Equipment Loan Application & Policy

The Equipment Loan Application & Policy below is free for your church office...



The Church Loan Application can be used when an organization or church member is asking to use or borrow the church equipment.

Many churches will have the requester fill out the church equipment loan form before loaning out any church equipment. The form will then be turned into the church administration office for approval or authorization before any equipment is loaned out.

After the church administrative office approves or disapproves of the equipment loan, the person(s) will be contacted via phone, email or mail with the church administrative office's decision.



This is a great way to organize the tracking of your church equipment at all times and helps eliminate any confusion on where your church equipment is at all times.

Here is a church equipment scenario: Opening the microphone case, I was shocked when I noticed the a microphone was missing. I checked and looked for the microphone in other boxes, in sound room, in the microphone stands, and that is when I remembered the Women's Retreat. The women's group had held a retreat over the weekend and even though the retreat was from Friday night to Saturday night, they had not returned the equipment yet.

You must create a Church Equipment Loan policy also to ensure the scenario like the one above does not happen in your church. Create a simple Equipment Loan policy by:

  • Establishing Guidelines - The borrower must notify you within at least one week advance before scheduling the event in which they will need the equipment, and fill out the Use of Equipment form in advance for approval. Borrower must be trained by designated person in the church in simple equipment usage before using equipment (wrapping cable wire, microphone care, electrical safety, etc.).
  • Establishing Expectations - The borrower will properly care for all the equipment, return equipment in timely fashion so not to cause problems with other equipment needs, will report any problems upon returning equipment, and will contact church if any critical problems occur while setting up equipment, etc.
  • Establishing Ownership - The borrower recognizes the equipment is on loan from the church, and recognizes repeated use of equipment on a regular basis may constitute the need for the ministry to purchase their own equipment.

If your church does loan out their equipment for any reason you will probably need the Equipment Loan Application or policy below...

Click on the link to download the equipment loan form below:

Church Equipment Loan Form

Church Equipment Loan App

Church Equipment Loan Policy


If you need to modify this form, try the site: Free PDF Services. You can convert this Adobe file into a Word document free of charge and make the necessary changes.

Note: You will need Adobe Reader (the latest version is recommended) installed on your computer in order to save or open these forms.

You can get Adobe Reader free here (a new window will open so you can download it without leaving this page).

If you want to open the file in your browser window, just click on one of the links above. However, if you want to download the file to view later, then right-click on the link and choose "Save Target As" or "Save File As". Then select where you want to save the file on your hard drive.


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Note: These sample forms are meant to serve as example forms and should not be construed as legal documents.  Please contact a legal professional for legal language for your specific organization.


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