Last Updated September 12, 2024
What is an Equipment Rental Agreement?
An Equipment Rental Agreement is a contract that sets out the terms and conditions for borrowing specialty equipment or items. It outlines responsibilities, fees, and specific requirements for the hirer and the equipment owner throughout the rental period.
An Equipment Rental Agreement is also known as an:
- Equipment rental contract
- Equipment hire agreement
- Equipment lease agreement
- Equipment loan agreement
If you’re looking for a more specific contract for lending or borrowing vehicles, use LawDepot’s Vehicle Leasing Agreement for a more detailed rental agreement. |
Who can use an Equipment Rental Agreement?
An Equipment Rental Agreement can benefit businesses and individuals in numerous situations.
For example, say you run a business that lends specialty equipment (e.g., agricultural industries, construction, cleaning equipment). Writing and signing an agreement will establish the terms you and the hirer must abide by.
On other occasions, individuals lending equipment can benefit from creating an agreement to help maintain mutual understanding between both parties. For example, if you rent your carpet cleaning machine to family, friends, or tenants, a contract can outline all the terms and conditions you have while they borrow your items.
LawDepot’s template is available for short-term and long-term rentals to fit both parties’ needs.
Why should I use an Equipment Rental Agreement?
An Equipment Rental Agreement can be essential whether you’re a small business lending heavy-duty equipment or a friend borrowing a chainsaw for a few weeks.
Having an agreement in writing holds both parties accountable for their obligations during the rental period. It can continue to act as evidence should a party have a dispute regarding the contract and take their grievance to court.
An agreement further ensures that all the details of the equipment’s value and insurance requirements are in writing should an incident result in damages or loss.
What can I use an Equipment Rental Agreement for?
Numerous industries or equipment owners can write an agreement to lend out equipment. Examples include, but are not limited to:
Equipment |
Examples |
Vehicles |
- Cars and trucks
- Moving vans
- Dump trucks
- Camping trailers and caravans
- Motorcycles
|
Heavy machinery and power tools |
- Farming equipment
- Landscaping tools
- Snow removal equipment
- Skid-steer loaders
- Compressors
- Excavators
- Forklifts
|
Event equipment |
- Marquees and tents
- Inflatables for kids’ parties
- DJ booth and equipment
- Stage sound and lighting
- Event and wedding decorations
|
Electronics |
- Audio devices
- Soundboards
- Filming equipment
- Cameras
- Computers
- Monitors
|
Appliances and furniture |
- Industrial kitchen appliances
- Catering tools
- Outdoor grills
- Upright fridges and freezers
- Buffet steam tables
- Dining tables and chairs
|
Further rental requirements can include medical equipment, theatre props, wardrobe, and more.
How do I write an Equipment Rental Agreement?
LawDepot’s user-friendly template lets you customise an Equipment Rental Agreement for your specific state or territory. Our questionnaire prompts you to include the following information:
1. Equipment details
Giving precise information about the rental item is essential for an agreement. These details are needed in case either party disputes the use and condition of the equipment. You’ll need to include:
- Equipment description (e.g., year, make, model, serial number)
- Approximate value of the equipment
- Equipment use restrictions (e.g., care and management required, proper use)
Providing these details is important to create a strong agreement. Recording the details is also helpful in case the equipment has to be replaced.
2. Rental specifics
It’s crucial to specify each party’s obligations during the rental period. This includes the following:
- Pick-up or delivery of the rental equipment
- Return of the equipment
- Repairs (i.e., specify if the hirer is responsible for maintaining and repairing equipment)
An agreement should also include the total loss. This means the hirer is to reimburse the owner either the casualty value, the market value, or the piece of equipment entirely if the item is lost or damaged.
Including these key details in your agreement will protect the hirer and owner throughout the rental process and ensure they follow through with their responsibilities.
3. Rental fees
Next, specify the length of the rental period. It lets the hirer have the rental dates in writing for their scheduling while ensuring the owner gets their equipment back for the next hirer or their personal use.
Additionally, having the rental fees in writing gives clear instructions for the hirer and can clarify any issues either party may have regarding fees. This includes:
- Payment frequency (i.e., monthly or weekly)
- Rental prices
- Taxes
- Late payment terms (i.e., grace periods or interest on late fees)
- Damage deposit
4. Additional rental terms
LawDepot’s Equipment Rental Agreement template allows you to include additional terms that may apply to your agreement, such as:
- A purchase option that allows the hirer to have the opportunity to purchase the equipment at the end of the rental period
- A renewal option for the hirer to extend their agreement and rental
- Assignment options that allow the hirer or owner to transfer the lease to a new party
- Tax responsibilities for the hirer
- Any warranties for the equipment (e.g., the hirer agrees that the equipment is for their personal use only or the owner affirms the equipment is in good working condition)
Depending on your jurisdiction and the kind of rental equipment, the hirer may need their own insurance. For example, renting a vehicle or heavy-duty equipment may require insurance for public liability and property damage. Check your state or territory laws for insurance requirements.
5. Party details and signing
To finalise your agreement, include the hirer and owner's name and contact information. You can select a signing date or leave the date open if you don’t have a date set