Complete Guide to Equipment Labeling for Rental Equipment

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equipment labeling

The amount of time spent controlling equipment grows quickly as inventory changes and stock levels rise. What therefore constitutes a fruitful inventory management strategy? How do you keep track of your most pricey possessions? And how much equipment labeling enhances the efficiency of your inventory management process?

To resolve these kinds of headaches, you have arrived at the right place. Here, you will get a complete guide on equipment labeling. So, you will get detailed directions on which factor you should consider for labeling your rental equipment. Most significantly, you have to understand what kind of materials will require to conduct equipment labeling.

Without any further ado, let’s jump to the core section of this article.

Selecting the equipment that requires a special identification number is necessary before you begin to tag your inventory. Since they are the ones most likely to be stolen, your most valuable products are usually the best place to start. 

You’ll need these identifiers if you want to track these products separately, which is another possibility. In this section, we offer some essential materials which will need for equipment labeling.

Premium Polyester Tags & Labels

Labels made of polyester, polypropylene, and vinyl are ideal for tracking assets in indoor settings. 

For increased strength and protection, these tags have a polyester foundation that has a clear film overlaid on top. They are a cost-effective alternative for renting furniture and computer equipment because they can survive mild exterior conditions but are best used indoors.

Foil Hang Tags

Both interior and outdoor uses are possible for these tags. Because they offer significant endurance at a reasonable price, foil tags are popular. 

Foil labels typically persist for more than 10 years because of their superior resistance to cold, heat, and UV light. They are excellent for almost any rental business due to these characteristics, though large machines may require something more durable.

Anodized Aluminum Tags

Aluminum asset tags are the most robust tags on the market since they are made to withstand the worst conditions. 

The information on these labels is sealed behind the aluminum’s anodic layer, making them resistant to a wide range of substances, including chemicals, abrasives, and solvents.

What Factors Should Be Considered for Labeling Rental Business Equipment?

It’s a major decision to decide to use QR codes to designate your equipment. The advantages of scanning and tracking your equipment inventory outweigh the time and financial investments made in doing so. 

You can decrease the loss and theft of pricey equipment using scanning and GPS tracking of your rental equipment. Additionally, scanning lowers human data input errors and contributes to the continuous collection of historical data, enabling wise business decisions to be made regarding equipment. 

Since there isn’t much room on labels, give the information you wish to include some thought. Although there isn’t a defined method for keeping track of rental assets, it’s advisable to follow a few rules. Include the following components at the very least when creating labels for your rental inventory:

Consider Barcode Types & Sizes

Firstly, you have to consider the barcode types and sizes for equipment labeling and tagging. The most helpful component of an asset label is the barcode. While some are shorter and more compact than others, there isn’t always a better symbology for rentals. 

For instance, you can apply Code 39, or Code 128. Most significantly, the standard UPC and EAN barcodes you see on the majority of retail merchandise are common variants. Make sure to consider size when choosing your symbology.

The label could be impossible to read if you choose one that is too small. If you select one that is too large, it could be challenging to scan the tag up close. Code 128 is a little bit more condensed than Code 39 when space is at a premium. To enable effective scanning, Code 128 needs a high-quality printer. 

Remember! You can try different types and sizes, just need to consider which one will be compatible with your rental business. 

Include Unique Identifier

A distinctive identification number is required to distinguish one product (or product category) from others. Your numbering sequence should be reliable and simple for a human reader to understand. 

Being able to identify your rental equipment is crucial if you want to improve the efficiency of inventory management. While some companies employ a numerical sequence, others distinguish their identification by adding letters. Alphanumeric codes like B02768 or C26275, but you might make them more recognized by using acronyms like “CG” for camera gear and “MB” for mountain bikes. 

For instance, you could even mix your SKUs and identifiers to create “SON-FS7-03” for a Sony FS7. Your numbering sequence won’t necessarily change if you utilize barcodes in your inventory management process because it’s still advantageous to maintain your identifiers, well, are easy to identify.

Consider Color Categorization

Finding the correct equipment might be difficult when there are so many things to handle. When that happens, colors are a useful additional component. 

Your team can rapidly classify products when clients pick up and return their equipment by color-coding your assets, which expedites checkouts and returns. They benefit both your customers and coworkers.

Don’t Forget to Include Your Company’s Logo

Instead of simply mentioning that a piece of equipment belongs to your rental company, having your brand’s emblem makes you more noticeable. 

The likelihood of finding lost or stolen rental equipment rises when you include your logo or at the very least the name of your business.

Include Barcode Scanning 

Any effective rental management process is built on barcodes. Manual data entry becomes onerous as stock levels rise, and processing orders becomes time-consuming. Consider the time required to manually specify the objects you are handing out when reading an identification. It significantly reduces productivity. 

With a barcode scanner, your checkout and return procedures go considerably more quickly, and as a bonus, errors are minimized.

Related For You: Most Common Barcode Types

Closing Thoughts

The foundation of any rental business is equipment tracking. Keeping organized takes more work as your rental inventory starts to change. When that occurs, it’s time to think about identifying your rental equipment and employing a barcode scanner to manage inventory and conduct equipment labeling.

You are defending your company against more than just equipment theft and loss when you invest in asset tags. Additionally, labels ensure that colleagues can locate the appropriate equipment more quickly while also minimizing human mistakes.

Bonus Tips to Organize Your Equipment Labeling

Before submitting your final order, we advise obtaining a sample batch of barcodes depending on the size of your rental inventory. You can test out several materials and find what works best for you by ordering samples.

When you pair barcode scanning with the appropriate rental management software, your team can quickly access pertinent information and determine whether they have gathered the appropriate equipment.

Make sure to attach the labels on the equipment’s back for placement on your items. They deteriorate more quickly when put on the bottom.


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