How to Keep Track of Sign-Outs of Loaner Laptops

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Loaner laptops can be a benefit to you and your clients. You accumulate revenue, while offering convenience to your clients. However, when your IT support department loans laptops to individuals, it’s vital to have a tracking system that minimizes the loss of laptops. You don’t have to pay a professional company to install specialized equipment to keep track of the loaner laptops. Instead, you can complete the task yourself.

Preparing the Tracking System

Perform a complete inventory on the laptops you own. When completing the inventory, make note of information like model number, type of equipment and serial number.

Create a specialized number for each laptop to keep track of them when signed out. You can use a combination of letters and numbers.

Attach stickers to each laptop with the corresponding serial number, and keep an inventory list in a safe place.

Developing the Tracking System

Determine the type of tracking system you want to use. For example, if you want to go paperless, you need to create a document such as a spreadsheet to keep track of the laptops on loan.

Develop a laptop check-out form. Regardless of whether the form is paper or an electronic download, you need the same information on it. Include: type of equipment checked out, color, features, asset tag number, serial number, model number and borrower’s information. Write out the loaner policy.

Teach your employees how to use the tracking system and keep track of each signed-out laptop.

Implementing the Tracking System

Provide each borrower with the laptop check-out form. If you’re using an electronic system, you need to print out the form and have the borrower sign it. Have your employees explain your loaner policy.

Complete a weekly inventory of the loaner laptops still in your possession.

Make note of any laptops that are still on loan. If it’s past the due date, contact the borrower.


  • If you’re loaning a laptop out for a short time, you may want to have a backup system. One backup system is to keep the borrower’s identification. For example, if you’re on a college campus, you may request the student’s college identification as collateral to help keep track of loaner laptops.


  • Your loan policy should clearly explain your company’s policy regarding the borrower’s personal responsibility for lost or stolen loaner laptops.