Equipment Rental Safety Manual

Equipment Rental Workplace Hazards

Equipment rental operations may expose employees to hazards involving:

• Heavy equipment
• Mobile equipment
• Powered industrial trucks
• Aerial lifts
• Trailers
• Loading and unloading
• Vehicle traffic
• Backing equipment
• Hydraulic systems
• Batteries and chargers
• Fuels and flammable liquids
• Compressed gases
• Electrical equipment
• Hand and power tools
• Equipment maintenance
• Hazardous energy
• Chemicals
• Manual material handling
• Customer traffic
• Outdoor work
• Noise

Employees should receive training appropriate to their assigned duties and the equipment they operate or handle.

Rental Equipment Safety

Rental equipment should be maintained in a condition appropriate for safe use.

Procedures should address:

• Receiving equipment
• Pre-rental inspections
• Returned-equipment inspections
• Maintenance
• Repairs
• Cleaning
• Testing
• Defective equipment
• Safety devices
• Manufacturer information
• Equipment records

Employees should report equipment that appears damaged, defective, modified, or otherwise unsafe.

Pre-Rental Equipment Inspection

Equipment should be appropriately inspected before being released for rental.

Depending on the equipment, inspections may include:

• Guards
• Controls
• Emergency stops
• Safety devices
• Brakes
• Steering
• Tires
• Wheels
• Hydraulic systems
• Hoses
• Electrical components
• Cords
• Batteries
• Fluid levels
• Warning devices
• Lights
• Attachments
• Structural components
• Labels and warnings

Deficiencies affecting safe operation should be corrected before the equipment is released.

Returned Equipment

Returned equipment should be evaluated before it is placed back into available inventory.

Employees should check for:

• Damage
• Missing guards
• Modified safety devices
• Broken controls
• Hydraulic leaks
• Fuel leaks
• Damaged electrical components
• Missing components
• Unusual wear
• Improper attachments
• Contamination
• Evidence of misuse

Equipment requiring repair should be identified and removed from available rental inventory until appropriate corrective action is completed.

Defective Equipment

Defective or unsafe equipment should be clearly identified and controlled to prevent unintended rental or use.

Employees should not return equipment to available inventory merely because it starts or appears operational.

Safety-critical defects should be corrected before the equipment is released.

Equipment Testing

Some rental equipment may require operational testing following inspection, maintenance, or repair.

Testing should be performed:

• By employees qualified for the equipment
• In an appropriate area
• Away from unnecessary personnel
• Using applicable PPE
• According to manufacturer instructions
• With guards and safety devices installed when required

Employees should not operate equipment beyond the level necessary for their assigned duties unless they are appropriately trained and authorized.

Equipment Demonstrations

Employees may demonstrate equipment controls or basic operating features to customers.

Demonstrations should be performed in a controlled location when practical.

Employees should:

• Maintain separation from pedestrians and vehicles.
• Avoid unsafe demonstrations.
• Use required PPE.
• Follow manufacturer instructions.
• Keep bystanders clear.
• Maintain control of the equipment.

Employees should not demonstrate equipment they are not qualified to operate.

Customer Safety Information

Customers should receive appropriate operating and safety information associated with rented equipment.

Depending on the equipment and rental arrangement, this may include:

• Manufacturer operating instructions
• Safety warnings
• Required PPE
• Equipment limitations
• Prohibited uses
• Inspection information
• Emergency procedures

Providing information to a customer does not replace employer responsibilities for employee training when the customer’s workers are subject to applicable occupational safety requirements.

Rental Yard Safety

Rental yards can contain moving trucks, forklifts, trailers, aerial lifts, construction equipment, customers, pedestrians, and stored machinery.

Yard procedures should address:

• Traffic routes
• Pedestrian areas
• Speed
• Backing
• Parking
• Equipment staging
• Loading areas
• Customer access
• Blind spots
• Lighting
• Housekeeping

Employees should remain alert for unexpected vehicle and pedestrian movement.

