If you search for “acknowledgement receipt of equipment form” on Google or any search engine, you’ll see a bunch of PDFs published by other companies because you can see their company logo on the forms.
Since they are all in PDF format, you can’t customize them. So, basically, the form becomes unusable!
That’s why I have created 11 different acknowledgement receipt of equipment form templates for you.
These forms are designed in Google Docs, which means they are completely editable. You can add your logo, change the font color, page color, or add more fields to the existing forms.
And the most important thing is, these forms are completely free!
👉 If you’re setting up new hires, pair these forms with our Employee Onboarding Checklist Template to ensure every tool, device, and credential is issued properly from day one.
Usage Note: These templates are free to use for both personal and commercial purposes. However, redistribution, resale, or uploading these templates to other websites or platforms for download or sale is strictly prohibited. Please respect the effort that went into creating these resources by using them responsibly.
How to Use These Acknowledgement Receipt of Equipment Form Templates?
As mentioned in the introduction, these templates are designed in Google Docs, so you’ll need a Google Account to use them.
Once your Google Account is ready, log in and follow these easy steps:
- Choose the form you want to use.
- Click the “Get this template” button.
- Now, click the “USE TEMPLATE” button.
- Edit the form or print as is.
1. Standard Equipment Acknowledgement Receipt Form
When we were researching for this article, we came across a bunch of templates. We gathered all the fields an equipment acknowledgement form needs to have, then laid out all the fields on a page, adjusted the order, and used tables to organize the data.
Fortunately, there aren’t many fields necessary for such forms; instead, there are different types of these Equipment Acknowledgement Forms suitable for various scenarios.
This is the first template on the list, which is a standard form suitable for every scenario. To start, we placed the Employee Name, Department, and Date Issued fields at the top.
Then, we created another table with four columns: Equipment Name, Quantity, Serial Number, and Condition. We then added 10 rows.
You can add more rows if needed; just right-click on the last row and select “Insert row below.”
Below this table is a small acknowledgement, followed by two fields: one for the employee’s signature and the second for the date.
2. Detailed Equipment Handover with Condition Checklist
This template is a more detailed one because we’ve added three extra fields at the top:
- Employee ID:
- Supervisor Name:
- Expected Return Date:
Then, to the main table, we added:
- Condition on Issue
- Condition on Return
- Return Date (assuming this is what “Return field” refers to)
And at the end:
- Employee Signature
- Supervisor Signature fields.
3. Minimalist Equipment Receipt (For Internal Use)
This is a super minimal equipment receipt.
It has four fields: Employee Name, Item(s), Date Issued, and Serial No., followed by Employee and Supervisor fields (for signatures, implied).
This simple and minimalistic design makes it perfect for efficient internal use.
4. Bulk Equipment Acknowledgement (For Team Distribution)
While I was designing the template, I had this thought: what if a project is assigned to a particular team?
The HR would then need to fill multiple forms, which would make it really tedious. So, why not design a form specifically for teams?
That’s how I came up with this template, which ensures all the details are in one place.
At the top are the Team/Dept and Date fields, and the main table has the following fields:
- S. No.
- Item Name
- Quantity
- Serial/Batch No.
- Received By (Name)
- Signature
5. Equipment Receipt with Usage Terms
Sometimes, just handing over equipment to your employees isn’t enough, especially if the equipment is expensive.
That’s why we created this template, which clearly lists the usage terms. The employee has to check all the terms and then sign the form.
6. Equipment Issuance Log (Multi-Issue Record per Employee)
This form is not really for employees, but for the admin or HR team. This is a master log where you can track all the equipment an employee has issued or returned.
I went with the landscape mode for this template because of the table’s size and numerous columns.
7. Project-Based Equipment Receipt Form
While designing the standard forms, I realized some equipment is tied to specific projects. When a project is completed, the equipment is returned, so I thought, “why not create a project-based form?”
That’s why I made this form where you can enter the project name, employee name, and issue date.
You can then enter details like Item, Model, Quantity, Project Phase, and Expected Use Duration in the second table. Finally, the project lead can enter their name, and the employee can provide their signature at the end.
8. Temporary Equipment Loan Receipt
I realized that there can be situations where equipment is given out for a few days, maybe for a short weekend event or a brief client visit.
If the equipment is being issued to an intern or trainee for temporary use, pair this with our Free Editable Internship Agreement Template to formalize the terms of the internship and equipment usage.
In those cases, these standard forms might be too permanent. Hence, I created a temporary equipment loan receipt. It has a minimal form with all the essential fields.
I have also made a separate field for the “Purpose of Use” so that the employee can explain in detail.
9. Equipment Receipt with ID Verification
Sometimes, especially if it is a high-security environment, just getting a signature is not enough.
That’s why I designed this form where I have mentioned whether the ID was checked or not when the item was issued, and also included a field for the ID checker’s name.
You can also attach a photocopy of the ID to this form.
10. Digital Asset Acknowledgement Form
This form is specifically for digital assets, and it is ideal for IT teams, remote onboarding, or simply formalizing digital device transfers.
It also lists these conditions, which the employee must check:
- I will encrypt sensitive data.
- I will not install unauthorized software.
- I will return the device before my exit.
You can add more conditions if needed.
11. Final Clearance Equipment Return Acknowledgement
I then thought, “When an employee leaves a company, how do you make sure everything is returned properly? Not just laptops, but ID cards, keys, pen drives, monitors, everything.”
So, I made this final clearance form. There’s also a separate section for HR or Admin remarks.