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.