# Equipment Rental Agreement Template, Free Source: https://nerix.ai/templates/equipment-rental-agreement Rent out tools, cameras or machines with clear price, deposit, care and return terms. Before you send it Rental, consumer and liability rules differ by country, and some limits on liability cannot be used with consumers. Check local rules, and take extra care with heavy, dangerous or very valuable equipment. ## Fill it in and preview You are signed in. Fill it in your workspace and it is kept as a document you can send, share and have signed. [Open in your workspace](https://app.nerix.ai/documents/templates/equipment-rental-agreement) ### Equipment Rental Agreement This agreement is made on 7 November 2026 between: - **Hartley Tool Hire**, of 3 Foundry Road, Leeds, UK ("the Owner"); and - **Maya Patel**, of 18 Orchard Close, Leeds, UK ("the Renter"). ## 1. The equipment 1.1 The Owner rents to the Renter the following equipment, with its accessories, manuals and keys ("the Equipment"): One petrol concrete mixer, make Belle, model Premier 350, serial number CM-2291, with a spare drum, a set of keys and the operator's manual. 1.2 The agreed replacement value of the Equipment is GBP 2,400 in total . 1.3 The Owner confirms that the Equipment belongs to the Owner, or that the Owner has the right to rent it out, and that it is safe and in good working order at the start of the rental. ## 2. Rental period and extension 2.1 The rental starts on 5 November 2026, 9:00 and ends on 8 November 2026, 17:00 (the "Rental Period"). 2.2 The Renter may ask to extend the Rental Period by telling the Owner before it ends. The Owner may agree or refuse, depending on other bookings, and the extension is not valid until the Owner confirms it in writing, including by message. An extension is charged at the rent rate in section 3. 2.3 The Owner may refuse an extension and ask for the Equipment back at the end of the Rental Period. ## 3. Rent and deposit 3.1 The rent is GBP 45 a day, GBP 135 in total, paid on collection . The rent for the Rental Period is paid before the Equipment is handed over, unless the parties agree otherwise in writing. 3.2 The Renter also pays a deposit of GBP 200, returned within 3 days of return if nothing is damaged or missing , before the Equipment is handed over. The deposit is security, is not rent, and does not limit what the Renter may owe. 3.3 The Owner may deduct from the deposit the cost of repairs, cleaning, missing parts, late return charges and any unpaid rent. The Owner will give the Renter a written list of the deductions with the reasons and proof. If these cost more than the deposit, the Renter will pay the difference within 14 days of the Owner's invoice. Any rest of the deposit is returned within the time stated in section 3.2. 3.4 The rent does not include fuel, consumables, or fines, tolls and charges for use of the Equipment, which the Renter pays. ## 4. Delivery and collection 4.1 Unless section 4.2 says otherwise, the Renter will collect the Equipment from the Owner's address at the start of the Rental Period and return it there by the end, during the Owner's opening hours. 4.2 The Owner delivers the equipment to the Renter on 5 November and collects it on 8 November, for a fee of GBP 30 each way. 4.3 Risk of loss and damage passes to the Renter when the Equipment is handed over, and returns to the Owner when the Owner has taken it back and checked it. The Renter will load, carry and secure the Equipment safely, and the Renter is responsible for transport unless the Owner delivers it. ## 5. Inspection at handover 5.1 At handover, the Owner and the Renter will inspect the Equipment together and write down its condition, any damage and the readings of any meters or hour counters (the "Handover Record"). Photographs are taken and kept by both parties. 5.2 The Renter accepts the Equipment in good working order, except for the faults written in the Handover Record. A fault that could not be seen at handover must be reported to the Owner within 24 hours of the start of the Rental Period. 5.3 The Owner will show the Renter how to use the Equipment safely and give the safety instructions. The Renter confirms that the Renter understands them and will ask for more help if not. ## 6. Use of the Equipment and operator rules 6.1 The Renter will use the Equipment only for its normal purpose, at At the renter's home, 18 Orchard Close , and follow the manufacturer's instructions and all safety rules and laws that apply to its use. 6.2 Only the Renter, who is at least 18, may operate it, and the Owner will give a short demonstration at handover. 6.3 The Renter will be the only person to use the Equipment, unless the Owner agrees otherwise in writing, and will not allow anyone who is untrained, underage or under the influence of alcohol or drugs to use it. 6.4 The Renter will not lend, rent out, sell, pledge, move to another place without the Owner's written consent, change, or repair the Equipment, and will not take it out of the country without the Owner's written consent. The Renter will not remove any label, mark or serial number. 6.5 The Renter will keep the Equipment safe and locked when it is not in use, and use protective equipment where its use needs it. ## 7. Maintenance and breakdowns 7.1 The Renter will do the day to day care that the instructions require, such as checking oil and fuel levels, tightening fittings and keeping it clean. 7.2 If the Equipment breaks, stops working properly or becomes unsafe, the Renter will stop using it at once and tell the Owner by calling the Owner's workshop on 0113 496 0000, open Monday to Saturday, 8:00 to 18:00 . 7.3 The Owner will, where it is possible, repair or replace the Equipment within a reasonable time, at the Owner's cost, unless the fault was caused by the Renter's misuse or neglect. If the Equipment cannot be used for more than 24 hours for a reason that is not the Renter's fault, the rent for that time is reduced or repaid in proportion. 