Equipment rental agreement

Rules on this topic differ by state. Check your state's law before you use this template.

Equipment Rental Agreement

[District name] (the district) rents the following equipment to [Renter name] (the renter), phone [Renter phone]: [Equipment name and ID number].

1. Dates and charges

• Pickup: [Pickup date]. Return: [Return date], by the time the district sets at pickup.
• Rental rate: [Rate per acre or per day]. The renter reports acres or days used when returning the equipment, and the district bills from that report and its own check.
• Deposit: [Deposit amount], paid at pickup. The district returns the deposit after the equipment comes back clean and undamaged, minus any unpaid charges.
• Late returns may be charged at the daily rate for each extra day, and may affect future rentals.

2. Before the renter takes the equipment

• District staff and the renter walk around the equipment together and note any existing damage below
• The renter is shown how to hitch, adjust, calibrate and unhitch the equipment
• The renter confirms their tractor or truck is the right size to pull and lift it safely
• Lights, safety chains and slow-moving vehicle sign are in place for road travel

Existing damage noted at pickup: ________________________________

3. Using the equipment

1. Only the renter, or people working for the renter who know how to run it, may use the equipment.
2. Use it only on the land the renter told the district about, and only for its normal purpose.
3. Do not lend or rent it to anyone else.
4. Follow the maker's operating and safety instructions and any instructions from district staff.
5. Stop using it and call [Staff name] right away if it breaks or starts working poorly.

4. Care and return

Return the equipment on time, cleaned of soil, seed, plant material and chemical residue, to the place the district names. Clean it before leaving each field when moving between farms, to avoid spreading weed seed. Do not try to repair it yourself unless district staff agree first.

5. Damage and responsibility

1. The renter pays for repair of damage beyond normal wear that happens while the equipment is in the renter's care, including damage on the road.
2. The renter pays for lost or stolen parts or equipment while in the renter's care.
3. The renter is responsible for safe use and for any injury or property damage caused by the way the equipment is used or transported. The renter should check with their own insurance agent about coverage for rented equipment.
4. The district keeps the equipment in working order but makes no promise that it suits any particular field or crop.

6. Return record (district use)

• Date and time returned: ____________
• Acres or days used: ____________
• Condition on return: ____________
• Charges due: $________ Deposit returned: $________

Signatures

A starting draft, not legal advice. Have your attorney or agency review before use.