Checklist template

Tool and equipment rental operations

A ready-to-use checklist with 107 items in 6 sections, covering Contracts, Equipment condition, Cleaning and service, Returns, Damage charges, Inventory. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 107 Items
  • 88 Yes / No checks
  • 6 Scored ratings
  • 118 Points

Use this template How audits work

1. Contracts 20 items

  1. Rental rates for 4 hours, a day and a week are posted at the rental counter Yes / No 1 pt
  2. Each contract shows the unit number of the equipment rented Yes / No 1 pt
  3. Each contract shows the time out and the time due back Yes / No 1 pt
  4. The customer's identification is checked and recorded as company policy requires Yes / No 1 pt
  5. A deposit or card authorization is taken as company policy requires Yes / No 1 pt
  6. The damage waiver is offered and the customer initials the choice to accept or decline Yes / No 1 pt
  7. The customer signs the rental terms Yes / No 1 pt
  8. The hour meter reading is written on the contract at check-out for equipment that has a meter Yes / No 1 pt
  9. The fuel level is written on the contract at check-out Yes / No 1 pt
  10. Existing dents, cracks and missing parts are noted on the contract or photographed at check-out Yes / No 1 pt
  11. Accessories issued with the unit (blades, bits, hoses, wands, extension cords) are listed on the contract Yes / No 1 pt
  12. The employee demonstrates starting, operating and stopping the unit before it leaves the counter Yes / No 1 pt
  13. A quick-start card or the operator's manual goes out with the unit Yes / No 1 pt
  14. The safety equipment recommended for the unit is pointed out to the customer at check-out Yes / No 1 pt
  15. For trailers and towed equipment, the hitch ball size, lights and safety chains are checked before the customer leaves Yes / No 1 pt
  16. The reservation list for the coming weekend has no unit booked twice Yes / No 1 pt
  17. 5 open contracts sampled each had the unit number, times, signature and waiver choice completed Yes / No 1 pt
  18. Contracts of the 5 sampled with missing information Number
  19. Open rental contracts at the time of the visit Number
  20. Completeness of rental contracts Rating
    • Complete on every contract sampled 5 pts
    • Minor gaps 3 pts
    • Signatures, unit numbers or times missing 1 pt

2. Equipment condition 18 items

  1. Every rental unit carries a legible unit number Yes / No 1 pt
  2. Units on the ready line carry a ready-to-rent tag with the date and the initials of the person who checked them Yes / No 1 pt
  3. 3 engine-powered units sampled from the ready line started within three pulls or on the first turn of the key Yes / No 1 pt
  4. Units of the 3 sampled that failed to start Number
  5. Engine oil is at the full mark on the units sampled Yes / No 1 pt
  6. Air filters on the units sampled are clean Yes / No 1 pt
  7. Guards and shields are in place on saws, grinders, tillers and trenchers Yes / No 1 pt
  8. The stop switch or dead-man control works on the units sampled Yes / No 1 pt
  9. Power cords and plugs on electric tools have no cuts, tape repairs or missing ground pins Yes / No 1 pt
  10. Chainsaw chains, auger bits and aerator tines on the ready line are sharp and within their wear limit Yes / No 1 pt
  11. Tires are inflated and wheels turn freely on wheeled equipment Yes / No 1 pt
  12. Hoses on pressure washers and carpet cleaners do not leak under pressure Yes / No 1 pt
  13. Operating instructions and warning decals on the units sampled can be read Yes / No 1 pt
  14. The fuel cap of each unit is labeled with the fuel it takes (gasoline, two-stroke mix or diesel) Yes / No 1 pt
  15. Rental ladders and scaffold frames have no bent rungs, cracked welds or missing locking pins Yes / No 1 pt
  16. Lights, couplers and tie-down points work on rental trailers Yes / No 1 pt
  17. Units that are not fit to rent carry a do-not-rent tag and are kept apart from the ready line Yes / No 1 pt
  18. Condition of the ready-to-rent fleet Rating
    • All units sampled ready and tagged 5 pts
    • Minor defects on some units 3 pts
    • Unfit units on the ready line 1 pt

3. Cleaning and service 18 items

  1. Every returned unit is cleaned before it receives a ready-to-rent tag Yes / No 1 pt
  2. Equipment is washed in an area whose drainage meets local regulation Yes / No 1 pt
  3. Carpet cleaner tanks are emptied, rinsed and left open to dry Yes / No 1 pt
  4. Mixers, concrete saws and trowels are free of hardened concrete Yes / No 1 pt
  5. A service checklist for the equipment type is completed after each rental Yes / No 1 pt
  6. A maintenance record is kept for each unit number Yes / No 1 pt
  7. Preventive maintenance is scheduled by hours of use or number of rentals Yes / No 1 pt
  8. Units overdue for preventive maintenance Number
  9. Fuel tanks are topped off before a unit goes back on the ready line Yes / No 1 pt
  10. Cans of two-stroke mix are labeled with the mix ratio and the date mixed Yes / No 1 pt
  11. Spark plugs, pull cords, belts and blades for the most rented units are in stock Yes / No 1 pt
  12. Each repair is entered in the unit's record with the date and the mechanic or service shop that made it Yes / No 1 pt
  13. Units waiting for parts show the parts order and the expected date on their tag Yes / No 1 pt
  14. Units out of service at the time of the visit Number
  15. Electric tools are tested for electrical safety on the schedule set by company policy Yes / No 1 pt
  16. Inspections of aerial lifts and other lifting equipment are current, as required by local regulation Yes / No 1 pt
  17. Date of the last review of the preventive maintenance schedule Date
  18. Cleaning and servicing between rentals Rating
    • Cleaned, checked and recorded every time 5 pts
    • Cleaned but checklist not always done 3 pts
    • Units returned to the ready line unserviced 1 pt

