted for that particular equipment. Below are several varieties of equipment checkout forms that organizations can use, create, and prepare for their members, as well as for their documentation procedure:
Camera Equipment Checkout Schedule Form – This variety of equipment checkout form is applicable for organizations whose main purpose is to gather photography enthusiasts of different ages and levels. In this form variety, the borrower or the organization member will be able to read the requirements for him to be allowed to borrow the equipment. The rules and regulations to be followed by the borrower or the member are also stated in the introduction of the form such as the time period allowed for the borrower to use darkroom equipment and the usage fees accompanying each equipment to be obtained. Moreover, the body of the form centers on a table where the schedule of borrowing and returning the camera or photography equipment is stated followed by a list of fines that the borrower will be provided if he will be returning the equipment beyond the approved schedule.
Classroom Equipment Checkout Form – In today’s generation, technological gadgets, machines, equipment, and tools are now used during lectures and class hours in order to better engage students in the class. One of the most common materials which are borrowed by students are printers, laptops, and even computer tablets. For this, a student must complete a classroom equipment checkout form which will state the course of the student, the name of his instructor who required the student to obtain the equipment, the equipment’s description with its serial number along with the date of when the equipment was borrowed and when it will be returned. In addition, the student will also be able to know how much is the cost of penalty that he will be paying if he will lose as well as damage the equipment upon returning it to the school administration. Nonetheless, the student will still not be able to borrow the equipment without the approval and signature of his instructor. The signature will certify that the instructor indeed required the student and have verified the student’s request in borrowing the equipment. Other information to include in the form is the student’s address and his phone number which will be used by the administration in reaching out the student to send him notices and updates about his request and obligations.
Employee Equipment Checkout Form – Aside from the students of an educational institution, the faculty members, and other employees are also allowed to borrow some types of equipment by using an employee equipment checkout form. This document will mainly collect the general information of the borrower or the employee which is his name and job department along with the date of when he used the form. The details of the equipment with the signatures of the institution’s authorization personnel such as the school’s vice president and equipment coordinator are all required in order to complete the form and begin the process in obtaining the requested equipment.
Equipment Checkout Agreement Form – This document can be used as an accompanying form to an equipment checkout form which should be signed by the borrower. In the agreement form, the borrower will be able to know the rules and the penalties that the organization requires him to obey when he obtains the equipment. A certification statement is also stated in the form which is for indicating that the borrower has understood his responsibilities, the rules of the organization, and the procedures that he must follow as a borrower. To complete the form, the signature block must also include the electronic mailing address of the borrower along with the contact details or phone number.
High School Equipment Checkout Form – Compared to the forms mentioned in the list, this form variety has a section which requires the signature of the parent or legal guardian of the student borrower. In the form, the student who is the borrower will have to state his name, the date of when he is using the form, the name of his parent, as well as the semester or class session when the equipment will be borrowed and even his course information. And just like the other basic checkout forms, an equipment description section will also need to be fulfilled by the student. Then, all parties involved in the process of borrowing the equipment such as the student, his parent, and the administration designee must all affix their signatures on the checkout form.
Outdoor Equipment Rental Checkout Form – This form contains five sections which should be filled out by the borrower or the equipment user. The first portion of the form is a user’s rental agreement section which is for defining the terms and conditions of the organization for the user as well as their rules about the rent limitations. The second portion of the form is allotted for the refund policies of the organization for the rental payment in checking out an equipment. Moreover, the third portion of the form is for collecting the user’s general information ranging from the user’s name up to his work or employment information. Then, the user must submit the form to the designated staff who will be releasing the equipment or lending the equipment to him wherein their initials should be affixed in the fourth portion of the form. Lastly, the checkout details are enlisted and identified in the fifth portion of the form which consists of a table that gathers the equipment’s number, name, condition, and rate.
The aforementioned forms are just some of the common documents that organizations use, nonetheless, there are still tons of different varieties that anyone can create to gather more information about the borrower and the equipment itself. However, the information to be collected should only be relevant to the process such as the contact numbers of the borrower and a prospective individual who can be reached out by the organization’s equipment authority if the borrower’s number could not be reached out and contacted.
When making a basic equipment checkout form, the preparer or the maker of the document must ensure that he is knowledgeable about the equipment borrowing process, what information to include, and the specifics of an equipment. To make an effective equipment checkout form, the essential contents and sections below must always be incorporated regardless of the equipment to be borrowed and regardless of the form variety:
Aside from the three mentioned essential contents and sections of the form, the preparer of the equipment checkout form must also ensure that the signature block of the form will cater all the signatures of the designated equipment authority. Right beside the signature block or the signature lines, a portion or a blank area for indicating the dates of when the signatures were acquired by the borrower should also be incorporated in the form.