Lending a modern digital game may mean sharing an account or handing over a cartridge. Lending an older physical game is often more complicated. A case can contain several discs, a manual, inserts and edition-specific extras. Save data may live on a removable memory card or VMU rather than on the game itself.
The safest approach is not a formal contract for every friendly loan. It is a short record that answers four questions before the game leaves: exactly what is included, what condition it is in, whose save data is present and when the items should come back. That record protects the relationship as much as it protects the collection.
Why a retro loan needs an inventory
A message saying “I’m lending you Shenmue” leaves several details unresolved. Does that mean the Dreamcast discs only, the original case and manual, or a complete setup with a controller and VMU? If a memory device is included, does it contain the owner’s progress? If the game returns without an insert, was that insert ever in the case?
These questions matter because collectible completeness and playability are different things. A returned disc can work perfectly while a manual, registration card or case tray is missing. Conversely, a returned VMU or memory card may be physically present while still containing private saves that the owner did not agree to share or alter.
Use a record for every loan, even when the borrower is a close friend. The record can be a note, spreadsheet row or message that both people can revisit. The existing CIB guide is useful for collecting terminology, but a loan is not a sale: the purpose here is to define temporary possession, not assign a permanent completeness grade.
- Identify the exact title, platform and edition.
- List game media, printed materials and accessories separately.
- Record what is deliberately excluded.
- Write down the return date before handoff.
Choose the loan boundary before handoff
Decide which of three arrangements applies. Game-only means the borrower receives the disc or discs and the case materials that you specifically list, but supplies compatible hardware and save media. Game plus accessories adds an identified VMU, memory card, controller or other item. A temporary setup includes console-related equipment as well, but every added item becomes another asset to count and inspect.
Game-only is usually the cleanest arrangement for a collector. It keeps personal saves with the owner and avoids confusion about whether a controller, video cable or power supply was part of the loan. The tradeoff is that the borrower may discover they cannot play immediately because their console, display connection or save device differs from the expected setup.
If you include accessories, give them their own lines rather than writing “complete setup.” For example, “one Dreamcast VMU, white shell, owner’s save data excluded” is clearer than “VMU included.” A GameCube controller and a memory card are also separate loan items, not automatic components of The Wind Waker.
Agree on excluded items too. “Original case and manual included; owner’s memory card, console and controller retained” prevents a later assumption that the borrower was meant to receive everything pictured in a collection photograph.
- Choose game-only, game-plus-accessories or temporary-setup lending.
- List consoles, controllers, cables and save devices independently.
- State excluded items in the same message as included items.
- Do not let a photograph silently define the package.
Build a one-page pre-loan record
Start with identity: owner, borrower, handoff date, agreed return date, title, platform and edition or region. Use the platform name exactly, especially when the same title exists on multiple systems. The original GameCube release of The Legend of Zelda: The Wind Waker is not the same loan object as a later Wii U version, and Final Fantasy X on PlayStation 2 should not be described simply as “Final Fantasy X.”
Next, inventory the physical contents. Give each disc a stable label such as Disc 1, Disc 2 and Disc 3, even if the printed disc faces already show numbers. Add the case, cover artwork, manual, map, registration material and other inserts as separate entries when they matter to your collection. Leave a note for anything absent at handoff.
Add a condition section that describes observations rather than assigning blame. “Two shallow marks on the readable side near the outer edge” is useful. “Damaged” is not. Note a cracked hinge, loose tray, faded spine, writing, torn page or scuffed label, and attach photographs when the item is valuable or difficult to identify later.
Finally, record the save-data arrangement and return status. A simple status sequence is lent, overdue, returned-pending-check and closed. Do not mark a loan closed merely because a box has come back; close it after the contents and condition have been compared.
- Owner and borrower names or contact details.
- Title, platform, edition or region and handoff date.
- Return date and extension method.
- Every disc, manual, insert and accessory.
- Condition notes, photographs and save-data agreement.
- Status: lent, overdue, returned-pending-check or closed.
