Steal This Sheet: The End-of-Season Equipment Inventory for Landscaping Companies

Steal This Sheet: The End-of-Season Equipment Inventory

One Line Per Machine Before Winter Storage, Built From the Equipment Theft Data, for Landscaping and Hardscape Companies

Infographic: the end-of-season equipment inventory sheet. One line per machine before winter storage; 21 percent of stolen equipment was recovered and inaccurate or missing ownership records are among the reasons for low recovery rates, according to the NER and NICB 2016 Equipment Theft Report.

The last mow is on the calendar. Over the next few weeks, mowers come off the trailers, blowers go on the rack, and some of the fleet goes into a barn, a rented unit, or a dealer's back lot for the winter.

In April, somebody will open that door and try to remember what was supposed to be in there.

The end of the season is the one time of year every machine is in one place, not on a job, and not in use. That makes it the best time all year to write down what you own. So we built a sheet. Print it, fill in one line per machine, and keep a photo of it on your phone.

Why the List Matters

Of the 11,574 equipment thefts reported in 2016, only 2,442 were recovered, about 21 percent. Among the reasons the National Equipment Register (NER) and National Insurance Crime Bureau (NICB) give for that low recovery rate are "delays in discovery of thefts," "equipment owners' inaccurate or nonexistent ownership records," and "complex and often ambiguous equipment identification number formats" (NER/NICB 2016 Equipment Theft Report, the most recent edition).

The report's minimum recommendation is that "equipment owners should keep accurate lists of equipment with PIN/serial numbers" and submit them to law enforcement, their insurers, and NER as soon as they discover a theft.

Stored equipment makes the first problem worse too. A machine taken from storage in December may not be missed until spring. For more on that gap, see You Drop It Off in October. You Look at It in May.

What Goes on Each Line

1. The machine. Type, make, and model. "Mower" is not enough when you own six.

2. The year. Newer machines are the ones thieves pick: in the NER data, 56 percent of equipment stolen in 2016 had been made in the last five years. Know which of yours are newest.

3. The serial or PIN, with a photo. Write it exactly, and take a close photo of the plate. The ID format problem in the NER report is why a photo beats a handwritten number.

4. Hours on the meter. Useful for service, resale, and proving use if a machine goes missing.

5. Condition and service needed. Note what needs fixing over the winter, so it gets done before April instead of on the first day of the season.

6. Where it is stored. The yard, the barn, a storage unit, the dealer. If it is not at your yard, write down the address and the contact.

7. Tracker status. Does it have one? When were the batteries last changed? Are parked-hours alerts set for the whole winter?

8. Insured value. Compare it with your policy schedule. New purchases this year are the ones most likely to be missing from it. See You Bought It at the Show. Set It Up Before Its First Job.

Print-Ready Version

Copy this into a spreadsheet or print it for the clipboard. One line per machine, trailer, and attachment worth stealing:

END-OF-SEASON EQUIPMENT INVENTORY   Date: ________   Done by: ____________
Machine (type / make / model)  |  Year  |  Serial or PIN (photo Y/N)  |  Hours  |  Condition / service needed  |  Winter location  |  Tracker (Y/N, battery date)  |  Insured value
1. ______________________________________________
2. ______________________________________________
3. ______________________________________________
4. ______________________________________________
5. ______________________________________________
6. ______________________________________________
[ ] Copy sent to the office and to our insurance agent
[ ] Photos of every serial plate saved in one folder

Where Alertrax Fits

The sheet tells you what you own. Alertrax tells you if any of it moves while it is supposed to be in storage.

  • After-Hours Movement Alerts: Set the whole winter as parked hours for stored equipment. If something moves in January, you know in January.
  • Geofence Alerts: Draw a boundary around the barn or storage lot and get notified if a tracked machine leaves it.
  • Live Fleet Map: See every stored machine on one map in the Alertrax Fleet Portal without driving out to check.
  • One-Year Battery on Low-Movement Assets: On equipment that sits all winter, two AA batteries last 1+ year, so a fresh set in the fall covers storage season and next spring.
  • No Wiring Required: Mounts in minutes on mowers, trailers, and machines with no power of their own.
  • Shareable Tracking Link: If something does move, send the responding officer a live link along with the serial photo from your sheet.

Pricing

You can equip your fleet with Alertrax for a low monthly rate, no long-term contracts, no hidden fees.

(Want to own it outright? We offer a $599 Lifetime option for permanent, subscription-free tracking.)

Sources

National Equipment Register (NER) and National Insurance Crime Bureau (NICB), "2016 Equipment Theft Report," published 2017, retrieved October 2026: 11,574 equipment thefts reported to NCIC in 2016 and 2,442 recoveries (21 percent); machines manufactured in the last five years were 56 percent of thefts reported in 2016; factors in low recovery rates including delays in discovery, inaccurate or nonexistent ownership records, and complex equipment identification number formats; recommendation that owners keep accurate lists of equipment with PIN/serial numbers. This is the most recent edition, and its figures are a decade old
AlerTrax, product specifications, October 2026: battery life of 1+ year on low movement assets, based on 10 minute updates and a 24 hour check-in

This article is provided for general informational purposes and is not legal, insurance, or law enforcement advice. Never pursue a stolen vehicle or confront a suspect yourself; call 911 and follow the instructions of law enforcement. AlerTrax is a GPS tracking company, not a law enforcement agency or insurer, and no tracking device can guarantee recovery of stolen property.

One Afternoon, Every Machine

Do it the week of the last mow, while everything is in one place. Next April, and on the worst day of next year, you will be glad you did.

Visit www.buyalertrax.com today and know if anything moves while it is in storage.