4. Returns 18 items

  1. Returned equipment is checked in while the customer is present Yes / No 1 pt
  2. The actual return time is entered on the contract Yes / No 1 pt
  3. The hour meter is read at return and compared with the reading at check-out Yes / No 1 pt
  4. The fuel level at return is compared with the level written at check-out Yes / No 1 pt
  5. The posted refueling charge is applied to units returned with less fuel than at check-out Yes / No 1 pt
  6. Accessories listed on the contract are counted back Yes / No 1 pt
  7. The unit is started or run briefly at return before the contract is closed Yes / No 1 pt
  8. The customer is asked whether the equipment gave any trouble, and the answer is noted Yes / No 1 pt
  9. Late returns are charged at the posted rate Yes / No 1 pt
  10. A manager approves any late charge that is waived, with the reason written on the contract Yes / No 1 pt
  11. Customers with overdue equipment are called on the due date and the call is logged Yes / No 1 pt
  12. Contracts overdue at the time of the visit Number
  13. Equipment overdue beyond the period set by company policy has been escalated as the policy describes Yes / No 1 pt
  14. Returned units go to a to-be-serviced area, not straight back to the ready line Yes / No 1 pt
  15. Deposits are released on the day the contract is closed Yes / No 1 pt
  16. The customer receives a copy of the closed contract Yes / No 1 pt
  17. The posted cleaning fee is charged for units returned dirty Yes / No 1 pt
  18. Handling of returns Rating
    • Checked in with the customer and charged as posted 5 pts
    • Checked in later or charges inconsistent 3 pts
    • Not inspected at return 1 pt

5. Damage charges 16 items

  1. Damage found at return is photographed before the unit is moved Yes / No 1 pt
  2. The damage is compared with the condition notes made at check-out Yes / No 1 pt
  3. The customer is shown the damage before leaving the counter Yes / No 1 pt
  4. Damage charges come from the company price list or a written repair estimate Yes / No 1 pt
  5. The damage waiver is applied according to its terms, with misuse and loss excluded Yes / No 1 pt
  6. Charges above the limit set by company policy are approved by a manager Yes / No 1 pt
  7. A damage report with the unit number and contract number is filed for each incident Yes / No 1 pt
  8. Equipment not returned is charged at replacement value as company policy describes Yes / No 1 pt
  9. Diamond blade wear is measured with a gauge at check-out and at return Yes / No 1 pt
  10. Wear on blades and consumption of sanding paper are charged according to the measured use Yes / No 1 pt
  11. Disputed damage charges are logged with their outcome Yes / No 1 pt
  12. Each waived damage charge shows a reason and the name of the approver Yes / No 1 pt
  13. Damage reports filed in the last 30 days Number
  14. Damage charges waived in the last 30 days Number
  15. Repair cost is compared with the amount recovered from the customer for each damage report Yes / No 1 pt
  16. Consistency of damage charges Rating
    • Documented and charged by the price list 5 pts
    • Documented but charged unevenly 3 pts
    • Damage seldom documented or charged 1 pt

6. Inventory 17 items

  1. The fleet list shows every unit number with its status: ready, on rent, in service or missing Yes / No 1 pt
  2. The rental fleet is physically counted on the company schedule Yes / No 1 pt
  3. Date of the last physical count of the rental fleet Date
  4. 10 units sampled from the fleet list were found where their status says they are Yes / No 1 pt
  5. Units of the 10 sampled that could not be located Number
  6. 5 units sampled on the floor appear on the fleet list Yes / No 1 pt
  7. New units receive a unit number tag and are entered on the fleet list before their first rental Yes / No 1 pt
  8. Units missing at a count are investigated and reported as company policy describes Yes / No 1 pt
  9. Equipment lent to or borrowed from another store is covered by a transfer record Yes / No 1 pt
  10. The utilization report is reviewed monthly and units that seldom rent are flagged for transfer or sale Yes / No 1 pt
  11. Units retired from the fleet are sold with the paperwork the disposal procedure requires Yes / No 1 pt
  12. The ready line is arranged by category with a sign for each category Yes / No 1 pt
  13. At least one carpet cleaner, one pressure washer and one floor sander are available to rent at the time of the visit Yes / No 1 pt
  14. Blades, sandpaper, cleaning solution and trimmer line sold with rentals are in stock at the counter Yes / No 1 pt
  15. Name of the rental manager Short text
  16. Overall operation of the rental counter Rating
    • Strong 5 pts
    • Acceptable 3 pts
    • Weak 1 pt
  17. Corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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