Damage and Deposit Policy — Rental Brothers Equipment Rental
Thispage explains how Rental Brothers handles security deposits, assesses equipmentdamage, and resolves damage claims. All rentals are subject to these terms inaddition to the full Rental Terms and Conditions at equipmentrentalbrothers.com/rental-terms/.
How Security Deposits Work
A refundable security deposit is required for all heavy equipment and trailerrentals at Rental Brothers. The deposit amount for each machine and trailer isdisplayed during the online booking process and confirmed in your bookingconfirmation email.The depositis held as a pre-authorisation on the credit card used to make the booking. Itis not a charge — the funds are reserved but not collected unless damage orother chargeable conditions are assessed at return. If no chargeable conditionsexist at return, the pre-authorisation is released and the funds becomeavailable according to your credit card processor's timeline — typically 3 to 7business days.
Equipment Condition Documentation at Pickup and Return
All heavy equipment rentals are photographed at pickup and at return. These photographs document the pre-rental condition of the machine and provide the baseline for assessing any changes in condition at return. The renter is encouraged to review the machine condition at pickup and raise any existing marks, scratches, or wear items with the yard staff before taking possession.
At return, the machine is inspected against the pickup photographs. Any damage identified beyond the condition at pickup is assessed and the cost of repair is calculated. If the deposit covers the repair cost, the remainder is released. If repair costs exceed the deposit, the renter is invoiced for the balance, which becomes a debt due to Rental Brothers.
Normal Wear vs Chargeable Damage
Not every mark or scuff on returned equipment results in a damage charge. Here is the practical distinction:
Normal Wear — Not Chargeable
Surface scuffs and paint chips consistent with normal equipment operation. Bucket tooth and cutting edge wear appropriate to the rental period and application. Minor track surface marking from normal use on dirt and gravel. Hydraulic hose surface dust and minor surface contamination.
Chargeable Damage
Bent or cracked structural components including boom arms, bucket, blade, and frame members. Broken glass or damaged lighting. Hydraulic system damage including bent hoses, damaged quick-connect fittings, or leaks caused by impact or misuse. Track damage beyond normal wear including cuts, tears, or separation from impact with reinforced steel or debris. Incorrect fuelling damage — diesel equipment filled with gasoline, or gasoline equipment filled with the wrong fuel/oil mix. Non-standard contamination — concrete, mortar, paint, chemicals, or materials requiring specialised cleaning beyond standard washing.
Fuel Policy
All diesel and gas-powered equipment must be returned at the same fuel level as at pickup. Fuel level at pickup is recorded on the rental agreement and confirmed with the renter at pickup. If equipment is returned with a lower fuel level than at pickup, the cost of refuelling to the pickup level is deducted from the deposit at commercial pump rates plus a refuelling service charge.
Incorrect fuelling — diesel equipment filled with gasoline, gasoline equipment filled with diesel, or two-stroke equipment filled with straight gasoline rather than premix — causes serious engine damage. Incorrect fuelling damage is the full responsibility of the renter and all repair and engine replacement costs will be charged.
Late Return Policy
Equipment must be returned by the agreed return time confirmed in the booking. If you need additional time, contact the yard before the return time to arrange an extension — extensions are subject to availability and the applicable rental rate for the additional period.
Equipment returned late without prior notification will be charged at the full daily rental rate for each day or partial day beyond the agreed return time, deducted from the deposit. Significant late returns that affect the next renter's booking may be subject to additional compensation charges.
Damage Dispute Resolution
If you disagree with a damage assessment, contact the yard within 48 hours of return. Provide any evidence — photographs taken during the rental period, descriptions of the incident — relevant to the dispute. Rental Brothers will review the dispute against the pickup and return documentation. Our goal is a fair outcome based on the photographic record — not to charge for wear that occurred before your rental.
For the full rental terms governing damage, liability, and disputes, see equipmentrentalbrothers.com/rental-terms/.