High school athletic departments
Give participants a clear set of questions and keep the information together, making it easier to prepare, respond and follow up. Review “Sport” in particular and adapt it to the detail you need.
Sports Equipment Loan Request Template
Stop tracking equipment loans on sticky notes. This equipment loan request form captures what's needed, who needs it, the loan period, and coach authorization — giving your athletic program a complete audit trail for every piece of gear that leaves the equipment room.
Free for non-commercial projects, with unlimited forms and responses.
Last updated
About this template
A sports equipment loan form creates an accountability trail for every item that leaves your equipment room. Without it, gear walks out the door on verbal agreements, returns don't happen on time, and by the end of a season the inventory is a guessing game of what's where and whether it will be returned before the next team needs it.
More about this template
The coach or supervisor approval field is the organizational control point of this form. It establishes that a responsible adult has authorized the loan — not just the athlete self-authorizing access to shared equipment. Combined with the return date field, it creates a simple but enforceable accountability structure that most informal equipment lending lacks.
formformform sends an instant notification when a request is submitted, so your equipment manager can approve, modify, or decline before the athlete arrives to collect gear. The practice versus game use indicator helps assess wear expectations — game-quality cleats loaned for daily practice will return in worse condition than those used once for a single match, which is relevant for equipment that needs to be available for multiple teams.
11 fields to make your own11 required in this starting form
Make it fit your workflow.
Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.
The questions, explained
Fields in this template
Review the starting questions and choices. You can change them in your own copy.
Athlete Name
Jane Smith
Email Address
jane@example.com
Phone Number
(555) 123-4567
Team or School Name
e.g. Lincoln High School Athletics
Sport
11 choices
- Soccer
- Basketball
- Baseball / Softball
- Football
- Volleyball
- Hockey
- Tennis
- Track and Field
- Swimming
- Lacrosse
- Other
Equipment Needed
List each item, size if applicable, and quantity needed. E.g.: Soccer cleats size 9 (1 pair), shin guards medium (1 pair).
Loan Start Date
Return Date
Will the equipment be used for practice or game use?
3 choices
- Practice only
- Game use
- Both practice and game use
Do you agree to return the equipment in its original condition?
2 choices
- Yes, I agree to return equipment in original condition
- No
Coach or Supervisor Approving This Request
Coach John Doe
Where it fits
Who uses this template
Suggested uses, and why this starting point can help. Adapt the questions to your own process.
Youth sports clubs
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Equipment Needed” in particular and adapt it to the detail you need.
Community recreation centers
Give people a straightforward way to get involved, while collecting the context needed to coordinate the work and follow up. Review “Loan Start Date” in particular and adapt it to the detail you need.
University athletic programs
Give participants a clear set of questions and keep the information together, making it easier to prepare, respond and follow up. Review “Return Date” in particular and adapt it to the detail you need.
Sports charity programs
Give people a straightforward way to get involved, while collecting the context needed to coordinate the work and follow up. Review “Will the equipment be used for practice or game use?” in particular and adapt it to the detail you need.
Physical education departments
Give participants a clear set of questions and keep the information together, making it easier to prepare, respond and follow up. Review “Do you agree to return the equipment in its original condition?” in particular and adapt it to the detail you need.
Equipment banks for under-resourced athletes
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Coach or Supervisor Approving This Request” in particular and adapt it to the detail you need.
What's included
Equipment description field for item and size specification
Loan start and return date fields for inventory management
Practice versus game use indicator for wear tracking
Return condition agreement checkbox for accountability
Coach or supervisor approval field for authorization control
Sport dropdown for equipment category organization
How to create a sports equipment loan request
- 1
Click 'Use this template' to open the equipment loan request form in the editor.
- 2
Add a condition assessment field asking the athlete to describe the current condition of any existing similar equipment they own, to help assess genuine need.
- 3
Add a deposit amount note if your program requires a security deposit for high-value items.
- 4
Set the notification email to your equipment manager or athletic director.
