Free template
Equipment intake act: blank and filled sample
The intake act for equipment going into repair — three formats and a filled sample, downloaded right away without signing up. The same blank works for returning the machine from repair.
No sign-up. A4, Times New Roman. No personal data in the files — just blank fields.
The blank files themselves are in Russian: this is the form accepted in Russia. This page and the instructions are in English.
Filled sample
This is what the completed document looks like. The data is fictional.
АКТ ПРИЁМА-ПЕРЕДАЧИ ТЕХНИКИ В РЕМОНТ № ________ от «___» ____________ 20___ г.
Общие сведения
| Место передачи | Ремонтная база, г. Архангельск |
| Передал (заказчик) | ООО «Карьер-Пример» |
| Принял (исполнитель) | ООО «Сервис-Пример» |
| Основание | Заявка № 128 от 22.09.2026 |
Техника
| Наименование | Экскаватор гусеничный |
| Марка, модель | Komatsu PC300-8 |
| Заводской номер (VIN, шасси) | KMTPC012A51065123 |
| Инвентарный / госномер | ИНВ-017 |
| Наработка, м/ч или пробег | 12 480 м/ч |
| Топливо | около 1/4 бака |
Комплектность и документы
| № | Наименование | Кол-во | Отметка о передаче |
|---|---|---|---|
| 1 | Ключ зажигания | 2 | Передано |
| 2 | Паспорт самоходной машины (копия) | 1 | Передано |
| 3 | Ковш 1.4 м³ | 1 | Передано |
| 4 | Огнетушитель | 1 | Передано |
Видимые повреждения и замечания
Течь масла по штоку гидроцилиндра стрелы. Скол остекления правой двери кабины. Фото 1–4 приложены.
Техника передана в ремонт в указанной комплектности и с указанными замечаниями. Стороны претензий по комплектности не имеют.
Передал (заказчик):
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должностьподписьФамилия И. О.
Принял (исполнитель):
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должностьподписьФамилия И. О.
What this document is
The intake act records that the machine passed from the customer to the contractor: in what configuration, with which documents and keys, at what hours or mileage, and with which visible damage. From that moment the contractor is responsible for it — the contractor is liable for the customer's property that came into their hands under a works contract (Article 714 of the Russian Civil Code). Detailed technical condition goes into the inspection act, faults into the defect report. There is no mandatory form: the parties use the form of their contract or their own template.
When it is drawn up
- The machine has arrived at the workshop or the service point — before anyone starts taking it apart.
- The equipment is collected from the site for repair, towed or driven.
- Return from repair — same blank, the parties swapped.
- Handover to a third-party contractor — so it is clear what they received.
How to fill it in
- State the basis — request, contract or work order, with number and date.
- Describe the equipment so it cannot be confused with another — model, serial number, plate or inventory number.
- Record hours or mileage and the fuel level — they show later whether the machine was used during repair.
- List the completeness — keys, documents, attachments, tools — and mark what was handed over.
- Record visible damage and photograph it; a detailed inspection can be a separate act.
- Sign the act on both sides at the moment of handover, each party keeps a copy.
Common mistakes
- Hours and fuel not recorded — at handover you cannot prove the machine was not used.
- Completeness "as agreed" — a missing key or remote cannot be pinned on anyone later.
- Damage "small, not worth writing down" — at handover it becomes yours.
- The act was signed a week later, when the machine was already stripped.
Questions and answers
How is the intake act different from the inspection act?
The intake act answers "what was handed over and in what composition" — the machine, keys, documents, hours. The inspection act answers "in what technical condition", unit by unit. On intake they are often combined — a short handover and a detailed inspection.
Who is responsible for the machine while it is in repair?
The contractor — liable for the customer's property that came into their hands under a works contract (Article 714 of the Russian Civil Code). That is why everything that was there at intake has to be recorded, otherwise it cannot be told apart from what happened later.
Can the machine be held back until the repair is paid?
The law allows it — if the customer does not pay, the contractor may retain the result of the work and the customer's item until payment (Articles 712 and 359 of the Civil Code), unless the contract says otherwise. Better to write the procedure into the contract in advance.
Is an act needed when the equipment comes back from repair?
Yes, the same blank with the parties swapped: that records that the machine came back in the same configuration. The work itself is documented separately — by a completion act.
Documents in order
- Equipment intake act
- Equipment inspection act
- Defect report
- Repair cost calculator
- Work order
- Completion act
Related articles
The same document on the phone, with photos and signatures
In DefAct the intake for repair is done with an inspection act on site, offline: equipment, hours, condition by unit, photos and both signatures inside the document, and the PDF goes to the customer by link. 30 days free.