Equipment Rental Quote Template
An equipment rental business quote commits to one fixed price for a defined scope: here $2,204.00 for rent a mini excavator for a week and a plate compactor for three days on a backyard drainage job, delivered and picked up, built from 7 lines. It is valid for 30 days and has a signature block. Edit it and download the PDF.
Pre-filled for an equipment rental: rent a mini excavator for a week and a plate compactor for three days on a backyard drainage job, delivered and picked up. Example prices: replace them with your own.
From
Bluebird Equipment Rental
240 Market Street
Springfield, IL 62704
billing@example.com
(615) 555-0140
Quote
Quote for
Chris Novak
8 Chestnut Lane
Georgetown, TX 78626
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Mini excavator, 3.5-ton class, weekly rateIncludes 40 engine hours | 1 week | $1,250.00 | $1,250.00 |
| Plate compactor, 20 in | 3 day | $85.00 | $255.00 |
| Delivery and pickup by trailer | 2 trip | $125.00 | $250.00 |
| Damage waiver on rental charges | 1 lot | $140.00 | $140.00 |
| Engine hours over weekly allowanceHour meter out 1,212.0, in 1,258.0 | 6 hr | $30.00 | $180.00 |
| Diesel refuel on return | 9 gal | $6.00 | $54.00 |
| Cleaning fee, tracks returned packed with mud | 1 each | $75.00 | $75.00 |
- Subtotal
- $2,204.00
- Quote total
- $2,204.00
Notes
Fixed price for the scope listed. Rental counters usually take a refundable deposit or card hold at checkout and settle it against fuel, cleaning or damage charges on return. Sign and return to accept.
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Equipment Rental quote at a glance
| Fixed price | $2,204.00 before tax |
|---|---|
| Scope | Rent a mini excavator for a week and a plate compactor for three days on a backyard drainage job, delivered and picked up |
| Valid until | 30 days after the quote date |
| Payment | Paid at checkout; card hold released after return inspection |
| Lines quoted | 7 |
What the $2,204.00 equipment rental quote covers
| Included | Quantity | Price |
|---|---|---|
| Mini excavator, 3.5-ton class, weekly rate (Includes 40 engine hours) | 1 week | $1,250.00 |
| Plate compactor, 20 in | 3 day | $255.00 |
| Delivery and pickup by trailer | 2 trip | $250.00 |
| Damage waiver on rental charges | 1 lot | $140.00 |
| Engine hours over weekly allowance (Hour meter out 1,212.0, in 1,258.0) | 6 hr | $180.00 |
| Diesel refuel on return | 9 gal | $54.00 |
| Cleaning fee, tracks returned packed with mud | 1 each | $75.00 |
| Quoted price | $2,204.00 |
Quoting equipment rental at a fixed price
An equipment rental quote should list each machine with its daily, weekly and four-week rates, the engine hours included per period, delivery charges and the deposit or card hold required.
The biggest single commitment is "Mini excavator, 3.5-ton class, weekly rate" at $1,250.00 (57% of the price): name the exact model, grade or deliverable so there is no argument about what was promised.
What is fixed in this quote
- Equipment: Mini excavator, 3.5-ton class, weekly rate and Plate compactor, 20 in, fixed at $1,505.00.
- Fees: Damage waiver on rental charges, Engine hours over weekly allowance and Diesel refuel on return and 1 more, fixed at $449.00.
- Travel: Delivery and pickup by trailer, fixed at $250.00.
- Anything outside "Rent a mini excavator for a week and a plate compactor for three days on a backyard drainage job, delivered and picked up" needs a new quote or a signed variation.
The acceptance block
A quote becomes an agreement when the customer accepts it; leave room at the bottom of quote QUO-2506 for:
- The accepted price, $2,204.00, and the quote number
- Customer name (Chris Novak in the sample), signature and date
- When payment is due: Paid at checkout; card hold released after return inspection
- The last day the price holds (30 days after issue in this sample)
Equipment Rental pricing tips
- Print the hour meter reading at checkout and at return beside the machine line, because overage on an excavator is calculated from those two numbers and nothing else.
- Show the rental period in dates and times and say when a weekly rate replaced daily rates; customers who kept a machine five days often expect five daily charges even when the week was cheaper.
- Keep the damage waiver as its own optional line and say what it excludes, such as tires, tracks or misuse, so the customer does not mistake it for insurance.
- Reference the checkout and return photos by contract number on the invoice; they are what settles a dent, a missing bucket pin or a cleaning charge.
Quote or estimate for equipment rental?
Equipment rental businesses rarely need a separate estimate: the scope is usually clear enough to commit to a price such as $2,204.00 up front.
Frequently asked questions
How do I write an equipment rental quote?
List exactly what is included (7 lines for rent a mini excavator for a week and a plate compactor for three days on a backyard drainage job, delivered and picked up in the sample), give one fixed price ($2,204.00), the validity period and payment terms, and add a signature block for acceptance.
Is a equipment rental quote binding once accepted?
Generally yes: an accepted quote is a fixed-price offer for the scope it describes, so extra work needs a new quote or a signed variation. Local contract law decides the details.
Should a equipment rental quote ask for a deposit?
Rental counters usually take a refundable deposit or card hold at checkout and settle it against fuel, cleaning or damage charges on return.