Technology Without Ownership
Documentation & Verification Policy
At IndiaRentalz, every rental order goes through a basic Documentation Process before delivery. This helps us verify the hirer’s identity, address, rental eligibility and credibility before handing over laptops, desktops, MacBooks, workstations or other IT equipment on rent.
Completion and approval of the Documentation Process is mandatory. Equipment will be dispatched or delivered only after the required documents are submitted, verified and approved by IndiaRentalz.
If the documentation is not approved, or if the order is rejected as per IndiaRentalz internal verification policy, the customer will be informed. Any advance amount paid will be refunded as per the applicable delivery, cancellation and refund policy.
IndiaRentalz may request additional documents depending on the customer profile, rental value, order quantity, rental duration, delivery location and internal risk assessment.
Documentation Process for Individual Customers
1. Customers with Own / Parental Residence
Applicable for: Full-time employees, salaried professionals, start-up founders, self-employed professionals and Indian residents renting for personal or professional use.
| Identity Proof | PAN Card issued by Income Tax Department of India |
|---|---|
| Permanent Address Proof | Aadhaar Card / Driving Licence / Passport / Voter ID |
| Delivery Address Proof | Recent utility bill / valid rent agreement / other approved address proof |
| Financial Verification | Last 3 months’ bank statement |
| Employment / Occupation Details | Salary slip, employee ID, business proof, or professional reference, if required |
2. Customers Staying in Rented Accommodation
Applicable for: Full-time employees, salaried professionals, start-up founders, self-employed professionals and Indian residents staying in rented residential accommodation.
| Identity Proof | PAN Card issued by Income Tax Department of India |
|---|---|
| Permanent Address Proof | Aadhaar Card / Driving Licence / Passport / Voter ID |
| Delivery Address Proof | Registered rent agreement / recent utility bill / HR letter confirming residence, if applicable |
| Financial Verification | Last 3 months’ bank statement |
| Employment / Occupation Details | Salary slip, employee ID, business proof, or professional reference, if required |
3. Self-Employed Professionals
Applicable for: Professionals, consultants, freelancers with established work profile, business owners and independent service providers.
| Identity Proof | PAN Card |
|---|---|
| Permanent Address Proof | Aadhaar Card / Driving Licence / Passport / Voter ID |
| Delivery Address Proof | Rent agreement / recent utility bill / other valid address proof |
| Professional Proof | Business registration, GST certificate, visiting card, website, professional reference, client reference, or work proof |
| Financial Verification | Bank statement, if required |
4. Students and Freelancers
Applicable for: Students, interns, trainees, freelancers and early-stage professionals renting equipment for study, projects, assignments, online classes, internships, or freelance work.
| Identity Proof | PAN Card, if available |
|---|---|
| Permanent Address Proof | Aadhaar Card / Passport / Voter ID / Driving Licence |
| Delivery Address Proof | Rent agreement / utility bill / valid residence proof |
| Student / Professional Proof | Student ID card, institute letter, course proof, freelance work proof, or professional reference |
| Guardian Documents | Guardian ID proof and address proof |
| Guardian Contact | Active mobile number of parent/guardian |
| Financial Verification | Bank statement or guardian financial proof, if required |
IndiaRentalz may require guardian confirmation for student rentals or high-value equipment rentals.
Documentation Process for Foreign Nationals, NRI and PIO Customers
5. Foreign Nationals
Applicable for: Foreign nationals staying in India for employment, official work, business assignments, projects, or long-term stay.
| Identity Proof | Passport |
|---|---|
| Stay Proof | Valid Visa |
| Delivery Address Proof | Rent agreement / HR letter / recent utility bill |
| Local Reference | Company reference / business reference / Indian contact reference |
| Additional Verification | As requested by IndiaRentalz based on rental value and duration |
IndiaRentalz may not accept temporary stay locations such as hotels, hostels, or short-term guest houses for delivery.
6. NRI / PIO Customers
Applicable for: NRI or PIO customers staying in India for a valid period and having a verifiable local address and reference.
