Free baseball template, no account
Free Baseball Equipment & Uniform Checkout Form
Baseball hands out three different kinds of kit: cheap things that vanish (hats, belts, socks), mid-priced things that go home by accident (bats, batting helmets), and one expensive set that only a few players use (catcher's gear). This form lists all of it, with condition both ways and a signature.
What a baseball equipment form should list
The form above comes with the rows already filled in. Delete the ones your program does not lend, and add what it does.
- Uniform. Game jersey, pants, belt, socks and hat. One row each, with the size in the second column, so the order for next year starts from this year's sheet.
- Batting helmet. Its own row, with the helmet's number in the ID column. Helmets move between players, and the sheet is how you know which one has a crack.
- Bat. League-approved, with length and weight in the size column. Bats are the item most likely to be taken home.
- Catcher's gear. Helmet, chest protector and leg guards on three rows, because they are three different pieces that can come back separately.
- Team gear is separate. Bases, ball buckets and the equipment bag belong to the team, not to a player. Use a plain inventory sheet for those, not this form.
Helmets and bats: inspect before you reissue
Follow the manufacturer's instructions and your league's current equipment requirements, and take anything damaged out of use until it has been checked or replaced. This is what is worth looking at each time gear comes back.
- The helmet. Look for a cracked shell, loose or missing parts and a certification label that is still there and readable, and check the label against what your league requires.
- The face guard, if your league requires one. Loose screws and bent wire are the common faults.
- The bat. Look for cracks, dents and a damaged grip, and check the certification mark against your league's current standard.
- When to look. At return, not at issue. The best time to find a problem is when the player hands it back, not in April when somebody needs it.
Setting replacement costs in August
The replacement cost column exists so that a conversation about a missing helmet is about a number families saw at the start of the season. Use your supplier's current price, not last year's, and put the figure in before the form is printed. The column records your organization's stated cost. It is information, not a charge: what a family owes is set by your written policy and your league's rules.
Your program sets its own equipment return and replacement policies, and the three kinds of baseball kit can reasonably have different ones. Many programs charge the replacement cost for cheap items, ask for a return or a charge on mid-priced ones, and hold a deposit on catcher's gear that comes back with the gear. If you charge families for lost or damaged equipment, state the policy clearly before the season and check it against your league's rules. Write whichever you choose into the policy section at the foot of the form.
Collecting it all back
- Name the date at the start. It is at the top of the form, and it should be on the first email.
- Pick one collection day. A single box at the last practice beats thirty text messages in June.
- Sign it off. The staff signature line on the form is the moment the equipment is yours again. A returned item with no signature is a story, not a record.
- Decide what happens next season. Some leagues hold the next registration until the gear is back. If you will, say so in the policy before the season rather than after.
Other sports, and the general version
This is the baseball version. The general equipment & uniform checkout works for any sport, and the baseball forms and templates page lists the other 5 baseball documents.
Playbook Logix provides customizable templates for informational and administrative use. They are not legal advice and will not meet the requirements of every organization, sport or jurisdiction. Review anything you intend to rely on with your own attorney or your insurance carrier, and check your league and state requirements.
Common questions
What equipment should a baseball team check out to players?
Whatever the league or team owns and lends: game jersey, pants, belt, socks and hat; batting helmet; bat; and catcher's helmet, chest protector and leg guards. Anything a player owns themselves, such as a glove, does not go on the form unless you are lending one.
Should we charge a deposit for catcher's gear?
Many leagues do, because it is the one set that costs real money and is passed between players. Write the deposit and the conditions for returning it on the form, before anyone signs, and keep the catcher's gear on its own rows so the number is not buried.
How do we handle a bat or helmet that comes back damaged?
Decide before the season and write it down. Follow the manufacturer's guidance and your league's rules on damaged equipment, and take anything cracked out of use until it has been checked or replaced. The form has a condition-back column so there is a record of what you issued and what you got. Wear and tear is not a charge; damage beyond normal use is the policy's call.
Do bats have to be certified?
Most leagues require a certification mark, and the standard depends on the league: USABat, USSSA and BBCOR are the common ones. Standards change and leagues differ, so check which one your league requires this season, and write it in the item name on the form so the bat you lend is the bat you are allowed to use.
When should we collect equipment back?
On a named date, announced at the start of the season and repeated twice. The form has an all-equipment-due-back date at the top for exactly that. Collect on the last practice or at an end-of-season day rather than leaving it to families to remember in June.
More baseball tools
The rest of the baseball toolkit
Baseball Registration Form
Bats, throws, positions, pitching and catching experience, uniform sizes and jersey number choices, on a form for sign-up day.
Open the generatorBaseball Code of Conduct
Dugout, helmet, umpire and bat rules for players, and bleacher rules for parents, on one page with one signature.
Open the generatorBaseball Tryout Evaluation Form
A scoring grid for hitting, bat speed, fielding, arm strength, throwing and baserunning, with a table for the 60 and pop times.
Open the generatorBaseball Player Evaluation Form
A mid-season report for a parent: baseball skills against the age group, a pitching and catching section, and room for words.
Open the generatorBaseball Tryouts & Evaluation Guide
A 90-minute run of show, seven stations, a staffing plan, and how to run pitchers and catchers safely.
Read the guideOnce you have filled it in
Playbook Logix
Where Playbook Logix fits with baseball equipment
Playbook Logix is registration, rosters, payments, schedules and team messaging for youth and adult sports, in one place. Playbook Logix does not track equipment you lend out, so keep using the form above for that. What it handles is everything that happens around the gear.
Collect sizes at registration
Add size questions to the registration form and sort the registrant list by any answer to build the order, since every question becomes its own column. Free on every plan.
How it worksSell the gear at checkout
On the Coach plan and above, sell a second jersey, a warm-up or a spirit pack during registration, with options such as size priced as one item. The total adjusts, and there is no separate order form to reconcile.
How it worksSay when it is due back
Post the return date and where to bring everything on the team message board, and see who has tapped Acknowledge before collection day.
How it worksThe Starter plan is free, and the iPhone and Android app is free on every plan. Anything described above as Coach plan and above needs a paid plan. See the plans or the mobile app. Nothing you type into the template above is sent to us, whether or not you ever sign up.
Tired of chasing paper forms?
Playbook Logix collects registration, waivers and payments online, so the paperwork you hand out with the uniform is the last piece, not the first.