How to compare long-term forklift hire quotes on the same basis

Two forklift quotations can show the same capacity and a different weekly price while covering quite different equipment and services. Before choosing between them, make sure both suppliers are answering the same request.

This worksheet is an original procurement framework from Ecolift Rentals. It can be used to compare our quotation with another supplier’s. It does not assign a ranking to rental companies or estimate a universal Melbourne market rate.

Send the same operating brief to each supplier

Start with the heaviest actual load and its dimensions, the required lift height, attachments, aisles, doors, operating surface, working pattern and available power information. Include the delivery location and the intended hire duration.

WorkSafe Victoria’s selection and planning guidance describes the importance of suitability for the task, loads and site, and reviewing manufacturer and supplier information before buying, hiring or leasing. The comparison process below helps organise that discussion; it is not a site safety assessment.

A useful initial brief is specific about uncertainties. If the maximum load is not known, say so. If an outlet has not been inspected, do not describe the charging point as confirmed. Ask the supplier what information is needed for a firm proposal.

Complete a side-by-side quotation worksheet

Comparison item	What to record from each written quote	Question to resolve
Machine and configuration	Model, condition, mast, attachment, battery and charger	Is the same operating task being assessed?
Rental term	Start point, duration and billing basis	Are both offers priced for the same period?
GST	Whether figures include or exclude GST	Am I comparing amounts on the same basis?
Usage	Included hours, measurement and excess-use charges	Does the allowance fit normal and busy weeks?
Service	Scheduled maintenance, repairs and exclusions	Which events would create an extra charge?
Truck unavailable	Reporting process, stated response and replacement arrangements	What is promised in writing, and what remains conditional?
Freight	Delivery, collection, relocation and access conditions	Which movements are included or quoted separately?
Charging	Supplied charger, installation assumptions and site work	Who confirms readiness, and who pays for changes?
Contract changes	Extension, early return, relocation and specification changes	What happens if my operation changes?
End of hire	Return condition and any purchase option stated	Does the agreement match my intended outcome?

Mark missing answers as “not specified” rather than assuming an item is included. Ask for a written clarification. A verbal statement can be difficult to compare if it does not identify the specification, conditions and exclusions.

Convert rates carefully

For a simple budget comparison, a weekly equipment rate multiplied by 52 gives a 52-week equipment figure. Dividing that result by 12 gives an average monthly budgeting figure. This is arithmetic, not confirmation of a supplier’s calendar-month invoicing or contract duration.

Our hire budget planner can organise equipment and separately quoted freight. Check its inputs against the quotation. Keep charging installation, excess usage and any other known charges visible; do not treat an omitted cost as zero.

If you are also considering purchasing a machine, separate that decision from comparing two hire proposals. Use a distinct ownership scenario with your own cost evidence. Tax treatment, finance approval and contract interpretation need advice appropriate to your business rather than assumptions copied from a supplier’s marketing page.

Ask about two realistic change scenarios

Choose scenarios your business could encounter during the term. For example, operating hours may increase, or the warehouse may move. Ask each supplier to explain how the agreement would handle those events, including whether the truck, service coverage, freight or payment changes.

The answer may be conditional on availability or an assessment. Record the condition. Avoid giving a quotation credit for a benefit that has only been mentioned as a possibility.

Finish with a decision record

Keep the completed worksheet, the original quotations and any clarifications together. Write a short reason for your choice: suitable configuration, agreed usage, clear service scope and a budget the business can support. Record unresolved points before signing.

Use your site brief to prepare an Ecolift enquiry when you are ready. We are a commercial hire provider, and this framework is intended to help you compare supplier proposals fairly. Exact equipment, availability, charges and obligations belong in the written offer and agreement.

Source checked 11 October 2026. This is a purchasing-question framework, not legal advice or a certification of equipment or workplace compliance.