What should a rental reservation include?
A good reservation says exactly what is rented, to whom, for what period and under which conditions. Below you see the essential fields every reservation should have and what to check at pickup.
Short answer
- The equipment, machine or space reserved, with its description and the location where it is.
- The customer, with basic contact details.
- The exact period, with the start and end date and time.
- The place and time of pickup and return.
- The deposit left and the condition of the equipment or space recorded at pickup.
The essential fields of a reservation
What a rental reservation should contain
| Field | What it includes |
|---|---|
| Rented asset | Name, description and location of the equipment, machine or space |
| Customer | Name and basic contact details |
| Period | Start and end date and time |
| Pickup | Location, date and time of pickup |
| Return | Location and return deadline |
| Deposit | Amount left and return conditions |
What to check at pickup (in brief)
- The reservation has the exact period and the right equipment or space, matching its description in the inventory.
- The condition of the equipment at pickup is noted in the reservation, before the customer leaves with it.
- The deposit left is recorded in the reservation, with the amount and the return conditions.
- The asset is marked as picked up, so it does not appear as available for another reservation.
Common mistakes
- Leaving the period or the pickup place vague, then not knowing what you promised.
- Skipping the condition of the equipment at pickup, so you cannot show what state it left in.
- Not noting the deposit and the return conditions, the source of most disputes.
How 4rentify helps
- Reservations with all the essential fields, filled in once and checked at pickup.
- The reserved periods appear in the availability check of each piece of equipment or space.
- The deposit and the condition of the equipment are kept in the reservation, together with the customer.