Yard Traffic

Where practical, rental facilities should establish predictable traffic patterns for:

• Customer vehicles
• Delivery trucks
• Rental equipment
• Forklifts
• Employee vehicles
• Pedestrians

Equipment should not be staged where it unnecessarily blocks sight lines, exits, fire equipment, or designated walkways.

Pedestrian Safety

Employees on foot should maintain awareness of moving equipment.

Pedestrians should:

• Use designated walkways where provided.
• Avoid equipment blind spots.
• Establish communication with operators.
• Remain clear of backing vehicles.
• Avoid walking beneath elevated equipment or loads.
• Wear high-visibility apparel where required by workplace conditions.

Backing Safety

Rental operations frequently involve backing trucks, trailers, forklifts, and equipment.

Operators should:

• Check the travel path before backing.
• Account for pedestrians.
• Use mirrors and cameras when provided.
• Sound appropriate warnings.
• Back slowly.
• Stop if visibility is inadequate.
• Use a spotter when conditions warrant.

Spotters should remain visible to the operator and outside the equipment’s path.

Heavy Equipment Safety

Rental companies may handle excavators, loaders, skid steers, compactors, trenchers, backhoes, mini excavators, and other mobile equipment.

Only appropriately trained and authorized employees should operate equipment as part of their work.

Employees should:

• Inspect equipment before operation.
• Use provided restraints.
• Maintain safe speeds.
• Watch for pedestrians.
• Observe equipment capacity and limitations.
• Use three-point contact when mounting or dismounting.
• Follow manufacturer instructions.

Aerial Equipment

Rental inventories may include:

• Scissor lifts
• Boom lifts
• Personnel lifts
• Towable lifts

Employees operating aerial equipment should be appropriately trained and should follow applicable inspection, operating, fall-protection, and manufacturer requirements.

Employees should not operate aerial equipment solely because it is part of the rental inventory.

Forklift Safety

Forklifts may be used to move equipment, pallets, attachments, and supplies.

Only trained and authorized employees should operate powered industrial trucks.

Operators should:

• Perform required inspections.
• Observe rated capacity.
• Maintain load stability.
• Control speed.
• Watch for pedestrians.
• Maintain visibility.
• Use seat belts when provided.
• Follow facility traffic rules.

Loading & Unloading Rental Equipment

Loading and unloading can expose employees to rollovers, falls, struck-by hazards, pinch points, equipment movement, and unstable loads.

Before loading:

• Evaluate the equipment.
• Select an appropriate vehicle or trailer.
• Verify capacity.
• Inspect the loading area.
• Inspect ramps or loading equipment.
• Establish communication.
• Remove unnecessary personnel.

Equipment should be positioned and secured to prevent unintended movement.

Loading Ramps

Portable and integral ramps should:

• Be appropriate for the equipment.
• Have adequate capacity.
• Be positioned securely.
• Be maintained in safe condition.
• Provide sufficient traction.
• Be aligned with the loading surface.

Employees should avoid standing where a shifting ramp or equipment could strike or crush them.

Trailers

Rental companies may use trailers for equipment delivery or allow customers to tow rented trailers and equipment.

Employees handling trailers should inspect applicable components such as:

• Couplers
• Safety chains
• Tires
• Wheels
• Lights
• Brakes
• Breakaway systems
• Jacks
• Ramps
• Tie-down points

Employees should keep hands and feet clear of pinch and crush points during coupling and uncoupling.

Load Securement

Rental equipment transported on trucks or trailers should be appropriately secured.

Employees performing securement should:

• Use suitable chains, binders, straps, or other devices.
• Inspect securement equipment.
• Use appropriate attachment points.
• Account for equipment movement.
• Maintain stable footing.
• Avoid hazardous line-of-fire positions.

Securement should be checked before transport.

