Build · free template

Site Equipment Rental

Plant hire request for a live site: job number and cost code, what is needed and for which task, dates and access, operator, delivery and off-hire.

A ready-to-use construction form for small teams who need a reliable intake process: 26 questions, 2 pages, 4 conditional rules.

Questions
26
Pages
2
Layouts
classic
Time to complete
≈ 7 min
Conditional rules
4
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Searches this template answers

Live preview and test console

This is the real form. Answer it to test the flow — nothing is sent or stored.

Page 1 of 2 — Job and plant needed

Which job is this plant for?

Include your country code.

Are attachments needed?

This template runs as a straight sequence — no branching rules.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Site Equipment Rental is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

  • Small teams who need a reliable intake process working in construction.
  • Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
  • Anyone replacing chasing missing details over email with one structured record per enquiry.
  • Respondents are the people you send it to — the form asks them 26 questions across 2 screens.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

  • 19 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It captures a phone number for urgent follow-up.
  • It accepts a document or photo upload as evidence.
  • It records a signature you can keep as proof of agreement.
  • It pins the request to a specific date.
  • It captures a full postal address.
  • It captures a numeric value you can filter and sort on.
  • Conditional logic hides 4 questions until they are relevant — shorter forms convert better than long ones.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Site Equipment Rental lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Check the upload limits on the file question so respondents can attach what you actually need.
  5. 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  6. 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 4 conditional rules ship with it.

  • Features conditional validation: if “Do you need an operator supplied?” is Yes, “Hours per day the operator is needed” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Any access restriction for delivery?” is Yes, “Describe the access restriction” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Is the hire needed beyond the current phase?” is Yes, “Why it is needed longer” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Are attachments needed?” is Yes, “Which attachments” becomes mandatory before the form can be sent.
  • All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Plant sitting idle on hire is one of the quietest ways a job loses money, and it usually starts with a request that had no end date and no cost code. This form is written for the plant coordinator, not a rental counter. The first page ties the request to the job: job number, site address, phase and area, the cost code to charge, who is requesting and when it is needed on site. It asks what the plant is for in one line, because the task decides whether the requested machine is the right one, and it asks for the size or capacity constraint rather than a model number so alternatives can be offered. The second page covers everything delivery depends on: access route and restrictions, ground conditions, whether a banksman is needed, whether an operator is required or the site has ticketed operators, attachments, fuel responsibility, the expected off-hire date and who signs the plant off site. Because the off-hire date is mandatory, idle hire shows up on a report rather than on the final account.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Job and plant needed

  • Job numberrequired
  • Site address
  • Phase or arearequired
  • Cost code to chargerequired
  • Requested byrequired
  • Site contact numberrequired
  • What the plant is forrequired
  • Type of plantrequired
  • Size or capacity neededrequired
  • Are attachments needed?required
  • Which attachments
  • Needed on site fromrequired
  • Expected off-hire daterequired

Page 2 — Delivery and operation

  • Any access restriction for delivery?required
  • Describe the access restriction
  • Ground conditions where it will workrequired
  • Is a banksman available for delivery?required
  • Do you need an operator supplied?required
  • Hours per day the operator is needed
  • Who fuels it?required
  • Is the hire needed beyond the current phase?required
  • Why it is needed longer
  • Who signs the plant on and off siterequired
  • Anything the driver needs to know
  • Attach site access plan or photo
  • Approved byrequired

26 questions in total.

Example of a completed site equipment rental request form

Shows how a site team might request plant against a job number, with access and off-hire details filled in.

Job number
J-6120
What the plant is for
lifting blocks to level 2
Size or capacity needed
3 tonne minimum lift
Needed on site from
2026-04-02
Expected off-hire date
2026-04-16
Do you need an operator supplied?
Yes
Who signs the plant on and off site
Site manager, Aisha Rahman

Sample data — no real people, addresses or records are shown.

How the form changes as it's filled in

This template ships with 4 conditional rules, grouped into 4 behaviours driven by 4 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Do you need an operator supplied?”

  • Makes answers required

    If “Do you need an operator supplied?” is Yes, “Hours per day the operator is needed” becomes required before the form can be submitted.

Driven by “Any access restriction for delivery?”

  • Makes answers required

    If “Any access restriction for delivery?” is Yes, “Describe the access restriction” becomes required before the form can be submitted.

Driven by “Is the hire needed beyond the current phase?”

  • Makes answers required

    If “Is the hire needed beyond the current phase?” is Yes, “Why it is needed longer” becomes required before the form can be submitted.

Driven by “Are attachments needed?”

  • Makes answers required

    If “Are attachments needed?” is Yes, “Which attachments” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    Report on the off-hire dates

    A weekly list of plant past its expected off-hire date is the single cheapest cost control on any site.

  2. 2

    Ask for the task, not the model

    Because the request says what the plant is for, the coordinator can offer a machine that is available today instead of one that is not.

  3. 3

    Attach an access photo

    One photo of the gate and turning space prevents the most common wasted delivery on a tight site.

  4. 4

    Approve against the cost code

    Route requests to whoever owns that cost code so plant spend lands on the right job from the start.

Mistakes to avoid

  • Leaving the off-hire date open, which turns a two-week hire into a two-month invoice.
  • Requesting a machine by model when the task would allow three alternatives, so the request waits for stock.
  • Not saying whether an operator is needed, which is discovered on the morning the plant arrives.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Confirm the hire with dates and rate against the job number, diarise the off-hire, and record delivery and collection in the daily site report.

Works in this layout

Browse classic templates

Forms that overlap this one

These pages cover the same subject ground as the site equipment rental, matched on the words people actually search for.

Frequently asked questions

How is this different from an equipment rental booking?

That one is a customer booking with a hire company, priced and public. This is an internal site requisition: job number, cost code, phase, access and off-hire discipline.

Does it give a hire price?

No. Rates depend on your supplier agreements, so the coordinator confirms the rate when the hire is placed.

Can subcontractors use it?

Yes, if they hire through you. The cost code and approval fields make clear whose budget the plant lands on.

What about breakdowns?

Report those through your breakdown form and note the downtime in the daily site report, so lost hours are recorded against the job.

Is the Site Equipment Rental template free to use?

Yes. You can preview and test Site Equipment Rental on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Site Equipment Rental template ask for?

It asks 26 questions across 2 pages, 19 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Site Equipment Rental form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic layout, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this construction form work?

4 conditional rules ship with the template: Features conditional validation: if “Do you need an operator supplied?” is Yes, “Hours per day the operator is needed” becomes mandatory before the form can be sent. Features conditional validation: if “Any access restriction for delivery?” is Yes, “Describe the access restriction” becomes mandatory before the form can be sent. Features conditional validation: if “Is the hire needed beyond the current phase?” is Yes, “Why it is needed longer” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Site Equipment Rental form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Site Equipment Rental form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

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