Inventory discs and paperwork without marking them
Multi-disc sets deserve a deliberate count. Confirm the printed identity of every disc, then record its storage position if that helps: “Disc 1 in left tray” is more useful than “all discs present.” At return, count them again in the same order. This is especially helpful when a borrower removes discs during play and puts them back in different trays.
Do not add adhesive labels, pen marks or permanent inventory numbers to the game. Use the case position, a photograph or a separate note instead. If a disc has an unusual identifier, record that identifier without altering the surface. A photo of the label and readable underside can resolve uncertainty without relying on memory.
Treat manuals and inserts as inventory, not decoration. A manual may be needed to understand saving, controls or included warnings, while a collector may care about its page edges and cover even when the game plays without it. Record “manual present, corner crease on lower edge” rather than assuming a playable return is a complete return.
For Shenmue, make the exact edition your source of truth. Regional and retail variants should not be collapsed into one universal package list. A fictional example inventory might say: “Example only: Shenmue, Dreamcast; Disc 1 present; Disc 2 present; Disc 3 present; manual present; case hinge cracked; one owner-supplied VMU excluded.” That demonstrates the method without claiming every copy contains those same materials.
- Count and identify each disc before handoff.
- Use stable labels such as Disc 1 and Disc 2.
- Photograph labels, readable surfaces, covers and page edges.
- Record missing or variant-specific materials.
- Never use a universal package list for a regional or retail variant.
Treat VMUs and memory cards as separate assets
Save hardware should be discussed separately from the game. Shenmue’s Dreamcast manual states that a VMU with 80 blocks of free memory is needed to continue playing over an extended period. The same instructions warn against turning off the console, removing the VMU or disconnecting the controller while saving or loading. Those details make the VMU relevant to a Shenmue loan, but they do not make the owner’s particular VMU part of the game’s ownership.
Write down which arrangement applies: no save device supplied; borrower supplies a compatible device; owner supplies a named blank device; or owner supplies a device containing existing saves. The last option should be unusual and explicit. Identify the device by a neutral description, such as “white VMU with owner saves; no new files or changes without permission.”
The original GameCube instructions for The Wind Waker describe creating a game file on a Memory Card in Slot A. Nintendo’s GameCube documentation explains that game information is saved to a GameCube Memory Card, and Nintendo separately notes that these cards are used for GameCube Game Discs rather than as substitutes for an SD Card. A Wind Waker record should therefore say whether the borrower uses their own card, receives a blank card or receives the owner’s card, and which slot arrangement is expected.
Final Fantasy X on the original PlayStation 2 uses a PlayStation 2 Memory Card for saves. Its instruction manual identifies the 8MB card format and states that each save file uses at least 64KB. That figure should not be turned into a promise about every revision or the card’s remaining space. Record the physical card and its save status instead of trying to infer progress from capacity.
- Name every VMU or memory card supplied.
- State whether it is blank, borrower-owned or contains owner saves.
- Record the expected slot only when it matters to the setup.
- Keep consoles and controllers separate from save devices.
- Do not assume a memory card is included because the game needs one.
Make save-data consent unambiguous
A save file is not a game component. You can lend a disc while keeping your memory card, or lend a blank card for the borrower’s progress. This separation is often the best compromise: the borrower can play, and the owner’s progress remains untouched.
Add a short clause to the loan record. For example: “Owner’s memory card is not included. Borrower may use a personal card.” Or: “Blank card included for this loan. Borrower may create a new file; do not format, delete or move other files.” If an owner’s VMU or card must be supplied, write exactly what the borrower may do and what happens when the game comes back.
Do not suggest copying, moving, backing up, deleting or formatting someone else’s saves without explicit permission. Even a well-intentioned attempt to make room can permanently change another person’s progress. Ask first, and treat silence as no permission rather than implied consent.
At return, ask whether any save data remains on an owner-supplied device. Do not demand that a borrower describe or surrender personal saves from their own card. The check-in question is about the loaned asset and the agreed rules, not about inspecting someone’s private progress.
