📍 When to use this template
- Pre-procurement decision for major equipment.
- Periodic fleet review.
- Project closeout (own equipment redeployment vs sale).
- Multi-project strategic planning.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Equipment Detail4 fields
Equipment Type (Crane / Excavator / Loader / etc.)
_____________
Capacity / Specifications
_____________
Required Period (Months)
_____________
Expected Utilization (Hours / Month)
_____________
2Hire Cost Analysis7 fields
Monthly Hire Rate (₹)
_____________
Total Hire Cost (Period)
_____________
Operator Provided (Y/N)
_____________
Fuel + Maintenance Provided
_____________
Mobilization Cost
_____________
Demobilization Cost
_____________
Insurance Cost
_____________
3Own Cost Analysis8 fields
Equipment Purchase Cost (₹)
_____________
Annual Depreciation (per IT Act)
_____________
Insurance (per year)
_____________
Maintenance (avg per year)
_____________
Operator + Salary
_____________
Fuel + Lubricants
_____________
Storage / Yard
_____________
Residual Value at Project End
_____________
4Comparison7 fields
Total Hire Cost (Project Period)
_____________
Total Own Cost (Project Period — after depreciation)
_____________
Effective Cost Difference
_____________
Utilization Sensitivity (Hire vs Own as Utilization Changes)
_____________
Flexibility (Hire = high, Own = low)
_____________
Tax Benefits (Depreciation)
_____________
Risk (Maintenance + Breakdown)
_____________
5Recommendation5 fields
Decision (Hire / Own / Hybrid)
_____________
Justification
_____________
Risk + Mitigation
_____________
Approval Authority
_____________
Implementation Plan
_____________
💡 Sample filled excerpt
Tower Crane 4 t capacity, 24 months required. Hire: ₹4.5 lakh / month × 24 = ₹1.08 cr (operator + fuel + maintenance included). Own: Purchase ₹85 lakh, dep 33 % over 24 months = ₹28 lakh + maintenance ₹15 lakh + operator ₹12 lakh = ₹55 lakh. Residual: ₹50 lakh. Net own cost: ₹5 lakh. Decision: Own (cost saving + post-project asset).
⚖ Compliance notes
- Hire vs Own decision depends on: utilization, project duration, flexibility need, alternative use.
- High utilization (> 70 %) + long duration (> 12 months) typically favors ownership.
- Multi-project pipeline + redeployment opportunity strengthens own case.
- Income Tax depreciation per Act: typically 33 % declining balance for construction equipment.
- Maintenance + breakdown risk + downtime cost — typically 20-25 % of capital cost over life.
- Decision must account for residual value at project end.