How to Get the Most Out of Your Equipment Rental

Renting equipment seems simple—pick what you need, sign the paperwork, and get to work. But if you’re not careful, hidden costs, delays, or the wrong machine can derail your plans fast. Nobody wants to pay for a rental that sits idle or realize mid-job that the equipment isn’t quite right. So how do you make sure you’re getting the most out of your rental? Let’s break it down.

Picking the Right Equipment—It’s Not Just About Size

The worst thing you can do is assume that any excavator, skid steer, or forklift will do the job. Size matters, but it’s not the only factor. If a machine is too small, it’ll struggle and slow you down. Too big? Now you’re overpaying for power you don’t need. But beyond size, think about the attachments. A skid steer with the wrong bucket is just an expensive paperweight. A boom lift without enough reach? Useless.

Another thing people forget—fuel type. Diesel, gas, electric... it makes a difference. If you’re working indoors, you don’t want a machine pumping out fumes. And if you’re out on a big job site with no easy way to recharge an electric model, that’s a problem too.

If you’re unsure, call the rental company. A five-minute conversation can save you a ton of frustration.

Check the Equipment Before You Sign Off—Seriously, Don’t Skip This

This one’s simple but often ignored. When the rental arrives, inspect it. Look for leaks, worn-out tracks, broken lights—anything that seems off. If it looks rough, say something. Don’t just assume, “Eh, it’ll probably work fine.” Because if it doesn’t? Now you’re stuck mid-job, waiting on a replacement, burning daylight and money.

Test it, even if the rental guy is staring at you. Fire it up. Move it around a bit. Check the controls. If something’s wrong, report it immediately. If you don’t? Guess who’s getting blamed when they find damage later?

Make Sure Your Operators Actually Know How to Use It

Here’s where things go sideways fast. A skilled operator can get the most out of a machine, but someone who’s unfamiliar with it? That’s wasted time, and worse, a safety risk. Even if someone has run a similar model, small differences in controls can throw them off.

Quick fix—get the manual or a short training video from the rental company. If they offer on-site training, take them up on it. And if multiple people are using the machine, make sure they all get the same info. The last thing you need is someone stalling out a telehandler because they didn’t realize it has a different lift mechanism than the one they used last year.

Plan for Logistics—Because Nothing’s Worse Than a Machine That Can’t Be Used

Renting equipment isn’t just about the machine. It’s about where you’re putting it, how you’re fueling it, and making sure it’s ready when you need it. You don’t want to realize at 7 AM that the drop-off point is blocked, or that you forgot to set up refueling, and now work is delayed for hours.

If it’s a large machine, make sure the drop-off site is accessible. If it needs a specific type of fuel, make sure you’ve got it ready. If you’re renting for a tight window, coordinate schedules so the machine is working, not waiting.

And this one’s big—security. If your rental gets stolen, that’s on you, not the rental company. Lock it up, chain it down, or park it somewhere safe when it’s not in use.

Keep It Moving—Idle Machines Cost Money

A rental is only valuable if it’s working. Every hour it’s sitting unused is an hour you’re paying for nothing. Plan ahead. Who’s using it? When? What tasks depend on it? If multiple crews need it, make sure they’re not waiting on each other.

Also, don’t burn unnecessary fuel. If nobody’s using it, shut it down. You’d be surprised how often machines just sit there running because nobody thought to turn them off.

Returning It—Avoid Extra Charges

Before sending the equipment back, clean it up. Rental companies charge for excess dirt and debris, and nobody wants to pay a “cleaning fee” that could have been avoided with a five-minute hose-down. Also, check for any new damage. If something happened, report it instead of hoping they won’t notice—because they will.

And fuel—this one gets a lot of people. If the rental agreement says return it with a full tank, do it. Otherwise, they’ll charge you for refueling, and trust me, they won’t be using the cheapest gas station in town.

Keep Notes—Because This Probably Won’t Be Your Last Rental

If you rent equipment regularly, keep track of what worked well and what didn’t. Which models performed best? Which ones had issues? If there were billing disputes, having notes can save you headaches later. The next time you need a rental, you’ll know exactly what to get—and what to avoid.

The Bottom Line—A Rental Is Only as Good as How You Use It

Renting equipment is supposed to make your job easier, not harder. But a bad rental experience—whether it’s the wrong machine, unexpected downtime, or extra fees—can quickly turn it into a nightmare. The key is simple: pick the right equipment, check it before using it, plan ahead, and make sure it’s actually working for you, not just sitting there. Do that, and you’ll get every dollar’s worth out of your rental. That’s why here at Rigs and Digs Rentals, we make sure you get the right machine for the job, well-maintained and ready to work—so you can focus on getting the job done, not dealing with rental headaches.