- State whose card or VMU is being lent.
- Say whether new files may be created.
- Prohibit deletion, movement or formatting unless expressly authorized.
- Ask about remaining data at check-in.
- Never transfer personal saves as an automatic part of lending.
Take a small, repeatable condition photo set
Photographs are most useful when they answer a later identification question. They do not need to document every square millimetre. For a disc, capture the label and readable side in good light. For the case, show the front, back, spine and any crack or loose hinge. For a manual, show the cover and page edges. For a memory card or VMU, photograph the exterior and any identifier that distinguishes it from similar hardware.
Keep the descriptions neutral. Normal scuffs, faded printing, loose hinges and small case cracks can result from age and handling; they are not conclusive proof of misuse. The purpose of a before-and-after record is to compare visible changes, not to accuse a borrower based on ordinary wear.
Use the same photo categories at check-in when practical. Save the images with a simple filename containing the title and date, and keep them with the loan record. Avoid relying on a social-media message that may be difficult to search later.
Do not photograph personal save screens or inspect files merely to create evidence. If a save device is included, the relevant record can be its physical identity and the agreed handling rule. Privacy and preservation are more important than an unnecessarily detailed inspection.
- Disc label and readable surface.
- Case exterior, spine, tray and visible damage.
- Manual cover, page edges and notable marks.
- Accessory exterior and identifier.
- Neutral wording that describes appearance, not blame.
- A matching photo set at return when useful.
Agree on a date and an extension method
A concrete return date is kinder than an open-ended “bring it back when you’re done.” Choose a date that gives the borrower enough time for the type of loan, then put it in the same written message as the inventory. A date also gives the owner a natural reason to check in without making the reminder feel like an accusation.
Add one extension rule: ask before the date passes. The request can be as simple as “I need another week; is that okay?” If the owner agrees, update the record with the new date rather than leaving the original message to create two competing deadlines.
A friendly escalation sequence helps when a reminder is missed. Send a brief reminder on or before the due date, ask for a status update after a reasonable interval, then arrange a specific return or extension. Keep the tone factual: identify the title, platform and items rather than saying the borrower is careless.
For longer loans, use periodic status notes. “Still have the game; no changes to the case or discs” is enough. Avoid treating silence as proof that something went wrong, but do not let silence turn a temporary loan into an untracked permanent transfer.
- Write a specific return date.
- State how an extension should be requested.
- Update the record when the date changes.
- Use reminders that name the loaned items.
- Record long-loan status updates without demanding personal save details.
Use a five-minute check-in routine
When the game comes back, do not put it straight onto the shelf. Mark the status returned-pending-check and compare the returned set with the original record. Confirm the title, platform and edition first, then count each disc and check its case position or photograph.
Next, check the paper materials and accessories. Is the manual present? Are the listed inserts still there? If a VMU, memory card or controller was supplied, is the same item back? For a card or VMU containing owner data, ask whether anything was created or changed under the agreed rules; do not delete anything during the inspection.
Compare visible condition with the original notes. A new crack, fresh mark or missing page should be documented, but a difference in lighting or a normal old scuff is not automatically new damage. If something does not match, pause the closeout and ask factual questions before deciding what happened.
Only after the comparison is complete should the status become closed. Record the check-in date and any agreed follow-up. A clean closeout is valuable because it prevents a later discovery—such as a missing manual—from becoming an argument about whether the item was ever loaned.
- Change status to returned-pending-check.
- Match title, platform and edition.
- Count every disc and compare paperwork.
- Confirm accessories and save-data status.
- Compare condition notes without assuming blame.
- Record the check-in date and then mark closed.
Three practical examples without spoilers
A Shenmue loan can be recorded as Dreamcast discs and printed materials only, with the borrower supplying a VMU. If the owner includes a VMU, identify that particular device and state whether existing saves are excluded from the borrower’s use. The manual’s save warnings make it sensible to explain that the device should not be removed or disconnected during saving or loading, but the borrower should still follow the instructions for their own setup.
