A handover and return checklist for hired items

Most disputes in rental come from "it was already like that". A two-minute check on both ends settles them.

At handover

Show the item working.
Check and photograph its condition, with the customer present.
List the accessories: cables, bags, keys, chargers.
Explain how to use it and any limits.
Write the day and time it is due back.
Take the deposit and note it in the register.

At return

Check the item against the handover photos and the list.
Test it.
Agree any damage and deduction on the spot.
Return the deposit, less any agreed deduction, and write the return date in the register.

A short written agreement

I [name], phone [number], have taken [item] with [accessories] on [date] at [time] in good working order. I will return it by [date and time] in the same condition. The deposit of [amount] will be returned after the check. Late days are charged at [rate] a day.

Safety

For equipment that can hurt someone, such as tools and scooters, explain safe use and do not hire it out to people who are not able to use it safely. Ask a lawyer or an insurer about your responsibility in your area.

Common questions

Should I take photos at every hire?

Yes. A photo at handover and another at return cost nothing and settle most disputes.

Can I refuse a hire?

Yes. You can decline if you are not comfortable with the customer or the use. Decline politely and without argument.

Keep going

The registers keep their data in your own browser and send nothing to us. Names, numbers and prices in the examples are made up. No law, tax, consumer or guest-registration rule is stated here: check local rules where they matter. Checked 14 November 2026.