Car Rental Agreement Template
Car Rental Agreement (“Agreement”)
Agreement Date: [MM/DD/YYYY]
Rental Reference ID: [Rental Reference ID]
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]
1. Vehicle and Allowed Operating Area
Vehicle: [Year Make Model]
License Plate: [Number]
VIN: [VIN / N/A]
Allowed Operating Area: [State(s)/Counties/Cities]
Allowed Road Types: [Paved only / Paved + maintained gravel / Other]
Out-of-Area Use Requires Written Permission: [Yes/No]
2. 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]
Early Return Refund: [Yes/No; terms]
3. Driver Eligibility
Primary Driver: [Full Name]
Additional Driver(s): [Name(s) / None]
License Verification Method: [Visual check / Copy on file / Other]
No unlisted drivers may operate the vehicle.
4. Payment Terms and Fee Schedule
Base Rental Cost: $[Amount]
Deposit: $[Amount] [Refundable/Nonrefundable; conditions]
Payment Method: [Credit card / Bank transfer / Cash / Other]
Fees apply as listed below.
Fee Type | Amount | Trigger / Notes |
Late return | $[Amount] per [hour/day] | [After scheduled return time] |
Fuel shortfall | $[Amount or formula] | [Based on fuel policy] |
Cleaning | $[Amount] | [Excessive dirt/odors/stains] |
Smoking/vaping | $[Amount] | [If evidence present] |
Tolls/tickets admin | $[Amount / None] | [Processing/forwarding cost] |
Damage not covered | $[Amount / estimate] | [Based on inspection/photos] |
Fee Type | Amount | Trigger / Notes |
Late return | $[Amount] per [hour/day] | [After scheduled return time] |
Fuel shortfall | $[Amount or formula] | [Based on fuel policy] |
Cleaning | $[Amount] | [Excessive dirt/odors/stains] |
Smoking/vaping | $[Amount] | [If evidence present] |
Tolls/tickets admin | $[Amount / None] | [Processing/forwarding cost] |
Damage not covered | $[Amount / estimate] | [Based on inspection/photos] |
Fee Type
Amount
Trigger / Notes
Late return
$[Amount] per [hour/day]
[After scheduled return time]
Fuel shortfall
$[Amount or formula]
[Based on fuel policy]
Cleaning
$[Amount]
[Excessive dirt/odors/stains]
Smoking/vaping
[If evidence present]
Tolls/tickets admin
$[Amount / None]
[Processing/forwarding cost]
Damage not covered
$[Amount / estimate]
[Based on inspection/photos]
5. Mileage and Fuel
Odometer at Check-Out: [Mileage]
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]
6. Condition and Inspection
Inspection Record: [Photos and/or checklist attached]
Existing Damage at Check-Out: [List; Photo ID]
Odometer and Fuel at Return: [Mileage; Fuel level]
7. Insurance, Responsibility, 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.
8. Use Restrictions and Towing/Hauling
Prohibited Uses: [Illegal activity; racing; DUI; off-road; ride-share/delivery; other]
Towing/Hauling Allowed: [Yes/No]
If towing/hauling is allowed: [Trailer type; weight limits; hitch type; approval required]
9. Traffic Stops, Accidents, and Reporting Packet
Stop/Impound Details: [If stopped/impounded: location; agency; case no.; fees]
Accident Packet: [If accident: police report no.; other party info; photos link; claim no.]
Repairs: [No unauthorized repairs; emergency repairs only with approval]
10. Termination and Recovery
Early Termination: [Mutual written consent / breach; fees if any]
Vehicle Recovery/Repossession Costs: [Chargeable/Not chargeable; terms]
11. Governing Law and Entire Agreement
Governing Law: This Agreement is governed by the laws of the State of Texas.
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
Vehicle Release (Check-Out)
Released By: [Name / Title]
Initials: [Initials]
Fee Type | Amount | Trigger / Notes |
Late return | $[Amount] per [hour/day] | [After scheduled return time] |
Fuel shortfall | $[Amount or formula] | [Based on fuel policy] |
Cleaning | $[Amount] | [Excessive dirt/odors/stains] |
Smoking/vaping | $[Amount] | [If evidence present] |
Tolls/tickets admin | $[Amount / None] | [Processing/forwarding cost] |
Damage not covered | $[Amount / estimate] | [Based on inspection/photos] |
