AV Equipment Inspection Checklist – Free Template

Returning damaged equipment to your warehouse without checking it first? This free inspection checklist helps you catch equipment issues immediately after each job, before damaged items get stored, billed to the wrong client, or sent out again. Download it now and protect your inventory from costly mistakes.

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How to use this checklist

This template helps you inspect equipment the moment it returns from a job. Whether you're managing an AV rental company, running a production crew, or coordinating gear across multiple events, use it to verify condition, test functionality, and document any damage before equipment goes back into your warehouse. 

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How it works:

1. Check for physical damage: Examine each item for scratches, dents, or broken components as soon as it returns
2. Test functionality: Power on the equipment and verify it works properly.
3. Verify accessories: Confirm all cables, cases, and components came back with the main unit
4. Record who checked and when: Add the inspector's name and time of inspection to create a clear chain of accountability
5. Document issues immediately: Add notes about damage, missing parts, or repairs needed so your team knows what can't go out again

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The template is organized by category (Audio, Video, Lighting, Power) with space to add your specific equipment. Customize it to match your inventory and workflow.

Why post-inspection matters

Equipment that goes straight from the job to the warehouse without inspection creates serious problems. Damaged equipment gets sent to the next client, repair costs can't be billed to the correct project, and your crew wastes time troubleshooting on-site issues that should have been caught days earlier.

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Post-inspection creates a clear handoff point. Your crew knows they're responsible for reporting conditions when equipment returns, you catch damage while details are fresh, and you can address repair costs or replacement needs before the next booking. Spending five minutes inspecting equipment after each job prevents hours of crisis management and protects your client relationships.

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When you check gear immediately after it returns, you also establish accountability. If something's damaged, you know exactly which job it came from and can bill accordingly. Without that documentation, you're absorbing costs that should be passed on, or worse, explaining to your next client why the equipment they paid for doesn't work.

Ready to automate your equipment tracking process?

Manual checklists work until you're running multiple jobs simultaneously, managing equipment across different venues, and tracking condition history for hundreds of items.

Rentman eliminates the clipboard. Scan equipment as it returns, automatically log condition reports, and track repair history for every item in your inventory. Your crew updates status from their phones, you see which gear needs attention before it's booked again, and nothing gets sent out twice with the same issue. Learn more about how Rentman helps you manage, plan & track your inventory.