Equipment Rental Quote Template
Rental quotes are about the gear coming back in the same state. Give day and week rates, the deposit, delivery and pickup, and spell out damage and late-return charges.
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Example line items
| Item | Unit | Qty | Example price |
|---|---|---|---|
| Camera kit (body, 3 lenses) | day | 3 | 80–200 / day |
| LED lighting kit | day | 3 | 40–120 / day |
| Security deposit (refundable) | job | 1 | 500–2,000 |
| Delivery and pickup | trip | 2 | 30–100 each |
| Damage waiver | day | 3 | 10% of rental |
Amounts are examples before tax, not price advice. Add sales tax or VAT where it applies.
What to put on the quote
- Item list with serial numbers and condition at hand-over.
- Rental period, pickup and return times.
- Deposit, damage waiver and what it covers.
- Late return, cleaning and loss charges; ID required.
Common mistakes
- No condition check at hand-over.
- Weekend rentals priced as single days without saying so.
- Deposits returned before inspection.
Deposit, balance and validity
Rental and deposit paid before pickup; deposit returned after inspection within 3 working days. Late returns charged per day. Quote valid for 14 days and subject to availability.
Questions people ask
Is there a weekend rate?
Many rental shops charge one day for Friday-to-Monday. Write your rule.
What does the damage waiver cover?
Accidental damage up to a limit; not loss, theft or misuse.
Can I get an operator?
Offer one as a separate line with a day rate.