7.4 The Renter will not repair the Equipment, or let anyone else repair it, without the Owner's consent. ## 8. Loss, theft and damage 8.1 From handover until the Owner takes it back, the Equipment is at the Renter's risk. 8.2 The Renter will pay the Owner for the reasonable cost of repairing damage, other than normal wear, or the replacement value stated in section 1.2 if the Equipment is lost, stolen or cannot be repaired. Where the Equipment is repaired, the Renter will also pay the rent for the time that it cannot be rented to others, up to a reasonable period. 8.3 The Renter will tell the Owner at once of any loss, theft or damage, and the police if it is stolen, and will give the Owner a copy of the report. 8.4 The Owner will not be asked to pay the Renter for the Renter's lost time or profit, unless the law does not allow this to be excluded. ## 9. Insurance and responsibility 9.1 The Owner's policy covers theft and accidental damage, with an excess of GBP 150 payable by the Renter. 9.2 Unless the Owner states in writing that its insurance covers the Equipment, the Renter is responsible for insuring the Equipment for its replacement value, and for insuring any liability from its use. The Renter will give the Owner proof of cover on request. 9.3 The Renter is responsible for injury and damage to people and property caused by its use of the Equipment, except where the Owner is at fault, for example by supplying unsafe Equipment or by not giving the safety instructions. The Renter will repay the Owner for any claim that a third party makes against the Owner because of the Renter's use. 9.4 Nothing in this agreement limits liability that the law does not allow to be limited, including liability for death or personal injury caused by negligence, and liability for fraud. ## 10. Ownership stays with the Owner 10.1 The Equipment stays the property of the Owner at all times. Nothing in this agreement gives the Renter ownership, or any right to the Equipment except to use it as this agreement says. 10.2 The Renter will keep the Equipment free of any claim or charge by others, and will tell anyone who tries to seize it, or who asks about it, that it belongs to the Owner, and will tell the Owner at once. 10.3 The Owner may mark the Equipment, and may inspect it and track it, where the law allows, during the Rental Period. ## 11. Return, condition and late return 11.1 The Renter will return the Equipment by the end of the Rental Period, with all its accessories, clean, and in the same condition as at handover, apart from fair wear and tear, at the place stated in section 4. 11.2 The Owner will inspect the Equipment with the Renter at return and write down any damage or missing parts on the Handover Record. If the Renter is not there, the Owner may inspect it alone and will send the result within 2 working days. 11.3 If the Equipment is returned late, the Renter will pay: The daily rent for each extra day . This is in addition to any loss that the Owner suffers because of the delay, to the extent that the law allows, and it does not give the Renter the right to keep the Equipment. 11.4 If the Equipment is more than 7 days late, and the Owner has had no answer to a reminder, the Owner may treat it as lost, charge the replacement value, and take back the Equipment wherever it is, as the law allows. 11.5 If the Renter returns the Equipment dirty, the Owner may charge a reasonable amount for cleaning. ## 12. Ending the rental early 12.1 The Owner may end the rental and take back the Equipment at once, by written notice, if the Renter seriously breaches this agreement, for example by not paying, by misusing or moving the Equipment, by letting someone else use it or by being unreachable, and the breach is not put right within 24 hours of a notice, or cannot be put right. 12.2 The Renter may return the Equipment early, but rent already paid is not refunded unless the Owner agrees. 12.3 The ending of the rental does not end a duty that is meant to continue, including payment, return, damage and liability. ## 13. Notices and general 13.1 Notices must be in writing and sent to the address in this agreement, or to the email or telephone number that a party names for the purpose. 13.2 This is the whole agreement between the parties on its subject. It may be changed only in writing signed by both parties. If any part cannot be enforced, the rest stays in effect. 13.3 The Renter may not pass this agreement to anyone else without the Owner's written consent. The Owner may pass it to a successor that takes over the Equipment. 13.4 A party does not give up a right by delaying or not using it. The Owner's acceptance of a late payment or a late return once does not mean that the Owner accepts it again. 13.5 Neither party is liable for a delay caused by an event beyond its control, such as severe weather or a closure ordered by the authorities, except that the Renter must still return the Equipment and pay the rent for the time that the Renter keeps it. 13.6 This agreement may be signed in separate copies and electronically, and together they form one agreement. ## 14. Governing law and disputes 14.1 This agreement is governed by the law of England and Wales . 