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.”
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] |
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] |
Driver Name
Role
License No./Jurisdiction
Mobile / Email
[Name]
[Primary / Additional]
[License no.; State/Country]
[Phone; Email]
[Name / N/A]
[Additional]
[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
Additional Driver Signature
Name: [Name / N/A]
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] |
