Plant hire off-hire: step-by-step process, checklist and email template

Contents

• Who this is for
• Quick answer
• What actually stops charges
• Off-hire workflow, step by step
• Evidence you need every time
• Templates: email and WhatsApp
• Checklist: site ready for collection
• Automations to save time
• Disputes: cleaning, fuel, damage, aborted collections
• Policy and standards references
• FAQs

Who this is for

• Site managers and project coordinators who need to stop plant hire charges promptly.
• QS and finance teams reconciling hire periods against invoices in Xero or QuickBooks.
• SMEs that use Tradify, Simpro or ServiceM8 and want a clean, auditable off-hire trail.

Quick answer

To stop hire costs you must formally off-hire with the supplier and obtain an off-hire reference. Many suppliers keep the plant on charge until it is actually collected. Always:

• Request off-hire in writing or via the supplier portal/phone and get the off-hire reference with timestamp.
• Prepare the plant for safe pickup and capture photos, hour meter and fuel level.
• File the evidence and reference in your job folder and update your plant register, then reconcile supplier invoices to that reference or collection date per your T&Cs.

What actually stops charges

• Most UK plant hires are governed by CPA or HAE style terms. Under common practice, you remain responsible for the plant until it is collected or returned. Some suppliers stop charging at off-hire, others at collection. Always check the exact clause in your agreement.
• Official source for CPA hire conditions: the Construction Plant-hire Association hosts the current CPA Model Conditions on its site. See the CPA Hire Conditions page at cpa.uk.net.

Tip: Keep your Hired-in Plant insurance active until the machine is collected and risk has clearly passed back to the supplier. See references below for insurer wordings.

Off-hire workflow, step by step

1. Prepare details

• Supplier name and your account or PO number
• Plant description, fleet or asset ID, and serial number
• Site address with postcode or what3words
• Requested off-hire date and time plus earliest collection window
• On-site contact name and mobile
• Collection method and access constraints
• Current condition notes, hour meter reading, fuel level, attachments being returned

2. Request off-hire and get the reference

• Use the supplier’s portal, dedicated phone line or email.
• Ask for the off-hire reference and record the exact time issued.
• Confirm whether charges stop at off-hire or on collection under their T&Cs.

3. Book or confirm collection

• Agree a collection window and capture any collection reference.
• Share the plan with site for traffic management and banksman cover.

4. Ready the plant for collection

• Clean down and decontaminate if needed; return keys, manuals, remotes.
• Refuel to the agreed level and top up AdBlue if applicable.
• Remove temporary site fitments unless agreed with the supplier.
• Park on firm, level ground with a clear loading zone and overhead clearance.
• Lower and secure booms, arms, buckets, forks and attachments.

5. Capture evidence before handover

• Take timestamped photos and a short walkaround video if practical.
• Record and photograph hour meter and fuel gauge.
• Photograph attachments and accessories you are returning.

6. Handover on collection

• Check the driver’s collection note includes hours, fuel and visible damage notes.
• Get the note signed and keep a copy in your job folder.

7. After collection

• Expect a post-hire inspection report. Review for cleaning, fuel, damage or aborted-collection fees.
• Reconcile the supplier’s final hire end date and charges against your off-hire reference or the actual collection timestamp per the contract.

Owner by step

Evidence you need every time

Capture and file these items in your job folder. If you use WhatsApp for site photos, consider auto-filing them straight into Google Drive job folders to avoid manual admin. See our guide: Auto-file WhatsApp photos straight into Google Drive job folders.

Minimum evidence pack

• Off-hire request and supplier’s off-hire reference with timestamp
• Hour meter photo and value in text
• Fuel gauge photo and value in text
• Walkaround photos: front, rear, both sides, undercarriage or tyres, cab and control panel
• Attachments and accessories being returned
• Collection note signed with date and time

Nice to have

• Short walkaround video
• GPS or what3words location in the photo metadata
• A photo of the safe loading zone and access route

Templates: email and WhatsApp

Email template

Subject: Off-hire request – [Plant ID / Description] – [Site]

Hello [Supplier],

Please off-hire the following and confirm the off-hire reference and effective time.

• Customer: [Company name] Account no.: [####]
• PO or Contract: [####]
• Plant: [Make/Model], Fleet or Asset ID [####], Serial [####]
• Site: [Address] what3words: [///example]
• Requested off-hire date and time: [DD MMM YYYY hh:mm]
• Earliest collection window: [Date/time range]
• On-site contact: [Name, mobile]
• Collection and access: [Low-loader or Hiab], constraints [height or weight limits, out-of-hours]
• Condition: [Good or damage noted], Hour meter [####], Fuel [e.g., three quarters]
• Attachments returned: [List]

Please confirm:

1. Off-hire reference and effective time
2. Whether charges stop at off-hire or on collection under your T&Cs
3. Planned collection date and time plus any collection reference

Many thanks, [Name, role]

WhatsApp message template

Off-hire request for [Make/Model, Asset ID ####] at [Site]. Please confirm off-hire reference and whether charging stops now or at collection under your T&Cs. Details: PO [####], hours [####], fuel [e.g., half], attachments returned [list]. Earliest collection window [date/time range]. On-site contact [name, mobile].

Checklist: site ready for collection

• Off-hire requested and reference recorded
• Collection window agreed and shared with site
• Plant cleaned and decontaminated if required
• Fuel and AdBlue topped to agreed level
• Keys, remotes, manuals and all attachments on the machine or handed to driver
• Parked on firm, level ground with clear loading area and overhead clearance
• Banksman and traffic management arranged if needed
• Hour meter and fuel level photographed
• Walkaround photos completed
• Collection note signed and filed

Automations to save time

• Auto-file site photos to Google Drive: Snap on WhatsApp and have photos drop straight into the job folder. Guide here: Auto-file WhatsApp photos straight into Google Drive job folders.
• QR labels on plant to open the right checklist: See what lasts on site in Best asset tags and QR labels for tools and plant.
• Link evidence to the job in your system: Attach your off-hire pack to the job in Tradify, Simpro or ServiceM8 so QS and finance can reconcile quickly.
• Reconciliation in Xero or QuickBooks: Create a simple rule for hire suppliers so final invoices are coded to the correct job, then compare charge end dates against your recorded off-hire or collection timestamp.
• Standardise plant inspections: If you manage your own lifting gear or access kit, see LOLER and PUWER on site: simple plant inspection setup.
• Reduce disputes risk on any job: Building a habit of photos, signatures and tidy payment evidence helps. See Stop chargebacks on site: photos, signatures and payment flows that protect your jobs.

Disputes: cleaning, fuel, damage, aborted collections

Common reasons for additional charges

• Cleaning or decontamination
• Refuelling
• Damage or missing attachments
• Aborted collection due to access or safety

How to protect your position

• Evidence: Photos and hour or fuel readings at off-hire and at collection are your first line of defence.
• Timelines: Keep the off-hire reference timestamp and the collection timestamp to align with invoices.
• Respond fast: Many suppliers expect disputes within a set window. Escalate quickly with your evidence pack.
• Insurance: Hired-in Plant insurance can cover certain losses or continuing hire charges after insured damage or theft. Keep policies in-date and know the excess.

Useful insurer documents

• HSB guidance on safeguarding construction plant and equipment: practical prevention tips and common loss scenarios. View PDF
• HSB Contractors’ Plant Insurance policy wording, including hired-in plant referen…