Return inspection
The final 15 percent charges when the return is confirmed with condition photos, so damage found at return is documented before anything bills.
Rentals template
Equipment rental agreement template with return inspection
A free equipment rental agreement template: day, week, and 4-week rate periods, condition photos at handoff and return, meter-hour overages, and late days billed as approved milestones.
Free software, unlimited seats. AirInk charges 0.49 percent when a milestone releases.
Plain language
What this template covers
Day, week, and 4-week rate periods as separate line items
Condition photos at handoff and again at return
Meter-hour allowance and the overage rate per hour
Fuel and cleaning charges listed up front
Identity verification or insurance for high-value items
Late returns billed per day as milestones the client approves
Payment schedule
The milestone structure it ships with
Each stage charges when it clears. Nothing is collected upfront and AirInk never holds your money.
- 85%1Rental period charge
Charges when the agreement is signed.
- 15%2Return inspection
Charges when the return is confirmed with photos.
Percentages are the default. Change any stage before you send the contract.
Preview
Key clauses
High-value items
Items above the high-value threshold require identity verification before delivery, or a certificate of insurance naming the provider as loss payee.
Late returns
Items returned late are billed per additional day at the listed rate, added as a milestone the client approves.
Cancellation
Cancellations before delivery release the return-inspection milestone; the rental charge is refundable per the listed rate periods.
Late and overtime
Late returns billed per additional day at the listed rate as approved milestones.
AirInk templates are starting points written in plain language, not legal advice. Review anything binding with your own attorney.
Questions
Frequently asked
How do I bill damage found at return?
The return-inspection milestone carries the photos from both ends. Documented damage is billed as an itemized claim at repair or replacement cost, sent for the client's review before it charges.
Can I hold a security deposit?
Card pre-authorizations expire after about 7 days, so this template documents condition with photos at both ends and bills documented damage as a claim the client reviews before it charges. AirInk never holds the money.
How are meter hours handled?
The scope lists an included meter-hour allowance per rate period and an overage rate per hour. Hours beyond the allowance bill at that rate as their own line.
What about renters I have never met?
The template requires identity verification or a certificate of insurance for items above your high-value threshold, and releases operator-required equipment only to the operators listed.
Keep reading
Related templates and pages
Use this template free
Create your account and this template is already selected in your workspace.