From the first call
to the trip home.
What happens at every stage of a Northland rental, what we do, and what we need from you. No fine print you meet for the first time at the gate.
Eight stages, in order.
The first two happen once. The rest repeat for every rental.
- Day 0
Call us or send a request
Tell us the machine, the dates and the site. We confirm what’s available and agree the rates with you.
- Have the job address and the dates ready, or roughly when you need it.
- Not sure which machine? Our Guides explain each type, and we can help you choose.
- Rates are per unit, based on an 8-hour working day.
Your partPick the unit, the dates and the location.
- Once
Open your rental account
New clients apply once, online. You get one master Rental Agreement that covers every rental after this one.
- Credit application, two pieces of government photo ID, your insurance certificate and a card for deposits.
- Companies also upload their incorporation documents (Notice of Articles).
- New clients list three trade references and consent to a credit check.
- You sign the Rental Agreement and card authorization online, with one signature.
Your partApply online. It takes about 15 minutes.
- Approval
We review and approve
We check every document, call your references and confirm your insurance. We don’t rent to new clients until everything is in, so a complete application is the quickest one.
- Insurance must list Northland Equipment Sales & Rentals Ltd. as loss payee and additional insured.
- We call to take your card number. It is never collected online.
- If anything’s missing, we email you exactly what we need.
Your partAsk your broker to send the certificate early. It’s the most common hold-up.
- Each rental
Your Rental Contract
Every rental gets its own Rental Contract: the machine, the rates, the dates and the delivery details. Returning clients get a new one each time.
- You sign it through a secure link we email you, or at the yard.
- Short-term rentals: a damage deposit per machine, collected when the rental starts.
- Long-term rentals: the first month paid upfront, plus a deposit of 1% of the equipment’s cost.
Your partCheck the unit, dates and rates, then sign.
- Before it leaves
We prepare the machine
Our service team inspects every unit before every rental. It leaves the yard in good mechanical condition, with no exceptions.
- A full 360° photo set, plus photos of the fuel gauge and hour meter, filed against your rental.
- Filled with fuel and greased.
- Any existing damage is pointed out to you before it leaves.
- GPS tracking is checked and working.
- Delivery
Delivery or pickup
We arrange towing to your site. Allow one to two business days to book a truck. After-hours pickup can be arranged ahead of time.
- Your site contact meets the truck and signs for the machine.
- After-hours pickup must be set up with the office beforehand.
- You can book the return pickup now, or call us when you’re done.
- On rent
While it’s working for you
Each rental day includes eight engine hours. Look after the machine like it’s yours, because while it’s with you, it is your responsibility.
- Do a daily safety inspection. Keep the tracks tensioned and the machine greased and clear of packed mud.
- Call us within 12 hours of any accident, damage or spill.
- Need it longer? Ask for an extension before the due date.
- Only trained, qualified operators may run it.
- Return
Back to the yard
The same towing process in reverse. We inspect and photograph the machine again, read the hour meter and close out the contract.
- Return it with the same fuel level, cleaned to a rentable standard.
- Extra hours, fuel and cleaning are the only add-ons, and each one is itemized.
- Your unused deposit is refunded, or the hold released, once final charges are settled.
Short-term or long-term.
How a rental is secured depends on how long it runs. Your Rental Contract shows the exact amounts.
| Short-term | Long-term | |
|---|---|---|
| Typical length | Days to a few weeks | Months or longer |
| Deposit | A damage deposit set per machine | One month’s rent upfront, plus 1% of the equipment’s cost |
| When it’s taken | When the rental starts, on your card on file | At the start of the rental |
| Held or charged | Your choice: a hold (pre-authorization) or a charge | Charged |
| After return | Hold released or unused deposit refunded once final charges are settled | Applied to final charges, with any balance refunded |
Rates are per unit, based on an 8-hour working day. Weekly and 4-week rates assume a 5-day week.
While it’s working for you.
While it’s with you, the machine is your responsibility. These are the habits that keep a rental clean, with no surprises at return.
- Inspect it dailyA walk-around safety inspection every day. Write it down, because inspection records are yours to keep.
- Tracks and greaseKeep track tension and alignment right, and grease to the manufacturer’s schedule.
- Clear out the muckPacked mud and rocks in the undercarriage wear tracks fast. Track damage from neglect is charged.
- Eight hours a dayEach rental day includes up to eight engine hours. The hour meter is read when it leaves and when it comes back.
- 12 hours to reportAny accident, damage, loss or spill: call us within 12 hours. We decide how it’s assessed and repaired.
- Trained operators onlyOnly trained, qualified operators may run the machine. No lending it out, and no sub-renting.
- Stay in the provinceThe machine stays in the province it was rented in, and we always know where it is.
- Ask before the due dateNeed it longer? Ask for an extension early. A machine more than a week overdue is treated as taken.