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A condition record for plant and tools going out on hire and coming back. Record the hire contract, whether it is check-out or return, the item and its serial or asset tag, the hour meter and fuel level. Check the bodywork, tracks or tyres, hydraulics, controls and guards, attachments and documents, with a detail box for each defect and photos of every side. At check-out, confirm evidence of the last inspection went with the item. On return, record cleanliness and damage, and get both signatures. Every question is listed below, and you can fill the live form in on this page.
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At check-out and return, record the item and serial number, hour meter reading and fuel level, and check the bodywork and glass, tracks or tyres, hydraulics and hoses, controls, guards and safety devices, attachments and documents, with dated photos of every side. At check-out, hand over evidence of the last inspection. On return, note cleanliness, damage and missing parts. Signatures from both sides settle disputes about who caused damage.
Last updated . Facts checked by the SiteSurvey team on 17 October 2026 against regulation 6 of the Provision and Use of Work Equipment Regulations 1998 (inspection), HSE: inspection of work equipment and HSE L22: safe use of work equipment, PUWER approved code of practice.
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Want to see one filled in? See a completed plant hire checklist report (PDF), made by SiteSurvey from a fictional site visit.
Walk Cam route · four guided clips
Capture asset identity, wide condition, exposed surfaces and accessories at both handover points.
Confirm the equipment ID, hire agreement and handover stage. Film a wide view before visible damage details and supplied accessories. Repeat the route on return and preserve both original records.
Show the ID plate or hire label and whole item without exposing customer details.
A staged compact hire item is shown with its visible label area; real serial number is not established.
Film accessible casing, frame and wheels from a steady distance before close-ups.
Accessible outer surfaces are visible in the illustrative footage.
Show supplied handles, guards and accessories without operating or dismantling the item.
Visible fittings are illustrated; completeness and function are not proven.
Repeat the wide handover view and state what was not visible or supplied.
The staged return view documents accessible surfaces only.
A fictional six-page example with the four points, twelve stills from the clips, observations, follow-up actions and the limits of a visual record.
View the visual evidence (PDF) ↗ · Download the full sample report
Video records visible condition only. It cannot establish mechanical or electrical safety, hidden damage, operation, ownership of a defect or liability. Complete the equipment-specific inspection and test process required by risk assessment and manufacturer guidance. Example footage was generated in Google Flow and the observations are scripted; no real site is shown. Walk Cam works inside any form in the app. How Walk Cam works · All visual inspections
A plant and tool hire check-out and return record: item and serial scan, hours, fuel, condition photos at check-out and return, safety checks, damage and missing parts, and both signatures. 3 sections and 36 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
Optional. Scan the label or tag to capture its numbers.
Optional. Film the four guided points on the SiteSurvey app; each clip keeps its spoken note.
A completed plant hire checklist report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Most hire disputes are about damage. Dated photos at check-out and return show the condition each time and protect both the hirer and the hire company.
PUWER regulation 6 requires equipment whose safety depends on how it is installed to be inspected after installation and after assembly at a new site, with the result recorded. Equipment that leaves the hire company must go with physical evidence of its last inspection, such as an inspection report or tag. Lifting equipment is covered by LOLER instead.
HSE's PUWER code of practice says the hire company and the hirer should agree who will carry out safety-related maintenance, and set it out in writing.
Yes. Scan the serial plate or asset tag on the SiteSurvey app so the record matches the item exactly.
Yes. The hirer's representative and the hire company both sign, and the record goes as a PDF or a link.
Plant and tool hire companies, contractors hiring plant, and site managers.
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