1) What is this Lab Equipment Inventory Survey Form used for?

The Lab Equipment Inventory Survey Form is used to record key information about lab instruments, such as identification details, location, condition, and responsible staff, so teams can maintain an accurate and current equipment inventory.

2) What should be included in a Lab Equipment Inventory Survey Form?

A Lab Equipment Inventory Survey Form should include basic equipment identifiers, where each item is located, its current status, the date of the inventory check, and who is responsible for it, plus space for comments about maintenance or issues.

3) When to use a Lab Equipment Inventory Survey Form?

You can use this form during scheduled inventory audits, before inspections, when onboarding new equipment, or whenever you need to verify the condition and location of lab assets for planning or reporting.

4) Who can use a Lab Equipment Inventory Survey Form?

Laboratory managers, research coordinators, safety officers, and facility teams in academic, clinical, and industrial labs can all use this form to coordinate equipment tracking across teams and locations.

5) What are the benefits of using a Lab Equipment Inventory Survey Form?

Using this form helps reduce lost or misplaced equipment, supports better maintenance planning, improves data collection for audits and budgets, and gives stakeholders a clear overview of available lab resources.

6) How do I customize the Lab Equipment Inventory Survey Form with Jotform?

You can customize the form with Jotform’s no-code Form Builder by using the drag-and-drop interface to add or remove questions, adjust wording, change the layout, and apply your lab’s branding without any coding.

7) Can I make certain questions conditional or required?

Yes, you can set specific questions as required to ensure complete form submission, and use conditional logic to reveal additional fields, such as follow-up questions when equipment is marked as damaged or needing service.

8) How can I share this inventory survey with my lab team?

The form can be shared via a direct link, embedded on an internal lab website, or accessed with a QR code, making it easy for technicians and researchers to complete it from any device.

9) What happens to the data after a Lab Equipment Inventory Survey Form is submitted?

After each form submission, responses are stored automatically in Jotform Tables, where you can filter entries by room, equipment type, or condition, export data for reports, and collaborate with colleagues.

10) Is the Lab Equipment Inventory Survey Form mobile-friendly?

Yes, this form template is mobile-responsive, so staff can walk through the lab with a tablet or phone and complete inventory checks on the spot, improving accuracy and saving time.

Lab Equipment Inventory Survey Form Template

Equipment Tracking Forms

14 Templates

Inventory Checklist Form

In every organization or company, it is necessary to record all the items stored in the inventory. You can use this Inventory Checklist Form Template to track and control the products in an organized manner.

Asset Tracking Forms

Office Supplies Inventory Form

In an office environment, it is important to manage the supply inventory systematically and efficiently in order to prevent the interruption of the workflow in the office. You can use this Office Supplies Inventory Form Template to manage your office supplies easily. This template uses a Configurable List widget that allows you to add an office supply dynamically. The column headers are the item number, item name, category, number of items on hand, quantity to be ordered, and the unit price. This form also has the information on who checked the inventory and the approver.

Asset Tracking Forms

Asset Handover Form

An Asset Handover Form is a form that can be used to hand over assets to an employee. It is used to record details of the asset that is being passed to an employee.

Business Forms

Equipment Inventory Record Form

An Equipment Inventory Record Form is a form template that provides an organized approach to tracking company assets. It allows businesses to keep accurate records of their equipment, preventing losses, and streamlining maintenance schedules.

Business Forms

Equipment Inventory Form

An equipment inventory form is utilized by many businesses to keep track of their distributor's items. Here's an equipment form that will aid your company to do just that.

Business Forms

Equipment Maintenance Monitoring Form

The Equipment Maintenance Monitoring Form helps businesses track maintenance schedules and equipment performance, ensuring efficient operations and minimizing downtime.

Business Forms

IT Equipment Upgrade Request Form

The IT Equipment Upgrade Request Form helps streamline the process of requesting upgrades for IT equipment, allowing IT departments to manage and prioritize requests efficiently.

Business Forms

Robot Equipment Safety Inspection Form

The Robot Equipment Safety Inspection Form helps ensure robotic machinery operates safely by recording inspection details and identifying hazards, making compliance easier.

Business Forms

H₂S Safety Equipment Sign Out Form

The H₂S Safety Equipment Sign-Out Form helps organizations manage the sign-out process for safety equipment, ensuring compliance and safety in H₂S environments.

Business Forms

Ski Equipment Rental Order Form

The Ski Equipment Rental Order Form allows customers to easily select and rent ski equipment online, streamlining the rental process for ski shops and resorts.

Order Forms

Lab Equipment Inventory Survey

Lab Equipment Inventory Survey Form helps research, clinical, and industrial labs record equipment details, condition, location, and responsible staff for accurate inventory tracking and maintenance planning.

Laboratory Forms

Tool Life Tracking Report Request Form

Tool Life Tracking Report Request Form helps maintenance and production teams submit standardized requests for tool life analysis, capturing key usage details and attachments for consistent data collection and follow-up.

