Top Equipment Rental Agreement Form Software + Free Template

If your business or organization offers equipment rentals, you may have some questions about the best way to manage those rentals, prevent losses, and navigate liability concerns. Equipment rental agreements are intended for just that.

By securing renters’ signatures on a rental agreement, you can obtain a liability release, ensure that they are aware of risks, and encourage them to follow instructions and safety guidelines. Plus, these agreements make it clear which parties are responsible for repairs, maintenance, and equipment replacements.

Equipment Rental Agreement FAQs

Equipment rental agreements help protect your business from costly losses. Get your top questions answered before we dive into the tech that will help you get the job done:

An equipment rental agreement form is a legal document that outlines terms, conditions, and risks when equipment is rented out to a renter or lessee by the lessor. These agreements benefit both parties by clearly defining the responsibilities, expectations, and liabilities related to the rental.

For example, a company that offers boat rentals would name each of the parties involved, list possible risks, explain the payment schedule or requirements, ask the renter to agree to follow certain guidelines and laws, feature a mandatory release of liability clause, and ask for a signature.

While you should always consult a lawyer when drafting legal documents, equipment rental forms typically include:

Acknowledgement of each of the parties involved
A description of the equipment, along with identifying factors like a serial number (if applicable)
A description of the rental fees and when they must be paid in full
Details or guidelines relating to proper equipment usage
Acknowledgement of risks associated with using the equipment
Designation of certain responsibilities like repairing or maintaining equipment
A termination clause

Additionally, your lawyer may recommend you add other clauses to the agreement depending on your business’s needs and operations. This is why it’s key to choose a digital waiver software provider with flexible, customizable forms.

Yes. It may be tempting to skip this step, but doing so could cost your organization thousands. The Institute for Legal Reform found that small businesses are uniquely affected by litigation costs, with commercial tort costs for these companies amounting to $160 billion in 2021.

While these agreements are not guaranteed to keep businesses out of lawsuits, the potential protections and savings far outweigh the cost of creating one. Additionally, these agreements can improve your relationships with renters by ensuring you're all on the same page, help you meet insurance requirements, and generally protect your peace of mind.

As mentioned, you should always work with a legal professional when drafting equipment rental agreements. However, this example of one of these agreements can help you get the ball rolling:

How to Create Equipment Rental Forms

Smartwaiver makes it easy to convert forms and waivers into online documents within minutes. Leverage our library of templates, add custom fields, embed forms on your website, and more. With Smartwaiver, you’ll gain more than just a signature.

See how to turn your forms into digital smart waivers:

Leverage Top Equipment Rental Form Software Features

Waiver Editor

Build your own customized digital forms in the Waiver Editor. Customize signature and initial boxes, set up auto photo capture for added security, and even embed safety videos!

Centralized Database

All of your rental agreement forms will live on one unified platform. If a problem comes up or you need to find a waiver, quickly locate it by searching last names, birth dates, or custom tags assigned to the form.

Sync Saved Forms

Once signed, forms automatically sync to the WaiverVault™. This makes storage a breeze, and you can export data as both CSV files and individual PDFs.

User Management Tools

We’ve got top-of-the-line security in place, and user management is no exception. Administrators can easily assign role-based access permissions to help keep sensitive data private.

Secure Storage

Rely on stringent security standards to protect your data. We leverage encryption, are SOC 2 Type II compliant, use 2FA, and offer certificates of authenticity with each document.

Unmatched Support

We’ll never leave you to go it alone! Smartwaiver's dedicated U.S.-based support team is here whenever you need them.

Hear From Our Customers

Smartwaiver is hands down the best solution out there. They helped us collect tens of thousands of legal documents in a week. The service worked flawlessly.

Chris Garrity Head of Innovation, Super Bowl 50 Host Committee

Get Started Today With a Free Trial

See the power of Smartwaiver for yourself when you generate a custom digital equipment rental agreement.