Fleet and equipment
Daily, weekly and long-term plant hire rates
How to structure plant hire rates for every hire length, set minimum charges, agree long-term and framework hires, and review rates each year.
Key takeaways
- Build a rate ladder: day, weekend, week and long-term, each with a clear rule.
- Long hires earn a discount for certainty, not a giveaway.
- Put long hires on written terms with invoicing in advance and a review date.
- Review rates at least yearly as finance, fuel and wages change.
The rate ladder
| Period | Common structure | Notes |
|---|---|---|
| Half day | Often 60–70% of a day rate | Only where delivery logistics allow |
| Day | Base rate | Minimum hire for most machines |
| Weekend | Around 1–1.5 day rates, Fri pm to Mon am | Popular with homeowners and landscapers |
| Week | Around 3 day rates | The core of trade hire |
| 4+ weeks | Discounted weekly rate | Agreed in writing |
| 3+ months | Further discount, invoiced monthly in advance | Review clause |
Common UK patterns, not rules. Check your rates against your own costs with the rate calculator.
Minimum charges
- Minimum hire period (usually one day).
- Minimum delivery and collection charge.
- Minimum charge for cancelled deliveries after a cut-off time.
- Show them on every quote.
Long-term hire
- Agree a weekly or monthly rate, start date and expected duration.
- Invoice monthly in advance to protect cash flow.
- Agree servicing: who does it, when, and access to site.
- Agree what happens if the machine breaks down: swap-out times and downtime credits.
- Include a rate review if the hire runs past a set date.
- Check the machine's condition at least monthly; long hires hide damage.
Framework and account rates
Larger customers may ask for a fixed rate card across all their sites for a year. Agree volumes or minimums in return for discounts, fix delivery zones, and set a review date. Don't agree rates that only work if every machine is constantly busy. See quotes and tenders.
Reviewing rates
- 01
Yearly review
Recalculate each machine's minimum viable rate.
- 02
Check the market
What competitors charge now.
- 03
Give notice
Tell account customers in writing before rates change.
- 04
Apply consistently
New rates for new hires; long hires at their review date.
- 05
Publish
Update your website, rate card and booking system.
Use the rate card template to lay out your rates.
FAQs
Common questions
How much cheaper should a weekly plant hire rate be?
How should long-term plant hire be invoiced?
Should plant hire rates be reviewed every year?
Keep going
Related guides
How to price plant hire
Set rates that cover finance, wear, transport and downtime.
Read guide →
Plant hire rate card template
Editable rate card to print or download.
Open template →
Quotes and tenders
Quotes, pre-qualification and tenders.
Read guide →
Utilisation and break-even for hire equipment
Calculate break-even utilisation for each machine.
Read guide →
This guide is general information for people setting up a plant hire business in the UK. It is not legal, tax, insurance or financial advice. Rules and thresholds change, so check current guidance on GOV.UK and take advice from an accountant, solicitor or broker before acting.