Hire Equipment Out and Return Check

Who this is for

One sheet covering both ends of a hire. Each part of the machine is marked as it goes out and again as it comes back, so a change in condition is visible on the same line, and any charge raised against it is written beside it and totalled.

Tool and plant hire desks, event and marquee hire firms, contractors who sub-hire to others, clubs and village halls that lend equipment out, and anyone who has argued about damage that nobody wrote down.

What this helps you track

• The condition of every part of the machine when it left the yard
• The condition of the same parts when it came back, on the same line
• Meter or hour readings at both ends of the hire
• What damage was charged for and what the charges came to

How to use it

1. Fill in the hirer, the contract reference, the item and its serial or fleet number.
2. Mark the out column for each part as you check the machine over with the hirer present.
3. Note the meter reading, fuel level and accessories going out, and have the hirer sign.
4. On return, mark the back column for the same parts without looking at what you wrote before.
5. Write the damage in the notes column and the amount charged in the charge column.
6. Sign the return off, give the hirer a copy, and keep yours with the contract.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Why mark condition twice on the same line?

Because a dispute is always about the difference. Reading across one line shows a part that went out marked and came back damaged, without anyone hunting for last month's sheet.

What should go in the charge column?

Whatever your own hire terms say you are charging for that damage. The sheet supplies no rates, cleaning fees or minimum charges — those are yours and they belong in your terms, not on a free form.

Can it be used for lending rather than hiring?

Yes. Clubs, halls and workplaces that lend equipment out use the same two columns and leave the charge column empty, or use it for a deposit held and returned.

Does the sheet handle more than one item?

It is built around one item with several parts checked. For a load of several machines going out together, an equipment loan register or an inventory sheet suits it better, with one of these per machine.