A Wind Waker loan can specify the original Nintendo GameCube release, the discs and paper materials, and either “borrower’s own GameCube Memory Card” or “blank card supplied.” If a card is included, note that the game file arrangement uses Slot A in the original instructions. A controller, console and video cable should be listed only if they are actually part of the agreement.
A Final Fantasy X loan can identify the original PlayStation 2 edition and state “disc and case only; owner’s PS2 Memory Card retained.” If the borrower lacks a card, the owner can choose to lend a separate blank card, but that card belongs on its own inventory line. These examples avoid spoilers while showing how the same checklist handles three different save arrangements.
None of these examples requires a collector to lend personal progress. The point is to make the boundary visible before the game crosses the doorstep.
- Shenmue: separate Dreamcast discs from any VMU.
- Wind Waker: identify the GameCube Memory Card arrangement.
- Final Fantasy X: identify whether a PS2 Memory Card is supplied.
- Keep owner saves out unless consent is specific.
- List optional hardware separately.
When something comes back missing or different
Do not close the loan or make an accusation when the contents do not immediately match. Put the returned set aside, reopen the original record and compare the handoff photographs. First determine whether the item was actually listed. A missing insert that was never recorded is a documentation problem, not proof that the borrower lost it.
Ask factual questions: “The record lists a manual. Do you remember where it was packed?” or “The VMU is not in the case; could you check the console area and travel bag?” This leaves room for an item to be stored separately rather than assuming bad faith.
If damage is visible, describe the difference and share the relevant before-and-after images. Discuss practical options only after establishing what was included and what changed. Depending on the item, that might mean returning it later, agreeing on professional replacement research or accepting ordinary aging. Do not invent a value or demand a replacement before identifying the exact edition and part.
If a save device is missing, prioritize communication rather than experimenting with it. Do not attempt unauthorized recovery, formatting or file transfer. Document the agreed next step and leave the status as returned-pending-check until the matter is resolved.
- Pause closeout and compare the original record.
- Confirm the item was included before discussing responsibility.
- Ask where an item may have been packed.
- Describe visible changes neutrally.
- Agree on next steps before seeking replacement or repair.
- Never alter a disputed save device without permission.
A compact lending template
Copy this form into a note or spreadsheet and complete it before handoff. Its strength is not legal complexity; it is the separation of physical items, optional equipment and save data. For a high-value or unusually complete copy, attach the photographs and have both parties acknowledge the same record.
Owner: [name/contact]. Borrower: [name/contact]. Title: [title]. Platform: [platform]. Edition/region: [edition]. Handoff date: [date]. Agreed return date: [date]. Extension request method: [message/contact].
Included game items: [Disc 1], [Disc 2], [case], [manual], [insert]. Included accessories: [VMU or memory card identifier], [controller], [other]. Excluded items: [owner memory card], [console], [cables], [other]. Condition at handoff: [neutral notes]. Photos: [filename or location].
Save-data agreement: [no owner save device included / borrower’s card / blank device supplied / owner device supplied under these rules]. Borrower may: [create a new file, if permitted]. Borrower may not: [delete, move, format or copy files unless permission is given].
Return check: [date]. Discs present: [yes/no]. Paperwork present: [yes/no]. Accessories present: [yes/no]. Condition compared: [no visible change / follow-up needed]. Save-data question answered: [yes/no/not applicable]. Final status: [closed or unresolved].
- Complete the form before the handoff, not from memory afterward.
- Attach only useful, clearly dated photographs.
- Have both parties confirm included and excluded items.
- Keep unresolved loans out of the closed collection record.
- Reuse the same template for every platform.
A good retro game loan is easy to understand at both ends. The borrower knows what they may use, the owner knows what should return, and neither person has to guess whether a memory card, manual or controller was part of the deal.
Keep the process lightweight: inventory the exact copy, describe its condition, separate saves from physical ownership, set a date and perform the same check-in every time. That small habit makes sharing Shenmue, The Wind Waker, Final Fantasy X or another treasured game much less stressful.
