Assign fuel and servicing responsibilities
Keep the hire running by agreeing fuel, consumables, service access and daily reporting before the first shift.
Plant Hire Services editorial · Published 20 September 2026Record the starting condition
At handover, record the meter, fuel level and supplied accessories using the agreed process. Ask the provider to explain the fuel and consumable requirements for the actual unit. Identify which routine tasks belong to the site and which remain with the supplier. Do not substitute products or perform repairs without the required provider instructions and competent personnel.
Fit servicing into the programme
Share the expected operating hours and work location with the provider so servicing can be coordinated. Agree who monitors usage and reports approaching service needs. Keep access available for the agreed support arrangement. A machine moving between workfaces should have its updated location shared with the service contact rather than relying on the original delivery address.
Make the daily record useful
Keep a short record of hours, supplied fuel and reported issues, following the provider's requirements. Pass unresolved issues to the next shift and escalate faults through the agreed contact. Confirm the return fuel basis before off-hire. A shared record helps reconcile the hire and prevents the same concern being lost between operators.
Put it into practice
An extended hire can cross a service interval that was not relevant to the original booking. When asking for more time, provide the current meter reading and revised usage pattern. Ask the supplier whether servicing is needed and when authorised personnel can access the unit. Coordinate that window with the site programme and identify who records the completed handover. Keep fuel and meter records for return as well, so the close-out discussion can use the same evidence as the operating team.
Before you book
- Starting meter and fuel recorded
- Approved consumables confirmed
- Routine tasks assigned
- Service access coordinated
- Return fuel basis agreed
Use this checklist in your enquiry and record the provider’s answers beside each item.
Build your service brief ↗Questions worth asking
Who services a hired machine?
Agree responsibilities with the supplier. Operator checks, defect reporting and supplier-authorised maintenance are different tasks and each needs an identified owner.
Does this guide confirm a provider’s equipment or availability?
No. This is general planning guidance. Published directory records and guide examples are not a booking, equipment recommendation or confirmation of availability for your site.
Make the next decision with confidence.
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