Documents Required
What your organisation should keep ready before renting laptops, desktops, printers or scanners, and why each document is needed.
Why we ask for documents
We rent laptops, desktops, printers and barcode scanners only to businesses and organisations. When your company rents a batch of devices, we hand over devices worth a significant amount on trust, often within hours of confirmation. A quick business KYC check lets us do that safely. It confirms which entity is renting, who is authorised to commit it, where the devices will be and who to invoice. It also lets us issue a correct GST invoice and, at our discretion, waive the security deposit or replace it with agreed invoice terms.
KYC is completed online before the laptops are dispatched. Clear scans or PDFs shared on email or WhatsApp are enough. At delivery, the delivery person only checks the receiver's photo ID against the name you gave us; no documents are collected or copied at the door.
At a glance
| Document | What it can be | Why we need it |
|---|---|---|
| Business registration | GST certificate, or certificate of incorporation, LLP agreement, partnership deed, trust or society registration, or Udyam registration | Confirms the organisation exists and puts the correct details on the invoice |
| PAN of the entity | Company, LLP, firm, trust or institution PAN | Independent check of the entity and billing records |
| Authorised signatory's ID | PAN card, passport, driving licence or voter ID of the person committing the organisation | Confirms who is responsible for the rental |
| Authorisation | Authorisation letter on letterhead, or confirmation from an official company email address | Shows the signatory can rent on the organisation's behalf |
| Delivery contact | Name, phone number and address of the person receiving the devices at each location | Plans the handover and gate entry |
Business registration and PAN
- GST certificate, so we can put your GSTIN on the invoice and you can claim input tax credit where eligible.
- Company documents, if you are not GST-registered or as additional proof: the certificate of incorporation, LLP agreement, partnership deed, Udyam registration, or for institutions, the trust, society or other registration certificate.
- PAN of the entity, matching the registered name on the booking.
Government offices and public-sector bodies can share an official order or letter on letterhead in place of a GST certificate, along with the billing details for the invoice.
Authorised signatory
- Photo ID of the authorised signatory, such as a PAN card, passport, driving licence or voter ID, with their designation.
- Authorisation letter on the organisation's letterhead, or a confirmation or purchase order sent from an official company email address, stating the quantity, configurations, rental term (including any lock-in) and billing address.
Individual employees or trainees who use the devices do not need to share personal documents. The organisation is responsible for every device it rents.
Delivery details
- Delivery address for each location, including the building, floor and gate to use.
- Delivery contact at each location: a named person who will receive and count the devices, with a phone number.
- Entry requirements, such as vendor passes for IT parks, SEZ paperwork, or hospital and government building permissions.
- Space and setup notes for desktops and printers, such as the number of desks, power points and whether a printer must join your Wi-Fi network.
Event orders
For an event order, such as a conference, training or assessment shorter than a month, the same business KYC applies. We also need the venue address and hall details, dates and timings for delivery and collection, the number of laptops and any setup required, and an on-site contact. Our laptop on rent for events page covers conferences, hackathons and training batches.
Deposit and invoice terms
The refundable deposit may be waived, or replaced with agreed invoice terms, for verified companies, at our discretion. Any waiver or invoice terms are confirmed in writing before dispatch, along with the lock-in period, delivery charge and 18% GST confirmed on the call. For larger orders, see our bulk laptop rental for corporates page.
Tips for quick verification
- Share clear scans or PDFs with all four corners of each document visible.
- Use the organisation's registered name on the booking, exactly as on the GST certificate or incorporation documents.
- Send everything in one email along with the delivery addresses, start date and rental term. Once the order is placed, cancelling it or refusing delivery attracts a penalty of one month's rent, so confirm quantities before you send it.
- Keep your original documents; a clear scan is all we need.
What we will never ask for
Our team will never ask for an OTP, a card PIN, a UPI PIN, a CVV or a net-banking password, for verification or for anything else. If someone claiming to represent Rentomozo asks for any of these, do not share them, and call us on +91 98215 55658 to check.
How your documents are handled
Documents are used only to verify the rental, issue invoices, and recover devices if that ever becomes necessary. Access is limited to the staff who handle verification, and documents are not shared with our delivery team. KYC copies are kept for the rental and a limited period after it, then erased, except where the law requires records to be kept longer. This follows the Digital Personal Data Protection Act, 2023; the details are in our Privacy Policy.
Have a question about documents for your organisation? Call or WhatsApp +91 98215 55658, 9 AM – 9 PM, all 7 days, or see the Rental Policy and FAQs.
Laptops for your team?
Tell us the models, quantity, term and office address — we’ll confirm stock, delivery date and a GST quote.