Last Updated September 12, 2024
What is an Equipment Rental Agreement?
An Equipment Rental Agreement is a contract that sets out the terms and conditions for borrowing specialty equipment or items. It outlines the responsibilities, fees, and specific requirements for the renter and the equipment owner during the rental period.
An Equipment Rental Agreement is also known as an:
- Equipment rental contract
- Equipment hire agreement
- Equipment lease agreement
- Machine rental agreement
If you’re looking for a more specific contract for lending or borrowing vehicles, use LawDepot’s Vehicle Lease Agreement for a more detailed rental agreement. |
Who can use an Equipment Rental Agreement?
An Equipment Rental Agreement can be beneficial in various situations for businesses and individuals.
For example, say you run a business that lends specialty equipment (e.g., agricultural, construction, or cleaning equipment). Creating an agreement will establish the terms you and the renter must abide by.
On other occasions, private individuals lending equipment can benefit from creating an agreement to help maintain a mutual understanding between both parties. For example, if you lend your snow blower to family, friends, or tenants, a contract can outline all the terms and conditions while they borrow it.
LawDepot’s template is available for short-term and long-term rentals to fit both parties’ rental needs in all provinces and territories.
Why should I use an Equipment Rental Agreement?
An Equipment Rental Agreement can be essential whether you’re a small business lending construction equipment or a neighbour letting someone nearby borrow your chainsaw 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 Rental Agreement for?
Those renting out equipment can use a contract for a variety of items, including but not limited to:
Equipment |
Examples |
Vehicles |
- Cars and trucks
- Moving vans
- Dump trucks
- Camping trailers and RVs
- Motorcycles
|
Heavy machinery and power tools |
- Farming equipment
- Landscaping tools
- Snow removal equipment
- Skid-steer loaders
- Compressors
- Excavators
- Forklifts
|
Event equipment |
- Marquees and tents
- Inflatables for kids’ parties
- DJ booth and equipment
- Stage sound and lighting
- Event and wedding decorations
|
Electronics |
- Audio equipment
- Soundboards
- Filming equipment
- Cameras
- Computers
- Monitors
|
Appliances and furniture |
- Industrial kitchen appliances
- Catering tools
- Outdoor grills
- Upright fridge and freezers
- Buffet steam tables
- Dining tables and chairs
|
How do I write an Equipment Rental Agreement?
LawDepot’s user-friendly template lets you write an Equipment Rental Agreement for your specific province or territory. Our questionnaire prompts you to include the following information:
1. Equipment details
Giving 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)
Providing 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 (i.e., specifying whether the renter is 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. This will let the renter 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 clarifies 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 Rental Agreement template also 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 of heavy-duty equipment may require insurance for public liability and property damage. Check your province or territory’s laws for insurance requirements applicable to your rental.
5. Party details and signing
To finalize your agreement, include the renter and owner's name and contact information. You can select a signing date or leave the date open if you don’t have a date set.