Free Excel template
Free equipment hire register template
Keep a clear record of what’s on hire, where it is, who supplied it and whether the off-hire has been confirmed.
This practical Excel template is designed for contractors managing hired equipment across sites and suppliers. Use it to record dates, rates, expected end dates, site reviews and the off-hire trail.
Free .xlsx download · No email required · No account needed
| Equipment | Site | Supplier | Expected end | Status |
|---|---|---|---|---|
| Scissor lift | Example Site | Example Supplier | 29/09/2026 | On hire |
| Dumper | Riverside Example Works | Example Supplier | 19/09/2026 | Ready to come off |
| Welfare unit | Example Site | Example Supplier | 11/09/2026 | Off-hire requested |
A practical place to start tracking hires
A spreadsheet can work well when one person is looking after a manageable number of hires. The important thing is having one current list and reviewing it regularly.
This template helps you record each hire consistently, identify equipment that may no longer be needed and retain the details of every off-hire request.
What’s included in the hire register
- Equipment, site and supplier
- Hire reference or purchase order
- Start and expected end dates
- Calendar days on hire
- Agreed rate and estimated weekly cost
- Whether the equipment is still needed
- Off-hire request date
- Supplier confirmation or reference
- Confirmed off-hire date
- Collection date
- Notes and review details
How to use the equipment hire register
-
01
Add what is currently on hire
Start with the equipment already out on your sites. Record the supplier, start date, expected end date and agreed rate.
-
02
Review it with the site
Ask the person responsible what is still required, what may be finishing and what can go back.
-
03
Act before the expected end passes
Update the expected end date if the job is continuing. If the equipment is no longer needed, start the supplier’s off-hire process.
-
04
Record the off-hire request
Enter the date the request was sent and keep the supplier’s confirmation, reference or agreed off-hire date.
-
05
Keep it visible until collection
Do not remove an item from the register simply because an email was sent. Keep its status visible until the off-hire and collection process is complete.
What should an equipment hire register include?
At minimum, a hire register should identify the equipment, the site using it, the supplier, the on-hire date and its current status.
To control unnecessary costs, it should also record the expected end date, the agreed rate, whether the site still needs the equipment and what happened when the off-hire was requested.
| Field | Why it matters |
|---|---|
| Equipment | Identifies what is on hire so the register can be reviewed item by item. |
| Site | Shows where the equipment is being used. |
| Supplier | Shows who to contact for off-hire and confirmation. |
| Start date | Establishes when the hire began and supports calendar-day tracking. |
| Expected end date | Prompts a review before another period of hire continues. It does not end the hire on its own. |
| Rate | Makes the cost visible so unused equipment is easier to spot. |
| Current status | Shows whether the item is still on hire, under review or moving through off-hire. |
| Site review | Records whether the site still needs the equipment. |
| Off-hire request | Keeps a date for when the request was sent. |
| Supplier confirmation | Retains the hire desk’s confirmation or reference. |
| Collection | Shows when the equipment left site and the hire can be closed. |
When the register starts needing chasing
Spreadsheets don’t chase anyone. What’s On Hire does.
The template is deliberately useful on its own. You do not need What’s On Hire to download or use it.
As the number of sites, suppliers and people involved grows, the difficult part is no longer creating the register. It is keeping it current, asking the site what is still needed and making sure every off-hire receives a confirmation.
What’s On Hire turns that spreadsheet process into one live register. Site teams can review a secure link without another account, and hire desks can confirm requests without logging in. See pricing when you want that live register.
No card needed.
Equipment hire register questions
What is an equipment hire register?
An equipment hire register is a current record of equipment hired from external suppliers. It normally records what is hired, where it is being used, who supplied it, when the hire started and its current status.
What should I record when equipment is off-hired?
Record when the request was sent, who it was sent to and any confirmation, reference or agreed off-hire date supplied by the hire desk. Keep the equipment visible until the off-hire and collection process is complete.
How often should a hire register be reviewed?
A weekly review is a useful minimum for active sites. Equipment approaching or passing its expected end date may need more frequent attention.
Can I use the template for more than plant?
Yes. The register can be used for any externally hired equipment, including access equipment, welfare units, fencing, lighting, toilets, tools and other site equipment.
Does an expected end date automatically stop the hire?
No. An expected end date is a prompt to review the hire. Follow the supplier’s agreed off-hire process and retain their confirmation or reference.
Is the template really free?
Yes. No email, no account, no catch.