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Free hire equipment condition report

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Free hire equipment condition report (PDF-ready). Record on-hire and off-hire plant condition, damage, hours and fuel for hire firms and hirers.

Jarrod Milford

Jarrod Milford

Commercial Director

Updated 5 July 2026
Also see:GPS and fleet tracking →Best fleet management software (AU) →MapTrack vs Fleetio →

Updated 5 July 2026

How to use: download the PDF, print or complete digitally on any device.

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What is a hire equipment condition report?

A hire equipment condition report is a dual-point record that captures the condition of plant or equipment when it leaves the hire yard on dispatch and again when it is returned off-hire. It records the asset and serial number, the hour-meter or usage reading, the fuel level, the accessories and attachments supplied, and a marked-up note of any existing damage, wear or missing items. Both the hire company and the hirer sign at dispatch and at return, so the difference between the two states is clear and any new damage or excess hours can be settled fairly.

This report matters because a hire transaction turns on condition, and disputes over damage, missing attachments or excess hours are the most common friction between hire companies and their customers. For the hire company it protects the asset value and the fleet register; for the hirer it prevents being charged for damage that was already present at dispatch. Under the model WHS Regulations the person supplying plant for use must ensure it is safe when supplied, and the person using it must keep it safe, so a documented condition and function check at both ends supports the duties on both sides of the hire.

Learn more about gps and fleet tracking in MapTrack.

Benefits of using this hire equipment condition report

  • Fair damage settlement: a signed dispatch condition record is what any off-hire damage claim is measured against, protecting both parties.
  • Protected asset value: catching new damage and excess wear at off-hire keeps the plant serviceable and its residual value intact.
  • Accurate hire charges: recording hours and fuel at dispatch and return supports usage billing, refuel charges and excess-hour fees.
  • Supply-safe evidence: a function and safety check at dispatch shows the plant was safe when supplied, as the hire duty requires.
  • Complete attachment record: logging buckets, forks, leads and accessories supplied stops items going missing between yard and site.
  • Faster turnaround: a clear off-hire condition record lets the yard triage repairs and get the plant back on hire without disputes stalling it.

Benefits of digitising forms in MapTrack

When you move from paper or static PDFs to digital forms in MapTrack, you get:

  • Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
  • Automatically get alerts when faults are identified.
  • Link every form digitally as a PDF to the relevant asset, location or person.
  • Receive a digital PDF copy with every submission to your email.
  • Ability to share forms digitally.
  • Build conditional logic (show or hide questions based on answers).
  • Take pictures or attach photos. Not possible with a paper-based form.
  • Electronic signatures.
  • Edit forms later without reprinting.
  • Restrict permissions (who can view, complete or approve).
  • Build forms with AI (describe what you need and MapTrack suggests the form).
  • Monitor odometer and service-interval triggers across your entire fleet.
  • Capture fuel receipts and trip logs alongside vehicle inspection data.
  • Compare vehicle downtime and repair costs to inform replacement decisions.

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“MapTrack's a great platform - intuitive for the guys out in the field and also has fantastic support.”
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Matthew Anderson

Maintenance Planning Supervisor, Supagas

What to include in a hire equipment condition report

This hire equipment condition report covers 11 key areas:

  • Hire company and hirer or customer details, and hire agreement or docket number
  • Asset description, make, model and serial or fleet number
  • Dispatch date and expected off-hire date
  • Hour-meter or usage reading at dispatch and at off-hire
  • Fuel or charge level at dispatch and at off-hire
  • Attachments and accessories supplied: buckets, forks, leads, chargers, manuals
  • Existing damage, wear and missing items marked and dated at dispatch
  • Function and safety check result at dispatch
  • New damage, missing items or servicing needs identified at off-hire
  • Delivery and collection details, including transport and site contact
  • Signatures of the hire company representative and the hirer at both ends

