Preparing Equipment for Hire

1. Inspect the Equipment

Complete a thorough inspection before each hire. Check for:

• Damage, cracks, corrosion or excessive wear
• Loose, missing or damaged components
• Oil, fuel, hydraulic fluid or coolant leaks
• Damaged electrical cords, plugs, switches or guards
• Worn tyres, incorrect tyre pressure or damaged wheels
• Faulty brakes, lights, couplings or safety chains
• Any warning lights, unusual noises or performance issues

Do not supply equipment if you believe it may be unsafe or unreliable.

2. Test Its Operation

Start and operate the equipment to confirm it is working correctly. Test all controls, safety switches, emergency stops, guards, lights and other safety features.

Battery-powered equipment should be adequately charged, while fuel-powered equipment should have the agreed amount of fuel.

Never disable or remove a manufacturer-installed safety feature.

3. Clean the Equipment

Remove dirt, mud, grease, dust and debris before collection or delivery.

Cleaning equipment makes it easier to inspect and gives the hirer a clear indication of the condition in which it should be returned.

Where appropriate, disinfect handles, controls, protective equipment and other frequently touched surfaces.

4. Complete Required Maintenance

Ensure servicing and maintenance are up to date and completed according to the manufacturer’s recommendations.

This may include:

• Checking and topping up fluids
• Lubricating moving parts
• Sharpening or replacing worn blades
• Inspecting belts, chains and filters
• Charging or replacing batteries
• Checking tyre pressure
• Confirming current electrical testing and tagging, where required

Keep maintenance, servicing and inspection records for your equipment.

5. Check Accessories and Attachments

Make sure all accessories included in the listing are present, compatible and in safe working condition.

This could include:

• Batteries and chargers
• Blades, bits, hoses or leads
• Keys, locks and remote controls
• Stabilising legs or safety chains
• Operating manuals
• Required tools or attachments
• Storage or transport cases

Create a simple accessories checklist to review at both handover and return.

6. Provide Clear Operating Instructions

Give the hirer clear instructions for setting up, operating, transporting and shutting down the equipment.

Explain:

• The equipment’s intended use
• Important safety precautions
• Operating limits and prohibited uses
• Required PPE
• How to respond to a fault or breakdown
• Cleaning and return requirements
• Your contact process if assistance is needed

Provide the manufacturer’s operating manual whenever available.

Instructions provided by an owner do not replace any licence, qualification or experience required to operate the equipment safely.

7. Confirm PPE Requirements

Tell the hirer what personal protective equipment is required.

Depending on the equipment, this may include:

• Safety glasses
• Hearing protection
• Gloves
• Enclosed footwear
• Respiratory protection
• A helmet
• High-visibility clothing

Clearly state in your listing and booking communications whether PPE is included or must be supplied by the hirer.

8. Electrical Equipment Testing and Tagging

Testing and tagging requirements can vary depending on the equipment, how it is being supplied and where it will be used.

Under Safe Work Australia’s model guidance, electrical equipment supplied for hire may be subject to specific inspection and testing requirements. Safe Work Australia states that hire electrical equipment covered by those requirements should be inspected and tested by a competent person before each hire and at least every three months.

Owners should check the rules applying in their own state or territory rather than assuming one testing interval applies in every circumstance.

Where testing and tagging is required:

• Use a competent person
• Keep testing current
• Keep appropriate records
• Ensure tags remain readable
• Remove equipment from service if it fails testing
• Have failed equipment repaired and retested before hiring it again

Testing records may be maintained using tags, registers, logbooks or databases as appropriate.

A visual inspection by the Owner is not a substitute for electrical testing where formal testing is required.

9. Check Consumables

Confirm which consumables are included and whether additional charges or replacement requirements apply.

Consumables may include:

• Fuel
• Gas
• Batteries
• Saw blades and cutting discs
• Drill bits
• Sandpaper
• Cleaning products
• Oil or other operating fluids

Any consumable charges or return requirements should be clearly stated in the listing and agreed upon before the hire begins.

10. Record the Equipment’s Condition

Take clear, date-stamped photos or video immediately before handover.

Record:

• All sides of the equipment
• Existing scratches, dents or wear
• Tyres, wheels and attachments
• Fuel, battery or hour-meter readings
• Accessories supplied
• The serial number or identifying features

Review the equipment’s condition with the hirer and record any existing damage before it leaves your possession.

11. Prepare for Safe Transport

If the equipment will be collected, make sure the hirer understands its size, weight and transport requirements.

Confirm that their vehicle, trailer, tie-down points and load restraints are suitable.

If you are delivering the equipment, secure it correctly and follow all applicable transport and road safety requirements.

Final Pre-Hire Checklist

Before releasing your equipment, confirm that:

• The equipment is clean and working correctly
• Safety features have been tested
• Maintenance and servicing are current
• Required accessories are included
• Operating and safety instructions are available
• PPE requirements have been explained
• Consumable arrangements have been confirmed
• Pre-hire condition photos have been taken
• Pickup, delivery and return arrangements are confirmed
• The hirer has any required experience, licence or qualification

Proper preparation protects your equipment, supports safer use and helps you earn positive reviews and repeat bookings through Local Hire Marketplace.