Handover and return record
Purpose: the single piece of evidence that settles most disputes about condition, damage, hours, fuel and dates. Parties: the Partner's representative (usually the Operator or driver) and the Customer's site in-charge. Each keeps a copy. The Partner uploads it, or sends it to Clexen at support@clexenrentals.com, so that it can be produced in a dispute.
Trigger: completed when the Equipment arrives at the Site (Handover), and when it is released (Return). It is also completed on a replacement unit or a change of Site.
Format: printable A4 or a mobile form. Photos must be date- and time-stamped, with location on if possible.
Part A: Order details (filled by Partner before dispatch)
| Field | Entry |
|---|---|
| Clexen request no. | |
| Customer (company) and site in-charge name, mobile | |
| Site address and GPS pin | |
| Partner (company) and contact | |
| Equipment type, make, model, capacity | |
| Registration no. / chassis or serial no. | |
| Year of manufacture | |
| Operator name, licence or certificate no., validity | |
| Rate basis, minimum billing, shifts (as per Chosen Quote) | |
| Deposit amount (if any) and to whom paid |
Part B: Documents seen (tick and note validity)
- Registration certificate (if registered): valid till ____
- Insurance policy no. ____: valid till ____
- Fitness / PUC (if applicable): valid till ____
- Lifting equipment test and examination certificate by competent person, no. ____: dated ____, valid till ____
- Load chart and operator manual on board
- Operator licence or competency certificate: valid till ____
Part C: Condition at Handover / Return
| Item | Handover | Return | Notes / photo no. |
|---|---|---|---|
| Date and time | |||
| Hour meter / odometer | |||
| Fuel level (¼, ½, ¾, full) | |||
| Front, rear, left, right (photos 1 to 4) | |||
| Boom, jib, bucket or platform; hook and wire rope | |||
| Tyres or tracks | |||
| Glass, lights, mirrors | |||
| Safety devices: SLI or LMI, alarms, limit switches, outriggers, guards, horn, fire extinguisher | |||
| Leaks: engine, hydraulic, fuel | |||
| Existing damage (mark on sketch) | |||
| Accessories and tools supplied (list) |
Functional test at Handover: start, travel, slew, lift, outriggers, brakes and emergency stop. Result: OK Defects noted: ____
Part D: Declarations
At Handover. We confirm that the Equipment and documents above were received in the condition recorded. The Customer accepts the Equipment for use under the Order. The Partner confirms the Equipment is safe to operate within its load chart.
At Return. We confirm that the Equipment was returned at the date and time, and in the condition, recorded above. Any new damage is listed in Part C. The Partner will send any damage claim, with photos and an estimate, within 48 hours under Document 08. If no claim is sent in that time, the Equipment is treated as returned in acceptable condition.
| Partner representative | Customer site in-charge | |
|---|---|---|
| Name | ||
| Signature | ||
| Mobile | ||
| Date and time |
Refusal to sign: if one party refuses to sign, the other notes the refusal and the reason given, takes the photos, and emails the record to the other party and to support@clexenrentals.com the same day.
Guidance for use
- Photograph all four sides, every existing dent or scratch, and the hour meter, with a visible date and time stamp.
- Use the same photo angles at Return.
- Keep the signed copy for at least 3 years after the Order ends, or longer while any dispute continues.
- Recommended build item: add a "Handover / Return" upload step to the Partner App, with photo time stamps and both parties' mobile OTP confirmation. This would create tamper-evident records.