Free equipment hire & rental handover form

• The MapTrack equipment hire & rental handover form contains 25 checks across 3 sections. Sections covered: Exterior & Structure, Mechanical & Operational, Safety & Compliance.
• Hire details: hire/order number, hire company, customer name and contact, delivery site, hire start date, expected return date, and the staff member who hired the equipment out.
• Equipment details: equipment type, make and model, asset/plant number, serial number, registration (if applicable), year, hour meter at hire-out, odometer at hire-out, and fuel level (E / ¼ / ½ / ¾ / F).
• Accessories checklist: keys, operator manual, safety data sheets, fuel cap, battery/charger, remote control, hoses/leads, bucket/blade, ROPS, lights/beacon, fire extinguisher, and a free-text field for other items.

Learn more about asset tracking in MapTrack.

• Dispute protection: a signed record of condition at hire-out means both parties agree on the starting state, making it straightforward to identify new damage on return.
• Damage accountability: recording damage, dents, fluid levels and accessories at both ends creates clear evidence of what happened during the hire period.
• Meter and fuel tracking: hour meter and odometer readings at hire-out and return allow accurate billing of usage hours and fuel adjustments.
• Accessories trail: a tick-list of accessories prevents disputes over missing keys, manuals, attachments or safety equipment.
• Compliance and insurance: a documented condition record supports insurance claims and satisfies audit or compliance requirements.
• Professional process: a consistent, standardised handover builds trust with customers and sets clear expectations at the start of the hire.

• Hire details: hire/order number, hire company, customer name and contact, delivery site, hire start date, expected return date, and the staff member who hired the equipment out.
• Equipment details: equipment type, make and model, asset/plant number, serial number, registration (if applicable), year, hour meter at hire-out, odometer at hire-out, and fuel level (E / ¼ / ½ / ¾ / F).
• Accessories checklist: keys, operator manual, safety data sheets, fuel cap, battery/charger, remote control, hoses/leads, bucket/blade, ROPS, lights/beacon, fire extinguisher, and a free-text field for other items.
• Pre-hire condition inspection (hire-out): 15 items across exterior and structure, mechanical and operational, and safety and compliance. Mark G (Good), F (Fair) or D (Damaged) with notes for each.
• Hire-out signatures: hire company representative and customer, each with signature, print name and date/time.
• Return details: actual return date, staff who received the equipment, hour meter and odometer on return, and fuel level on return.
• Post-return condition check: same 10 key items checked again, marking any new damage compared to hire-out.
• Accessories returned checklist: same list with a field for missing items.
• Damage and issues table: item number, description, pre-existing or new, and action/charge for each issue found on return.
• Declaration and return signatures: both parties confirm the return condition and any liability for new damage or missing accessories.

1. Before hire-out:

   Complete hire details and equipment details at the top of page 1. Record the current hour meter, odometer (if applicable), and fuel level.

2. Pre-hire condition check:

   Inspect the equipment and mark each item Good, Fair or Damaged. Note any existing damage clearly in the notes column so it is documented before the customer takes possession.

3. Accessories:

   Tick all accessories being handed over and add a description for any non-standard items.

4. Hire-out sign-off:

   Both the hire company representative and the customer review the completed form, agree on the condition recorded, and sign the hire-out sign-off section on page 1. Keep one copy each.

5. On return:

   Record the return date, updated meter readings and fuel level at the top of page 2. Run the post-return condition check and compare to the hire-out record.

6. Damage and accessories:

   List any new damage or defects in the issues table, noting whether they are pre-existing or new. Tick off returned accessories and note anything missing.

7. Return sign-off:

   Both parties sign the return section. File the completed form with the hire record.

Practical answers about the form, record keeping and using MapTrack.

This form is a starting point. Check the current requirements that apply to your equipment, work and location. The form alone does not establish compliance.

• WHS Act 2011 (Section 19 - Primary duty of care)
• WHS Regulations 2011, Chapter 5 - Plant and Structures
• ISO 55001 (Asset management systems)
• Safe Work Australia Code of Practice: Managing Risks of Plant in the Workplace

• Model Code of Practice: Managing risks of plant in the workplace (Safe Work Australia)
• Model WHS Regulations (Safe Work Australia)
• Model Work Health and Safety Act (Safe Work Australia)
• ISO 55001:2024, Asset management system requirements (ISO catalogue)

MapTrack publishes this template. The linked authorities publish their own guidance; they haven't endorsed this form.

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