Equipment Rental Agreement

The owner of the equipment

The person or business renting out the equipment.

Is the owner a business or an individual?

Owner's full legal name

For a business, use its registered name, including "LLC" or "Inc." if it has one.

Street address

City

State

ZIP code

Email optional

Used for written notices.

Phone optional

The renter

The person or business that will use the equipment.

Is the renter a business or an individual?

Renter's full legal name

For a business, use its registered name, including "LLC" or "Inc." if it has one.

Street address

City

State

ZIP code

Email optional

Used for written notices.

Phone optional

The equipment

List each item being rented, up to five. For a larger set, list the main items here and put the rest under accessories.

How many items of equipment are being rented?

Count each separately priced item. Small parts that come with an item, such as cables, blades, or a charger, are accessories and are listed later.

First item: what is it?

A short plain description, such as "plate compactor," "4K cinema camera body," or "6 kW portable generator."

First item: make and model

First item: serial number or other identifier optional

A serial number, asset tag, or VIN for a trailer. Leave blank if the item has none.

First item: condition at handover

"Fair" means it works but shows real wear; describe the wear in the notes so both sides know what was already there.

First item: condition notes optional

Existing scratches, dents, worn parts, or missing pieces. Required when the condition is fair.

First item: replacement value

What it would cost to replace the item with one of the same kind and condition. This is the most the renter pays if the item is lost, stolen, or damaged beyond repair.

Accessories and small parts included optional

One per line, such as "two 25-foot extension cords," "battery charger and two batteries," or "operator's manual." They are part of the equipment and must come back with it.

Rental period and rate

Start date

The day the renter picks up the equipment or it is delivered.

Start time

The time of day the rental begins, such as "8:00 a.m."

End date

The day the equipment is due back. It can be the same day as the start date.

End time

The time of day the equipment is due back, such as "5:00 p.m." The late return terms start after this time plus any grace period.

How is the rental charge worked out?

Rental rate

The amount per day, per week, or per month, or the flat charge for the whole period, before any delivery fee, deposit, or taxes.

Handover and return

How does the renter get the equipment?

How does the equipment get back to the owner?

Does the equipment use fuel that the renter must refill before returning it?

Yes No

Answer yes for a generator, compactor, mower, or other fueled machine handed over with fuel in the tank. Answer no for electric or manual equipment.

Cleaning fee if the equipment comes back dirty optional

A set amount. Leave blank to charge the owner's reasonable cost of cleaning instead.

Days after return for the owner to inspect and report any damage

Use of the equipment

What will the equipment be used for?

The work or event it is rented for. The agreement limits use to this purpose.

Where will it be used?

The site, address, or area where the equipment will be used and kept during the rental.

Late return

Grace period after the end time, in hours

Enter 0 if late charges start as soon as the end time has passed.

Late charge for each day or part of a day the equipment is overdue optional

Leave blank to charge one day's rental at the rate in this agreement for each overdue day instead.

Days overdue before the equipment is treated as lost

After this many days past the end date, the renter owes the replacement value. The owner may still recover the equipment.

Deposit and payment

Security deposit optional

Held against damage, late charges, cleaning, and unpaid amounts and returned after the equipment is back and inspected. Leave blank if no deposit is collected.

When is the rental charge paid?

Late payment fee optional

A flat amount charged once for each payment that is late. Leave blank for no late payment fee.

Accepted payment methods

Bank transfer

Check

Credit or debit card

Cash

Payment app

Damage, waiver, and insurance

Does the owner offer a damage waiver for a fee?

Yes No

With a waiver, the renter pays the fee and the owner gives up claims for accidental damage to the equipment. It never covers loss, theft, negligence, or misuse, and it is not insurance.

Must the renter carry insurance covering the equipment?

Yes No

Common for valuable equipment. The renter shows proof of coverage before handover.

Cancellation

Hours before the start by which the renter may cancel without charge

For example, 48 means the renter may cancel free of charge until 48 hours before the start time. Enter 0 to allow free cancellation until the start.

What does the renter forfeit for a later cancellation?

Anything else

Anything else both sides agreed to? optional

For example, a rule about weekend use, or who supplies the fuel for the first tank. Write it as you want it to appear in the agreement.

Governing law

Which state's law should govern this agreement?

Usually the state where the equipment is handed over.

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The owner of the equipment

The renter

The equipment

Rental period and rate

Handover and return

Use of the equipment

Late return

Deposit and payment

Damage, waiver, and insurance

Cancellation

Anything else

Governing law

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