CONTRACTOR PROTECTION PROTOCOL

Pre-Rental Heavy Equipment Inspection Checklist

Avoid disputed damage charges upon equipment return. Complete this interactive walk-around inspection checklist with the delivery driver before signing the bill of lading.

🛠️ Digital Inspection Rig (Check Items Before Acceptance)

1. Chassis & Body Panels:

Photograph existing scrapes, dents, cracked counterweights, or bent engine cowlings.

2. Hydraulic Cylinders & Line Fittings:

Inspect chrome rams for pitting or scoring; ensure zero active hydraulic fluid leaks.

3. Tracks, Undercarriage & Tires:

Note rubber track lug tears, sprocket tooth wear, or tire sidewall gouges on the rental ticket.

4. Fuel & DEF Levels:

Verify fuel tank is 100% full upon arrival to avoid $8.50/gal return refueling surcharges.

5. Safety Interlocks & Hour Meter:

Record starting engine hours, verify reverse travel alarm, horn, and seat belt condition.

📋 How to Legally Protect Your Company from Damage Claims

Rental suppliers frequently charge thousands of dollars for undercarriage wear or windshield cracks discovered days after return. Follow these three rules:

Timestamped Video Walk-Around: Record a continuous 60-second video of the machine on the delivery trailer with the driver visible in frame.
Return Inspection Sign-Off: Never let a flatbed driver pick up equipment without obtaining a signed return condition slip.
Clean Heavy Mud Before Pickup: Suppliers often charge $250 – $500 pressure washing fees if excessive mud obscures inspection points.