Operations request template

Equipment hire agreement signing request template

An equipment hire agreement sets the terms for renting plant, tools or machinery, covering the hire period, fees, condition and liability.

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What is a equipment hire agreement?

An equipment hire agreement is a contract between the owner of equipment and the person or business hiring it. It records the hire period, the fees, who is responsible for the equipment while it is out, and what happens if it is damaged, lost or returned late. For hire businesses this document is the backbone of every transaction, turning a casual handover into a clear, enforceable arrangement.

Getting the agreement signed before collection or delivery matters because it sets expectations on both sides while the equipment is still in your control. It establishes the agreed condition at the start of hire, the insurance position, and the hirer's obligations for safe use and maintenance. A signed agreement protects the owner against disputes over damage and gives the hirer certainty about cost and responsibility.

When to use a equipment hire agreement

Hiring out plant, machinery or vehicles to a contractor before they collect it
Renting tools or equipment to a new customer for the first time
Delivering hired equipment to a site and needing terms confirmed first
Extending or renewing a hire and capturing updated dates and fees

What to include in a equipment hire agreement

Equipment description: make, model, serial numbers and any accessories so the hired items are clearly identified.
Hire period and rates: start and end dates, daily or weekly rate, and charges for overdue returns.
Condition and inspection: agreed condition at handover and the process for noting damage on return.
Liability and insurance: who carries risk for loss or damage and any insurance the hirer must hold.
Use and maintenance: permitted use, operator requirements and the hirer's duty to maintain and report faults.

Pros and cons of sending a equipment hire agreement as a signing request

Pros

Locks in agreed terms before equipment leaves your control or reaches site
Tracks opens and signatures so you know the hirer has agreed before release
Expiry keeps unsigned hire offers from sitting open indefinitely
Completion receipt gives both parties a clear record of the agreed terms

Cons and things to watch

A signed form does not replace inspecting the equipment at handover and return
It does not confirm the hirer holds the insurance they claim to have
Damage disputes still depend on clear photos and condition records
Terms should be reviewed by an adviser for high-value or specialised plant

How to send a equipment hire agreement with Cosign

Upload your equipment hire agreement to Cosign and preview it to confirm the rates, dates and equipment details are correct.
Add the hirer or their authorised representative as the signer using the email tied to the booking.
Set an expiry of around 14 days and add password protection if the agreement carries sensitive pricing.
Send the request, then track opens and signing, and keep the completion receipt with the hire record.

Equipment hire agreement request details

Email subject

Equipment hire agreement

Default message

Please review and sign this equipment hire agreement before collection or delivery.

Signer setup

Hirer or authorised representative

Suggested expiry

14 days

Button label

Sign hire agreement

Best fit

Operations teams

Equipment hire agreement FAQs

Is an electronically signed equipment hire agreement legally valid in Australia?

In Australia electronic signatures are generally recognised under Commonwealth and state electronic transactions laws when the signer agrees and is identifiable. An equipment hire agreement signed electronically can be valid, but this is general information, not legal advice.

Should I get the hire agreement signed before or after delivery?

It is best to have the agreement signed before the equipment leaves your control or arrives on site. That way the hirer has accepted the terms, condition and liability before they take possession.

Can I keep the hire agreement private when I send it?

Yes. Cosign sends each signer a private link rather than publishing the document, and pages are not indexed by search engines. You can add password protection for extra control.

What happens if the hirer does not sign before the expiry date?

If the request expires, the link stops working and the agreement is not signed. You can resend a fresh request with updated dates if the hirer still wants to proceed.

Does a signed agreement prove the equipment's condition at handover?

Not on its own. The agreement records the agreed terms, but you should still document condition with an inspection and photos at both collection and return.