🔧 Equipment Check-Out Playbook
Track equipment usage, assignments, and condition from check-out to return. Prevent loss, ensure proper maintenance, and know where every piece of equipment is at all times.
Why Equipment Tracking Matters
| Problem | Cost Without Tracking |
|---|---|
| Equipment theft/loss | Average $5,000–$50,000+ per incident |
| Unscheduled breakdowns | $500–$5,000/day in idle labor and rental replacements |
| Missed maintenance | 30–50% shorter equipment life |
| Idle rental equipment | $200–$2,000/day sitting unused |
| Unknown utilization | Buying equipment you don't need |
| OSHA citations | Uninspected equipment = violations |
Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| Worker / Operator | Complete pre-use inspection, report damage or defects, return equipment clean and in good condition |
| Foreman | Approve check-outs, verify pre-use inspections, ensure equipment is returned at end of shift/task |
| Equipment Manager / Yard | Maintain inventory, schedule maintenance, process check-outs/returns, track utilization |
| Superintendent | Approve equipment requests, monitor utilization, authorize rentals |
| Safety Director | Verify inspection compliance, investigate equipment-related incidents |
Check-Out Process
Step 1: Request Equipment
| Field | Details |
|---|---|
| Equipment type and size | Be specific: "20-ton hydraulic excavator" not "excavator" |
| Date needed | Start and expected return date |
| Project and location | Where it's going |
| Operator | Who will operate it (must be trained/certified) |
| Purpose | What task it's needed for |
| Delivery method | Self-transport, trailer, or delivery |
Step 2: Pre-Use Inspection
Before any equipment leaves the yard or starts work, complete a pre-use inspection:
Heavy Equipment (Excavators, Loaders, Dozers, etc.)
- Walk-around visual inspection — no leaks, damage, or loose parts
- Fluid levels — engine oil, hydraulic fluid, coolant, fuel
- Tires/tracks — condition, pressure, tension
- Lights — headlights, tail lights, strobes, backup lights
- Backup alarm — functioning
- Mirrors — present, clean, adjusted
- Seat belt — functioning
- Controls — all levers and pedals respond correctly
- Attachments — properly secured, pins in place
- Fire extinguisher — present and charged
- Safety decals — legible
- Hour meter reading — record at check-out
Power Tools and Small Equipment
- Visual inspection — no damage, cracks, or missing guards
- Cord/plug condition — no cuts, frays, or exposed wire
- Safety guards — in place and functional
- Blade/bit condition — sharp, correct type, properly secured
- GFCI — test GFCI before use (for corded tools)
- Safety features — trigger locks, dead-man switches working
- Serial number / asset tag — matches check-out log
Aerial Lifts and Scaffolding
- Annual inspection current — tag visible and in-date
- Pre-use inspection per manufacturer requirements
- All safety devices functional (tilt alarm, overload, etc.)
- Controls — ground and platform controls respond correctly
- Guardrails and gates — in place and secure
- Outriggers/stabilizers — functional (if applicable)
- Operator certification verified — card on file
No Inspection = No Use
If pre-use inspection reveals any defect that affects safety, the equipment is tagged out of service and must not be used until repaired. There are no exceptions.
Step 3: Log the Check-Out
Record in the equipment log (paper or digital):
| Field | Example |
|---|---|
| Date/time out | 02/12/2026, 6:30 AM |
| Equipment ID / asset number | EXC-2019-03 |
| Description | CAT 320 Hydraulic Excavator |
| Hour meter / odometer | 4,832 hours |
| Condition at check-out | Good — no defects noted |
| Checked out to (name) | Mike Johnson |
| Operator certification verified | Yes — expires 08/2026 |
| Project / destination | Riverside Medical Center |
| Expected return date | 02/19/2026 |
| Foreman approval | Tom Reeves |
| Pre-use inspection completed | Yes — form attached |
Step 4: Worker Signs for Equipment
The worker or operator signs acknowledging:
- They received the equipment in the documented condition
- They will operate it per manufacturer instructions and training
- They will complete daily pre-use inspections
- They will report any damage, defects, or incidents immediately
- They are responsible for reasonable care of the equipment
In-Field Management
Daily Pre-Use Inspection
- Operators must inspect equipment every day before use — not just at initial check-out
- Use the same checklist as the initial inspection
- Log any new defects and report to foreman
During Use
| Monitoring Item | Frequency | Action |
|---|---|---|
| Fluid levels | Daily (before start) | Top off or report low levels |
| Unusual sounds, vibrations, smells | Continuously | Stop immediately, report |
| Safety device function | Before each use | Test backup alarms, overload limits |
| Hour meter tracking | Daily | Log for maintenance scheduling |
| Operator fatigue | Continuously | Rotate operators on long shifts |
If Equipment Breaks Down
- Stop work and secure the equipment
- Notify the foreman immediately
- Do NOT attempt repairs unless trained and authorized
- Document the failure (photos, description, hour meter reading)
- Contact equipment manager for repair or replacement
- Tag the equipment out of service
Return Process
Step 1: Return Inspection
| Check | Details |
|---|---|
| Condition | Compare to check-out condition — note any new damage |
| Cleanliness | Equipment should be reasonably clean (not caked in mud/concrete) |
| Fluids | Report any fluid levels that need attention |
| Hours / odometer | Record final reading |
| Attachments | All attachments, accessories, and keys returned |
Step 2: Log the Return
| Field | Example |
|---|---|
| Date/time returned | 02/19/2026, 3:30 PM |
| Equipment ID | EXC-2019-03 |
| Hour meter at return | 4,891 hours (59 hours used) |
| Condition at return | Good — minor scuff on right track guard (photo attached) |
| Damage reported | None requiring repair |
| Returned by | Mike Johnson |
| Received by | Equipment yard — Dave Chen |
Step 3: Maintenance Check
After return, equipment manager reviews:
- Is scheduled maintenance due based on hours?
- Were any issues reported during use?
- Does it need cleaning, repair, or service before next deployment?
Maintenance Integration
Preventive Maintenance Schedule
| Interval | Service Items |
|---|---|
| Daily | Pre-use inspection, fluid levels, visual walk-around |
| 250 hours | Oil and filter change, grease fittings, air filter check |
| 500 hours | Hydraulic filter, fuel filter, belt inspection |
| 1,000 hours | Major service — coolant, hydraulic fluid, full inspection |
| 2,000 hours | Undercarriage inspection (tracked), tire replacement evaluation |
| Annual | Certified inspection (lifts, cranes), load testing (if required) |
Maintenance Tracking
For each piece of equipment, maintain:
- Current hour meter reading
- Next scheduled service (date and/or hours)
- Maintenance history log
- Repair records
- Annual inspection certificates (for lifts, cranes)
Metrics
| Metric | Target | Frequency |
|---|---|---|
| Pre-use inspection completion rate | 100% | Daily |
| Equipment utilization rate | over 70% for owned equipment | Monthly |
| Unscheduled breakdown rate | under 5% of equipment days | Monthly |
| Check-out/return log accuracy | 100% — every piece tracked | Ongoing |
| Preventive maintenance on-time rate | over 95% | Monthly |
| Equipment loss/theft incidents | Zero | Ongoing |
Related Resources
| Resource | Link |
|---|---|
| Equipment Safety Checklist | Download Checklist |
| Equipment Maintenance Tracker | Maintenance Log |
| Tool Inventory Tracker | Tool Inventory |
| Equipment Management Guide | Full Guide |
| BLDR Pro Equipment Tracking | bldr.pro |