Free cheerleading template, no account
Free Cheerleading Uniform & Equipment Checkout Form
A cheerleading uniform is a fitted set that can be hard and slow to reorder, with a top and a skirt or shorts ordered together, plus warm-ups, bows and poms that go home in the same bag. This form tracks the set by its number, with size and condition both ways, a replacement cost and a signature, so the set that comes back is the set that went out.
What a cheerleading uniform and 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 top. Its own row, with the set number in the ID / number column and the size in the second. The set number ties the top to the rest of the set.
- Skirt or shorts. A row of their own. Where your program numbers the pieces of a set, record the same set number, since they are ordered together and come back together.
- Warm-up jacket and pants. The pieces that go home in the bag and come back last, one row each, since they can return separately.
- Practice wear. Only if your program issues it, so athletes are not practicing in the performance uniform.
- A hair bow, poms or a megaphone. Small, cheap to lose and easy to forget, so each gets a row if you issue it.
- The equipment bag. A row, so it comes back with the rest.
Uniforms are fitted sets: why the form tracks the set
In most sports a lost piece of kit is replaced from a box. A cheer uniform is different, because it is a fitted set that was ordered together.
- The set number is the item. When the form says set 14 in a youth medium, you know what went out and what has to come back, and the top and skirt are tied together.
- A replacement is an order. A missing piece may need a matching reorder, which can take time and may cost more per piece, so the replacement cost column is worth filling in before the season.
- Sizes change. Athletes grow during a season, and a size recorded at handout is the evidence if a swap is needed. Record the size, and record any alteration.
- The condition columns are the evidence. A record of condition at handout and at return is what turns a conversation about damage into a short one.
Checking uniforms and gear before you reissue them
Follow the supplier's care instructions and your program's rules, and look a set over each time it comes back. This is what is worth checking.
- The seams and the fabric. Tears, stretched elastic and a failed zipper or closure.
- Sequins, rhinestones and trim. Anything loose or coming off, because a loose stone is easy to lose and unpleasant to find.
- The pair. The top and the skirt or shorts in the same size, from the same set, with the same set number where your program uses one.
- The warm-ups. Zippers, cuffs and the lettering or logo.
- When to look. At return, not at issue. The best time to find a problem is when the athlete hands it back, not the week before the first performance.
Setting replacement costs before the season
The replacement cost column exists so that a conversation about a missing top 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 kinds of cheer kit can reasonably have different ones. Many programs charge the replacement cost for cheap items such as bows and poms, ask for a return or a charge on a uniform set, and hold a deposit that comes back with a complete set. 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 table at the last practice beats thirty text messages after the season.
- Collect the set together. Top and skirt or shorts in one bag, warm-ups with them, so a missing piece is obvious on the table.
- Sign it off. The staff signature line on the form is the moment the uniform is yours again. A returned set with no signature is a story, not a record.
- Decide what happens next season. Some programs hold the next registration until the uniform 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 cheerleading version. The general equipment & uniform checkout works for any sport, and the cheerleading forms and templates page lists the other 5 cheerleading 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 should a cheerleading program check out to athletes?
Whatever the program owns and lends: the uniform top and skirt or shorts, the warm-up jacket and pants, practice wear if you issue it, a hair bow, poms or a megaphone, and a bag. Shoes and items worn against the skin are usually bought by the family and stay off the form.
Why does the form record a set number?
Because a cheer uniform is a fitted set ordered together, and a lost piece may need a matching reorder, which can take time and may cost more than the original. The ID / number column is where the set number goes, so the top and the skirt or shorts are tied together.
Why are uniforms so hard to replace?
Programs order them for the squad, often months ahead, in a style and a color that may not be available later. A single lost piece can be difficult to match. It is worth putting the figure and the policy in writing before the season, so the conversation is short.
Should we charge a deposit for the uniform?
Many programs do, and it works best as a single line written before anyone signs. Say what is refunded for a complete set returned by the date, and what is kept for a missing piece. Keep it separate from the registration fee.
What about hygiene for items worn against the skin?
Check your program's policy. Many programs do not reissue undergarments and ask families to buy them. If you lend any item that goes against the skin, say how it is cleaned, and put that in the policy section of the form.
When should we collect uniforms 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 at the last practice or an end-of-season day, with the top and the skirt or shorts together, rather than leaving it to families to remember months later.
More cheerleading tools
The rest of the cheerleading toolkit
Cheerleading Registration Form
Tumbling and stunting background, last season's level, uniform and shoe sizes, and injury questions, on a form for sign-up day.
Open the generatorCheerleading Code of Conduct
Cleared-skills, spotting, surface and injury rules for athletes, and distraction, filming and placement rules for parents, on one page with one signature.
Open the generatorCheerleading Tryout Evaluation Form
A scoring grid for jumps, tumbling, stunting, motions, dance and projection, with a table for the jumps and counts you record.
Open the generatorCheerleading Player Evaluation Form
A mid-season report for a parent: cheer skills against the age group, a section for each role, and room for words.
Open the generatorCheerleading Tryouts & Evaluation Guide
A 90-minute run of show, seven stations from jumps to voice, a staffing plan, how to assign roles, and a safety plan.
Read the guideOnce you have filled it in
Playbook Logix
Where Playbook Logix fits with cheerleading 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.