Car Rental Agreement Template
Car Rental Agreement (“Agreement”)
Agreement Date: [MM/DD/YYYY]
Contract ID: [Contract ID]
1. Mileage, Odometer, and Fuel Baseline
Odometer at Check-Out: [Mileage]
Fuel Level at Check-Out: [Fuel level]
Fuel Measurement Method: [Gauge; 1/8 increments; %; other]
Included Mileage: [Miles/km per day or total]
Extra Mileage Charge: $[Amount] per [mile/km]
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]
3. Vehicle and Accessories
Make: [Make]
Model: [Model]
Year: [Year]
Color: [Color]
License Plate: [Number]
VIN: [VIN / N/A]
Items Provided: [Key fobs; toll tag; charger; spare tire tools; other]
4. Rental Period
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]
Late Return Fee: $[Amount] per [hour/day]
5. Payment Terms
Total Rental Cost: $[Amount]
Deposit: $[Amount] [Refundable/Nonrefundable; conditions]
Payment Method: [Credit card / Bank transfer / Cash / Other]
Authorized Charges: [Fuel; tolls; tickets; cleaning; damage; admin fees]
6. Condition, Damage Classification, and Inspection
Inspection Record: [Photos/checklist attached; link]
Damage Classification Method: [Category -> Subtype -> Severity -> Evidence reference]
Existing Damage at Check-Out: [Category; subtype; severity; Photo ID]
Return Condition Findings: [Category; subtype; severity; Photo ID]
7. Fuel Return Standard
Fuel Return Standard: [Same level / Full-to-full / Other]
Fuel Charge if Not Met: $[Amount or formula]
Prohibited Fuel/Charging Use (if applicable): [Wrong fuel; incompatible charger; other]
8. Use Restrictions
Permitted Use: [Personal / Business / Other]
Geographic Limit: [State(s)/Region]
Prohibited Uses: [Illegal activity; racing; DUI; off-road; unlisted drivers; towing; other]
9. Insurance, Liability, and Violations
Insurance Included: [Yes/No; summary]
Renter Insurance Provided: [Yes/No; carrier; policy no.]
Renter Responsibility: [Damage not covered; deductible; loss of use if applicable]
Violations/Fines/Tickets/Tolls: Renter is responsible for all charges incurred during the rental period.
10. Appendix A – Mileage and Fuel Log
[Use for longer rentals or business tracking; add rows as needed.]
Date | Start Odometer | End Odometer | Fuel Start/End | Notes/Receipts Ref |
[MM/DD/YYYY] | [Mileage] | [Mileage] | [Fuel/Fuel] | [Notes; receipt ref] |
[MM/DD/YYYY] | [Mileage] | [Mileage] | [Fuel/Fuel] | [Notes; ref] |
[MM/DD/YYYY] | [Mileage] | [Mileage] | [Fuel/Fuel] | [Notes; ref] |
Date | Start Odometer | End Odometer | Fuel Start/End | Notes/Receipts Ref |
[MM/DD/YYYY] | [Mileage] | [Mileage] | [Fuel/Fuel] | [Notes; receipt ref] |
[MM/DD/YYYY] | [Mileage] | [Mileage] | [Fuel/Fuel] | [Notes; ref] |
[MM/DD/YYYY] | [Mileage] | [Mileage] | [Fuel/Fuel] | [Notes; ref] |
Date
Start Odometer
End Odometer
Fuel Start/End
Notes/Receipts Ref
[MM/DD/YYYY]
[Mileage]
[Fuel/Fuel]
[Notes; receipt ref]
[Notes; ref]
11. Incidents and Notices
Breakdown/Accident Packet: [If incident: police report no.; tow details; photos link; claim no.]
Notice to Owner: [Immediate / Within X hours]
Repairs: [No unauthorized repairs unless approved in writing]
12. Governing Law and Entire Agreement
Governing Law: This Agreement is governed by the laws of the State of Illinois.
Entire Agreement: This document contains the full agreement between the Parties.
Amendments: Any amendment must be in writing and signed by both 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
Return Inspection Initials
Owner/Agent Initials: [Initials]
Renter Initials: [Initials]
Date | Start Odometer | End Odometer | Fuel Start/End | Notes/Receipts Ref |
[MM/DD/YYYY] | [Mileage] | [Mileage] | [Fuel/Fuel] | [Notes; receipt ref] |
[MM/DD/YYYY] | [Mileage] | [Mileage] | [Fuel/Fuel] | [Notes; ref] |
[MM/DD/YYYY] | [Mileage] | [Mileage] | [Fuel/Fuel] | [Notes; ref] |
