Checking a plant hire supplier before the first order protects your program, your site and your contractual position. Due diligence does not need to be elaborate, but it should confirm that the business is what it says it is, that the machine is maintained and documented, and that insurance and safety systems are real. This guide sets out a practical, proportionate approach.
01 / Confirm the business identity
Start with the basics. Check the supplier's ABN on the Australian Business Register and confirm the legal entity name matches the one on the quote, insurance certificates and hire terms. A mismatch is not always a problem, since trading names and related entities are common, but you should know which entity you are contracting with and which one holds the insurance. Record GST registration status for invoicing purposes.
Ask where the business operates from, which depot will supply your machine and who your day-to-day contact will be. For larger or longer hires, it is reasonable to ask how long the business has been operating, how many machines of the relevant class it holds, and how it would replace a unit that breaks down. These answers give a sense of capacity, not just the ability to supply one machine once.
02 / Insurance certificates
Request current certificates of currency rather than policy summaries or statements of intent. Public liability cover is the usual starting point. Depending on the hire, you may also need evidence of plant or equipment cover, motor vehicle cover for registered plant, and workers compensation for any operators the supplier provides. Check the insured entity, the policy period and the limit of liability against your own contract requirements.
Certificates confirm that a policy exists at a point in time; they do not explain what it covers or excludes. If the hire involves significant risk, such as crane lifts near live services or work over water, discuss the arrangements with your broker, who can advise whether the supplier's cover responds in the way you expect. Set a reminder to request renewed certificates before existing ones expire during a long hire.
03 / Safety systems and documentation
Ask for the supplier's work health and safety documentation relevant to the hire. This usually includes a plant risk assessment for the machine, safe work method statements where the work is high risk construction work, and a description of how the supplier manages incidents, hazards and corrective actions. Some suppliers hold certification to a management system standard; that can be useful evidence but is not a substitute for reviewing the documents that apply to your job.
For wet hire, ask how operators are selected, trained and assessed, and how the supplier manages fatigue, drug and alcohol requirements and site-specific inductions. The quality of the answers often says as much as the documents. A supplier who can explain clearly how they verify competency and track training is more likely to have systems that operate in practice rather than on paper.
04 / Maintenance, pre-start and registration records
The machine itself should come with evidence that it is maintained. Ask for recent service records, the date of the last major service, and any outstanding defects. For lifting plant, ask for inspection records and, where applicable, the most recent periodic or major inspection. Request a sample of the pre-start checklist used for the machine, so your crew knows what the supplier expects to be checked each day.
Some plant must be registered with the relevant state work health and safety regulator, for example certain cranes and boom-type elevating work platforms. Where the plant is registrable, ask for the registration details. Plant that travels on public roads may also need road registration. Check that attachments such as quick hitches and lifting accessories are documented, since they can carry their own inspection and compliance requirements.
05 / Proportionate checks and ongoing monitoring
Scale the effort to the risk. A small dry hire of a compact loader for a week needs less scrutiny than a mobile crane working over a public road, or a long wet hire on a remote site. Decide in advance which documents are mandatory for each category of hire, so that project teams are not negotiating requirements from scratch each time and suppliers know what to expect.
Due diligence is not a one-off event. For repeat suppliers, keep a register of documents with expiry dates and review it periodically. Record how each hire went: arrival on time, condition of the machine, responsiveness to breakdowns and accuracy of invoices. That record becomes the most reliable basis for choosing suppliers in future, and it gives a factual foundation if a relationship needs to be reviewed.
Field checklist
- Verify the ABN and confirm the contracting entity matches insurance documents
- Obtain current certificates of currency for public liability and relevant plant cover
- Check workers compensation evidence where operators are supplied
- Request the plant risk assessment and relevant safe work method statements
- Ask for recent service records and the pre-start checklist for the machine
- Confirm regulator registration for registrable plant and road registration where needed
- Keep a document register with expiry dates for repeat suppliers
Frequently asked questions
What documents should a plant hire supplier provide?
Common requests include ABN details, certificates of currency for public liability and relevant plant or motor cover, workers compensation evidence for supplied operators, a plant risk assessment, safe work method statements for high risk construction work, maintenance records, pre-start checklists and registration details for registrable plant. Requirements vary by project and principal contractor.
How do I check a supplier's ABN?
Search the Australian Business Register using the ABN or business name. The record shows the entity name, status and GST registration. Confirm that the entity on the quote, insurance certificates and hire agreement is the same, or that you understand the relationship between them if they differ.
Is a certificate of currency enough to confirm insurance?
A certificate confirms a policy was in force for a stated period with a stated limit, but it does not describe exclusions or conditions. For higher-risk hires, discuss the arrangements with your insurance broker, who can advise whether the supplier's cover is likely to respond to the risks involved in your work.
Which plant needs to be registered?
Work health and safety laws require certain items of plant, including some cranes and boom-type elevating work platforms, to be registered with the state or territory regulator. The list and details can vary, so check the regulator's guidance for your jurisdiction. Plant that travels on public roads may also need road registration.
How often should supplier documents be reviewed?
Review documents before the first hire and whenever they expire, and at a regular interval for ongoing suppliers. Insurance certificates, registrations and inspection records all have dates attached, so a simple register with expiry reminders is usually the most practical way to keep them current.