Template Guide
Equipment Rental Log
What to track when logging rental equipment by project
Tracking rental equipment across projects helps you manage costs, billing, and scheduling. It also creates a record for tax purposes and job costing. Here's what to include in each log entry.
1Project Information
- Project address
- Project number or job name
- Customer name
- Project manager or foreman
2Equipment Details
- Equipment type (Equipter 4000, Trash Rocket TR-5000, scaffolding chute, etc.)
- Equipment rental company
- Rental agreement number
- Equipment serial number or unit ID
3Rental Dates
- Requested delivery date
- Actual delivery date
- Scheduled return date
- Actual return date
- Any extensions requested and reason
4Cost Tracking
- Daily or weekly rental rate
- Total rental days used
- Total rental cost
- Any damage fees or additional charges
- Allocated to project cost
5Condition Notes
- Condition on delivery (note any pre-existing damage)
- Condition on return
- Photos taken at delivery and return
- Any damage caused during project and action taken
6Operational Notes
- Who operated the equipment
- Any operational issues encountered
- Fuel or power usage
- Operator training confirmation
💡 Pro Tip
Keeping a running equipment rental log by project helps you accurately calculate job costs and identify which projects are most profitable — a key metric for growing your business.
Questions? We're here to help.
Contact Mikro Rentals — we specialize in equipment that makes your projects more professional.