| Identity Proof | Passport |
|---|---|
| Status Proof | Visa / PIO Card / OCI document, as applicable |
| Delivery Address Proof | Rent agreement / HR letter / recent utility bill |
| Local Reference | Company reference / business reference / Indian contact reference |
| Additional Verification | As requested by IndiaRentalz |
Documentation Process for Business Customers
7. Sole Proprietorship
| Business PAN / Proprietor PAN | PAN Card of proprietor and business entity, if applicable |
|---|---|
| Proprietor Address Proof | Aadhaar Card / Driving Licence / Passport / Voter ID |
| Business Proof | GST certificate / shop act licence / MSME certificate / tax registration / professional tax certificate / municipal licence / any valid government registration |
| Delivery Address Proof | Utility bill / rent agreement / office address proof |
| Authorized Person Details | ID and contact details of the person coordinating the order |
8. Partnership Firm
| Firm PAN | PAN Card of the partnership firm |
|---|---|
| Constitution Proof | Registered partnership deed |
| Authorization | Authority letter or Power of Attorney in favour of partner/employee authorized to transact |
| Partner KYC | ID and address proof of main partners and authorized person |
| Business Name Proof | Registration document or legal name proof |
| Delivery Address Proof | Rent agreement / utility bill / office address proof |
| Contact Details | Contact numbers and email IDs of authorized persons |
9. Limited Liability Partnership / LLP
| LLP PAN | PAN Card of the LLP |
|---|---|
| LLP Agreement | Copy of LLP agreement |
| Incorporation Proof | Certificate of Incorporation issued by ROC |
| Partner Details | DPIN / DIN details of designated partners |
| Authorization | Board resolution / authorization letter to rent equipment from Sunsoft eRP Solutions Pvt. Ltd. / IndiaRentalz |
| Authorized Person ID | Government-issued ID and address proof of authorized person |
| Business Proof | GST certificate / government registration / professional tax registration certificate / municipal licence, if applicable |
| Delivery Address Proof | Rent agreement / recent utility bill / office address proof |
10. Companies / Private Limited / Limited Companies
| Company PAN | PAN Card of the company |
|---|---|
| Incorporation Proof | Certificate of Incorporation / commencement of business, if applicable |
| Company Constitution | Memorandum of Association and Articles of Association |
| Director Details | List of directors with contact numbers |
| Authorization | Board resolution / authorization letter to enter into rental agreement with IndiaRentalz |
| Authorized Signatory Proof | ID and address proof of authorized signatory, duly attested by the company |
| GST / Business Proof | GST certificate or other valid business registration |
| Delivery Address Proof | Utility bill / rent agreement / office address proof |
| Mailing Address Proof | Company registered or correspondence address proof |
11. Trusts, Clubs, Societies and Associations
| Registration Proof | Certificate of Registration |
|---|---|
| Constitution Document | Trust deed / bye-laws of society / association / club |
| Authorization | Resolution of managing body or Power of Attorney |
| Authorized Signatory Proof | ID and address proof of authorized signatory |
| Member / Trustee Details | Names and addresses of trustees, beneficiaries, managing committee members, or persons holding Power of Attorney |
| Delivery Address Proof | Utility bill / telephone bill / rent agreement / registered office proof |
| Contact Details | Phone number, email ID, and address of founder / manager / director / authorized person |
Important Terms and Conditions
- Documentation approval is mandatoryIndiaRentalz will deliver the equipment only after the Documentation Process is completed and approved. Submission of documents does not automatically guarantee approval.
- Additional documents may be requestedIndiaRentalz may request additional documents on a case-to-case basis depending on rental value, device category, order quantity, customer profile, delivery location, rental duration, verification outcome and internal risk policy. The customer will be informed through call, WhatsApp, email, or SMS wherever applicable.
- Address verification may be conductedIndiaRentalz or its authorized representative may conduct physical or digital address verification before delivery. This may include a visit to the delivery location to ensure smooth and secure delivery of the equipment.
- Temporary stay locations may not be acceptedIndiaRentalz may not accept orders where the customer is staying in temporary or non-verifiable accommodation such as PG accommodation, hostels, hotels, guest houses, short-stay rooms, or temporary lodgings. Such locations may be considered high-risk for rental equipment delivery.
- Non-submission of documents may lead to rejectionFailure to submit required documents within the requested time may lead to order rejection or cancellation.
- IndiaRentalz reserves the right to cancel ordersIndiaRentalz reserves the right to accept, reject, hold, or cancel any rental order based on documentation, field verification, internal policy, payment status, device availability, or risk assessment.
- Refund in case of rejectionIf the Documentation Process is not approved and the order is cancelled by IndiaRentalz, any advance amount paid by the customer will be refunded as per IndiaRentalz delivery, cancellation, and refund policy.
- Documents must be valid and clearAll documents submitted should be valid, clear, readable and authentic. IndiaRentalz may reject blurred, expired, incomplete, mismatched, or doubtful documents.
- Delivery address must match approved verificationEquipment will be delivered only to the approved delivery address. Any change in delivery address may require fresh verification and approval.
Safe, Transparent & Reliable Rentals
The Documentation Process is designed to ensure a safe, transparent and reliable rental experience for both customers and IndiaRentalz. Our team will guide you through the required documents based on your profile and rental requirement.
