Checkout and Return Inspection Checklist
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A printable walk-through for the moment gear leaves the counter and the moment it comes back, so condition disputes get settled by notes and photos instead of memory.

[ ] Before handover: confirm the booking matches the customer in front of you (name, dates, unit or serial number, quantity)
[ ] Before handover: verify the deposit is collected or the card hold is authorized before anything leaves the counter
[ ] Before handover: check the calendar shows the unit as checked out, not merely reserved, so a second staff member cannot promise it
[ ] At checkout: photograph each unit from all sides, plus close-ups of any existing scratches, dents, stains or wear
[ ] At checkout: record serial numbers and asset tags on the form, not just the item name
[ ] At checkout: count every accessory against the kit list (cables, batteries, chargers, keys, stakes, cases, manuals)
[ ] At checkout: test that the unit powers on or starts, and note the fuel level, charge level, hour meter or shutter count
[ ] At checkout: walk the customer through safe operation and have them initial the safety acknowledgement
[ ] At checkout: confirm the return date, time and location out loud, and state plainly what counts as late
[ ] At checkout: explain the cleaning expectation and what triggers a cleaning fee
[ ] At checkout: give the customer a copy of the condition notes and photos before they leave
[ ] At return: log the actual return time next to the due time, and note who received the unit
[ ] At return: compare the unit to the checkout photos, with the customer present whenever possible
[ ] At return: count accessories again against the same kit list used at checkout
[ ] At return: check fuel or charge, cleanliness and any new damage, and photograph anything that is new
[ ] At return: decide any deposit deduction the same day and document the reason with the before and after photos
[ ] At return: release the deposit or card hold promptly if nothing is owed, and tell the customer it is done
[ ] After return: block the unit on the calendar for turnaround (cleaning, inspection, charging, minor repair) before making it bookable again
[ ] After return: flag anything that needs real repair so the unit is pulled from the calendar rather than quietly returned to it
[ ] After return: file the checkout and return forms together with the booking record so the history is in one place