Fleet and equipment
Plant maintenance planning and service schedules
How to plan maintenance for a hire fleet: daily and off-hire checks, service intervals by engine hours, records, and scheduling work between hires so machines keep earning.
Key takeaways
- A machine waiting for a part earns nothing but still costs its finance payment.
- Use four levels: pre-hire check, off-hire inspection, scheduled service, statutory inspection.
- Schedule services by engine hours from the manufacturer's manual, not by calendar alone.
- Book services between hires, using your booking calendar, not when a machine breaks.
- Keep a record for every machine: you'll need it for insurers, HSE and when you sell.
Why maintenance matters more in hire
A contractor's own machine breaks down and they lose a day. A hire machine breaks down and you lose the hire, pay for a breakdown visit, maybe pay for a replacement, and the customer remembers. Well-maintained machines also sell for more when you replace them.
Four levels of checks
| Level | When | Who | What |
|---|---|---|---|
| Pre-hire check | Before every hire | Yard staff / driver | Fluids, leaks, tracks, safety devices, hitch, fuel, cleanliness, photos |
| Off-hire inspection | When it comes back | Yard staff | Damage, wear, hours, fuel, faults reported by the customer |
| Scheduled service | By engine hours | Fitter | Oils, filters, greasing, wear parts, per the manufacturer's schedule |
| Statutory inspection | Set intervals | Competent person | PUWER inspections; LOLER thorough examinations for lifting equipment |
See PUWER, LOLER and thorough examinations for the legal inspections.
Service intervals
Use the manufacturer's service schedule for each model, usually based on engine hours, and enter it into your booking or fleet system. Typical schedules include a first service after a short running-in period, then regular oil and filter services and longer intervals for hydraulic oil and major components.
The off-hire check
- 01
Record hours and fuel
Against the hire, for charging and service planning.
- 02
Photograph all sides
Compare with delivery photos.
- 03
Check for damage and leaks
Tracks, rams, hoses, glass, bodywork, attachments.
- 04
Ask about faults
Customers often mention problems only if asked.
- 05
Grease and clean
Then quarantine the machine if it needs repair, or mark it ready.
More in off-hire procedures.
Keeping downtime low
- Block service slots in the booking calendar when a machine is due, between hires.
- Keep common wear parts in stock: filters, teeth, pins, bushes, hoses for your main models.
- Agree response times with your dealer or fitter before you need them.
- Track downtime per machine. Repeated faults mean it's time to sell.
Records
For every machine keep: service history with hours, parts used, defects and repairs, inspection and thorough examination reports, and modifications. Digital records are fine if they're secure and you can produce them for an inspector or insurer.
In-house or mobile fitter?
| Mobile fitter / dealer | Own fitter | |
|---|---|---|
| Best for | Fleets of a few machines | Larger fleets with a workshop |
| Cost | Pay per job | Wages, tools, van |
| Speed | Depends on their workload | Under your control |
FAQs
Common questions
How often should hire plant be serviced?
What should an off-hire inspection include?
Do I need to keep maintenance records?
Keep going
Related guides
PUWER and LOLER
Inspections, thorough examinations and records.
Read guide →
Off-hire procedures and equipment collection
Off-hire numbers, collection checks and same-day invoicing.
Read guide →
Choosing your first plant hire fleet
What to buy first, how many machines, and how to inspect used plant.
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.