Delivery Operations

Rental equipment may be delivered to construction sites, industrial facilities, residences, commercial properties, and other customer locations.

Delivery employees should evaluate conditions such as:

• Traffic
• Ground stability
• Slopes
• Overhead obstructions
• Power lines
• Pedestrians
• Construction activity
• Loading and unloading space
• Customer vehicles

Employees should not unload equipment where conditions create an uncontrolled hazard.

Pickup Operations

Equipment pickups can present different hazards because site conditions and equipment condition may have changed since delivery.

Before loading returned equipment, employees should check for:

• Visible damage
• Flat tires
• Leaks
• Missing components
• Unstable attachments
• Contamination
• Inoperable controls
• Unsafe ground conditions

Additional assistance or equipment should be obtained when the equipment cannot be safely loaded using normal procedures.

Driver Safety

Employees driving company vehicles should:

• Possess required licenses.
• Wear seat belts.
• Follow traffic laws.
• Avoid distracted driving.
• Adjust for weather and road conditions.
• Maintain safe following distance.
• Inspect vehicles as required.
• Report vehicle defects.

Delivery schedules should not encourage unsafe driving.

Equipment Maintenance

Rental equipment may require frequent maintenance because it is used by multiple customers under varying conditions.

Maintenance activities may include:

• Lubrication
• Fluid changes
• Tire service
• Hydraulic repair
• Electrical troubleshooting
• Battery service
• Welding
• Cutting
• Parts replacement
• Adjustment
• Cleaning

Employees should follow appropriate procedures for the hazards involved.

Lockout/Tagout

Servicing and maintenance may expose employees to electrical, mechanical, hydraulic, pneumatic, gravitational, thermal, or other hazardous energy.

Employees should follow applicable energy-control procedures when unexpected startup or release of stored energy could cause injury.

Equipment may require:

• Engine shutdown
• Key control
• Battery isolation
• Electrical disconnection
• Hydraulic pressure release
• Blocking
• Pinning
• Mechanical restraint
• Lockout/tagout

Only authorized employees should perform lockout/tagout.

Raised Equipment & Components

Employees should never rely solely on hydraulic pressure to support raised equipment or components during maintenance.

Raised components should be appropriately blocked, pinned, cribbed, or otherwise mechanically secured before employees enter a hazardous area beneath or between them.

Hydraulic Systems

Hydraulic systems can contain high-pressure fluid and stored energy.

Employees should:

• Relieve pressure before disconnecting components.
• Inspect hoses and fittings.
• Avoid checking leaks with bare hands.
• Replace damaged components.
• Follow manufacturer procedures.

Suspected high-pressure injection injuries require prompt medical evaluation.

Battery Safety

Rental fleets may contain lead-acid, lithium-ion, and other battery systems.

Procedures should address:

• Charging
• Connections
• Damaged batteries
• Ventilation
• Ignition sources
• Electrolyte exposure
• Battery handling
• Manufacturer instructions

Damaged, swollen, leaking, overheating, or otherwise abnormal batteries should be removed from normal use and handled according to appropriate procedures.

Battery Charging Areas

Charging areas should be maintained to reduce electrical, chemical, fire, and material-handling hazards.

Employees should:

• Use compatible chargers.
• Inspect charging equipment.
• Keep ignition sources controlled where necessary.
• Maintain ventilation where required.
• Protect charging equipment from damage.
• Follow manufacturer instructions.

Fueling

Rental equipment may use gasoline, diesel, propane, or other fuels.

Fueling procedures should address:

• Ignition control
• Spill prevention
• Approved containers
• Equipment shutdown
• Fuel storage
• Fire protection
• Employee training

Spills should be controlled and cleaned according to facility procedures.

Propane Cylinders

Propane-powered equipment may require cylinder exchange, storage, and handling.

Employees should:

• Inspect cylinders for obvious damage.
• Keep valves protected.
• Control ignition sources.
• Store cylinders appropriately.
• Secure cylinders during transport.
• Follow applicable procedures when changing cylinders.

