Last Updated September 12, 2024
What is an Equipment Hire Agreement?
An Equipment Hire Agreement is a contract that sets out the terms between the hirer and the owner when lending specialty equipment or items. It outlines both parties' responsibilities, fees, and specific requirements during the rental period.
An Equipment Hire Agreement is also known as an:
- Equipment rental contract
- Equipment rental agreement
- Equipment lease agreement
- Heavy equipment lease agreement
If you’re looking for a more specific rental agreement for lending or borrowing vehicles, use LawDepot’s Contract Hire Agreement for a more detailed agreement. |
Who can use an Equipment Hire Agreement?
An Equipment Hire Agreement can benefit businesses and individuals in various situations.
For example, you can use this kind of agreement if you run a business that lends special equipment (e.g., parties, events, construction, and cleaning equipment). Creating an agreement will establish the terms you and the renter must abide by.
Additionally, individuals lending equipment can benefit from creating an agreement to help maintain mutual understanding between both parties. For example, if you lend your van to friends, family, or tenants, a contract can outline all the terms and conditions you have while they borrow the vehicle.
LawDepot’s template is available for short-term and long-term rentals to fit both parties’ rental needs in England, Scotland, Wales, and Northern Ireland.
Why should I use an Equipment Hire Agreement?
An Equipment Hire Agreement can be essential whether you’re a small business lending construction equipment or a neighbour letting someone nearby borrow your generator 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 one party not keep up their side of the contract and the other has to 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 Hire Agreement for?
Many industries or equipment owners can write an agreement to lend out equipment. Examples of what to write an agreement for include, but are not limited to:
Equipment |
Examples |
Vehicles |
- Cars and trucks
- Van hire
- Camping trailers and caravans
- Motorcycles
|
Heavy machinery and power tools |
- Farming and agricultural equipment
- Gardening and landscaping tools
- Construction equipment
- Plant equipment
- Compressors
- Generators
- Excavators
- Forklifts
|
Event equipment |
- Marquee or event tents
- Inflatables for kids’ parties
- DJ booth and equipment
- Stage sound and lighting
- Event and wedding decorations
- Photobooths
|
Electronics |
- Filming and video equipment
- Audio equipment
- Soundboards
- Cameras
- Computers
- Monitors and screens
|
Appliances and furniture |
- Industrial kitchen appliances
- Catering and bar accessories
- 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 Hire Agreement?
LawDepot’s user-friendly template lets you customise an Equipment Hire Agreement for your specific country. Our questionnaire prompts you to include the following information:
1. Equipment details
Providing 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, and serial number)
Approximate value of the equipment
Equipment use restrictions (e.g., care and management requirements, proper use)
Giving as much detail as possible is essential for creating a solid 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 (e.g., is the renter responsible for maintaining and repairing equipment?)
An agreement should also include the total loss. This means the renter 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 critical details in your agreement will protect the renter and owner throughout the rental process.
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 renter or their personal use.
Additionally, having the rental fees in writing gives clear instructions for the renter and can help rectify 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 Hire Agreement template allows you to include additional terms that may apply to your agreement, such as:
- A purchase option that allows the renter to have the opportunity to purchase the equipment at the end of the rental period
- A renewal option for the renter to extend their agreement and rental
- Assignment options that allow the renter or owner to transfer the lease to a new party
- Tax responsibilities for the renter
- Any warranties for the equipment (e.g., the renter 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 renter 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 jurisdiction for any insurance requirements applicable to your rental.
5. Party details and signing
To finalise your agreement, include the hirer and owner's name and contact information. You can choose to select a signing date or leave the date open if you don’t have one set just yet.