Free template
Employee Equipment Checklist
Everything you hand an employee, written down once, so that the day they leave is a five-minute conversation instead of an argument about a missing $400 trimmer and a key to a customer's back gate.
Tick as you issue. Your progress saves in this browser only, and nothing is uploaded and there is no signup.
Access, the list you need the day someone leaves
| Item | Issued | Returned | Condition / notes |
|---|---|---|---|
Uniform and identification
| Item | Issued | Returned | Condition / notes |
|---|---|---|---|
PPE, issued, fitted, and explained
| Item | Issued | Returned | Condition / notes |
|---|---|---|---|
Vehicle
| Item | Issued | Returned | Condition / notes |
|---|---|---|---|
Technology
| Item | Issued | Returned | Condition / notes |
|---|---|---|---|
Cleaning, trade tools
| Item | Issued | Returned | Condition / notes |
|---|---|---|---|
Landscaping / lawn care, trade tools
| Item | Issued | Returned | Condition / notes |
|---|---|---|---|
Handyman / general repair, trade tools
| Item | Issued | Returned | Condition / notes |
|---|---|---|---|
HVAC, trade tools
| Item | Issued | Returned | Condition / notes |
|---|---|---|---|
Employee acknowledgement. I have received the items ticked above and understand they remain company property.
Three things that make this worth doing
- Serial numbers, not descriptions. "A drill" is unrecoverable and uninsurable. A serial number is both.
- Photograph the handover. Thirty seconds with a phone settles every later argument about what condition something was in.
- Get a signature. Signed lists come back. Unsigned ones don’t. That’s the whole reason.
Do not deduct from a final paycheck automatically
It is tempting to withhold the cost of unreturned equipment from the last cheque. Many states restrict or prohibit that, even with a signed agreement, and getting it wrong turns a $200 trimmer into a wage claim. Check your state's rules first, and treat this list as documentation rather than as a deduction mechanism.
When to stop using paper
A printed sheet in a folder is genuinely fine up to about five employees. Past that, the trouble is finding it when you need it. Our guide to what happens when an employee leaves covers the rest of that day.
The lightest fix is to rebuild this as a digital form so each handover is timestamped, searchable, and has the photos attached to it. Jotform does this on its free tier, and a signature field on a phone screen is more likely to actually get signed than a clipboard is.
If you also need to know who is on which job today, that is a scheduling problem rather than a forms problem. A crew app like Connecteam keeps checklists and shifts in the same place. Do not buy either until the paper version has actually started failing you.