Free equipment loan agreement
When your organisation lends a laptop, a phone, tools or other kit to a member of staff, a volunteer or a contractor, a short signed agreement records what they have, its condition, how to look after it and when it must come back.
Who signs
Borrower and Organisation. Each signs on their own phone or computer from a link in an email, and neither needs an account.
What you fill in before sending
- Your organisation’s name
- The equipment
- Serial or asset numbers, if any
- Its condition when handed over
- When it must be returned
- Which law applies, for example England and Wales, or the State of New York
What the signer adds
Apart from their signature, their name (filled in for them) and the date:
- A tick from the borrower that they received it in the condition described
What it covers
- The loan
- Looking after it
- Returning it
- Loss or damage, only where the law allows
- General terms
When to use it
- Laptops, phones, tablets and other kit for staff or volunteers
- Tools, cameras or specialist equipment lent for a job or an event
When it’s not the right form
- Hiring equipment out for a fee (use a hire agreement)
- Deducting money from pay, which depends on employment law where you are
How to get it signed
- Choose this template in Docket Secure. The wording and fields are laid out for you.
- Fill in the details above, then add the name and email address of each person who signs.
- Send it. Each person signs from their link and everyone receives the signed PDF.
Every signed PDF ends with an activity trail page, and you can check later that the file has not changed with the document checker. New accounts get a 7-day free trial with no card needed.
These are general starting points, not legal advice, and Docket Secure can’t check that a form suits your situation. For anything important or unusual, ask a lawyer where you are. For the rules on signing online, see the UK and the US guides.