Rules that make sign-out stick
- No tool leaves without a row — keep the sheet by the door.
- Always write the job or site, not just a name.
- Check OVERDUE every Friday and follow up the same day.
Free template · Excel & Google Sheets
Free tool checkout sheet template
Know who has every tool. Staff sign tools out against a job and back in when they're done — the sheet flags anything that's overdue.
The Excel file includes working formulas in the “Status” column, filters and 50 ready-to-fill rows. Open it in Excel or upload it to Google Sheets.
| Tool ID | Tool | Taken by | Job / site | Date out | Due back | Date in | Condition | Status |
|---|---|---|---|---|---|---|---|---|
| AST-0012 | Cordless hammer drill | J. Mokoena | Smith kitchen refit | 2026-11-02 | 2026-11-06 | 2026-11-05 | Good | auto |
| AST-0031 | Pipe press tool | R. Patel | Unit 4 boiler swap | 2026-11-04 | 2026-11-07 | auto | ||
| AST-0007 | 6 m extension ladder | A. Smith | Oak St gutter repair | 2026-11-06 | 2026-11-09 | auto |
What to track per tool
Tool ID, description and condition on return. If something comes back damaged, note it straight away so it can be repaired before the next job.
Track tools, parts and crews in one place
StockSimple records every item taken out, by whom and for which job, from a phone scan. The Contractor suite adds jobs, crew and invoices on Starter plans and above. 14-day free trial.
Try StockSimple freeFrequently asked questions
What is a tool checkout sheet?
A log where staff record which tool they took, when, for which job, and when they returned it. It is the simplest way to stop tools quietly disappearing.
How does the status column work?
If a row has a date out but no date in, the Excel file shows OUT, and OVERDUE once the expected return date has passed. Returned tools show RETURNED.
Should every tool have an ID?
Yes. A short asset number on a label means nobody argues about which drill it was. You can print free numbered QR asset tags with our asset tag generator.
Can I print this as a paper sign-out sheet?
Yes. Open the Excel file and print it, or keep it on a shared tablet in the tool store.
Is there an app for tool tracking?
StockSimple's Contractor suite (Starter plan and above) assigns materials and crew to jobs, while stock movements record who took what and when, all from a phone.
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