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Car Rental Agreement Template – Florida
Define fees, mileage, insurance, and roadside/incident steps with this Florida agreement.
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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]
Phone: [Phone Number]
Email: [Email Address]
3. Vehicle Information
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] |
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] |
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
Name: [Name]
Signature: ___________________________
Date: [MM/DD/YYYY]
Incident Review (if used)
Reviewer Name/Role: [Name; Role / N/A]
Signature: ___________________________
Date: [MM/DD/YYYY]
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Learn more about
Car Rental Agreement Template – Florida
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.
Florida Car Rental Agreement Template FAQ
What roadside steps should be included in a rental agreement before anything goes wrong?
At minimum, the agreement should identify who to call, how quickly the renter must notify the owner, and what information must be collected if there is a breakdown or crash. A single “roadside and emergency protocol” section keeps this from being scattered across the contract. It also helps to include a short incident packet list (police report number, tow company, location, photos link, and any claim reference) so the renter knows what you will ask for when stress is high.
How does a phased incident narrative help compared to a single free-text description?
A phased format prompts the renter to capture facts in a consistent order: what happened before, what triggered the event, what contact or mechanism occurred, what happened after, and what immediate response followed. That structure makes it easier to compare accounts, tie photos to specific moments, and avoid missing critical details. It also reduces blame-focused writing because it pushes the narrative toward observable events. Even if you later prepare a longer statement, the phased record is a solid starting point.
Why include an incident timeline table if there is already an incident description?
The narrative explains the story; the timeline anchors it to times, people, and evidence. A table lets you list key moments (call to owner, tow arrival, police contact, return to facility) alongside who was involved and what proof exists. That’s useful for follow-up questions and for organizing files in a folder. If the incident is minor, the table can be short. If it is complex, you can add rows without rewriting the narrative.
Can the agreement address alternate return locations or delays caused by changing conditions?
Yes, without overcomplicating the contract. Use an “alternate return location (if approved)” line and specify that any change requires owner approval and that the new location will be confirmed in writing. If you anticipate return delays, you can also define how the parties will communicate, whether late fees pause or continue, and what evidence counts as proof of a timely notice. The goal is to create a simple process for exceptions rather than leaving them to ad hoc negotiations.
What information should the renter capture immediately after an accident?
Focus on identifiers: where it happened, who was involved, and what reports exist. The incident packet fields help the renter capture the police report number (if any), tow company details, other party contact and insurance information, and the location where the vehicle was taken. Pair that with photos or video and store it under the agreement number. If there were witnesses or third parties, capturing their contact information early can be valuable even if you never need formal statements.
Can the owner require immediate notice of an accident or mechanical issue?
Yes, as a contractual duty. The agreement can specify a timing requirement (for example, immediate notice or within a stated number of hours) and a contact method. To make the rule workable, include a backup contact (email plus phone) and a place to record when notice was sent. If you use a file folder for evidence, note that the notice confirmation and related materials should be stored with the same agreement number so the full incident record stays together.
How can I keep a corrective actions log short without losing tracking?
Keep it to the essentials: the action, the owner, a due date, and a status/link. For most rentals, you will only need a few follow-ups, such as getting an estimate, confirming a toll invoice, or scheduling a repair. Three starter rows with “add rows as needed” are usually enough, and you can leave it blank when there are no tasks. If you want a faster setup, AI Lawyer can generate a consistent action-log page that matches your agreement formatting.
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