Writing a loan agreement

A loan agreement is an effective way to communicate the terms and conditions of borrowing one of your devices. It also helps you to explain to users what your expectations are and what they can do if they need help with anything related to their device.

The below is not an exhaustive list, and you may wish to add or exclude information depending on your individual project.

Your loan agreement can cover the following information:

The borrower and the device

• personal details of the borrower
• the loan date and agreed return date
• the device type borrowed (incl. serial or asset register number, so you know exactly who has which device)
• item replacement cost (if you will charge for loss or damage)
• a photo of the device pre-loan and space for any relevant notes (for visual inspection)

Eligibility
If there are specific criteria for being able to borrow a device list them here, e.g. minimum age, membership of organisation etc.

The borrower's responsibilities
Include any terms and expectations you need your borrowers to understand and agree to. For example:

• that they are responsible for the equipment provided and that this responsibility is non-transferable
• that they must not loan or sell the device to anyone else
• that they are responsible for returning the device in a clean and undamaged condition, and on time
• that they are responsible for deleting any personal information before returning the device
• what the device cannot be used for and any fair use policies

Apps and device use
Explain any specific terms for using the equipment, e.g. user accounts, installing apps/programmes etc.

Device support
What to do and who to contact if the device is not working as it should, or if the user gets stuck and needs help with anything. You may want to clarify that you do not wish users to attempt to fix hardware problems themselves and to contact you instead.

Loss, damage or theft
Who to contact in the event of loss, damage or theft of the equipment. Any other information that may be relevant about related procedures/policies. If borrowers are held liable, include details about recovery of costs. Bear in mind that this may deter some potential users from using your lending scheme, as they may worry about being unable to afford to pay for a lost device.

Returning the device
Your process/policy for returning the device (e.g. location, times) and circumstances (e.g. upon completion of loan period, if device requires repair or if requested by staff).

Device security and management
If any software has been installed to remotely access, track, lock or wipe devices, list this here and explain its purpose in a way that is easy to understand. Clarify that devices will be cleared of personal information between loans, but that it is the borrower’s responsibility to take all reasonable measures to remove any personal information, logins and passwords before returning the device.