- 5
Share the form link with coaches and athletic staff who can direct athletes to it when needed.
- 6
Export submissions monthly to audit equipment in the field and follow up on overdue returns.
Best practices for your sports equipment loan request
Require supervisor approval on every request
a coach signature field prevents athletes from self-authorizing access to shared equipment that other teams may need.
Document condition at loan
add a field asking requesters to describe the current condition of the item before they receive it. This protects both parties when condition disputes arise at return.
Set return date reminders
export submissions and contact athletes whose return date has passed. A brief reminder email prevents informal loans from becoming permanent losses.
Track equipment by sport season
loan requests tend to spike at season start. Use formformform's export feature to plan inventory replenishment before equipment shortfalls affect multiple teams.
Record equipment serial numbers for high-value items
add a serial number or asset tag field for items like GPS vests, timing equipment, or high-end protective gear.
Create an equipment condition report at return
pair this loan request form with a simple return form that documents the condition of returned items for ongoing inventory quality tracking.
11 form ideas you can build with this template
Football Helmet and Pad Loan Form
Collects helmet size, player position, and coach authorization so the equipment manager can fit the appropriate protective gear and track which athlete has each numbered piece.
Soccer Cleat and Shin Guard Loan Form
Records shoe size, cleat type needed — firm ground versus turf — and loan period so the program coordinator can match available inventory to the athlete's playing surface and duration.
Tennis Racquet Loan Form
Gathers grip size preference, string tension if known, and whether the loan is for a tournament or practice so the coach can select an appropriate racquet from the program's demo inventory.
Track Starting Block Loan Form
Captures event discipline, loan period including specific meet dates, and athlete height for block angle preference so the equipment coordinator can confirm block availability for competition.
Baseball Batting Helmet Loan Form
Records helmet size, ear flap preference — left, right, or both — and whether the athlete needs a chin strap so the equipment manager can prepare the correct helmet before practice.
Hockey Skate Loan Form
Collects skate size, blade sharpening preference, and whether the loan is for recreational or game ice so the equipment coordinator can prepare appropriately sharpened skates.
Swimming Fins and Paddles Loan Form
Gathers foot size for fins, hand size for paddles, and training sets the equipment will be used for so the swim coach can confirm the training aid fits the athlete's development plan.
GPS Training Vest Loan Form
Records athlete name, jersey number for vest assignment, training sessions the vest will be used for, and agreement to return the device charged and undamaged after each session.
Lacrosse Stick Loan Form
Captures player position — attack, midfield, defense, goalie — dominant hand, and skill level so the equipment manager can select an appropriately strung stick from the program's inventory.
Community Sports Equipment Bank Request Form
Collects household financial need indicator, sport the child participates in, and equipment size so the nonprofit coordinator can match available donated gear to eligible families.
Timing Gate and Speed Equipment Loan Form
Records which training facility the equipment will be used at, number of gates needed, and the coach's technical experience with the system so setup support can be arranged if needed.
Frequently asked questions
How do I know if requested equipment is available?
formformform collects requests but doesn't manage inventory in real time. Use the loan start date and return date fields to cross-reference requests against your equipment log and confirm availability before approving.
Can I send an automatic approval confirmation to the athlete?
Use Zapier or Make to trigger a confirmation email when a loan request is submitted. You can also manually reply to the notification email to confirm or decline each request.
What if an athlete returns equipment damaged?
The return condition agreement field documents the athlete's commitment to return gear undamaged. For damaged returns, contact the coach who approved the loan. Consider pairing this form with a damage report form for incidents.
Can I track which equipment is currently out on loan?
Export submissions as CSV and sort by return date to identify equipment currently on loan and flag overdue returns. For real-time inventory tracking, integrate formformform with a spreadsheet via Zapier.
Should we charge a deposit for high-value equipment?
A deposit is advisable for high-value items like GPS tracking vests or specialized protective gear. Add a note in the form paragraph explaining the deposit requirement and how it is paid and refunded.
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