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Equipment Rental Agreement template

An equipment rental agreement sets out what is being rented, for how long and at what price, the deposit, the renter's duty of care, and what happens if equipment is damaged, lost, or returned late.

An equipment rental agreement is a contract in which an owner lets a renter use equipment, such as tools, machinery, cameras, or event gear, for a set period and fee, with clear rules on condition, damage, loss, and return. You need one any time equipment worth more than you'd shrug off leaves your hands.

Use this template — sign onlineOpens as a ready-to-send document with signature fields placed.
Replace everything in [BRACKETS], export to PDF, then send it for signature.

1. Parties

This Equipment Rental Agreement (the "Agreement") is made on [DATE] between [OWNER NAME], of [OWNER ADDRESS] (the "Owner"), and [RENTER NAME], of [RENTER ADDRESS] (the "Renter"), together the "Parties".

2. Equipment

The Owner rents to the Renter the following equipment, including all accessories, manuals, and cases (the "Equipment"): [DESCRIPTION, MAKE, MODEL, SERIAL NUMBER(S), QUANTITY]. Replacement value: [AMOUNT]. The condition of the Equipment at pickup is recorded in the attached condition report and photos: [ATTACHMENT REFERENCE].

3. Rental Period

The rental period begins on [START DATE AND TIME] and ends on [END DATE AND TIME] (the "Rental Period"). The Equipment will be [PICKED UP BY THE RENTER / DELIVERED BY THE OWNER] at [LOCATION]. Any extension must be agreed in writing (email is sufficient).

4. Rental Fee and Payment

The Renter will pay [AMOUNT] per [DAY / WEEK / MONTH], for a total of [TOTAL AMOUNT], payable [IN ADVANCE / ON RETURN] by [PAYMENT METHOD]. Delivery and pickup fees: [AMOUNT, or NONE]. Late returns will be charged at [AMOUNT] per [DAY / HOUR] until the Equipment is returned.

5. Security Deposit

The Renter will pay a security deposit of [AMOUNT] before the Rental Period begins. The Owner will return the deposit within [NUMBER] days after the Equipment is returned, less any amounts owed for late fees, cleaning, repairs, or missing items, with a written list of deductions.

6. Use and Care

The Renter will use the Equipment only for its intended purpose, in a careful and lawful manner, by persons who are trained to operate it, and only at [PERMITTED LOCATION(S)]. The Renter will not sublet, lend, modify, or remove identifying marks from the Equipment. The Renter will keep the Equipment secure and protected from weather, theft, and misuse.

7. Damage, Loss, and Theft

The Renter is responsible for the Equipment from pickup until it is returned to the Owner. The Renter will notify the Owner within [24 HOURS] of any damage, malfunction, loss, or theft, and will report theft to the police. The Renter will pay the reasonable cost of repair or, if the Equipment cannot be repaired or is not returned, its replacement value stated in section 2. Normal wear and tear is not damage.

8. Maintenance and Malfunction

The Owner confirms that the Equipment is in good working order at pickup. If the Equipment fails through no fault of the Renter, the Renter will stop using it and notify the Owner, who will repair or replace it or refund the rental fee for the time it could not be used. The Renter will not attempt repairs without the Owner's consent.

9. Insurance and Liability

The Renter will [MAINTAIN INSURANCE COVERING THE EQUIPMENT FOR ITS REPLACEMENT VALUE / NOT BE REQUIRED TO INSURE THE EQUIPMENT]. To the extent permitted by law, the Renter is responsible for injury or damage to persons or property caused by the Renter's use of the Equipment and will indemnify the Owner against related claims, except to the extent caused by a defect in the Equipment or the Owner's negligence.

10. Return

The Renter will return the Equipment at the end of the Rental Period, clean and in the same condition as at pickup, except for normal wear and tear. The Parties will inspect the Equipment together on return where practical and note any issues on the condition report.

11. General Terms

This Agreement is governed by the laws of [GOVERNING LAW JURISDICTION]. It is the entire agreement between the Parties about the rental and may be changed only in writing. If any provision is held invalid, the rest remains in effect. The Parties agree that this Agreement may be signed electronically and in counterparts, each of which is an original and all of which together form one agreement.

12. Signatures

OWNER: [OWNER NAME] Signature: ____________________ Date: [DATE] RENTER: [RENTER NAME] Signature: ____________________ Date: [DATE]

Our take: Our take: disputes over rented equipment almost always come down to its condition at pickup. Photograph the item, list serial numbers, and attach a short condition report to the agreement; that one page saves more arguments than any clause. Decide in advance what a late return costs and who pays for wear versus damage. If the renter will use the gear in a risky activity, pair this with a liability waiver. For an outright sale instead of a rental, use a bill of sale.

When should you use a equipment rental agreement?

  • When renting tools, machinery, or construction equipment to customers or contractors
  • When renting cameras, audio, lighting, or event equipment
  • When a business lends equipment to another business for a fee
  • When you want a written record of condition and serial numbers at pickup

How do you fill in this template?

  1. List every item with make, model, serial number, and replacement value.
  2. Set the rental period, the fee, the late-return charge, and the deposit.
  3. Take dated photos and attach a short condition report before handover.
  4. Decide whether the renter must insure the equipment and fill in section 9.
  5. Upload the agreement to eSignSimple and send it to the renter for e-signature, with the owner signing second if you set a signing order.

How do you get it signed online?

  1. Save it as Word or PDF. Paste the filled-in text into Word or Google Docs and keep it as a .docx file, or export it as a PDF. eSignSimple accepts both, plus DOC, ODT and RTF, up to 25 MB; Word files are converted to PDF on upload.
  2. Upload and place the fields. Sign up with Google, upload the file and drag signature, initials, date and text fields onto the page for each signer. Set a signing order if one party must sign first.
  3. Send it for signature. Each signer gets a private link and signs in the browser without creating an account. Automatic email reminders go out every three days (up to three) until everyone has signed.
  4. Keep the signed copy. When the last person signs, everyone can download the final PDF with a certificate of completion, an audit trail and a SHA-256 fingerprint you can verify later.

Signing on your own device only? The guide to signing a PDF covers the free built-in options, and the security page explains how signed files are stored and verified.

This template is general information, not legal advice. Laws differ by country and state; have a lawyer review contracts with high stakes.

Written by Buğra Sözeri, founder and editor, eSignSimple · Last reviewed

Buğra builds eSignSimple and writes and maintains its guides. He researches each legal page against the official texts linked on it and updates pages when the law or the product changes. He is not a lawyer, and nothing here is legal advice. About eSignSimple

Frequently asked questions

Who pays if rented equipment breaks?

Under this template, the renter pays for damage beyond normal wear and tear, and the owner bears malfunctions that are not the renter's fault. That split is common, but you can change it.

Should I take a security deposit?

For valuable equipment, yes. Set it high enough to cover a typical repair, and state how quickly and on what terms you'll return it.

Is a condition report really necessary?

It is the best evidence you will have if there's a dispute about damage. Dated photos and serial numbers, attached to the signed agreement, make the question easy to answer.

Can I sign an equipment rental agreement online?

Yes. Electronic signatures are generally valid for business contracts like this in the US and many other countries, and eSignSimple keeps an audit trail of who signed and when.

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