Free football template, no account
Free Football Equipment & Uniform Checkout Form
Football hands out more equipment than any other sport, and the pieces that cost the most, the helmet and the shoulder pads, are the ones that most need a record. This form tracks every helmet and set of pads by number, with size and condition both ways, a replacement cost and a signature, so the equipment that comes back is the equipment that went out.
What a football 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.
- Helmet. Its own row, with the helmet's number in the ID / number column and its size in the second. It is the most important item on the page, and the one a league is most likely to ask about.
- Shoulder pads. A row of their own, with the size and the tag or ID, since pads move between players more than almost anything else.
- Hip, thigh and knee pads. One row if your program issues them as a set, three if it issues them separately, since they can come back separately.
- Game jersey and pants. The jersey with its number in the ID / number column, and the pants with the pad pockets noted, since pants are ordered with the pads in mind.
- Practice jersey and belt. The cheap pieces that disappear, with a row each so they are counted.
- Equipment bag. Easy to lose and easy to forget, so it gets a row.
Helmet and pad records
Helmet and pad ID numbers help an organization keep equipment records. Follow the manufacturer's instructions and your league's requirements for fitting, inspection, reconditioning and replacement. The form is the place to write down which item went to which player.
- The number is the item. When the form says helmet 14 in a youth medium, you know exactly what went out and what has to come back.
- Records follow the equipment. If a manufacturer or a league has rules about inspection, reconditioning or age, the ID is how you connect a helmet to whatever records they call for, and to the player who wore it.
- Pads move. Shoulder pads are passed from one player to the next more than any other piece, and the ID tells you which set you are looking at.
- 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.
Fitting and inspection: leave it to the people trained for it
This form records what was issued. It is not a fitting guide, and it should not be used as one.
- Fitting. Helmets and pads are fitted in person by someone trained to do it, following the manufacturer's instructions and your league's requirements. Tell families when the fitting is, and do not ask them to size either from home.
- Inspection. Check every helmet and set of pads each time it comes back, and take anything cracked, loose or damaged out of use until it has been checked or replaced. Follow the manufacturer's guidance on what counts as damage.
- Reconditioning and age. If your league or the manufacturer calls for it, send helmets and pads for reconditioning, and keep the paperwork with the ID. Follow any limits on helmet age.
- When to look. At return, not at issue. The best time to find a problem is when the player hands it back, not the week before the first practice in pads.
Setting replacement costs before the season
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 football kit can reasonably have different ones. Many programs charge the replacement cost for cheap items such as belts and socks, ask for a return or a charge on game jerseys and pants, and hold a deposit on helmets and shoulder pads that comes back with the equipment. 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.
- Check each piece on the table. Helmet and pads against the ID and the condition column, so a problem is found while the player is still there.
- Sign it off. The staff signature line on the form is the moment the equipment is yours again. A returned helmet with no signature is a story, not a record.
- Decide what happens next season. Some leagues hold the next registration until the equipment 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 football version. The general equipment & uniform checkout works for any sport, and the football forms and templates page lists the other 5 football 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 football team check out to players?
Whatever the program owns and lends: the helmet, shoulder pads, hip, thigh and knee pads, game and practice jerseys, pants, and a belt. Mouthguards, cleats, gloves and compression gear are usually personal and stay off the form unless you are lending them.
Why does the form record helmet and pad ID numbers?
Because the number is what identifies the item. Helmets and pads are expensive, they move between seasons and players, and a manufacturer or a league can ask about a particular one. The ID / number column is where a helmet's number or a set of pads' tag goes, so you can say who had it and when.
Who should fit helmets and shoulder pads?
Someone trained to do it, following the manufacturer's instructions and your league's requirements. This form records what was issued and the condition it was in. It does not teach fitting, and nothing on it replaces a proper fitting in person.
Should we charge a deposit for helmets and pads?
Many programs do, because helmets and shoulder pads are the two items where a loss really costs. Write the deposit and the conditions for returning it on the form, before anyone signs, and keep it separate from the registration fee.
What about reconditioning?
Helmets and pads may be subject to manufacturer or league rules on inspection, reconditioning or age limits. Follow them, and use the ID column to tie each helmet to its record. The form records condition at handout and at return, which gives you something to check against when it is time to send them in.
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 at the last practice or an end-of-season day rather than leaving it to families to remember months later, and sign each piece off as it comes in.
More football tools
The rest of the football toolkit
Football Registration Form
Positions, weight for divisions, head and neck injury history, uniform sizes and three jersey number choices, on a form for sign-up day.
Open the generatorFootball Code of Conduct
Contact, equipment, heat and water rules for players, and sideline and head-injury rules for parents, on one page with one signature.
Open the generatorFootball Tryout Evaluation Form
A scoring grid for speed, agility, tackling, blocking, catching and football IQ, with a table for the 40-yard dash, shuttle and vertical.
Open the generatorFootball Player Evaluation Form
A mid-season report for a parent: football skills against the age group, a section for each position, and room for words.
Open the generatorFootball Tryouts & Evaluation Guide
A two-hour run of show, seven stations from the 40-yard dash to a team period, a staffing plan, and a heat, contact and head-injury safety plan.
Read the guideOnce you have filled it in
Playbook Logix
Where Playbook Logix fits with football 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.