Equipment Request Forms

Equipment request forms are structured documents used to request new equipment, replacements, upgrades, or temporary equipment access in a standardized way. They help organizations collect consistent details about what is needed, why it is needed, when it is needed, and how it should be approved and fulfilled. Equipment request forms are commonly used in offices, schools, healthcare facilities, labs, construction teams, and IT departments for items like laptops, monitors, tools, lab devices, safety equipment, and specialized gear. By formalizing requests, these forms reduce back-and-forth, support budget control, and improve tracking from request to delivery.

With Jotform, equipment request forms can be created quickly using a no-code, drag-and-drop Form Builder and customized to match internal procurement or asset policies. Conditional logic can show different fields based on equipment type, urgency, or cost level, while file upload fields can collect quotes or supporting justification documents. Submissions are stored in Jotform Tables, making it easy to track request status, approvals, and fulfillment details. Automated notifications can route requests to managers or procurement teams and keep requesters updated throughout the process.

Use Cases of Equipment Request Forms

Equipment request forms support purchasing, allocation, and temporary access workflows. Below are common ways these forms are used and the challenges they help solve.

Possible Use Cases:

• New equipment purchase requests
• Replacement requests for broken or outdated equipment
• Temporary equipment loan requests (short-term use)
• Project-based equipment requests for specific teams
• IT hardware and accessories requests
• Approval and budget justification intake for equipment purchases

Problem-Solving Points:

• Standardize procurement requests and reduces incomplete submissions
• Improve budget control with clear justification and approvals
• Speed up fulfillment by collecting required details upfront
• Create a trackable record of equipment requests and decisions

Possible Owners and Users:

• Employees, students, or staff submitting requests
• Managers approving equipment needs
• Procurement and purchasing teams
• IT and asset management teams
• Finance teams reviewing budgets

Differences of Creation Methods:

• New equipment purchase request forms focus on item specifications, quantity, business justification, budget range, and required approvals.
• Replacement or repair-based request forms emphasize current asset ID, issue description, urgency, and whether a repair or replacement is preferred.
• Temporary equipment loan request forms prioritize pickup and return dates, usage purpose, borrower responsibility acknowledgments, and availability confirmation steps.

How to Create an Equipment Request Form

Creating an equipment request form with Jotform helps you manage equipment demand transparently and route requests through the right approval workflow.

1. Choose a Template or Start from Scratch

In My Workspace, click “Create” and select “Form.” Start with a request template and customize it for equipment workflows.

2. Add Requester and Department Details

Collect requester name, role, department, and contact info so requests can be routed and fulfilled correctly.

3. Collect Equipment Details and Justification

Add item type, specs, quantity, urgency, and why the equipment is needed. Include budget fields if approvals depend on cost.

4. Use Conditional Logic for Request Type

Show different questions for new purchase vs replacement vs loan requests. Add file upload fields for quotes or supporting docs where needed.

5. Set Up Notifications and Approvals

Notify managers and procurement teams automatically. Send confirmation emails to requesters with status expectations.

6. Track Requests in Jotform Tables

Store submissions in Tables so teams can filter by request type, priority, status, and department and export reports.