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Rental drop-off and pickup sheet

"It was like that when it came" is hard to answer without a record from the drop-off. Make one sheet per run: the same checks at both ends, the photos to take, and the customer's name and the time at each.

1. What goes out?
2. The run
3. Items

A unit number on each machine lets a photo be matched to it later.

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    Your sheet

    To keep the photos with the run instead of on a phone's camera roll, make the run a task in tick-tock-done and add the photos to it at each end: each one keeps who added it and when.

    Why the same checks at both ends

    A damage question is a comparison: how it left and how it came back. If the drop-off sheet says "fuel full, hour meter 1,204, no dents" and the pickup sheet says "fuel a quarter, 1,251, dent on the left door", there is little left to argue about. A photo of the hour meter and of each side, taken at both ends, makes the comparison by itself.

    A signature and a time at each end show the customer saw the state of the gear. Read your rental agreement for what it says about damage and fuel; this sheet records what happened, it doesn't replace the agreement.

    More for rental crews, from the day's runs on each driver's phone to the yard's return checklist: tick-tock-done for rental crews. What makes a photo useful as proof: Photo proof on tasks.