Electrical Equipment

Rental companies may rent generators, extension cords, lighting, power tools, pumps, and other electrical equipment.

Returned electrical equipment should be evaluated for:

• Damaged cords
• Missing grounding components
• Broken housings
• Damaged plugs
• Exposed wiring
• Defective controls
• Evidence of overheating

Unsafe electrical equipment should be removed from available inventory.

Hand & Power Tools

Employees inspecting, testing, or maintaining rental tools should:

• Inspect tools before use.
• Maintain guards.
• Use appropriate accessories.
• Remove defective tools from service.
• Wear appropriate PPE.
• Follow manufacturer instructions.

Compressed Air

Compressed air may be used in service and maintenance areas.

Employees should:

• Inspect hoses and connections.
• Control hose movement.
• Use appropriate pressure.
• Avoid directing compressed air at themselves or others.
• Use appropriate cleaning methods.

Compressed air should not be used as a substitute for proper housekeeping when doing so creates additional hazards.

Pressure Washers & Cleaning Equipment

Returned equipment may require cleaning before inspection or rental.

Pressure washing can expose employees to:

• High-pressure water
• Flying debris
• Slippery surfaces
• Electrical hazards
• Chemicals
• Noise

Employees should use appropriate PPE and maintain control of the equipment.

Equipment Cleaning

Employees should consider whether returned equipment may contain:

• Oil
• Fuel
• Grease
• Concrete residue
• Soil
• Chemicals
• Biological contamination
• Unknown substances

Unknown contamination should be evaluated before employees clean or service the equipment.

Welding & Hot Work

Maintenance may require welding, cutting, brazing, or grinding.

Hot-work procedures should address:

• Combustible materials
• Fuel systems
• Batteries
• Ventilation
• Fire extinguishers
• PPE
• Compressed gases
• Fire watch when required

Hot work should not be performed on equipment containing uncontrolled flammable or combustible materials.

Machine Guarding

Rental equipment and service-shop machinery should have required guards and safety devices.

Employees should not bypass guards to make equipment easier to test, clean, or repair.

Missing or damaged guards should be corrected before affected equipment is returned to service or rental.

Hazard Communication

Rental facilities may use:

• Fuels
• Lubricants
• Hydraulic fluids
• Solvents
• Degreasers
• Cleaning chemicals
• Paints
• Adhesives
• Battery chemicals
• Welding products

Hazardous chemicals should be addressed through the company’s Hazard Communication Program as applicable.

Employees should have access to labels and Safety Data Sheets and receive appropriate training.

Personal Protective Equipment

PPE should be selected according to employee exposures.

Depending on the work, PPE may include:

• Safety glasses
• Goggles
• Face shields
• Gloves
• Chemical-resistant gloves
• Protective footwear
• High-visibility clothing
• Hearing protection
• Respiratory protection
• Welding PPE
• Fall-protection equipment

Hearing Conservation

Employees may be exposed to noise while testing, cleaning, maintaining, or operating rental equipment.

Noise exposure should be evaluated and appropriate controls implemented where necessary.

Manual Material Handling

Employees may handle:

• Tools
• Generators
• Compactors
• Pumps
• Attachments
• Hoses
• Ramps
• Batteries
• Cylinders
• Parts
• Rental accessories

Mechanical assistance should be used when practical for heavy or awkward items.

Employees should use safe lifting practices and team lifting when appropriate.

Slips, Trips & Falls

Rental facilities should control hazards involving:

• Oil
• Fuel
• Hydraulic fluid
• Water
• Hoses
• Cords
• Tools
• Parts
• Uneven yard surfaces

Spills and obstructions should be corrected promptly.

Working at Heights

Employees may access:

• Equipment platforms
• Truck beds
• Trailers
• Elevated machinery
• Storage areas

Employees should use appropriate access equipment and applicable fall protection.

