Production templates · Forms

Equipment checklist

Core camera, grip, lighting and sound gear with check-out and return boxes.

The equipment checklist lists 22 core items across camera, grip, lighting, sound, directing and DIT, plus 8 blank rows, with model, quantity, vendor and out / in columns.

English Excel — Equipment checklist (English)Print · PDF — Equipment checklist (English)
한국어 Excel — Equipment checklist (한국어)Print · PDF — Equipment checklist (한국어)

The Excel file includes Example and Guide sheets next to the blank form. How to fill it in

What's inside

What's inside

  • Production
  • Date / shooting day
  • Owner / contact

Preview

  • Dept
  • Item
  • Model / spec
  • Qty
  • Vendor
  • Out
  • In
  • Notes

How to fill it in

What it is for

The equipment checklist gathers the gear for one shooting day (or block) by department on a single sheet, to check it out and back in. You can see gaps and duplicates across departments at a glance, and it backs up the per-vendor settlement. The production office usually builds it and each department’s second fills in its own lines.

When to use it

Collect each department’s list the day before pickup, tick Out at pickup and In at return. Start a new sheet whenever the location or workload changes a lot.

Field by field

  • Production

    What
    Production title
    How
    Same title as on the rental agreement.
    Example
    The Temperature Between Us

  • Date / shooting day

    What
    Date and day number the gear is used
    How
    For multi-day rentals, give the first and last date and the range of days.
    Example
    2026-11-14 · Day 12

  • Owner / contact

    What
    The person responsible for all the gear
    How
    One name and mobile number for vendors to call at pickup and return.
    Example
    Harin Jung · 010-0000-0000

  • Dept

    What
    Department using the gear
    How
    Common items are pre-filled by department. Add new items in the blank rows with the same department name.
    Example
    Camera

  • Item

    What
    Type of equipment
    How
    Keep the pre-filled names; for items you do not need, leave Qty blank or write “not used” in Notes.
    Example
    Lens set

  • Model / spec

    What
    The specific spec
    How
    Type, size and output so it can be matched to the vendor’s order — focal lengths for lenses, wattage for lights.
    Example
    Primes 25 / 35 / 50 / 85 mm

  • Qty

    What
    How many
    How
    Sets as sets, single items as units; explain in Notes if the unit is unclear.
    Example
    4

  • Vendor

    What
    Where it was rented
    How
    Write “owned” for in-house gear. With several vendors, settlement is split by this column.
    Example
    ○○ Rentals

  • Out

    What
    Received
    How
    Mark ■ once you have counted the physical items and they match.
    Example
    ■

  • In

    What
    Returned
    How
    Mark ■ after counting with the vendor; if something is short, leave it blank and note it.
    Example
    ■

  • Notes

    What
    Anything unusual
    How
    Damage, missing items, extra rentals or gear carried over to another day — anything that affects settlement.
    Example
    One battery will not charge · vendor told

Tips

  • Ask department seconds to fill in their lines by the afternoon before — pickup goes much faster.
  • Order the items like the vendor’s order form so checking out and in is quick.
  • Always count small items such as batteries and cards — they go missing most often.
  • If gear carries over to another day, leave In blank and write “continues next day” in Notes.
  • For detailed camera, lighting and grip lists, use the camera package and lighting & grip checklists alongside this one.

Common mistakes

  • Leaving Model / spec blank so nobody can match items to the vendor’s order.
  • Leaving out owned gear, which then gets mixed up with rentals at return.
  • Ticking Out without counting and finding shortages on set.
  • Not noting missing items at return, leaving no record when the invoice arrives.

Filled-in example

Filled in for the fictional drama “The Temperature Between Us”. All people, companies and numbers are made up; the Excel file has the same example on its Example sheet.

Equipment Checklist

ProductionThe Temperature Between Us
Date / shooting day2026-11-14 · Day 12
Owner / contactHarin Jung · 010-0000-0000
DeptItemModel / specQtyVendorOutInNotes
CameraCamera bodyCinema camera body2○○ Rentals■■A and B camera
CameraLens setPrimes 25 / 35 / 50 / 85 mm4○○ Rentals■■
CameraBatteries & chargersCamera batteries, dual charger8○○ Rentals■■One battery will not charge · vendor told
CameraMedia cards & reader1 TB cards, card reader6Owned■■
CameraMonitor & wireless video
CameraTripod & head
CameraFollow focus, matte box & filters
GripDolly & trackCompact dolly, 4 m straight track1○○ Grip■
GripGimbal / Steadicam
GripC-stands & sandbags
LightingFixtures (LED / HMI)LED panels, COB LED point sources6○○ Lighting■■
LightingLight stands
LightingDiffusion, bounce & frames
LightingPower cables & distro
LightingGenerator
SoundRecorder
SoundBoom mic & pole
SoundWireless lavaliersWireless transmitter / receiver sets3Owned■■
SoundTimecode & slate
DirectingWalkie-talkies & earpiecesBusiness two-way radios12○○ Rentals■Continues to Day 13
DITLaptop & backup drives
GeneralFirst aid kit & safety gear
CameraLight meterIncident light meter1Owned■■Added — not on the list
Open the example full size · print

FAQ

Can I use it for rental returns?

Use the out / in columns; the separate rental return checklist covers backups, damage records and late fees.

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