Template

Hire Sales and Depot Operations Audit

by Tracy Guy, from the Community

20+

This hire audit template helps depots review rental agreements, tariffs, delivery and collection details, mileage allowances, and supporting documentation. Use it to check data accuracy, confirm rates against quotes or tariffs, ensure PO and invoicing details are complete, and verify that all required documents are scanned and sent. The checklist supports consistent depot processes, reduces errors, and improves compliance across hire sales and operations.

With SafetyCulture you can

Digitize any process, procedure or policy

Eliminate mistakes made by paper-based processes

Create and share professional reports instantly

Confirm accountability and compliance with a digital log

With SafetyCulture you can

Digitize any process, procedure or policy

Eliminate mistakes made by paper-based processes

Create and share professional reports instantly

Confirm accountability and compliance with a digital log

About author

Community

This community page makes available free workplace checklists and templates created by other users within the SafetyCulture community. SafetyCulture has re-published this content and where possible, has credited the original author. SafetyCulture has not verified the accuracy, reliability or suitability of any community content. You agree that your use of any of this content is in accordance with SafetyCulture’s Terms and Conditions.

Template
Monthly Depot Manager Audit Checklist
This monthly depot manager audit template helps equipment hire and plant depots assess performance and compliance across operations. Review staff efficiency, training, and delegation; transport and vehicle maintenance; paperwork and vehicle presentation; road courtesy, accidents, and fines; stock levels for hire and sales; preventative maintenance and LOLERs; site security, housekeeping, and repairs; health and safety including fire safety, risk assessments, COSHH, and first aid; logistics, hire transactions, deliveries and collections; financial controls; customer service and marketing. Customize checks, capture evidence, assign actions, and generate clear reports.
by Calum Newell, from the Community
Downloads: 20+
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Template
Porter Plant Pre-Hire Condition Report
This pre-hire condition report template from Porter Plant helps teams assess plant and vehicle condition prior to on-hire. Capture required pre-hire details, depot location, odometer or hours, and comprehensive visual checks. Document fuel and AdBlue levels, tyre condition, windscreen and mirror damage, and overall exterior cleanliness. Verify interior condition and key functions including seatbelts, wipers, radio, and horn. Confirm safety equipment such as fire extinguisher, first aid kit, safety triangles, isolation switch, beacon and work lights, reverse beeper, UHF radio, and alarms. Attach required documentation including risk assessment, operations manual, daily check sheets, and 12-month service history, and note service sticker details. Record attachments and ground engaging tools with photos and wear status. Include keys, signatures, and comments to complete the pre-hire process and ensure compliance and readiness.
by Chris Pountney, from the Community
Downloads: 10+
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Template
Pre-Hire and Post-Hire Equipment Inspection
This template supports thorough inspections of plant and vehicles at the start and end of hire. It captures customer and asset details, on hire and off hire hours and dates, service due, location, and photos. Checklist items cover cleanliness, windows and mirrors, fuel, fire extinguisher, first aid kit, tyres or tracks, wheel chocks, documentation such as registration and service history, UHF radio operation, jack and safety triangles, lights, keys, and supplied attachments. It also lists extras including rear chain pins for tippers, D shackles, trailer plug adaptors, and ratchet straps or chains. Damage can be noted, and signatures are recorded for the hire company representative and the customer.
by Sam Hamze, from the Community
Downloads: 20+
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Template
Porter Plant - Off Hire Condition Report 1.6
This Off Hire Condition Report template helps Porter Plant teams and customers document equipment and vehicle returns at the end of hire. Capture required off-hire details, depot location, odometer or hours, and service status. Complete a visual inspection with photos, record any damage, cleanliness, fuel levels, emulsion disposal, tyre condition, and spare tyre. Verify safety equipment and accessories such as first aid kit, spare key, fire extinguisher, and UHF. Ensure all required documents are returned, including risk assessment, operations manual, and daily check sheets. Record attachments and ground engaging tools with wear percentage and replacement estimates. Conclude with inspector and customer signatures and comments.
by James Saker, from the Community
Downloads: 10+
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Monthly Depot Manager Audit Checklist

This monthly depot manager audit template helps equipment hire and plant depots assess performance and compliance across operations. Review staff efficiency, training, and delegation; transport and vehicle maintenance; paperwork and vehicle presentation; road courtesy, accidents, and fines; stock levels for hire and sales; preventative maintenance and LOLERs; site security, housekeeping, and repairs; health and safety including fire safety, risk assessments, COSHH, and first aid; logistics, hire transactions, deliveries and collections; financial controls; customer service and marketing. Customize checks, capture evidence, assign actions, and generate clear reports.

by Calum Newell, from the Community

20+

Get

Template

Porter Plant Pre-Hire Condition Report

This pre-hire condition report template from Porter Plant helps teams assess plant and vehicle condition prior to on-hire. Capture required pre-hire details, depot location, odometer or hours, and comprehensive visual checks. Document fuel and AdBlue levels, tyre condition, windscreen and mirror damage, and overall exterior cleanliness. Verify interior condition and key functions including seatbelts, wipers, radio, and horn. Confirm safety equipment such as fire extinguisher, first aid kit, safety triangles, isolation switch, beacon and work lights, reverse beeper, UHF radio, and alarms. Attach required documentation including risk assessment, operations manual, daily check sheets, and 12-month service history, and note service sticker details. Record attachments and ground engaging tools with photos and wear status. Include keys, signatures, and comments to complete the pre-hire process and ensure compliance and readiness.

by Chris Pountney, from the Community

10+

Get

Template

Pre-Hire and Post-Hire Equipment Inspection

This template supports thorough inspections of plant and vehicles at the start and end of hire. It captures customer and asset details, on hire and off hire hours and dates, service due, location, and photos. Checklist items cover cleanliness, windows and mirrors, fuel, fire extinguisher, first aid kit, tyres or tracks, wheel chocks, documentation such as registration and service history, UHF radio operation, jack and safety triangles, lights, keys, and supplied attachments. It also lists extras including rear chain pins for tippers, D shackles, trailer plug adaptors, and ratchet straps or chains. Damage can be noted, and signatures are recorded for the hire company representative and the customer.

by Sam Hamze, from the Community

20+

Get

Template

Porter Plant - Off Hire Condition Report 1.6

This Off Hire Condition Report template helps Porter Plant teams and customers document equipment and vehicle returns at the end of hire. Capture required off-hire details, depot location, odometer or hours, and service status. Complete a visual inspection with photos, record any damage, cleanliness, fuel levels, emulsion disposal, tyre condition, and spare tyre. Verify safety equipment and accessories such as first aid kit, spare key, fire extinguisher, and UHF. Ensure all required documents are returned, including risk assessment, operations manual, and daily check sheets. Record attachments and ground engaging tools with wear percentage and replacement estimates. Conclude with inspector and customer signatures and comments.

by James Saker, from the Community

10+

Get

Hire Sales and Depot Operations Audit

About author

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Monthly Depot Manager Audit Checklist

Porter Plant Pre-Hire Condition Report

Pre-Hire and Post-Hire Equipment Inspection

Porter Plant - Off Hire Condition Report 1.6

You might also like

Monthly Depot Manager Audit Checklist

Porter Plant Pre-Hire Condition Report

Pre-Hire and Post-Hire Equipment Inspection

Porter Plant - Off Hire Condition Report 1.6