Equipment Maintenance Forms

Wildlife Tracking Equipment Service Request

Wildlife Tracking Equipment Service Request Form helps researchers and conservation teams report issues, upload evidence, and prioritize maintenance for tracking devices in a single online request workflow.

Equipment Maintenance Forms

Device Transfer Log

Device Transfer Log Form helps IT teams, schools, and businesses record hardware handovers, track device responsibility, and document condition at transfer for accurate asset management.

IT Forms

About Equipment Tracking Forms

Equipment tracking forms are structured documents used to record, monitor, and manage the movement, status, and assignment of equipment across teams, locations, or projects. They help organizations keep accurate records of where equipment is, who is using it, when it was checked out or returned, and what condition it is in. Equipment tracking forms are commonly used in offices, schools, healthcare facilities, warehouses, construction sites, labs, and field service operations to track laptops, tools, devices, instruments, and other shared assets. By standardizing tracking workflows, these forms reduce loss, improve accountability, and make it easier to plan equipment availability.

With Jotform, equipment tracking forms can be built quickly using a no-code, drag-and-drop Form Builder and optimized for fast, repeatable submissions. Conditional logic can adjust fields based on equipment type or action (check-out, transfer, return), and file upload fields can collect photos or condition notes when needed. Submissions are stored in Jotform Tables, making it easy to filter by asset ID, user, location, and status. Teams can also use automated notifications to confirm check-outs, alert managers about overdue returns, or flag damage reports.

Use Cases of Equipment Tracking Forms

Equipment tracking forms support asset accountability, availability planning, and condition reporting. Below are common ways these forms are used and the challenges they help solve.

Possible Use Cases:

Equipment check-out and check-in logging
Equipment transfer between teams, sites, or projects
Asset inventory updates and location verification
Equipment condition reporting and damage documentation
Loaner equipment tracking for staff or students
Offboarding equipment return confirmations

Problem-Solving Points:

Reduce equipment loss by recording assignment and location changes
Improve accountability with time-stamped check-in and check-out logs
Help teams plan availability and reduce scheduling conflicts
Create a clear history of equipment usage and condition changes

Possible Owners and Users:

Operations and facilities teams
IT and asset management teams
Warehouse and logistics staff
Team leads and project coordinators
Employees, students, or technicians checking equipment in or out

Differences of Creation Methods:

Equipment check-out and return forms focus on asset ID, borrower details, check-out date, expected return date, and confirmation of return.
Equipment transfer and location update forms emphasize current location, new location, custody change details, and receiving person confirmation.
Equipment condition and damage reporting forms prioritize condition ratings, issue descriptions, photo attachments, and whether equipment should be removed from service.

How to Create an Equipment Tracking Form

Creating an equipment tracking form with Jotform helps you standardize asset tracking while keeping records searchable and easy to manage.

1. Choose a Template or Start from Scratch

In My Workspace, click “Create” and select “Form.” Start with a tracking or inventory template and customize it for your equipment workflow.

2. Add Equipment and User Identification Fields

Collect asset ID, equipment name/type, serial number (if needed), user name, department, and location. Dropdowns help keep entries consistent.

3. Define the Tracking Action

Add a field to select action type such as check-out, return, transfer, or inventory update. Use conditional logic to show only the fields required for that action.

4. Capture Timing and Accountability Details

Include check-out date, expected return date, condition at check-out, and acknowledgment checkboxes. For transfers, include receiving person details.

5. Add Attachments When Needed

Use file upload fields for photos of condition or damage and attach receipts or documentation if required.

6. Publish and Track Submissions in Jotform Tables

Publish and share the form link or QR code. Use Jotform Tables to filter by equipment, borrower, location, and return status.

Frequently Asked Questions

1. What are equipment tracking forms?

Equipment tracking forms are documents or online forms used to record equipment assignments, location changes, check-outs, returns, and condition updates.

2. Why are equipment tracking forms important?

They reduce loss, improve accountability, and help teams maintain accurate equipment availability and usage records.

3. What information is typically included in equipment tracking forms?

Common fields include equipment ID, user details, location, action type (check-out/return/transfer), dates, and condition notes.

4. Who uses equipment tracking forms?

Operations teams, IT, warehouse staff, project coordinators, and anyone borrowing or managing shared equipment may use these forms.

5. Can equipment tracking forms include photos?

Yes. File upload fields can collect photos of equipment condition, damage, or proof of return.

6. Can equipment tracking forms be used for inventory audits?

Yes. Many teams use forms to verify asset locations and update inventory records during audits.

7. How do equipment tracking forms help with overdue returns?

They record expected return dates and can support follow-up workflows through notifications and tracking in Tables.

8. Can equipment tracking forms be customized for different asset types?

Yes. Conditional logic and custom fields can tailor the form for IT devices, tools, lab instruments, or specialized equipment.