How to use this hire equipment condition report

  1. Record condition and function at dispatch: Before the plant leaves the yard, note existing damage and wear on the report, confirm all attachments and accessories are present, and complete a function and safety check. Record the hour-meter reading and fuel level so the dispatch baseline is unambiguous.
  2. Have the hirer sight and sign at dispatch: The hirer or their site contact reviews the recorded condition, attachments and readings and signs the dispatch section. A signature at dispatch is what makes any later off-hire claim fair, because both parties agreed the starting condition.
  3. Keep the report with the plant on site: The dispatch copy travels with the equipment so the hirer can log faults, note incidents and record any damage that occurs during the hire. This keeps the record continuous rather than reconstructed from memory when the plant comes back.
  4. Inspect and record at off-hire: On return, compare the plant against the dispatch record, mark any new damage or missing attachments, and note the closing hour-meter and fuel level. Flag any servicing or cleaning the machine needs before it can go back on hire.
  5. Settle and sign off: Agree any damage, excess-hour or refuel charges against the recorded difference between dispatch and off-hire, and have both the hire company and the hirer sign the off-hire section. File the completed report against the asset in the fleet register.

In MapTrack, you can track your fleet with gps and digital pre-starts. Each submission is stored as a timestamped PDF against the asset record.

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How often should you complete this form?

Complete a condition report at every dispatch and every off-hire. Each hire transaction needs its own dispatch and return record, because condition, hours and attachments change with every job the plant goes out on.

For long-term hires, run an interim condition check every month or at each service interval so damage and wear do not accumulate unrecorded across a multi-month hire. Keep every dispatch and off-hire report against the asset so the full hire and condition history stays with the machine in the fleet register.

Frequently asked questions

Both parties carry duties. Under the model WHS Regulations the person who supplies plant for use at a workplace must ensure it is safe when supplied, and the person conducting the business that uses it must keep it maintained and safe while in their control. A condition and function check at dispatch evidences that the plant was supplied safe, and the hirer's checks during the hire evidence that they kept it that way. The signed report at both ends documents where responsibility sat at each point. Confirm the specific duties with your state or territory WHS regulator (in Victoria, WorkSafe Victoria under the OHS Act 2004).

On-hire, or dispatch, condition is the state of the plant when it leaves the hire yard for a job, including existing damage, hours, fuel and the attachments supplied. Off-hire condition is its state when returned. The gap between the two is what a hire settlement is based on: new damage, missing attachments, excess hours over the agreed usage, and any refuel needed. Recording both accurately, with signatures, is what turns a potential dispute into a simple comparison of two agreed states.

At minimum, inspect and record condition at dispatch and at off-hire for every hire. For long-term hires that run for weeks or months, add an interim condition check monthly or at each service interval. The hirer should also carry out routine pre-start checks while the plant is in use, particularly for high-risk items, and log any faults on the dispatch report so they are visible at off-hire rather than discovered after the plant is back in the yard.

Yes. The same form serves both sides of the transaction because it records the agreed condition at dispatch and off-hire that both parties sign. The hire company uses it to protect asset value and settle charges fairly; the hirer uses it to avoid being charged for pre-existing damage and to evidence the condition they received the plant in. A shared, signed record is more useful than two separate accounts, because there is only one agreed version of the plant's condition at each point.

Yes, it is completely free. Open it in your browser, then use Print and choose Save as PDF to keep a copy or print a pad for the yard. You do not need a MapTrack account. If you want to move beyond paper, MapTrack captures mobile condition reports with photos, tracks hours and fuel, and keeps the full hire and asset history against each machine in one place. Start a free trial or book a demo to see how.

Applicable regulatory standards

This template aligns with the following regulations and standards:

  • Model Work Health and Safety (WHS) Act and Regulations, as enacted in each state and territory (in Victoria, the Occupational Health and Safety Act 2004 (Vic) and OHS Regulations 2017 (Vic)) - duties on the supply and use of plant
  • ISO 55001:2024 Asset management - Asset management system - Requirements (asset condition and lifecycle records)
  • Australian Consumer Law, supply of goods fit for purpose
  • Model Code of Practice: Managing the risks of plant in the workplace (Safe Work Australia)

Related resources

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    <li style="margin:4px 0;">Asset description, make, model and serial or fleet number</li>
    <li style="margin:4px 0;">Dispatch date and expected off-hire date</li>
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