Why is a signed delivery note essential for dry hire?

A signed delivery note establishes the condition of every item at the point of dispatch. Without it, any damage dispute comes down to one party's word against the other. AV hire businesses that make counter-signature mandatory before releasing kit have a clear documentary record that makes damage claims straightforward to process.

How should AV hire businesses handle damage identified on return?

Document the damage immediately with photographs before the customer leaves or the item is moved. Compare against the dispatch delivery note to confirm the item was in good condition when it went out. Raise a separate damage invoice with the photographic evidence attached - do not combine it with the main hire invoice, as this keeps the financial record clean.

What is the difference between a dry hire and a wet hire workflow?

A dry hire workflow ends when kit is returned and inspected - no crew scheduling or post-event debrief is required. A wet hire workflow includes crew briefing, technical rider review, on-site supervision, and crew expense reconciliation. The dispatch and return documentation steps are similar, but wet hire adds significantly more operational coordination.

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Workflow Scenario

AV Hire - Dry Hire Kit Dispatch and Return

7 steps. Every item accounted for. No disputed damage.

Step by step

Booking Confirmation and DepositQuotes

Customer accepts the dry hire quote, hire dates are confirmed, and a deposit invoice is raised. Kit is not released until deposit payment is received.

Kit Pull, Test, and Serial Number RecordInventory

Hire items are allocated from inventory against the job. Each item is tested for functionality, accessories are checked, and serial numbers are recorded before dispatch.

Delivery Note Created and SignedDelivery Notes

An itemized delivery note is generated listing every hire item with serial number and condition at dispatch. The customer or their representative signs before kit leaves the warehouse.

Dispatch or Customer CollectionJobs

Kit is handed over to the customer or dispatched via carrier. A counter-signed copy of the delivery note is retained. Time and date of handover are recorded on the job.

Hire Period MonitoringJobs

Mid-hire support contacts are logged. Any requests for additional items or hire period extensions are handled via a revised quote before any change is agreed.

Return and Condition InspectionDelivery Notes

Returned kit is checked item by item against the original delivery note. Condition is recorded for each item. Damage and missing accessories are photographed and documented.

Final Invoice and Damage ResolutionInvoices

The hire period is invoiced in full. A separate damage invoice is raised if applicable, supported by photographs and the signed delivery note. The deposit is applied as credit or refunded.

What this workflow solves

Equipment returns with damage that the customer disputes because there was no signed delivery note at dispatch - and the hire business has no paper trail to prove the condition when kit left the warehouse.

Hire orders covering 20 or more identical items where poor serial number records make it impossible to match damaged returns to specific units, leaving damage claims unenforceable.

Deposit invoices not collected before dispatch, leaving the business financially exposed when kit is damaged or not returned on time.

Frequently asked questions

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