Car Rental Agreement Template
Car Rental Agreement (“Agreement”)
Agreement Date: [MM/DD/YYYY]
Agreement Number: [Agreement Number]
1. Roadside and Emergency Protocol
Roadside Assistance Contact: [Name/Company; Phone]
Emergency Contact (Owner): [Phone; Email]
Emergency Services: [911 / Local number]
Required Notice Timing: [Immediate / Within X hours]
Accident/Breakdown Packet: [If incident: police report no.; tow company; location; photos link; claim no.]
2. Parties
Owner / Rental Company: [Full Name / Company Name]
Address: [Address]
Email: [Email Address]
Phone: [Phone Number]
Renter: [Full Name]
Driver’s License Number: [License Number]
License State/Country: [Jurisdiction]
Make: [Make]
Model: [Model]
Year: [Year]
Color: [Color]
License Plate: [Number]
VIN: [VIN / N/A]
Accessories/Items Provided: [Toll tag; charger; car seat; other]
4. Rental Period and Return Plan
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]
Alternate Return Location (if approved): [Location / N/A]
Early Return Refund: [Yes/No; terms]
5. Rental Fee and Deposit
Total Rental Cost: $[Amount]
Deposit: $[Amount] [Refundable/Nonrefundable; conditions]
Payment Method: [Credit card / Bank transfer / Cash / Other]
Late Return Fee: $[Amount] per [hour/day]
Authorized Post-Return Charges: [Tolls; tickets; fuel; cleaning; damage; admin fees]
6. Mileage and Fuel Policy
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 Level at Check-Out: [Fuel level]
Fuel Charge if Not Met: $[Amount or formula]
7. Insurance and Liability
Insurance Included: [Yes/No; summary]
Renter Provides Own Insurance: [Yes/No; proof attached]
Renter Responsibility: [Damage not covered; deductible; loss of use if applicable]
Fines/Violations/Tolls: Renter is responsible for all charges incurred during the rental period.
8. Incident Description (Phased)
Incident Narrative: [Before; Trigger; Contact/Mechanism; After; Immediate response; parties involved]
Witness/Third-Party Contacts: [Name; phone/email; what observed; N/A]
9. Incident Timeline
[Complete only if an incident occurs; add rows as needed.]
Time | Event | Person(s) Involved | Evidence/Reference |
[HH:MM] | [Event] | [Name/Role] | [Photo/video/police/tow ref] |
[HH:MM] | [Event] | [Name/Role] | [Reference] |
[HH:MM] | [Event] | [Name/Role] | [Reference] |
Time | Event | Person(s) Involved | Evidence/Reference |
[HH:MM] | [Event] | [Name/Role] | [Photo/video/police/tow ref] |
[HH:MM] | [Event] | [Name/Role] | [Reference] |
[HH:MM] | [Event] | [Name/Role] | [Reference] |
Time
Event
Person(s) Involved
Evidence/Reference
[HH:MM]
[Event]
[Name/Role]
[Photo/video/police/tow ref]
[Reference]
10. Vehicle Condition and Inspection
Check-Out Inspection: [Photos/checklist completed; link]
Return Inspection: [Photos/checklist completed; link]
Existing Damage at Check-Out: [List; Photo ID]
11. Corrective Actions Log
[Use only if tracking follow-up tasks; add rows as needed.]
Action | Owner | Due Date | Status/Link |
[Action] | [Name] | [MM/DD/YYYY] | [Open/Closed; ticket/link] |
[Action] | [Name] | [MM/DD/YYYY] | [Status] |
[Action] | [Name] | [MM/DD/YYYY] | [Status] |
Action | Owner | Due Date | Status/Link |
[Action] | [Name] | [MM/DD/YYYY] | [Open/Closed; ticket/link] |
[Action] | [Name] | [MM/DD/YYYY] | [Status] |
[Action] | [Name] | [MM/DD/YYYY] | [Status] |
Action
Owner
Due Date
Status/Link
[Action]
[Name]
[MM/DD/YYYY]
[Open/Closed; ticket/link]
[Status]
12. 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 Florida.
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
Incident Review (if used)
Reviewer Name/Role: [Name; Role / N/A]
Time | Event | Person(s) Involved | Evidence/Reference |
[HH:MM] | [Event] | [Name/Role] | [Photo/video/police/tow ref] |
[HH:MM] | [Event] | [Name/Role] | [Reference] |
[HH:MM] | [Event] | [Name/Role] | [Reference] |
Action | Owner | Due Date | Status/Link |
[Action] | [Name] | [MM/DD/YYYY] | [Open/Closed; ticket/link] |
[Action] | [Name] | [MM/DD/YYYY] | [Status] |
[Action] | [Name] | [MM/DD/YYYY] | [Status] |
