Free template
Handover and return form for vehicles, equipment and rooms.
Build and download your form
One form per page, 1 to 20 pages. A stack for the glove box.
Preview
The layout of the sheet, scaled down. On a phone, scroll sideways.
Vehicle handover form
| Pickup | Return | |
|---|---|---|
| Date, time | ||
| Name | ||
| Odometer (km) | Difference | |
| Fuel level | full¾½¼reserve | full¾½¼reserverefuelledyesno |
| Cleanliness | cleanslightly dirtyvery dirty | cleanslightly dirtyvery dirty |
| Purpose / project | ||
| Damage | known damage | new damage |
| Accessories | present / in order | complete / in order |
| Keys | Count | Count |
| Registration document | ||
| Fuel card | ||
| Warning triangle | ||
| First aid kit | ||
| High-visibility vest | ||
| Mark damage | leftfrontrearrightroof (grey area) | |
| Remarks | ||
| Signature | Signature: Pickup | Signature: Return |
Download
PDF for printing, one form per page. Excel for filling in on a computer or tablet, with the difference calculated. Free, no sign-up.
Rather skip the paper?
With Dispoly, the form is attached to the booking: name and period are known, the counter is prefilled, the difference works itself out, and a reminder goes out when the return is missing.
30-day free trial, no credit card needed.
What belongs in a handover form
| Area | What goes in |
|---|---|
| Identity | Licence plate, asset or serial number and name, once at the top of the sheet. With several identical devices, the serial number, or nobody will know later which cordless drill it was. |
| Time | Date and time of pickup and return. The actual time, not the booked one: the scratch happened between two clock readings, not between two bookings. |
| Who | Name of the person picking up and the person returning. Whoever drives often did not book. |
| Counter | Odometer or operating hours at pickup and return, plus the difference. Read it, do not guess. If one field is to be mandatory, this one. |
| Fuel or battery | Fuel or charge level in rough steps: full, ¾, ½, ¼, reserve. At return, also whether it was refuelled or charged. It does not need to be more precise. |
| Condition and damage | Known damage and cleanliness at pickup, new damage and dirt at return. Name the spot: "dent, rear left door". For vehicles, a sketch to mark the spot on helps. |
| Accessories | Keys with count, registration document, fuel card, warning triangle, first aid kit; for equipment power supply, remote, cables, case; for rooms keys or fobs, tech, windows, lights, waste. A fixed list per vehicle or device saves arguments. |
| Purpose (optional) | Trip purpose, project or cost centre, at pickup only. Only ask if someone evaluates it later. Every extra field raises the odds that someone guesses instead of reading. |
How to use the printed form
One sheet per handover
A separate form for every booking, with the licence plate or asset number at the top. A stack lives in the vehicle or next to the key box, on a clipboard with a pen.
Fill in at pickup, not afterwards
The left column is filled in before driving off: read the counter, tick the fuel level, check off accessories, note known damage. What gets filled in from memory later is rarely right.
Compare at return
Fill in the right column when parking and compare it with the left: work out the difference, check accessories against the list, write down new damage with its location and mark it on the sketch.
Keep known damage once per vehicle
Instead of copying every scratch at every handover, keep one list per vehicle or device. The form then only gets what is new.
File it and look it up when needed
The completed sheet goes into the resource's folder, sorted by date. When a scrape turns up, you find the handover it happened between in a minute.
When the digital version pays off
Name and period are already known
When the form is attached to the booking, name and period come from the booking. All that is left to enter is what can be read off the vehicle, and any member can do that.
Counters prefilled, differences calculated
At pickup, the last known reading is already in the field; at return, the difference updates as you type, e.g. "+55 km". Transposed digits stand out immediately.
Guests record via link, no login
Whoever booked without an account through your public booking page, say a club member, gets a link by email and records in the browser. A QR sign on the vehicle covers trips without a booking.
A reminder when a return is missing
On paper, a missing return only shows up when someone leafs through the folder. Dispoly flags open handovers and sends an email two hours after the booking ends if the return is missing.
FAQ
Frequently Asked Questions
From the sheet on the clipboard to the form on the booking
Dispoly asks what you define at pickup and return of every booking, calculates differences itself and reminds when a return is missing. For vehicles, equipment and rooms, included in every plan.
30-day free trial. No credit card required.