Employees should not climb on equipment using tires, attachments, buckets, forks, or other components not intended for access.

Fire Prevention

Rental facilities may contain fuels, batteries, propane cylinders, chemicals, welding operations, and equipment with internal-combustion engines.

Fire-prevention procedures should address:

• Ignition sources
• Flammable materials
• Fuel storage
• Battery charging
• Hot work
• Housekeeping
• Fire extinguishers
• Emergency response

Spill Prevention & Response

Employees should know how to respond to spills involving:

• Fuel
• Oil
• Hydraulic fluid
• Coolant
• Battery electrolyte
• Cleaning chemicals
• Other hazardous materials

Appropriate spill-response materials should be available based on facility hazards.

Customer Areas

Rental facilities should separate customers from hazardous service and equipment areas where practical.

Customers should not be permitted to wander through:

• Maintenance shops
• Active loading areas
• Equipment testing areas
• Forklift operating zones
• Battery charging areas
• Fueling areas

Employees should remain aware that customers may be unfamiliar with rental-yard hazards.

Workplace Security

Rental facilities may handle valuable equipment, vehicles, tools, customer information, and financial transactions.

Procedures may address:

• Facility access
• Keys
• Equipment security
• After-hours access
• Cash handling
• Suspicious activity
• Theft
• Employee working-alone situations

Heat & Cold Stress

Employees working in outdoor rental yards, loading areas, or delivery operations may be exposed to extreme temperatures.

Appropriate measures should address:

• Water
• Rest
• Shade or cooling
• Acclimatization
• Cold-weather clothing
• Warming opportunities
• Severe weather

Housekeeping

Rental yards and shops should be kept orderly.

Employees should:

• Maintain clear aisles.
• Store equipment securely.
• Control hoses and cords.
• Clean spills.
• Remove unnecessary debris.
• Maintain access to exits and emergency equipment.
• Keep parts and tools properly stored.

Emergency Procedures

Employees should know how to respond to foreseeable emergencies such as:

• Serious injuries
• Equipment rollovers
• Crushing incidents
• Vehicle collisions
• Fires
• Fuel spills
• Battery incidents
• Electrical shock
• Chemical exposure
• Severe weather
• Medical emergencies

Emergency equipment should be appropriate for facility hazards and maintained accessible.

Incident Reporting & Investigation

Employees should promptly report:

• Injuries
• Near misses
• Vehicle incidents
• Equipment damage
• Dropped equipment
• Loading incidents
• Hydraulic failures
• Fires
• Spills
• Defective rental equipment

Investigations should evaluate equipment condition, procedures, training, employee positioning, maintenance, communication, and other contributing factors.

Equipment Rental Safety Training

Employee training should correspond to assigned responsibilities and may include:

• Rental equipment inspections
• Defective-equipment procedures
• Rental yard safety
• Heavy equipment
• Aerial equipment
• Forklifts
• Loading and unloading
• Trailer safety
• Load securement
• Delivery operations
• Driver safety
• Equipment maintenance
• Lockout/Tagout
• Hydraulic safety
• Battery safety
• Fueling
• Electrical safety
• Hand and power tools
• Hazard Communication
• PPE
• Manual material handling
• Fire prevention
• Spill response
• Emergency procedures
• Incident reporting

Employees should receive additional training when new equipment, processes, or hazards are introduced.

Customized Equipment Rental Safety Manuals

Equipment rental businesses vary considerably. Some primarily rent hand tools and small equipment, while others maintain fleets of aerial lifts, forklifts, excavators, loaders, compactors, generators, trailers, pumps, trenchers, landscaping equipment, and other machinery.

A customized Equipment Rental Safety Manual can be developed around your rental inventory, service department, maintenance activities, delivery vehicles, loading procedures, rental yard, customer interactions, fuels, batteries, chemicals, and employee exposures.