An equipment rental agreement is the document that decides who pays when a machine comes back damaged, late, out of fuel, or not at all. Below is a plain-language template: the clauses, what each should say, and how to sign it online so nothing is signed on the counter under time pressure. It is a starting point, not legal advice; have a lawyer in your province or state read the final version.
The clauses
Parties. The business and the renter, with the renter's licence or ID recorded, and the named operator if different from the renter.
The unit. Make, model and serial number, hours or mileage at departure, and the accessories included. The agreement should reference the specific unit, not "a generator".
Rental period and rates. Start and return date and time, the rate that applies (day, week, month), how a weekend is counted, and what an extension costs. State how the period is measured: from pickup to return, not hours of use.
Delivery and pickup. If delivered, the address, who is responsible for site access, and what happens if the site is not accessible.
Permitted use and operator. Intended purpose only, by a competent operator, in the area or on the terrain the unit is rated for. No sub-rental.
Care, maintenance and fuel. Daily checks the renter must do (oil, coolant, blades), that the renter reports faults immediately and stops using a faulty unit, and the fuel policy (return full, or charged per unit used).
Damage, theft and loss. The renter is responsible for the unit from pickup to return. Damage is charged at repair cost with an itemised invoice; theft or total loss at replacement value; the price schedule is attached. If you offer a damage waiver, the clause states what it does and does not cover.
Return condition and cleaning. Returned in the condition received, less normal wear; a cleaning charge if it is not.
Late return. A grace period, then the daily rate (or a stated late rate) for each day or part day, and the right to recover the unit.
Deposit and payment. The deposit or card hold taken before departure, when it is released, and that the card may be charged for damage, fuel, cleaning and late return as itemised. Rates and taxes applicable.
Liability and indemnity. The renter is responsible for injury and damage arising from use of the unit and indemnifies the business, subject to the law in your jurisdiction.
Signature. Name, date, signature, ID reference, and acknowledgement of the unit's condition at departure (a checklist or photos attached).
Getting it signed online
Present the agreement at booking, fill it from the order (renter, unit, serial, dates, rates) and collect the signature on the customer's phone or at the counter, with the signed copy attached to the booking and emailed to both sides. A handover checklist with photos, signed at departure and return, closes the loop on condition disputes.
Share Marketplace generates the agreement from your template, fills in the booking and the unit, signs it online, keeps the PDF on the booking and takes the deposit or card hold in the same flow. See equipment rental software and the bookings and contracts overview.