System for online request form....(checking out equipment)

It's been around one and half years since I have worked for the job: helping checkout equipment to students or faculty who want to use it for attending conference, research project, class assignment ect. outside lab and more than one night.

There has been some progreses. An example is the online requiest form, available at the etlab web site.
Once people fill out the form, I get the notificatino by e-mail. This system had two problems :
(1) I have to send a confirmation note to users by e-mail; (2) Users (respondents or applicants) do not get the information that they have filled out in the form.

Thus, if they do not write when they will pick it up and return in their calendar, they tend to forget the dates because the system do not send a confirmation e-mail to them. Because the online request form is "survey" purpose, not for this kind of requesting "equipment check-out" or communicating with me.

So, what am I doing for this problem?   I provide a confirmation e-mail with a standardnized format like this:

Through this confirmation note, they have when they need to pick up and return the item.
Actually, Dr. Sanders and another student requested this kind of confirmation. 

Also, I made a short instruction for those who do not know how to request the item for checking out.
Here it is:

I plan to print out seveal sheets for this instruction, and give to people whenever they ask the procedure of checking out the equipment.