14.2 The parties will first try to settle any dispute by discussing it in good faith for 14 days after one of them gives written notice of it. 14.3 The place for deciding any dispute under this agreement is Leeds . How disputes are decided 14.4 Nothing in this agreement takes away a right that the law gives a consumer and that cannot be given up. ## Signatures **The Owner: Hartley Tool Hire** Signature: ______________ Date: ______________ **The Renter: Maya Patel** Signature: ______________ Date: ______________ Templates are a careful starting point, not legal advice. Where the law matters, check what applies where you are. Contracts and agreements ## What this template is for An equipment rental agreement you fill in online: items, rental period, price, deposit, use, damage, insurance, return and governing law. Word or PDF. It is free to fill in online, needs no account, and downloads as a Word document or a PDF. [See all Contracts and agreements templates](https://nerix.ai/templates/contracts) Contracts and agreements ## What you fill in The form asks for 19 details. The document fills itself in as you type. - ### Owner: name For example: Hartley Tool Hire - ### Owner: address For example: 3 Foundry Road, Leeds, UK - ### Renter: name For example: Maya Patel - ### Renter: address For example: 18 Orchard Close, Leeds, UK - ### Equipment rented One item per line: make, model, serial number, accessories and condition. For example: One petrol concrete mixer, make Belle, model Premier 350, serial number CM-2291, with a spare drum, a set of keys and the operator's manual. - ### Replacement value of the equipment What it costs to replace it new. It is used if the equipment is lost or cannot be repaired. For example: GBP 2,400 in total - ### Rental starts For example: 5 November 2026, 9:00 - ### Rental ends (return by) For example: 8 November 2026, 17:00 - ### Rent For example: GBP 45 a day, GBP 135 in total, paid on collection - ### Deposit For example: GBP 200, returned within 3 days of return if nothing is damaged or missing - ### Delivery and collection (optional) optional Leave it empty if the Renter collects and returns it at the Owner's address. For example: The Owner delivers the equipment to the Renter on 5 November and collects it on 8 November, for a fee of GBP 30 each way. - ### Where it will be used For example: At the renter's home, 18 Orchard Close - ### Operator and training rules (optional) optional For example: Only the Renter, who is at least 18, may operate it, and the Owner will give a short demonstration at handover. - ### Who to call if it breaks (optional) optional For example: the Owner's workshop on 0113 496 0000, open Monday to Saturday, 8:00 to 18:00 - ### Insurance the Owner provides (optional) optional Leave it empty if the Renter must insure the equipment. For example: The Owner's policy covers theft and accidental damage, with an excess of GBP 150 payable by the Renter. - ### Charge for late return For example: The daily rent for each extra day - ### Country or state whose law applies For example: England and Wales - ### Place for disputes For example: Leeds - ### How disputes are decided Contracts and agreements ## What is inside The parts of this document, in order. - 1 1. The equipment - 2 2. Rental period and extension - 3 3. Rent and deposit - 4 4. Delivery and collection - 5 5. Inspection at handover - 6 6. Use of the Equipment and operator rules - 7 7. Maintenance and breakdowns - 8 8. Loss, theft and damage - 9 9. Insurance and responsibility - 10 10. Ownership stays with the Owner - 11 11. Return, condition and late return - 12 12. Ending the rental early Templates ## How it works - 01 ### Fill in Type your details in the form. The document fills itself in as you type; click any gap to jump to its field. - 02 ### Check Read it through. Gaps you have not filled stay marked, so nothing goes out half done. - 03 ### Download Save it as a Word document to edit further, or as a PDF to send or print. ### Make it yours with AI Open it in the chat and ask for changes: shorter, firmer, another situation, another language. [Adapt it with nerix](https://nerix.ai/try?template=equipment-rental-agreement) ### Was this template helpful? Contracts and agreements ## Questions people ask ### What details does this template ask for? The form asks for 19 details, starting with Owner: name, Owner: address, Renter: name, Renter: address, Equipment rented. 4 more are optional. ### Can I download this template as Word or PDF? Yes. When you have filled in the form, save it as a Word document to keep editing, or as a PDF to send or print. It is free and needs no account. ### Is what I type sent anywhere? No. What you type stays in your browser while you fill in the document. It only goes to nerix if you choose to open the template in the chat. ### What should I check before I use this template? Rental, consumer and liability rules differ by country, and some limits on liability cannot be used with consumers. Check local rules, and take extra care with heavy, dangerous or very valuable equipment. ### Are these contract templates free? Most are. You can fill in and download them for free as Word or PDF, with no account. A few long business agreements are premium: free to fill in, paid once to download, and marked with their price. ### Is a template contract legally valid? A signed agreement is usually valid when both sides understand and accept it, but rules differ by country and by type of contract. Treat a template as a careful starting point and check what applies where you are. ### Do I need a lawyer to use a template? For simple, low risk agreements many people do not. For large sums, property, employment disputes or anything unusual, ask a lawyer to review the draft first. ### Can I change the terms? Yes. Download the Word version and edit it, or ask nerix in the chat to make a clause stricter, shorter or in another language. Templates ## More in Contracts and agreements - [New Affiliate agreement Pay affiliates a commission for each sale they bring through a tracked link, with clear rules. Contracts and agreements](https://nerix.ai/templates/affiliate-agreement) - [Asset purchase agreement Buy or sell the assets of a business: what is included, the price, who takes the debts, and the warranties given. Contracts and agreements](https://nerix.ai/templates/asset-purchase-agreement) - [Assignment of contract Transfer a contract to a new party with the consent of the other side, clear warranties and an effective date. 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