What is the tool library membership form template?
A tool library lends drills, ladders, pressure washers and party gazebos to people who'd rather not buy one. It runs on trust, and on a clear agreement about how long loans last, what happens if something breaks, and who is responsible. This tool library membership form signs members up with that agreement, so lending sessions are spent lending rather than filling in paper forms.
The form asks for contact details and a home address, with an optional proof of address upload. Members choose individual, household, community group or concession membership, and household or group members are asked who else may borrow. A second page asks what they'll want to borrow and how confident they are with power tools. Anyone who isn't confident is offered an induction. It also asks how they could help — staffing sessions, repairs, donations or workshops — because most tool libraries are run by volunteers.
The signed form is filed as a PDF in your FileIt vault, with the proof of address attached, so each member's record is ready when they come to collect their card.
- Best for
- Tool libraries, libraries of things, repair cafés and community sharing schemes
- Filled in by
- New members, or a parent or guardian for under-18s
- Time to complete
- About 5 minutes
- Includes
- Membership types, optional proof of address upload, power tool question, volunteer offers, signed agreement
Who uses a tool library membership form?
- A neighbourhood tool library opening for a new season of members
- A library of things lending camping gear, party equipment and cleaning machines
- A repair café adding a lending shelf for its community
- A community garden lending tools to plot holders
- Recruiting volunteers and tool donations at the same time as members
Questions on this tool library membership form
20 questions over 3 pages · includes signature, file upload, conditional questions, multiple pages, consent checkbox.
1 About you
- Your name*
- Email*
- Mobile*
- Home address*
- Are you 18 or over?*
- Proof of address
- Membership type* Individual · Household · Community group · Concession (student, unwaged or retired)
- Group name* asked only when it applies
- Other people in your household who may borrow asked only when it applies
2 Borrowing
- What will you want to borrow? Hand tools · Power tools · Garden tools · Ladders and access · Decorating · Cleaning machines · Camping and outdoor gear · Kitchen and party equipment · Children's equipment
- How confident are you using power tools?* I've never used them · Some experience · Confident
- Would you like an induction session before borrowing power tools? asked only when it applies
- What projects are you planning?
- Name of the under-18 joining with you asked only when it applies
- Could you help the library? Staffing a lending session · Repairing and servicing tools · Donating tools · Teaching a skills workshop · Spreading the word
- What could you donate? asked only when it applies
- How did you hear about us? Friend or neighbour · Social media · Local newsletter · Library or community centre · Repair café · Other
3 Agreement
- Borrowing agreement*
- Signature*
- Date*
The tool library membership form, page by page
1 About you
New members give their name, email, mobile and home address, and answer "Are you 18 or over?". A no shows a note asking a parent or guardian to complete the form. "Proof of address" is optional, and help text says it can also be shown at the first visit. "Membership type" offers individual, household, community group or concession. A group asks for its name, and a household asks who else may borrow.
2 Borrowing
"What will you want to borrow?" lists hand tools, power tools, garden tools, ladders, decorating, cleaning machines, camping gear, kitchen and party equipment, and children's equipment. "How confident are you using power tools?" is required, and anyone not confident is asked about an induction session. Members can describe their projects. Under-18s are asked for the name of the young person joining with the adult.
"Could you help the library?" covers staffing a lending session, repairing tools, donating tools, teaching a workshop or spreading the word. Choosing donations asks what they could give. The page ends with how they heard about you.
3 Agreement
The borrowing agreement covers one-week loans and renewals, returning items clean and complete, reporting faults, safety gear and use at the borrower's own risk, paying for lost or misused items, and pausing memberships after repeated late returns. The member accepts it, signs and dates.
Make the template yours
- Rewrite the borrowing agreement with your own loan period and rules
- Edit the categories to match what your library actually lends
- Make proof of address required if your insurer or funder needs it
- Remove the concession option or add a membership fee to the labels
- Add a question about the member's nearest branch if you run several sites
Tips for a better tool library membership form
- Check photo ID against the form at the first visit before issuing a card
- Book inductions for everyone who answered "I've never used them"
- Pass volunteer offers to your volunteer coordinator the same week
- Use the CSV export to see which categories are most wanted before buying new stock
- Keep signed agreements in a members folder in the vault
Every response becomes a PDF in your vault
Each membership becomes a PDF in your vault with the signature and any proof of address attached, and you're notified by email. The new member receives a copy of the agreement they signed.
Search the Responses table by name or address when someone comes to collect their card. Export to CSV to build your member list, plan inductions, or contact everyone who offered to repair tools.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Tool library membership form: frequently asked questions
Is this tool library membership form free?
Yes. It's one of the ready-made templates in the Forms app on every FileIt account, including the free plan.
Can members sign on their phone?
Yes. The signature pad works with a finger on phones and tablets, and members can type their name instead.
Does the form take a membership fee?
No. It records the membership type. Take any fee in person or through your own payment page.
Does it track loans?
No. It handles sign-up and the agreement. Many tool libraries use a separate checkout form or lending system for each loan.
Is the borrowing agreement a legal waiver?
No. It's an example to adapt. Check the wording with your organisation and insurer before you use it.
Can under-18s join?
The template asks a parent or guardian to complete the form and add the young person's name. You can change this to suit your policy.