The page an employee signs when kit goes home with them.
One side of A4: which items, their serial numbers, the condition they left in, and four plain commitments — including returning everything by the last working day.
Download the PDF- No email address needed
- Ready to print, A4
- Three items per page
- Unbranded version on paid plans
Why the signature is the point
A sign-out row is something an administrator wrote down. An agreement is something the employee read and put their name to — which is the difference that matters at the two moments equipment goes missing: when it is damaged, and when somebody leaves. It does not need to be long. It needs to name the items precisely enough to be identified later, say who owns them, and be signed before the laptop goes out of the door rather than after.
What is on the page
The layout, top to bottom. Everything except the commitments is a blank to fill in by hand or type over, so one printout works for any handover.
- Company and date
Blank on the free copy so it suits any employer; paid KitLog plans can download an unbranded version already headed with their own company name. e.g. Acme Ltd · 14 Sept 2026 - Issued to, and team
The employee's name and their department, so the page can be filed with the right person. e.g. Jane Smith · Design - Three item lines, each with a serial or tag
The identifying half. “A laptop” is not a description anybody can act on eighteen months later; a serial number is. e.g. MacBook Air M3 · C02XYZ123 - Condition on issue
One line, written before the item leaves. It is the baseline the return is measured against. e.g. New, boxed, charger included - Four commitments
The equipment stays the employer's property; the holder will take reasonable care and report loss or damage promptly; everything comes back on request and by the last working day; and a deduction for loss or deliberate damage may apply where the law and their contract allow it. - Employee signature and date
The part that makes it an agreement rather than a note. - Issued by, and date
Who handed it over, on behalf of the employer. - A footnote
Saying in as many words that this is a plain starting template rather than legal advice.
Download the loan agreement
PDF · A4, print and sign. Free, and there is no email address to give — the button is the file.
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Using it without creating a problem
- Fill in the items before anybody signs — A signature under three blank lines agrees to nothing identifiable. Serial numbers first, then the pen.
- Have the deduction wording checked before you rely on it — Taking money from someone's pay is the one clause here with real legal weight, and the rules differ by jurisdiction and usually depend on what the employment contract and handbook already say. Ask someone qualified rather than assuming a signed page is enough.
- Take a copy at the moment of signing — A photograph on a phone is fine. The copy that matters is the one that still exists when the person has left and the paper file has moved offices.
- Re-issue it when the kit changes — A page listing a laptop somebody swapped a year ago describes a handover that is over. Print a new one for the new items rather than annotating the old.
- File it where offboarding will find it — With the employee's records, not in the equipment drawer. Its busiest day is the one somebody hands in their notice.
The four that turn a signed page into a useless one
No serial numbers.
“Company laptop” identifies nothing. If the page cannot pick this machine out from the other eleven, it cannot support a conversation about this machine.
The condition line left blank.
The return has nothing to be compared against, so every mark on the case becomes an argument about when it appeared.
Signed after the kit went home.
Signatures collected retrospectively are collected from the people who are still around, which is not the population this is for.
Treating the deduction clause as self-executing.
It sets out what may happen where the law and the employment contract allow it. It is not a standing permission to take money from final pay, and acting as though it is can be unlawful.
The agreement says what was issued. Something has to remember it
A signed page is evidence of one handover on one day; it cannot tell you in November what Jane still has. KitLog keeps that side: every item has a current holder and a history, kit issued to a team is recorded against its leader, and marking somebody as leaving turns their page into a return checklist with reminders at 14, 7 and 2 days before their last day. Keep signing the agreement — the two do different jobs, and the register is the one that has to stay current.
Questions, answered
- Is this legally binding?
- It is a template rather than legal advice, and whether any particular agreement binds anyone depends on your jurisdiction, your employment contracts and the circumstances. It is written to be clear and reasonable, which is a good start; have it reviewed by someone qualified before you rely on it.
- Can we put our own company name on it?
- The free version leaves the company line blank to fill in. KitLog accounts on a paid plan can download an unbranded copy headed with their own company name and no KitLog marks anywhere on the page.
- One agreement per item, or one per person?
- The page has three item lines, so a normal starter handover — laptop, phone, dock — fits on one. Print a second page for a bigger issue, and a fresh one when the kit changes rather than amending a signed copy.
- What if somebody refuses to sign?
- That is a conversation rather than a document problem, and it is usually about the deduction line. Record the handover anyway — in a sign-out sheet or a register — because an unsigned but recorded issue is still far better evidence than nothing.