Service DeskPricing rentals: rate, deposit and late rules
A rental item earns only on the days it is out. The price has to pay for the days it is not.
Start from payback
Divide what the item cost you by the rent you can charge in a day, and you get the number of days it must be out before it has paid for itself. Then think about how many days a year it is really hired. An item bought for 20,000 that is hired 40 days a year at 500 a day earns 20,000 a year before costs: payback in one year, but only if you are honest about the 40 days.
Day, weekend and week prices
A longer hire gets a lower daily rate because you save on handling. A common pattern is a full day rate, a weekend for about one and a half days, and a week for about four or five days. Check each price against payback before you offer it.
The deposit
A deposit covers damage and loss. Set it near the cost of replacing the item, or a fair share of it for an item that is hard to lose. Write when it is returned and what can be deducted. Record the deposit in the rental register.
Late returns
Say in advance that rent continues for each extra day, and state any late fee. The register shows overdue items and the rent that has built up.
Costs people forget
- Cleaning, repairs and wear.
- Insurance or the cost of an item that is never returned.
- Your time for handover and return.
Common questions
Should I take an ID?
Many hirers note the name and a phone number and see an identity document. Keep any copy safe and private, and follow personal-data rules in your area.
What if the item is damaged?
Check it together at the return, take a photo, and agree the deduction from the deposit. Write down the amount and the reason.
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.