Short term hire is a reliable and cost-effective way of securing extra capacity when time is of the essence, yet while some organisations are accustomed to hiring in equipment, many are not, and getting it wrong can be costly. 

Several factors can influence the hire package, so it’s vital to have an in-depth discussion with your supplier because only by understanding what you want to achieve can they arrange hire of an appropriate machine at a competitive rate. 

Most people are clear about the hire period, which can range from a couple of days to several months, but it is particularly important to agree the hours of operation. A week’s hire is 40 hours and an excess hours charge will be levied for use outside the agreed timeframe. 

Some machines are better suited to certain environments so explain how and where the truck will be used. Consider whether it will be working indoors or outside and be aware of height restrictions and ground conditions that could impact on tyre choice. Also think about the load. If, for example, you need to move shrink-wrapped, palletised goods clearly marked with their weight, a two tonne forklift will fit the bill. There is nothing to be gained from paying to hire a three tonne truck. 

Understand the package

Businesses need to know what they are paying for and where their contractual obligations lie. As well as the hire fee, the hirer typically pays for delivery/collection plus a charge for fuel / a spare battery (and a battery charging bed if required). Breakdown support is usually included, but an extra charge will apply if assistance is required after 5pm or at weekends, unless this has been negotiated as part of the contract. Reputable suppliers such as Briggs Equipment always provide a breakdown of the hire package.  

The hirer is responsible for ensuring that all drivers are qualified and properly trained to operate the equipment, so bear this in mind if recruiting temporary staff.  Impress upon operators the importance of conducting a daily pre-shift check and insist that equipment faults are reported immediately. Driver inexperience and/or a lax attitude to safety can result in equipment being damaged which, in turn, can generate an expensive repair bill at the end of the hire contract.

Briggs Equipment has created a video to help businesses hire in equipment with confidence: https://youtu.be/Fc5hiBCITxs

The company also has a few tips to help hirers secure the best deal: 

• Plan ahead – short notice is better than none and booking early improves the chances of getting the equipment you want 
• Better rates are available for longer rental periods, so try to anticipate demand to get the best price first time
• Since demand varies from machine to machine, consider your requirements carefully: hiring a class of forklift in its fallow season could be an advantage
• Talk to your supplier about opportunities to consolidate deliveries and collections
• Make savings by snapping up promotional and damage waiver offers

When hiring in equipment it pays to work with a reputable supplier that can provide quality trucks which are LOLER (the Lifting Operations and Lifting Equipment Regulations) certified, well-maintained and safety checked.  

“If a hire truck breaks down and the driver is standing idle, the knock on effect can be highly damaging to a company’s reputation if it is unable to fulfil its commercial obligations.