Leases and rentalsAgreement
Equipment rental agreement template
Rent out tools, machines, cameras or event equipment with the terms in writing: what was handed over and in what condition, for how long, what it costs, and who pays if it comes back damaged.
Opens in the Salsox editor with 7 signing fields already placed for Owner and Renter. Add their emails and send. The free plan sends 3 documents a month.
Who signs
- Owner (you)
- Renter
Preview
Equipment Rental Agreement
This Agreement is made on 9 November 2026 between BuildRight Plant Hire (the "Owner") and Kofi Tetteh Construction (the "Renter").
1. Equipment and condition
The Owner rents the Renter one 1.5-tonne mini excavator with two buckets, serial number MX15-77812 (the "Equipment"). At handover the Equipment is in this condition: good working order, minor paint scratches on the boom, 1,240 engine hours.
Renter initials: Initials · Renter
2. Rental period and place
The rental runs from 10 November 2026, 07:00 to 24 November 2026, 17:00. The Equipment will be used only at the renter's site at 3 Oyarifa Road, Accra. Delivery and collection are included.
3. Fees and deposit
The rental fee is GHS 1,100 per day, GHS 15,400 for the period. Late return is charged at GHS 1,300 per extra day. The Renter pays a deposit of GHS 10,000, returned within seven days of the Equipment's return, less the cost of any damage, cleaning or missing parts.
4. Use
The Renter will use the Equipment carefully, for its intended purpose, by trained operators only, and will follow the manufacturer's instructions. The Renter will not lend, sublet or move the Equipment from the site.
5. Damage and loss
The Renter is responsible for damage beyond normal wear and for loss or theft while the Equipment is in its care, up to a replacement value of GHS 180,000, and will report any fault or incident at once.
Renter initials: Initials · Renter
6. Return
The Renter will return the Equipment clean and in the condition recorded above. The Owner will inspect it on return in the Renter's presence where possible.
7. General
This Agreement is governed by the laws of Ghana and may be signed electronically. If the Renter needs the Equipment for longer, it will ask the Owner before the return date; an extension applies only once the Owner confirms it in writing.
Signatures
Owner: BuildRight Plant Hire Signature: Signature · Owner Date: Date · Owner
Renter: Kofi Tetteh Construction Signature: Signature · Renter Date: Date · Renter Name: Name · Renter
These templates are general starting points, not legal advice. Laws differ between countries and states: check that a template suits your situation, or ask a lawyer, before you rely on it.
About the Equipment rental agreement template
Equipment comes back late, dirty or damaged more often than anyone would like, and the argument is always about what state it left in. This agreement settles that at handover: the equipment is described with serial numbers and its condition is written down and initialled before it leaves.
The rest covers what owners need: a fixed rental period with a fee for late return, a deposit held against damage, the renter's duty to use the equipment properly and only at the named site, who pays for loss or theft (up to the replacement value), and how it comes back. The renter initials the condition and damage clauses.
For high-value items, check whether your insurance covers rentals, or ask the renter to insure them. Signing on a phone at handover, through Salsox, takes a minute and leaves a dated record.
- Signers
- 2
- Signing fields placed
- 7
- Details to fill in
- 14
How to use this template
Open it in Salsox
Choose Use this template. Sign up free if you have no account; the template opens straight after.
Fill in the details
Type your details into each blank, or start from the sample to see how it reads. Save it as your own template to reuse it.
Add signers and send
The editor already has every signature, date and initials field in place. Add each signer's email and send; they sign on their phone, and everyone gets the sealed copy with its audit trail.
Used in
Questions
What should an equipment rental agreement include?
A description with serial numbers, the condition at handover, the rental period, fees and deposit, rules on use, responsibility for damage and loss, and how it is returned.
Should I take a deposit?
Yes, for anything valuable. Hold it against damage, missing parts or late return, and return it promptly when the equipment comes back as described.
Who is responsible if the equipment is stolen?
This template makes the renter responsible for loss or theft while they have it, up to the stated replacement value, which is common. Insurance can cover that risk.
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Send it for signature in minutes
Start from this template in Salsox: fill in the blanks, add your signers and send by email, WhatsApp or SMS. Signers sign one field at a time on their phone, and you can collect a payment in the same step.