Owner Equipment Handover Checklist

1. Before the Hirer Arrives

• Confirm the booking, pickup time and location.
• Clean and inspect the equipment.
• Test that the equipment operates correctly.
• Check that all safety features are working.
• Photograph the equipment’s condition from several angles.
• Record any existing damage, wear or scratches.
• Gather all included accessories and attachments.
• Check fuel levels, battery charge or other consumables.
• Have any operating instructions and required PPE ready.

2. Confirm the Hirer and Booking

• Confirm the hirer’s name matches the booking via Drivers Licence.
• Check any licence, qualification or experience required for the equipment.
• Confirm the agreed hire period and return time.
• Review any owner-specific booking requirements.

Do not release equipment to an unauthorised person unless this has been agreed upon through Local Hire Marketplace.

3. Inspect the Equipment Together

Inspect the equipment with the hirer and point out:

• Its current condition
• Any existing marks or damage
• Accessories and attachments supplied
• Fuel, battery or hour-meter readings
• Important safety features
• Areas requiring special care

Take additional photos if necessary and keep a record of the equipment’s condition at handover.

4. Explain Safe Operation

Provide a basic demonstration covering:

• Starting and stopping the equipment
• Correct operating procedures
• Safety switches, guards and emergency controls
• Required PPE
• Operating limits and prohibited uses
• Safe transport, storage and security
• What to do if the equipment develops a fault

The hirer should not use the equipment if they do not understand how to operate it safely.

5. Confirm What Is Included

Check each supplied item with the hirer, including:

• Batteries and chargers
• Blades, bits or attachments
• Leads, hoses or safety chains
• Manuals and safety instructions
• Transport or storage cases
• PPE, if included

Clearly explain any consumable charges or replacement requirements.

6. Review Return Requirements

Confirm:

• The return date, time and location
• Cleaning requirements
• Fuel or battery requirements
• How accessories must be returned
• Late-return arrangements
• What to do if the hirer needs an extension
• How damage, loss, theft or breakdowns must be reported

Booking changes or extensions should be agreed upon before the original return time.

7. Final Handover Check

Before releasing the equipment, confirm that:

• The equipment is safe and working correctly.
• Its condition has been photographed and recorded.
• The hirer understands how to operate it.
• Required licences or qualifications have been checked.
• All accessories have been counted.
• Pickup and return requirements are understood.
• The hirer knows how to contact you if an issue occurs.

A thorough handover reduces misunderstandings, supports safer equipment use and makes the return inspection easier for both the owner and hirer.