Equipment rental quotation
Quotation template for plant and tool hire companies: work equipment hire, equipment transport and operator support. Download it as Excel or Word.
Templates by industry
- Work equipment hire
- Equipment transport
- Operator support
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Work equipment hire", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Operator support", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Confirm actual use, supplied extras and the return or service-completion record. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
Plant and tool hire firms quote with this template when a customer needs equipment for a job: the hire itself, delivery and collection, and, where needed, an operator. The hire is priced per day or week for a named model, so the customer can compare it with another supplier’s offer. Write the start and end dates, the hours of use per day the rate allows, and what is charged if the machine comes back late, dirty or damaged.
Fields to prepare
- Deliverables and line items
- Work equipment hire, Equipment transport, Operator support: specify the planned quantity and delivery scope for each item.
- Work equipment hire
- Name the model or class and enter the hire days as the quantity, noting any minimum hire period.
- Equipment transport
- Price delivery and collection as two trips or one return trip, with the site address and any access limits.
- Operator support
- Give the operator’s hours per day and the overtime rate, and say whether the operator’s travel time is charged.
- Booking and period
- Identify the venue, equipment or service, quantity, and the start and end of use.
- Included services and extras
- Agree the included use, transport or staff, and units and charges for extra use.
- Scope to agree
- Specify equipment models and counts, hire days, transport routes, operator hours and excess-use terms.
Before sending
- Does “Work equipment hire” say what is included and what quantity the price assumes?
- Would the customer read “Equipment transport” the way you do, including what it leaves out?
- Can you still honour the price of “Operator support” on the last day the quotation is valid?
Show 3 more
- Check booking-change and cancellation terms and amounts already paid.
- Name the person who confirms the return or completion time and condition.
- Check quote validity, the customer approval method and payment milestones.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Work equipment hire | 3 × $750.00 | $2,250.00 |
| Equipment transport | 12 × $750.00 | $9,000.00 |
| Operator support | 20 × $95.00 | $1,900.00 |
| Subtotal | $13,150.00 | |
| Sales tax (8%) | $1,052.00 | |
| Total | $14,202.00 | |
Quoted net amount $13,150.00, sales tax $1,052.00, quoted total $14,202.00.
What the document must show
The details a quotation has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write a quotation: format, example and checklist
Frequently asked questions
How do I quote fuel?
State whether the machine is delivered full and must come back full, or whether fuel used is charged afterwards at a stated rate. Leaving it out of the quotation invites a dispute when the machine is returned.
Should the quotation mention damage cover?
Yes. Say whether a damage waiver is offered and what it costs, or that the customer is responsible for damage and should insure the hired equipment. Name the check done on return, so both sides know how damage will be assessed.
What if the job overruns and the customer keeps the equipment longer?
State the rate for extra days and that the hire runs until the equipment is returned or collected. The invoice then bills the actual days, and the customer knows that from the start rather than finding out at the end.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $1,052.00 on a net amount of $13,150.00, for a total of $14,202.00. The editor recalculates all three when you change a quantity, a price or the country.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Equipment rental quotation: How to write a quotation: format, example and checklist and Quote to invoice: how to convert a quote, step by step. The VAT and GST calculator adds tax to your quoted prices.