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Car Rental Agreement Template – New York
Define drivers, pickup/return times, charges, mileage, fuel, and insurance in NY.
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Car Rental Agreement Template
Car Rental Agreement ("Agreement")
Agreement Date: [MM/DD/YYYY]
Reservation/Contract No.: [Reservation/Contract No.]
This Agreement is entered into by and between:
Owner / Rental Company: [Full Name / Company Name]
Address: [Address]
Email: [Email Address]
Phone: [Phone Number]
and
Renter: [Full Name]
Driver’s License Number: [License Number]
License Jurisdiction: [State/Country]
Primary Contact Email: [Email Address]
Primary Contact Phone: [Phone Number]
Together, the "Parties."
1. Authorized Drivers and Contacts
Only the individuals listed below may operate the vehicle.
Driver Name | Role | License No./Jurisdiction | Mobile / Email |
[Name] | [Primary / Additional] | [License no.; State/Country] | [Phone; Email] |
[Name / N/A] | [Additional] | [License no.; State/Country] | [Phone; Email] |
[Name / N/A] | [Additional] | [License no.; State/Country] | [Phone; Email] |
[Add rows as needed.]
2. Vehicle Details
Make: [Make]
Model: [Model]
Year: [Year]
Color: [Color]
License Plate: [Number]
VIN: [VIN / N/A]
Condition at Check-Out: [Good / Excellent / As noted in inspection]
3. Pickup, Return, and Timekeeping
Start Date and Time: [Start Date and Time]
End Date and Time: [End Date and Time]
Pickup Location: [Location]
Return Location: [Location / Same as pickup]
Grace Period: [Minutes]
Early Return Refund: [Yes/No; terms]
4. Charges, Deposit, and Billing Address
Rental Rate Basis: [Daily / Weekly / Flat fee]
Total Rental Cost: $[Amount]
Deposit/Hold: $[Amount] [Refundable/Nonrefundable; conditions]
Payment Method: [Credit card / Bank transfer / Cash / Other]
Billing Address (if different): [Billing Address / N/A]
Late Return Fee: $[Amount] per [hour/day]
5. Mileage, Fuel, and Toll Handling
Included Mileage: [Miles/km per day or total]
Extra Mileage Charge: $[Amount] per [mile/km]
Fuel Return Standard: [Same level / Full-to-full / Other]
Fuel Charge if Not Met: $[Amount or formula]
Toll Handling Method: [Transponder / Plate-billed / Reimbursed with receipt / None]
Toll Processing Fee (if any): $[Amount / None]
6. Insurance and Claim Intake
Insurance Included: [Yes/No; coverage summary]
Renter Insurance Provided: [Yes/No; carrier; policy no.; proof attached]
Claim/Adjuster Contact (if assigned): [Name; phone; email]
Claim Number (if applicable): [Claim No. / N/A]
Renter is responsible for violations, tickets, and damage not covered by applicable insurance.
7. Use Rules, Parking, and Storage
Permitted Use: [Personal / Business / Other]
Geographic Limit: [State(s)/Region]
Overnight Parking/Storage Location (if restricted): [Address / None]
Prohibited Uses: [Illegal activity; racing; DUI; unlisted drivers; towing; off-road; other]
8. Breakdowns, Accidents, and Reports
Notice to Owner: [Immediate / Within X hours]
Accident/Incident Packet: [If incident: police report no.; tow details; photos link; witness contact]
Unauthorized Repairs: [Prohibited unless Owner approves in writing]
9. Records, Receipts, and Delivery
Receipt Delivery Method: [Email / Portal / Paper]
Invoice Reference: [Reservation/Contract No.]
Documentation Link (if used): [Folder/URL / N/A]
10. Termination, Governing Law, and Entire Agreement
Termination: [Mutual written consent / breach; fees if any]
Governing Law: This Agreement is governed by the laws of the State of New York.
Entire Agreement: This document contains the full agreement between the Parties.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the Agreement Date.
Owner / Company Signature
Name: [Name]
Signature: ___________________________
Date: [MM/DD/YYYY]
Renter Signature
Name: [Name]
Signature: ___________________________
Date: [MM/DD/YYYY]
Additional Driver Signature
Name: [Name / N/A]
Signature: ___________________________
Date: [MM/DD/YYYY]
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Easy-to-understand jargon
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Learn more about
Car Rental Agreement Template – New York
Click below for detailed info on the template.
For quick answers, scroll below to see the FAQ.
Click below for detailed info on the template.
For quick answers, scroll below to see the FAQ.
New York Car Rental Agreement Template FAQ
Who should be listed as an authorized driver, and where should that appear?
List every person who may physically operate the vehicle, even if they “might” drive. The authorized driver table makes this clean: name, role, license information, and a direct contact. This reduces ambiguity if there is a ticket, toll notice, accident, or insurance claim. If someone is not listed, the agreement should say they are not permitted to drive. For business rentals, it also helps to include each driver’s email so follow-up documentation can be routed quickly.
Should the agreement include a grace period for pick-up and return times?
A grace period is a simple way to reduce conflict without weakening your policy. If you use one, document the number of minutes and clarify how it interacts with late fees. The important part is consistency: the timekeeping section should identify the scheduled end time and what counts as “returned” (for example, in-person handoff or drop box). That way, everyone knows what event triggers late fees and what evidence you’ll rely on if there’s a disagreement.
How can mileage and fuel terms be written so they are hard to dispute later?
Tie the numbers to observable baselines. Include the included mileage and the per-mile charge, then record the odometer at check-out and the expected method for measuring fuel (gauge or fraction). For fuel, stating a return standard (same level or full-to-full) is only half the story; the other half is the pricing method if the standard is not met. Clear terms let you support charges with photos of the dash, receipts, and the inspection record.
What information is most helpful for insurance or claims intake after a crash?
A claims intake section should focus on identifiers and contacts, not narrative. Capture whether insurance is included, whether the renter provided their own policy, and any claim number or adjuster contact if one is assigned. Then, in the incident packet, capture the police report number, tow details, and a link to photos or video. This keeps the agreement usable even when details evolve, because the intake fields are stable reference points for follow-up.
Can the owner set parking or storage limits during the rental?
Yes, as long as the restriction is written clearly and relates to vehicle care or risk control. The template gives you a place to list any overnight parking/storage requirement or to state “none.” If you use this approach, keep it specific (an address, a city, or a “no street parking overnight” rule) and pair it with a notice method so the renter can request a change. Vague restrictions are harder to enforce and tend to create disputes.
What happens if the renter returns the car early - do I have to refund?
Refunds are usually a contract term, not a default assumption. If you want flexibility, use an “Early Return Refund: Yes/No; terms” line and define the method (for example, prorated, flat minimum charge, or no refund). The key is that the agreement should not leave the issue unaddressed, because that invites mismatched expectations. If you do offer refunds, specify when they will be processed and how you’ll document the updated return time.
How should receipts and invoices be delivered for corporate or business rentals?
Business rentals work better when the agreement identifies a billing address and a delivery channel. Use the receipts/delivery section to specify email, portal, or paper, and to include the reservation/contract number on invoices. If you want extra clarity, add a line for “invoice reference” so accounting can match payments to the correct file. AI Lawyer can also help format a consistent invoice cover page that matches your agreement’s reference numbering.
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