Form library · Quality and compliance

Tool register template

For stores teams and people issuing or returning tools. Record issue context, tool movements and acknowledgement. Try the form below, see every question or download a blank PDF or Word copy.

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Does a custody entry prove a tool is safe?

HSE requires suitable maintenance and, where necessary, inspection of work equipment. Recording who holds a tool does not replace those checks; link its inspection and defect information to the custody record.

Last updated 6 October 2026. Facts checked by the SiteSurvey team on 6 October 2026 against HSE maintenance of work equipment and HSE inspection of work equipment.

Try the tool issue and return register form live

Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.

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This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed.

Want to see one filled in? See a completed tool issue and return register report (PDF), made by SiteSurvey from a fictional site visit.

Fill it in on a phone or tablet

Your team completes the tool issue and return register on site in the SiteSurvey app on iPhone, iPad and Android phones and tablets. The project name and address fill in for them, it works without signal, and it syncs when the device is back online with photos kept against the question they answer.

Customers and subcontractors do not need the app: send them a link and they can fill it in from any browser.

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The Tool Issue and Return Register form in the SiteSurvey app on a tablet

The Tool Issue and Return Register form in the SiteSurvey app on a phone

Every question in the tool issue and return register template

A tool custody register recording tool identifiers, issue condition, recipient acknowledgement, planned returns, actual returns and missing-item follow-up. 5 sections and 32 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.

Make it your own: every question is editable

This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.

Details you only enter once

Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.

Project: the project name
Site or premises address: the site address, from the space or the project
Client or organisation: the project's customer

Record details and scope

ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name
Site or premises addressShort answer
Fills in from the site address, from the space or the project
Client or organisationShort answer
Fills in from the project's customer
Record date*Date
Person completing the record*Short answer
CheckThis records tool custody. It is not an asset valuation, automatic stock system, inspection certificate or authority to make payroll deductions.
CheckHSE requires suitable maintenance and, where necessary, inspection of work equipment. Recording who holds a tool does not replace those checks; link its inspection and defect information to the custody record.

Issue context

Store or issuing location*Short answer
Person issuing tools*Short answer
Recipient and team*Short answer
Job or work locationShort answer

Tool movements

Tool
Repeat for each tool. Each one asks:
- Tool ID, description and serial number*Short answer
- Scan the tool labelScan a label: serial number, asset number
  Optional. Scan the label or data plate to capture the serial and other numbers.
- Accessories and quantity issuedShort answer
- Issue condition and inspection reference*Short answer
- Issue date*Date
- Expected return dateDate
- Custody status*Choose one
  - Issued
  - Returned
  - Missing
  - Transferred
- Return or transfer date, condition and receiving person*Notes
  Shown only when the answers above make it relevant
- Missing item details and person notified*Notes
  Shown when “Custody status” is “Missing”

Acknowledgement

Recipient acknowledgementSignature
Defects or quarantined tools and linked job referencesNotes
Identify the tool and reported condition on return. Keep the custody record separate from a decision that the tool is safe to reissue.
Tool condition evidencePhotos

Actions and review

Are further actions required?*Choose one
- Yes
- No
Further action
Repeat for each further action. Each one asks:
Shown when “Are further actions required?” is “Yes”
- Action and evidence reference*Notes
- Person responsible*Short answer
- Target dateDate
- Action status*Choose one
  - Open
  - In progress
  - Completed
- Completion evidence*Notes
  Shown when “Action status” is “Completed”
Outstanding limitations and information to pass onNotes
Record status*Choose one
- Ready for review
- Further work needed
- Work or use stopped
Reviewed byShort answer
Review dateDate
Author signature*Signature
CheckSigning records the information entered. It does not itself certify legal compliance, remove a limitation or authorise unsafe work.

Scope and responsibility

This records tool custody. It is not an asset valuation, automatic stock system, inspection certificate or authority to make payroll deductions.

What a useful entry looks like

Defects or quarantined tools and linked job references

Identify the tool and reported condition on return. Keep the custody record separate from a decision that the tool is safe to reissue.

Tool TL-17 returned with a damaged lead reported by the recipient. The issue record references the defect report and the review needed before reissue.

Fictional example of record wording. Use the actual evidence and approved arrangements for your job; this is not a completed report or an instruction to carry out the work.

See it filled in

A completed tool issue and return register report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.

See completed form (PDF) ↗

Tool Issue and Return Register FAQs

How should I record “Defects or quarantined tools and linked job references”?

Identify the tool and reported condition on return. Keep the custody record separate from a decision that the tool is safe to reissue.

Does the expected return date send a reminder?

No. It is a recorded date for the team to review.

Can I record a partial return?

Yes. Use a separate tool entry for each identifiable item and update each custody status.

How are damaged tools handled?

Record the condition and quarantine or repair reference. Custody acknowledgement is not acceptance that a defective tool is safe.

What are the limits of this template?

This records tool custody. It is not an asset valuation, automatic stock system, inspection certificate or authority to make payroll deductions.

Can I complete this form on site and share the record?

In the SiteSurvey app the form works offline, with photos and signatures recorded against the questions. Share the completed record as a PDF or a link. Dates and action owners are recorded fields; this form does not send reminders or update other systems.

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